2015-2016 Participant Packet

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CONTENTSPage

MISSION STATEMENT........................................................................................3

PROGRAM COMMITTEE......................................................................................4

RESPONSIBILITIES OF PARTICIPANTS ............................................................5

RESPONSIBILITIES OF PARENTS ..................................................................... 6

RESPONSIBILITIES OF SPONSORS....................................................................7

ATTIRE FOR ACTIVITIES……………………………………………………………………………………8

ABSENTEE PENALTY FEE...................................................................................9

PATRON JOURNAL DONATIONS.......................................................................10

FINANCIAL INFORMATION...............................................................................11

TICKET INFORMATION ....................................................................................12

ATTIRE FOR FORMAL EVENT ..........................................................................13

TERMINATION OR WITHDRAWAL OF PARTICIPANT......................................14

DEADLINE DATES.............................................................................................15

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MISSION STATEMENT

Recognizing the importance of the transition to young adulthood, the L’Elegance Cotillion-Beautillion program

is structured to provide high school seniors, affiliated with the Seventh-day Adventist Church, with balanced spiritual, civic, educational, cultural, and social

experiences.

The L’Elegance Cotillion-Beautillion coordinates an educational scholarship fund-raising program

for college bound high school seniors.

The L’Elegance Cotillion-Beautillionculminates its program in a presentation of the

participants in a formal event.

L’Elegance Cotillion-Beautillion is a non-profit, self -supporting program. The Emmanuel Brinklow Seventh-day Adventist Church and the L’Elegance Committee members DO NOT receive stipends

or salaries for sponsorship and operation of this annual event.

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L’Elegance Cotillion-Beautillion

PROGRAM COMMITTEEPROGRAM DIRECTORJackie Praylo-Johnson

443-756-1230

TREASURERWill Kitching

FINANCE COORDINATORSNadia Chevalier Haley Seymour

410-372-7466 301-758-6154

ACTIVITIES COORDINATORSKaree Dudley Elle Westney443-629-6306 301-366-5112

JUNIORS COORDINATORTisa Thomas

240-723-9078

PARENT COORDINATORSDawn Holland Tayna Frett

301-755-4309 571-265-7697

PUBLICITY COORDINATORMylon Medley301-728-5672

SOUVENIR JOURNAL COORDINATORJoan Burrows240-381-0806

SPONSOR COORDINATORTerry Barnes240-464-4404

TICKETS/SEATING COORDINATORS Barbara Howard Doreen Hines

301-785-5828 240-832-1039

DRESS COMMITTEE Beverly Passard Debby Dudley 301-604-9609 443-621-4460

L’Elegance EMAIL ADDRESSCotillionBeautillion @gmail.com

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RESPONSIBILITIES OF THE PARTICIPANTS

REQUIREMENTS Be a high school senior who attends a Seventh-day Adventist Church or has an

affiliation with a Seventh-day Adventist Church Adhere to the principles and practices as outlined in the L’Elegance Participant

packet Be recommended by a member of the L’Elegance Committee or Church Official

(Pastor, Elder, Ministry Leader, etc.) of the local Seventh-day Adventist church Plan to attend university/college in the following academic year Successfully complete the Interview process

RESPONSIBILITIES Follow the Payment Schedule for the Participation Fee on or before the due date

(See page 11) Attend and be punctual at activities - including the workshops, outings and

promenade rehearsals Write and submit Biography for the souvenir journal on or before Friday,

October 2, 2015 to CotillionBeautillion@gmail . com Bring three (3) photographs (baby, elementary/middle school age and current) to

the interview on Sunday, October 4, 2015

Create, type, duplicate and mail/email letters to solicit donations for scholarship Select an escort by Sunday, December 6, 2015 and provide escort with

program and attire guidelines Must secure a minimum of $1500 in patron donations for the journal on or before

January 17, 2016 Must sell at least (6) six tickets to the formal event by Sunday, February 7,

2016 Write and submit the Formal Presentation to be read at the formal event of 150

words or less on or before Sunday, February 21, 2016 to CotillionBeautillion@gmail.com

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Follow the attire guidelines for ALL activities and the formal event

SPONSOR SELECTION The Debutante/Beau should select her/his own Sponsor (ONE SPONSOR ONLY of

the same sex) The Sponsor’s contact information (name, number, email) must be provided to the

Sponsor Coordinator. The Debutante/Beau can ask the Sponsor Coordinator to assist in selecting a

sponsor, if needed

*** Participants are asked to support all of the elements of L’Elegance, the Committee and abide by the established guidelines to ensure a successful Program ***

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RESPONSIBILITIES OF THE PARENTSProvide Support to the Participant

