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. 🎄💖

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

Many Liaisons add personal touches—like donuts, muffins, cupcakes, fruit, or drinks for breakfast/snack time. Some schools already provide breakfast or have their own system. Always coordinate with your School Coordinator.

At a minimum, Liaisons cover:
🍕 Pizza lunch
🍽️ Plates
🧻 Paper Towels/Napkins
🧴 Hand sanitizer
🗑️ Trash bag for end-of-event cleanup

The process is simple:
Navidad En El Barrio has selected this year's vendor → Place your order & pay online (see order/pay section, below) → Pizza is delivered directly to your school’s circle on the day of the event.

• ✔︎Deadline & Responsibility Emails – Catch up with 2025 Documents (Current Year)section below for all emails 📩 , instructions, & downloadable resources.

• ✔︎ Mon, Oct 13 – Confirm Your 2025 Liaison Participation

• ✔︎ Thu, Nov 20 – Pick up Authorization & Release Forms + school list from your School Coordinator

• ✅ Mon, Dec 1 - Choose one of the two options below to contact your School Coordinator:

• #1 📄 Download the Word Doc Template
  Use this version if you prefer to copy/paste and personalize the email. 👉📄template

• #2 📩 Auto-Create Email (Click to Open)
  This link will automatically open your email app with the subject and body pre-filled for quick sending.👉📩 template

• ✅ Mon, Dec 8 – Pizza Order Deadline (submit order & PayPal payment). Click HERE for a quick 1-minute tutorial on how to place Liaison Pizza orders. You may request up to a total of 15 pizzas (cheese and/or pepperoni).

• ✅ Thu, Dec 11 – 🏷️ Prepare your gift labels using the list provided to you by school. Here is an blank example for 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”).

• ✅ Fri, Dec 12 – Join us at 🎁Gift Wrapping Partyat NRG Center (Hall E). Bring your age/gender-sorted participant 📋 list & labels for gift circle setup. Before heading to NRG Center (Hall E) 👉 don’t forget to print your 🅿️ free parking pass.

• Some liaisons leave the bundles in their school circle Friday night by gender/age groups until they take roll call and confirm final list of names Saturday morning.

🎉 PROGRAM SCHEDULE

8:00 am Arrive at school/roll call 📌

8:30 am Bus arrives at school 📌

8:45 am Depart school 📌

9:00 am - Arrive to NRG Center

9:20 am - Kids should be in their seats < < < <======

9:30 am - Christmas Show Begins 

11:00 am - Christmas Show Ends

11:00 am - Gift Distribution

11:30 am - Lunch

12:00 pm - Program Ends 

12:30 pm - Program Ends, Bus Dismissal

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📌 IMPORTANT NOTE

🕒 Times prior to the show are estimates.

🏫 School Coordinators & Liaisons:
Please adjust based on your travel time to ensure kids are in their seats by 9:20 AM.

1.      📋 Bring your Participant List for roll call to school. (Example check-in list, replace w/your school data)

2.      💡 Review the Helpful Preparation Tips for Liaisons from past volunteers and adjust them to fit your style- create a list that works best for you. 

3.      🅿️ Print your Volunteer & Bus Parking Passes before heading out. Your School Coordinator may already have one for the bus driver, but bring extras just in case.

4.      ✔️ Arrive early and take roll call. (Example check-in list, replace w/your school data)

5.      ✔️ Update your roster and mark present/absent. 

6.      ✔️ Verify Authorization & Release Forms — students without a form cannot load the bus. Bring a few extra blank forms just in case.

7.      ✔️ Check with your School Coordinator for Essay Contest winners and the two Bike Winners (one boy/one girl). Keep both a surprise.

8.      📞 Exchange phone numbers with your School Coordinator and Bus Driver for easy communication during during event.

9.      🚌 Give the Bus Driver their parking pass before departure to NRG.

10.      🚗 Once your group is set, head to NRG Center (Hall E) for the big event — have your printed parking pass ready, you will need it for free entry to NRG!

1.      🔔 Check in at the Volunteer Desk to see if you have any Little Wishes gift assignments.

2.      🏷️ Head to your school’s circle and clearly label and organize all gifts based on your earlier roll call & final attendee list.

3.      🎄 Set up your circle, welcome students, and distribute gifts by calling each child’s name.

4.      🍕 Lunch arrives at your circle—have plates, drinks, napkins, and sanitizer ready. Many Liaisons bring cupcakes too.

5.      😊 Enjoy the day and share kindness with your students.

6.      🚌 At dismissal, wait for your school to be called, then walk your group to the bus loading area.

7.      🧹 Clean your circle before leaving; some volunteers bring a small broom to make cleanup easier.

• 🌟 Thank you for your energy & dedication today! Your compassion helped make this holiday season special for a child, and we are truly grateful.

• ✨ Get some rest and take good care of yourself, you made a difference.

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

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

3. 📅 Review Key Resources & Updates – Deadlines & Responsibilities

4. 📩 Tue, Nov 18 – Reminder, Program Details & Deadlines

5. ✅ Thu, Nov 20 - Have you picked up all Authorization & Release Forms for each school participant & school list from School Coordinator?

6. 📩 Thu, Nov 20 - Please let us know if you are needing your school contact and information? CLICK HERE TO RESPOND

7. 💃 Save the Date Sat Nov 22 – 26th Annual Benefit Christmas Dance🎶

8. ✅ Mon, Dec 8 - Pizza order deadline today by end of day. please submit order & pay via PayPal HERE.
   

🅿️PARKING PASSES

• 🚗 Volunteer Parking Pass – download & print before heading to NRG Center -Valid on Fri Dec 12 & Sat Dec13

• 🚌 Bus Parking Pass – download, print & give to bus driver before they head down to NRG Center - valid Sat Dec 13

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”).

FEEDBACK

• 📝 Post-Event Survey (Will be posted on Mon Dec 15th 2025) – Share feedback on attendance, lessons learned, challenges, and opportunities to improve.

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

• 🙏 Thank You for Volunteering – Welcome Letter

• 📋 Liaison Duties & Responsibilities

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

• 🚗 Volunteer Parking Pass – download & print before heading to NRG Center

• 🚌 Bus Parking Pass – download, print & give to bus driver before heading to NRG Center

FEEDBACK

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