Dec 1
🎄🌲 Important Instructions for Table Hostesses - Celebrate is just a few days away! 🌲🎄
Hi Hostesses!
Celebrate is just a few days away! We are praying over you, your guests, and every detail of this evening. Thank you for serving so beautifully—we couldn’t do this without you!
Below are your hostess-specific instructions, event details, and reminders. It’s a lot of information, so please don’t hesitate to reach out with any questions:
📍 LOCATION
VBC Saturn Ballroom
Main entrance is on Clinton Avenue.
🔴 PARKING & SET-UP DETAILS (8:30 AM–3:00 PM)
Free unloading is available at the Saturn Ballroom entrance on Clinton Avenue.
Tell the attendant you are unloading and pull to the curb at the center doors.
Volunteers and carts will be onsite to assist with unloading. A wagon is helpful if you have one.
After unloading, move your vehicle to a VBC lot.
You will pay for parking, but keep your receipt—it will cover your parking again that evening.
Note: A parking ticket does not reserve a space. If a lot is full later, your receipt covers another VBC lot.
🔴 IMPORTANT INFO FOR ALL GUESTS
All guests must show the barcode from their email confirmation—printed or on their phone. Attendants with scanners will be at all main entrances.
🔴 YOUR ROLE AS A TABLE HOSTESS
If your guests purchased Reserved Table Tickets, your responsibilities include:
Communicate table number to all guests ahead of time. (You will receive upon arrival to decorate table)
Provide a printed name tag for each guest at your table. (You will receive upon arrival to decorate table)
Arrive early to decorate and be finished before 3pm
Be ready at your table when the ballroom doors open at 5:00 PM to greet your guests.
Take attendance using the attendance form in the envelope provided at your table (once everyone arrives)
If your guests purchased Open-Seated Tickets, your responsibilities include:
Be ready at your table when the ballroom doors open at 5:00 PM to greet your guests.
Take attendance using the attendance form in the envelope provided at your table (once everyone arrives)
FYI: Guests with Open-Seated Tickets will receive their name tag and table assignment at the Open-Seated Check-In located in the main lobby of the Saturn Ballroom. Once assigned to your table, they will bring you a table card with your table number on it. If there are any changes or questions regarding their seating (such as swapping tables), please direct them back to the Open-Seated Check-In table. Please do not seat anyone at your table who does not have a table number card for YOUR table.
🎄 TABLE DECORATING DETAILS (Set-up window: 8:30 AM–3:00 PM)
Tables are 60-inch rounds, seating 8.
VBC provides a black floor-length tablecloth; feel free to bring your own if desired.
Please leave space for items already provided: (Table number, Salt & Pepper, Dinner plate, Glassware, Coffee carafes, Rolled flatware)
Centerpieces must not block the view of other guests or the speaker.
Flameless candles only and NO glitter (VBC policy).
A storage area backstage will be available for boxes, wagons, and containers so you don’t have to return them to your car.
Need inspiration? View past tables HERE.
Optional: Some hostesses provide small gifts (ornaments, candy, seasonal décor). This is completely optional—no pressure at all!
🎁 TABLE ENVELOPE
On your table you’ll find an envelope with:
Attendance sheet
Emergency phone numbers
Conversation starters
Pens
A game to play with Bobi Ann (PLEASE have Christmas Scattergories game cards and pens in your hands when Bobi Ann gets up to welcome everyone!! She will cue you when to hand them out to the women at your table.)
🔴 HOSTESS PRAYER TIME
All hostesses will gather for prayer in the rear of the ballroom at 4:50 PM.
🔴 EVENT PARKING (after 3pm DEC 3)
VBC Lot V (Clinton Ave) – closest to Saturn Ballroom – $15 (cashless)
City of Huntsville lot across from VBC – $5 (cashless)
Receipt from earlier setup will also cover your evening parking.
🚗 DRIVING BUDDIES
Encourage your guests to carpool or offer rides—arriving with friends makes the evening even sweeter!
⏰ EVENT SCHEDULE
8:30 AM – 3:00 PM Hostess Set-Up
3:00 PM Dining room closes for reset
4:00 PM Christmas Market opens
4:50 PM Hostess Prayer Gathering
5:00 PM Dining Room Doors Open (all hostesses in place)
6:00–8:30 PM Celebrate Program
8:30–10:00 PM Christmas Market reopens
Dec 2
🌲🎄 Celebrate is Tomorrow! Hostess Info Enclosed 🎄🌲
Ladies,
Celebrate is TOMORROW, and you have been on my heart as you prepare. I’m so grateful for the way you serve, and I wanted to share a few last-minute reminders as we head into this special night:
🔴 Remember the heart of Celebrate.
This evening is first and foremost about helping women connect with Jesus and with one another—including you. Your warm welcome, your conversations, and the way you help women feel seen and valued all play a vital role in that mission.
🟢 Cover the night in prayer.
Pray for the women attending—especially those seated at your table. Ask the Holy Spirit to guide your conversations and interactions. Focus on relationships over tasks, and remember: our success isn’t measured by decorations or entertainment, but by how well we reflect Jesus and point others to Him.
🔴 A gentle reminder for the end of the evening.
The gospel will be shared, and women will be invited into a personal relationship with Jesus. Prayer teams will be available afterward. As cleanup begins, please be mindful of the ministry still happening in the room and help preserve an atmosphere where the Lord can continue to move.
It is truly an honor to partner with you as we plan, host, and minister together at Celebrate. I am thankful for each of you and excited to see how God will work tomorrow night.
With gratitude,
Bobi Ann Allen, Women’s Minister
🌲🎄 Important Notes from the Celebrate Team 🎄🌲
We are so excited to gather with you for Celebrate! Here are a few important reminders as you prepare for tomorrow:
✅ Seating Updates
If you know of open seats at your table or if a guest is no longer able to attend, please email
as soon as possible. We have a waitlist of women who would love the opportunity to join us.
✅ Remind Your Guests
Please encourage your guests to arrive early enough to enjoy the Christmas Market, beginning at 4:00pm. The program begins promptly at 6:00pm.
✅ Event Schedule
4:00 — Christmas Market Opens
5:00 — Ballroom Doors Open
4:50 — Hostesses gather for prayer (back of the Saturn Ballroom)
6:00 — Program Begins
8:30–9:00 — Program Ends + Christmas Market Reopens
🌲 Venue Information
Location: VBC Saturn Ballroom, Von Braun Center
The Saturn Ballroom is the beautifully renovated space formerly known as the North Hall—you will love the new look! The primary entrance to the Saturn Ballroom is located on Clinton Avenue.
🔴 Parking & Set-Up (8:30 AM–3:00 PM)
Free unloading is available at the Saturn Ballroom entrance on Clinton Ave. Tell the attendant you’re unloading and pull to the curb at the center doors. Volunteers and carts will be available to assist you. A wagon can be helpful if you have one. After unloading, please move your vehicle to a VBC lot. You will pay for parking, but keep your receipt—it will also cover your parking for the evening arrival.
🔴 Event Parking (After 3 PM on Dec 3)
VBC Lot V (Clinton Ave) – closest to Saturn Ballroom – $15 (cashless)
City of Huntsville Lot (across from VBC) – $5 (cashless)
Your setup parking receipt from earlier in the day will also cover evening parking.
Thank you for your incredible work and hospitality. We are grateful for you and cannot wait to celebrate together!