Encourage the Debutante/Beau to attend workshops and other activities. This is particularly important for activities involving the purchase of tickets

Encourage communication between the Debutante/Beau with her/his Sponsor Arrange transportation for the Debutante/Beau to and from all activities and

promenade rehearsals Assist the Participant in the selection of appropriate formal attire Provide the Escort’s parents with the Formal attire guidelines and the promenade

rehearsal schedule for the formal event Write and submit the Biography for the souvenir journal on or before Friday,

October 2, 2015 to CotillionBeautillion@gmail.com Bring three (3) photographs of Debutante/Beau (baby, elementary/middle school

age and current) to the interview on Sunday October 4, 2015 Create, type, duplicate and mail/email letters to solicit donations for scholarship Write and submit the Formal Presentation to be read at the formal event of 150

words or less on or before Sunday, February 21, 2016 to CotillionBeautillion@gmail.com

Provide Support for Parent Activities Attend each Parent Meeting Attend the Dedication Service, Promenade Rehearsals (Promenading Parent) and

the Tribute Dinner In the event that one parent is unable to present the Debutante/Beau at the

formal event, the participating parent is encouraged to have an escort If the parents or guardians are unavailable for the promenade, an alternate adult

must be identified Regularly check for emails received from L’Elegance Cotillion-Beautillion

Provide Financial Support Follow the Payment Schedule for the Participation Fee (See page 11) Must secure a minimum of $1500 in patron donations for the journal on or before

January 17, 2016 E-mail CotillionBeautillion@gmail.com with the typed patron names on or before

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January 24, 2016 Must sell at least (6) six tickets to the formal event by February 7, 2016

There will be Parent Meetings on the following dates:* Sunday, October 18, 2015 @ 2:00pm – 4:00pm Emmanuel Brinklow SDA

Church * Sunday, December 6, 2015 @ 2:00pm – 4:00pm Emmanuel Brinklow SDA

Church* Sunday, February 7, 2016 @ 2:00pm – 4:00pm Emmanuel Brinklow SDA

Church

*** Parents are asked to support all of the guidelines of L’Elegance to ensure a

successful Program ***

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RESPONSIBILITIES OF THE

SPONSORS

Provide Emotional Support to the Participant Get to know the Debutante/Beau and establish regular communication with the

Participant and her/his parents Encourage the Debutante/Beau to attend workshops and other activities. This is

particularly important for activities involving the purchase of tickets Help the Debutante/Beau resolve any concerns or problems associated with

participation in the program Communicate any concerns or problems to the Sponsor Coordinator

Provide Physical Support to the Participant Ensure that the Debutante/Beau and her/his parents know where and when each

activity will be held Assist the Participant in resolving transportation issues to the activities Attend the “So You Think You Know” workshop, the Dedication Service, the “Get

Lifted” Spiritual workshop, the Tribute Dinner, Final Promenade Rehearsal and the formal event

Provide Financial Support to the Participant Donate, at a minimum, as a “sapphire” patron ($75.00) in the souvenir journal Help the Participant to obtain other patron donations for the souvenir journal Purchase a ticket ($75.00) and help to sell additional tickets

Sponsorship should begin as soon as possible. It will continue throughout the program. In addition to developing a sisterly/brotherly relationship with the participant, the goal

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of sponsorship is to help ensure the Debutante’s/Beau’s maximum participation in the program.

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ATTIRE FOR ACTIVITIES

Business: Females: Dark Colored Suits, Pantsuits or Tailored Dresses and Dress Shoes

Males: Dress Slacks, Shirts and Ties or Suits and Dress Shoes

Casual: Jeans, Sweatshirts, Tennis Shoes, Sneakers

Church: Females: Suits, Dresses, Skirts and Dress Tops and Dress Shoes Males: Dress Slacks, Shirts and Ties or Suits and Dress Shoes

Dressy Casual: Khakis, Dress Slacks, Skirts, Shirts, PolosNO JEANS, SWEATSHIRTS, TENNIS SHOES,

SNEAKERS

UNPLUGGEDCell phones, IPods and all other electronic devices must be turned off during

activities

JEWELRYNo jewelry is to be worn by the Debutantes, Beaus or their Escorts during

any of the activities

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ABSENTEE PENALTY FEE

Participants and Parents must be committed to attend ALL scheduled meetings, events, activities, and rehearsals in order to maximize the benefits of the L’Elegance experience. While the L’Elegance Committee hopes that all events and activities will be attended, there is an allowance for missing up to three (3) activities or events during the program. However, an Absentee Penalty Fee of $50.00 will be assessed for each missed event and activity beginning with the fourth (4th) and each one thereafter. Parents are responsible for contacting the Activities Coordinator to see if their child has missed any L’Elegance activity.

