Helpful Preparation Tips for Liaisons

Before heading out on Saturday, please make sure you bring your Participant List, parking passes, and any required documents per this year’s Liaison Guidance.

To make your experience easier, long-time Liaisons have shared helpful tips and preparation ideas. Every Liaison has their own style, but the suggestions below represent what many have found most effective.

Food & Refreshments

• Arrange pizza or lunch for the students assigned to you (e.g., 50 servings).

• Consider bringing an additional treat, such as cupcakes.

• Provide water or beverages for students and teachers; small bottled waters are especially convenient.

• Bring a cooler to keep drinks cold, if needed.

Gifts, Labels & Student Preparation

• Some Liaisons choose to bring small gift cards or treats as additional surprise gifts for selected students. (optional)

• Prepare gift labels and organize them by age and gender to streamline distribution.

• Review and reconcile all Release Authorization slips prior to school departure, keep original copy.

• Coordinate with your School Coordinator to confirm the two bike winners. Keep this a surprise and do not share with students ahead of time.

• Ensure essay winners are seated in their designated front-row seats. Keep why they are sitting towards front a surprise and do not share with students ahead of time.

Supplies & Setup Materials

• Plates, napkins, trash bags, disinfecting wipes, and paper towels.

• Hand sanitizer pump for students and volunteers.

• Small broom or dustpan for quick cleanup. (optional but highly convenient)

• Collapsible trash can. (optional but highly convenient)

• Holiday-themed table cover, if you prefer. (optional but highly convenient)

• Tablet, Duct tape, scissors, Sharpies, pens, and pencils. (optional but highly convenient)

• Stapler with extra staples. (optional but highly convenient)

• A small foldable table for organizing materials. (optional but highly convenient)

• A wagon or rolling cart to assist with transporting supplies. (optional but highly convenient)

• Optional: A lightweight stand or holder for your school sign.

Technology & Atmosphere

• A Bluetooth speaker, if you wish to play music and create a welcoming environment. (optional since music is usually played at venue, but good as a contingency)

Festive Attire

Liaisons frequently choose Christmas-themed attire, such as holiday shirts, hats, or accessories, to foster a festive environment for students. If you own a Navidad En El Barrio t-shirt or jersey, you are welcome to wear it.

Arrival & Transportation Logistics

• Plan to arrive early at your school (e.g., 8:00am) to prepare for departure.

• Create a detailed roll call/check-in sheet that includes:

  • Notes

  • Release signed

  • Bike winner

  • Replacements

  • Show / No-show

• Provide the bus driver with two printed bus signs and tape for display. These will be given to you before leaving at Gift Wrapping Party.

• Exchange contact information between teachers and the bus driver to support communication during transit or at event when schools are being called to load buses.

Liaison Lessons Learned

Including a Lessons Learned form below for Liaisons to submit feedback and suggestions. Please share what you liked, what you felt was lacking, and any helpful lessons learned. Your input helps us expand or streamline this list for future Liaison volunteers.