Bead Party FAQs

Find answers here to commonly asked questions about Bead Parties. We welcome your questions, comments and success stories!

Before your Bead Party

What is a Bead Party?
What is a Spotlight Bead Party?
How is a Bead Party host rewarded?
Can I make my Bead Party a fundraiser for another organization?
Do I need to tell you if I change the date of my event?
What if I am unable to hold my Bead Party as scheduled?
What are the Bead Party box sizes and their retail values?
May I customize my Bead Party box?
May I have a “Make Your Own Jewelry” Bead Party?
What makes the Youth/School package different?
Are the products in the Bead Party the same as what is sold on the website?
When can I expect to receive my Bead Party package?
If I live in Colorado can I pick up my Bead Party box?
 

During your Bead Party

If I sell out of something, can I get more?
What if the amount of product in the box doesn’t match the Inventory Summary Sheet?
Can I get a replacement Inventory Summary Sheet?
Do I collect tax on the sales?
Do you have any tools to help me keep track of my sales?
How do I accept credit/debit cards?
May I accept donations?
How often should I send in funds?
What if a piece of jewelry breaks during my Bead Party?

After your Bead Party

When do I need to return the beads?
Can I keep the beads if I decide to have another party?
What do I do with the cash I have at the end of my Bead Party?
How do I return my package/beads after my party is over?
What do I do if I’ve lost my UPS return label?
Can I get a summary of my credit card sales?
How do I know if BeadforLife received my return?

What is a Bead Party?
Bead Parties are BeadforLife’s most effective way to raise funds for our programs.  Bead Party hosts are volunteers who sell our jewelry and shea butter products at home, work, church, social events, community fairs, or anywhere else they choose.

It’s easy – and free.  Once you register to host a Bead Party, you receive a box of our beautiful bead jewelry made from recycled paper and shea butter products. You sell what you can, and return the funds you raise along with any remaining product using the pre-paid shipping label.
We’ve thought through all the details for you.   Your Bead Party includes a resource folder full of materials to help educate your guests about BeadforLife’s mission and programs, like a DVD and African recipes. You’ll also receive sales tracking sheets and online resources like downloadable price tents.  [back to top]

What is a Spotlight Bead Party?
A Spotlight Bead Party is an in-depth investigation of a specific poverty-related issue.  When you register for your Bead Party, simply include the promotional code (listed below) for the specific topic you have chosen.  The Bead Party box you receive is the same as a traditional Bead Party, but you will also have access to a special section of our website with a wealth of resources about your chosen topic.  There is background information and statistics, as well as articles and video clips you can share with your guests.  This is a great format for a book club or church women’s discussion group! [back to top]

Two topics are currently available: 
Rural Poverty (Promo code SPOTRURAL)
Women’s Empowerment (Promo Code SPOTWOMEN)

What’s in a Bead Party box?
There are four different Bead Party selections, each featuring an assortment of beautiful handmade paper bead jewelry and shea butter products.  All Bead Parties include bracelets, necklaces, shea butter soap and peppermint lip balm.  Most Bead Parties also contain earrings and jewelry bags.  Bags of loose beads are included in the Holiday and Youth/School packages.

In addition, the box will contain a resource folder packed with the educational material listed below.  Be sure to check out the Bead Party Resources section of our website, where you will find all these items in downloadable form along with some additional resources, such as invitations, flyers and bulletins.  [back to top]

• How to Host Guide
• BeadforLife DVD
• Product Price List
• BeadforLife Creation Story
• Community Development Information (how the funds raised are allocated)
• Member Biographies
• The Art of Rolling a Bead
• Map of Africa
• African Recipes
• Music CD 

How is a Bead Party host rewarded?
Unlike commercial home party plans, we do not offer incentives or rewards to our Bead Party hosts. Thousands of past hosts have told us that the feeling of empowerment they felt while helping to improve the lives of many women and families in Uganda is their greatest reward. Plus, they love providing their friends with beautiful, affordable items that make a difference in the world.  We value our volunteer hosts’ time immensely and try to make the process of hosting a Bead Party as easy as possible.  [back to top]

Can I make my Bead Party a fundraiser for another organization?
Yes. We offer an Educational Fundraising Bead Party that donates 20% of the funds raised for BeadforLife to the non-profit organization of your choice. This is the perfect option for educators who teach the BeadforLife curriculum, and for organizations like sororities and women’s service groups that support philanthropic projects. 