Promenade rehearsals are an important part of the program. In accordance, it is expected that all rehearsals be attended by the Participant, Promenading Parent and the Escort. An Absentee Penalty Fee of $25.00 will be assessed for each missed rehearsal beginning with the second (2nd) and each one thereafter. The Absentee Penalty Fees are deducted from the Participant’s scholarship check.

A tardy = 15 minutes late after the meeting/activity has started. Two (2) tardies are equivalent to one (1) missed activity. Attendance will be taken at every meeting/activity. It will be the responsibility of each Participant to sign the Attendance sheet.

Participants should be picked up from all activities by the specified time on the Activities Calendar. If arrangements need to be made, please contact the Activities Coordinators as soon as possible.

For emergencies, the parent should contact L’Elegance Activities

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Coordinator Karee Dudley at 443-629-6306 or Elle Westney at 301-366-5112 at least 48 hours in advance or at the earliest time possible.

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PATRON JOURNAL DONATIONS

PATRON JOURNAL DONATION CATEGORIES:

Gold $500.00 and above Silver $250.00 -$499.99

Emerald $125.00-$249.99Sapphire $75.00-$124.99Ruby $50.00-$74.99Diamond $35.00-$49.99Pearl under $35.00

Preferre PAYMENT OPTION: Online Payments only

ONLINE PAYMENTS: Access: www.emmanuelbrinklow.orgClick on Ministries, select L’Elegance Cotillion-Beautillion and scroll down

to the Contribute link

DONATION REPORTING: Regular Financial Summaries will be provided to the parents by the Finance Coordinators

TUITION SCHOLARSHIP CHECKS: Funds raised by the Participant will be dispersed in the form of an educational scholarship check no later than June 30th. An equal dollar amount is deducted from each participant based on the cost of the Souvenir Journal. A separate fee of 3% (of the total monies donated) is assessed by PayPal for the processing of the online donations. Therefore, the total amount dispersed will never be 100% of the total funds raised. The check will be awarded after all program expenses have been paid.

The scholarship check may be made payable to the University/College or to the Participant and a Parent.

The Participant will be required to provide to the L’Elegance C ommittee a copy of their University/College acceptance letter before the scholarship check is released.

NOTE: Any of the Scholarship funds received, that are used for personal 16

living expenses (i.e. room and board, clothing, supplies, etc.) may be considered taxable income to the Recipient. The Emmanuel Brinklow SDA Church will assume, based on the instructions given, that the income is not taxable. However, if any funds are not used for tuition and related educational expenses by the Recipient or Parent, such funds are taxable, even though a 1099 was not issued. You should consult your tax preparer if you have any questions on the taxability of your scholarship funds.

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FINANCIAL INFORMATION

PARTICIPATION FEE - $550.00

Includes the following:Four (4) Formal event tickets –One (1) for Debutante/Beau, Two (2) for Parents and One (1) for

Escort

ACTIVITIES COSTS: CONTRACTED SERVICES:Welcome Party Plaque companyEtiquette Luncheon PhotographerNBA Basketball Game Banquet facility Tribute Dinner Sponsor giftsRefreshments VideographerOther related expenses Choreographer

Florist

PAYMENT SCHEDULE -

$300.00 or $550.00 - Deposit or Full Payment due by Friday, October 2, 2015

$250.00 - Balance due by Friday, December 4, 2015

50% - Refunded for terminations/withdrawals on or before Friday, December 4, 2015

0% - Refunded after Friday, December 4, 2015

(See page 14 for more details on Terminations/Withdrawals)

METHOD OF PAYMENT - ONLINE PAYMENTS only

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TICKET INFORMATION

TICKET PRICE: $75.00(Same price for children)

All tables seat 10 peopleEach Debutante/Beau has a Head Table, four (4) of the seats at the Head Table are paid from the Participation Fee.

THE FOUR (4) TICKETS ARE FOR THE FOLLOWING PERSONS:Debutante/Beau (1)Parents/Guardians (2)Debutante’s/Beau’s Escort (1)

The Debutante/Beau must sell or pay for the remaining six (6) tickets at the Head Table. The Sponsor should purchase one of those six tickets. The Head Table must be paid for by Sunday, February 7, 2016.

The participants are encouraged to sell as many tickets as possible. The Debutante and Beau who sells the most tickets will be recognized at the

formal event as the “Most Represented Participant”.

TICKETS MAY ONLY BE PURCHASED ONLINE atwww.emmanuelbrinklow.org

***Deadline date for ticket sales will be Sunday, April 3, 2016***

Head and Guests Tables will be assigned on FIRST COME, FIRST PAID BASIS

If multiple Guest Tables are needed, please purchase them at the same time as the Head Table. Guest Tables purchased later may not be located adjacent to your Head Table.

