Hello and welcome TRCF Volunteers!

About the Gala:

The 2024 Black and White Gala is not just another event on the calendar. It's the cornerstone of our fundraising efforts and plays a pivotal role in fueling the programming we offer to teen cancer survivors nationwide. From providing college scholarships to offering educational resources and support, the funds raised at this gala enable us to make a tangible difference in the lives of young cancer survivors, empowering them to thrive beyond their diagnosis.

Gala Location:

Fairmont Hotel 1717 N Akard Street Dallas, TX 75201 *Traffic downtown can be tricky to navigate; please make sure to give yourself adequate time to avoid delays.

Gala Dress Attire:

The theme for the 2024 TRCF Gala is Black and White. The dress code is Black tie optional, cocktail attire. Whether you opt for a classic cocktail dress, a stylish ball gown, a sharp suit, or a dashing tuxedo, the key is to wear what makes you feel your best. We want you to feel comfortable and confident as you interact with guests and carry out your volunteer duties.

Volunteer Arrival Time:

We ask volunteers to please arrive no later than 5:00pm. We will meet outside the Regency ballroom and plan to walk the event space to show you around and then do a quick run-through and final training/Q&A to get set up for your volunteer positions.

What to Bring:

We ask volunteers to please bring a laptop or tablet if you are in the Check-in or Wine Pull roles. (*if you do not have access to a laptop or tablet, please let us know, and we can have one available for you to use). We suggest you also bring the training packet you received from the volunteer luncheon. And a smile… please bring a smile and your party pants :)

Volunteer Training:

At The Ruth Cheatham Foundation, we believe in harnessing the unique strengths and talents of each of our volunteers to maximize their impact. We strive to place volunteers in roles where they can shine brightest and make the most significant difference in supporting our mission to empower teen cancer survivors.

Tailored Training for Specific Roles:

To ensure our volunteers feel confident and prepared for their roles, we provide specific training for each volunteer position. We've created detailed training videos for each role, outlining responsibilities, tasks, and best practices. These resources are designed to equip volunteers with the knowledge and skills they need to excel in their respective roles. A TRCF team member will be reaching out to you to detail your role and any specifics pertaining to that position.

Training Video Links:

• Full Volunteer Training Video: https://vimeo.com/showcase/5841040

  • Master List Reference Guide (check in, auction bidding, check out)

• How to Check-In Guests

  • Help Guests SELF check-in

  • Update User Information

  • Check-In Quick Reference Guide

• Silent Auction: How to place a Bid for a Guest

• How to Check-Out Guests

  • Check out Multiple Users Together

• Wine Pull Volunteer Training: Adding a wine pull ticket to a Guests Account
  
  

TRCF Gala Timeline:

• 5:00pm -Setup & All Volunteers and TRCF Scholars Arrive

• 6:00pm - Check-in Opens

  • Passed wine in the Foyer with multiple cash bars open

  • Live Artist performing / 360 Photo Booth / Selfie Photo Stations / Silent Auction / Wine Pull

  • VIP Opens (Open Bar/ Passed Appetizers / Live Music / Celebrity Meet and Greet / Photo ops

• 7:00pm- Ballroom Doors Open

  • Volunteers help usher guests into the ballroom

• 7:30 Program Begins

  • Plated dinner and Program (Sample TRCF Gala Program Here)

• 9:30 - Program ends and Live Music and Dancing Opens

  • Silent Auction / 360 photo Booth is open / Photo ops at multiple selfie stations / Wine Pull open (if not already sold out)

• 10:30pm - Silent Auction Closes

• 10:30pm - 11:30pm - Check out guests and start closing down VIP room

• 11:30pm - Start closing down and packing up

Support and Assistance:

We understand that learning something new can sometimes be daunting, but rest assured, we're here to help every step of the way. If you have any questions or need assistance while watching the training videos or preparing for your role, please don't hesitate to reach out to us. Our staff and TRCF Board of Directors team are dedicated to providing support and guidance to ensure your volunteer experience is both fulfilling and impactful. Your primary points of contact, should you have questions:

Holly Ehtisham, Director of Operations

405-863-9099

holly@ruthcheathamfoundation.org

Lindsay Whittemore, Executive Director & Co-Founder

972-897-3371

lindsay@ruthcheathamfoundation.org

THANK YOU!!!!!!

Thank you for committing your time and energy to support The Ruth Cheatham Foundation and the teens we serve. Your dedication as a volunteer at the 2024 Black and White Gala will make a meaningful difference in the lives of young cancer survivors. Together, we can create a memorable and successful event that supports our mission of providing access to higher education and a brighter future for teens battling and surviving cancer!

Learn More About TRCF and our Mission:

TRCF Mission:

The Ruth Cheatham Foundation (TRCF) supports teens impacted by cancer by bridging the educational opportunity gap and providing a gateway to economic mobility and a higher quality of life.

TRCF VISION:

Our vision is a world where survivors are not defined by their diagnosis but have equal opportunity for a quality education.