Liaison Volunteers - Roles & Responsibilities

Thank You, Liaisons

Thank you for choosing to volunteer with Navidad En El Barrio. Your involvement is a gift—both to us and to the children we serve. Because of your support, children who might otherwise go without will instead experience the joy, wonder, and hope of Christmas.

You are more than volunteers… you are our Angels! 🎄✨

What is a Liaison?

A Liaison is a dedicated volunteer for Navidad En El Barrio who serves as the vital link between our organization and a pre-selected school.

Your mission is to:

  • Connect & Support – Be the bridge between Navidad En El Barrio and the School Coordinator.

  • Communicate Clearly – Share updates, reminders, and guidance to keep everything on track.

  • Ensure Success – Help your school meet deadlines and prepare for a smooth, joyful Christmas Program.

Each Liaison helps bring the magic of Christmas to 40 children at their assigned school, making sure no detail is overlooked and every child’s holiday wish can come true. 🎄💖

 

🍕 Pizza Orders for Kids

As part of your role as a Liaison, providing pizza for your 40 children is included in your participation. Some Liaisons cover the total cost themselves, while others invite family, friends or work colleagues to help contribute.

Many Liaisons also add personal touches—like donuts, muffins, cupcakes, fruit, or drinks for breakfast or snack time. Some schools may already provide breakfast for their students or have their own way of arranging food. Be sure to talk with your School Coordinator to see what’s already covered and what support is still needed.

The most important part is to communicate and coordinate with your School Coordinator—work together, be creative, and decide what will work best for your school community.

At a minimum, Liaisons are responsible for covering:

  • 🍕 Lunch pizza (order via link, below)

  • 🍽️ Paper plates

  • 🧻 Napkins

  • 🧴 Hand sanitizer

The process couldn’t be easier:

  1. Vendor Selected – Navidad En El Barrio has already chosen this year’s pizza vendor.

  2. Place Your Order – You may request up to a total of 15 pizzas (cheese and/or pepperoni).

  3. Submit & Pay – Use the PayPal link below to complete your pizza order. NEEB will coordinate directly with the vendor so you can focus on supporting your school.

  4. Delivery Day – On the morning of the event, volunteers will deliver the pizzas directly to your school’s circle.

📅 Pizza Order Deadline: MM/DD/2025

👉 [Pay & Order Your Pizza Here – Link Coming Soon]

Please check back here for updates. We’ll post the exact deadline and order link as soon as they’re finalized—thank you for your patience!

Click here for a quick 1-minute tutorial on how to place Liaison Pizza orders.

Tips for Coordinating with Your School Coordinator

  • Start the conversation early — reach out as soon as possible to confirm food plans.
  • Ask what’s already covered — some schools provide breakfast or have their own ordering systems.
  • Be flexible and creative — decide together on any extras like donuts, fruit, or drinks.
  • Keep communication open — share updates, confirm details, and check in before the big day.

Remember: Clear communication helps every child enjoy a smooth and joyful celebration.

Liaison Volunteer Documents

Everything you need in one place, organized by program year! Open your program year below to access downloadable forms, instructions, and helpful resources to guide you through each step of the season.

📅 Tip: Check back often! New updates and materials are added throughout the current season to help you stay on track.

    1. 📩 Thu, Oct 9 – Thank You & Confirmation for 2025 Participation

    2. ✅ Step 1:Confirm Your 2025 Liaison Participation (by Mon, Oct 13)

    3. 📅 Step 2: Review Key Resources & Updates – Deadlines & Responsibilities

    4. 💃 Step 3: Save the Date Sat Nov 22 – 26th Annual Benefit Christmas Dance 🎶

  • These documents are provided for reference only. Please be sure to use the current year’s materials for all official instructions, forms, and deadlines.

    WELCOME & DUTIES

    COMMUNICATIONS FROM NEEB

    • 📧 12/6 Reminder Email

    • 📧 12/14 Day-of-Event Reminder (for schools that did not pick up packages at the Gift Wrapping Party 12/13)

    • 🗓️ 12/14 Program Timeline & Expectations At-A-Glance (One-Pager)

    CONFIRMING SCHOOL PARTICIPATION

    • ⏰✉️ Is Your School Returning Email Template – A ready-to-use message you can send to your School Coordinator to confirm if their school will participate again this year. Simply fill in names, school, and your contact info. Designed to save time and ensure no school misses the chance to join the Christmas Program!

    • ⏰✉️ Short Reminder Email Template– A quick “last call” message you can use if you haven’t received a response. Perfect for reminding your School Coordinator before the deadline.

    OPTIONAL TEMPLATES (to keep yourself organized on event day)

    • 📝 Day-of-Event School Reconcile & Check-in List – for roll call and/or logging replacements (same age/gender groups only). Fill it out and print and take with you on day of event.

    • 📞 Day-of-Event Contact Numbers– School Coordinator & Bus Driver

    • 📧Pre-Event Reminder Email Template – A helpful checklist-style message to send to your School Coordinator before Program Day. Recaps volunteer parking, bus driver passes, morning schedule, liaison responsibilities, program-provided items, and what your school will bring.

    • 🏷️ Blank Gift Labels – add child’s name, school name, and age/gender group. Print on colorful paper, cut & tape to gifts OR print on Avery Labels #5162 (1-3/4” x 4”).

    PARKING PASSES

    FEEDBACK

    • 📝 Post-Event Survey – Share feedback on attendance, lessons learned, challenges, and opportunities to improve.