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ATTIRE FOR THE FORMAL EVENTDEBUTANTES BEAUS

Floor length gowns Black “tails” tuxedoFULL SKIRT (A-line or fuller/no form fitting styles) White formal shirtDresses must not drag on floor (NO TRAINS) White pique vest Any fabric White pique bow tieColor - Snow White (no cream, ivory or eggshell) Black formal shoes, black socksEmbellishments, if any, should be clear or white (Tuxedos will be pre-selected)Covered shoulders (NO SHAWLS)Short or long sleevesModest neckline (No low front or low back)White gloves (Short gloves for long sleeves/Long gloves for short sleeves)White Shoes, Sandals or Ballet flats

BEAUS’ ESCORTS DEBUTANTES’ ESCORTS

Floor length gown Black “suit” tuxedoFULL SKIRT (A-line or fuller/no form fitting styles) White formal shirtDresses must not drag on floor (NO TRAINS) Black cummerbundAny Fabric Black bow tieAny color, except white Black formal shoes, black socksCovered shoulders (NO SHAWLS) (Tuxedos will be pre-selected)

MOTHERS FATHERS

Formal attire in any color, except white Formal tuxedo (Pre-selected or personal choice in

black)

JUNIOR DEBUTANTES JUNIOR BEAUS

Dresses will be selected by the Junior Black “suit” tuxedo Coordinator, along with the Junior Debutantes White formal shirt Bow tie and cummerbund matching Jr Deb dresses Black formal shoes, black socks

ADDITIONAL EXPECTATIONS:Hair accessories (Tiaras, headbands, etc.) should be modest and not covering any portion of the face.

No jewelry should be worn

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The Dress Committee must approve all Debutante dresses no later than February 28, 2016 and all Escort dresses no later than March 13, 2016.

Non-compliance with the above guidelines will risk participation in the formal event.

TERMINATION OR WITHDRAWAL OF PARTICIPANT

The L’Elegance Cotillion-Beautillion Committee reserves the right to terminate a debutante or beau for non-compliance with the guidelines in the participant packet and the provisions of the Parent/Participant Commitment Agreement. In addition, termination can occur if the debutante or beau has not demonstrated the high moral, Christian character and attitude that is conducive to the success of the L’ Elegance program. The decision to terminate a participant will be made by the L’ Elegance Committee.

The parent or participant may appeal the L’ Elegance Committee’s decision to terminate within seven (7) days upon the receipt of the Termination Notification email. The L’ Elegance Committee may reconsider the decision and written notification will be forwarded to the Parents. This decision, of the L’ Elegance Committee, on the reconsideration request will be final.

The parents and/or the participant have/has the option to withdraw from the L’Elegance program at any time upon written notification to the L’ Elegance Committee Program Director.

The amount of the participation fee that will be refunded upon the termination or withdrawal is as follows:

On or before December 4, 2015 50% *

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After December 4, 2015 0%

*All unpaid Absentee Penalty Fees will be deducted from the refund, if any. The balance of the refund will be mailed to the parents within ten (10) days of the notification of the termination or withdrawal.

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DEADLINE DATESFriday, October 2, 2015

JOURNAL BIOGRAPHY DUE PARTICIPATION FEE DEPOSIT DUE - $300.00 or FULL PAYMENT -

$550.00

Sunday, October 4, 2015

THREE PHOTOGRAPHS DUE at Interview

Friday, December 4, 2015

PARTICIPATION FEE BALANCE DUE - $250.00

Sunday, December 6, 2015

ESCORT INFORMATION DUE

Sunday, January 17, 2016

$1500 IN DONATIONS DUE - LAST DAY FOR PATRONS’ NAMES TO BE INCLUDED IN THE JOURNAL

Sunday, January 24, 2016

EMAILED PATRON LISTS DUE

Sunday, February 7, 2016

HEAD TABLE TO BE PAID IN FULL (SIX TICKETS SOLD)

Sunday, February 21, 2016

FORMAL PRESENTATION DUE MANDATORY PREVIEW OF DEBUTANTES’ DRESSES (Last Names A-K)

Sunday, February 28, 2016

MANDATORY PREVIEW OF DEBUTANTES’ DRESSES (Last Names L-Z)Sunday, March 6, 2016

MANDATORY PREVIEW OF ESCORTS’ DRESSES (Beaus Last Names (A-P) Sunday, March 13, 2016

MANDATORY PREVIEW OF ESCORTS’ DRESSES (Beaus Last Names (Q-Z)

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