A School Liaison is a dedicated Navidad En El Barrio volunteer who serves as the vital link between NEEB and an assigned school.

Your mission is to:

🌟 Connect & Support – Serve as the bridge between NEEB and your School Coordinator.

🌟 Communicate Clearly – Share updates, reminders, and important information.

🌟 Keep Things on Track – Help your school meet deadlines and prepare for a successful Christmas Program.

🎁 Each Liaison helps bring Christmas joy to approximately 40 children at their assigned school, ensuring important details aren't overlooked. ❤️

As a School Liaison, you help provide pizza lunch for approximately 40 children. Some Liaisons cover the cost themselves, while others invite friends, family, or coworkers to contribute.

Many also add special touches like donuts, muffins, cupcakes, fruit, or drinks. Please coordinate breakfast and refreshments with your School Coordinator, as some schools already provide breakfast.

✅ At a minimum, Liaisons provide:

🍕 Pizza lunch
🍽️ Plates
🧻 Paper towels/napkins
🧴 Hand sanitizer
🗑️ Trash bag for cleanup
📋 How Pizza Ordering Works

NEEB selects the pizza vendor → You order and pay online (see below) → Pizza is delivered directly to your school's gift circle on event day.

❤️ Your generosity helps make the day even more special for the children!

Start Here: Review the 2026 School Coordinator Key Dates & Required Documents and connect with your assigned School Coordinator. Questions? Contact NEEB.

1. 📩 Stay Informed: Review the 2026 Documents (Current Year) section below for emails, instructions, and resources.

2. Thu, Oct 29 – Mandatory Liaison Meeting: All new and returning School Liaisons are required to attend. Meeting details will be sent via email invitation.

3.  Fri, Oct 30 – Confirm Participation: Submit your 2026 Liaison Confirmation

4. Tue, Nov 17 – Action Required - Review Liaison Reminders: Review 2026 Program Details & Deadlines. Contact your school before Thanksgiving break to confirm student lists, transportation, meals, and upcoming requirements.

5. Mon, Nov 30 - Contact Your School Coordinator: Send event details and confirm preparations. Choose your preferred email template:

5.1 📩 Auto-Create Email to School Coordinator(s) – Opens a prefilled email in your email app. template

5.2 📄 Download Email Template – Same message as 5.1 (above) in a MS Word downloadable file for copying and personalizing.

6. Thu, Dec 3 – Collect School Documents: Pick up completed Authorization & Release Forms and the student list from your School Coordinator.

7. Mon, Dec 7 – Pizza Order Deadline: Order and pay via PayPal for up to 15 cheese and/or pepperoni pizzas. View 1-minute tutorial.

8. Thu, Dec 10 – 🏷️ Use the school's student list to create gift labels with each child's name, school, and age/gender group. Print on regular or colored paper, cut and tape to gifts, or use Avery #5162 (1-3/4” x 4”) labels.

9. Fri, Dec 11 – 🎁Join us at Reliant Center, Hall E. Bring your student list sorted by age/gender and prepared gift labels for school gift-circle setup. 🅿️ Print your free parking pass before arriving, show it to the parking attendant to waive the parking fee, and leave it on your dashboard during Friday and Saturday's events.

🎁 Gift Circle Tip: On Friday, keep gifts organized by gender and age group (6–8 or 9–12). Do not mix gifts in the center of your school circle yet. After Saturday morning roll call, remove gifts for absent children and update gift labels for approved replacements of the same gender and age group. Once your final student list and gifts are confirmed, you can mix the gifts in your circle for random name calling and distribution.

🎉 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. 📩 Fri, Oct 16 – Thank You & Confirmation for 2026 Participation

2. 💃 Save the Date Sat Nov 14 – 27th Annual Benefit Christmas Dance🎶

3. 📩 Tue, Nov 17 –Reminder, Program Details & Deadlines

🅿️PARKING PASSES

• 🚗 Volunteer Parking Pass – Valid Fri, Dec 11 & Sat, Dec 12, 2026, at Reliant Center. Download and print before arriving. Show the pass to the parking attendant to waive the parking fee, and leave it visible on your dashboard during the event.

• 🚌 Bus Parking Pass – download, print & give to bus driver before they head down to Reliant Center - valid Sat Dec 12

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”).

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.