To participate in this program, you must supply a W-9 form for the designated charity. We cannot write a check to the person or organization hosting the Bead Party.  Please contact the Bead Party Team if you are interested in hosting an Educational Fundraising Bead Party.  [back to top]

Do I need to tell you if I change the date of my event?
No.  The start date and return date on the Bead Party registration form are used for shipping purposes, not to refer to the your actual party date.  We make sure to get the box to you on time and ensure that you return it on time.  We can arrange for an extension if necessary (as long as you have not exceeded three months).  [back to top]

What if I am unable to hold my Bead Party as scheduled?
We completely understand that sometimes things come up.  Bead Parties do take on average six hours to organize (counting inventory, inviting guests, setting up your display, and reconciling your sales).  Please give us as much advance notice as possible so that we can reschedule your Bead Party and delay your shipment (or cancel your event altogether).  If you have already received your product and need to cancel, we’d greatly appreciate a donation to defray the cost of shipping.  We keep very careful control of our expenses!  [back to top]

What are the Bead Party box sizes and their retail values?
We offer packages that are designed for both small and large groups.  If you are hosting a party at your home or for no more than 100 people, we suggest either the Standard or the Holiday size/pack. There will be a wide variety of styles and colors, so there is no need to “order up.”  If you are representing BeadforLife at a public event, like a gift fair, choose the XLarge Event size/pack. The Youth/School pack contains only items that cost $20 or less.  [back to top]

Here are your current choices:
Standard – 293 items - $2,875 retail value
Holiday – 298 items - $2,771 retail value
XL Event – 475 items - $5,385 retail value
Youth/School – 250 items-$2,570 retail value

May I customize my Bead Party box?
BeadforLife jewelry arrives from Uganda pre-bundled in an assortment of colors.  There is sure to be something for everyone!  Bead Party packages are pre-packed, so we are unable to customize them. Guests can order specific items by color online at www.beadforlifestore.org if they don’t find what they are looking for at your Bead Party.  [back to top]

May I host a “Make Your Own Jewelry” Bead Party?
Bead Parties come pre-packed with an assortment of finished paper bead jewelry.  However, we do offer loose beads in the Youth/School and Holiday size packages (or as a special request item for other Bead Party sizes).  Each bag has appx. 130 loose, multi-colored beads. You will need to provide all the other materials needed to make the jewelry.  [back to top]

What makes the Youth/School package different?
The Youth/School Bead Party consists of only items under $20.  It does not currently include earrings or jewelry bags, but it does have bags of loose beads. Loose beads sorted by color are available only on the online store.  [back to top]

Are the products in the Bead Party the same as what is sold on the website?
You will receive every category of product: necklaces, bracelets, earrings, jewelry bags, shea products.  However, limited-inventory items, like Obi Band for men (which are simply larger band bracelets in dark colors), painted necklaces and clothing, are not included in Bead Parties.  Shea Nilotica (raw shea in 8oz jar), Shea Sugar Scrub and Shea Body Crème are available only from our web store.  [back to top]

After you've registered your Bead Party

When can I expect to receive my Bead Party package?
Your Bead Party package should arrive via UPS 7-10 days before your scheduled start date.  You will receive a phone call from our office the week that your box ships.  When the box has left our office, you will receive an email with tracking information directly from UPS.  [back to top]

If I live in Boulder, CO or the surrounding area, can I pick up my Bead Party package?
Not only can you do this, we encourage it!  Please contact us and we will have your box ready for you.  When you pick up your package, you can also enjoy visiting the studio and take a peek into the fulfillment room.  [back to top]

If I sell out of something, can I get more?
You can make a request for a 2nd shipment during your BeadParty and we will let you know if it is something we can accommodate at that time. Depending on the time of year, we may experience inventory constraints. We make every effort to minimize our expenses (i.e. shipping), so that we can maximize community improvements in Uganda.  Therefore, we can honor only one request per Bead Party for additional items. [back to top]

What if the amount of product in the box doesn’t match the Inventory Summary Sheet?
All product is counted and bundled by hand, so there can be errors.  These are generally very minor and all you need to do is indicate the actual amount received on your Inventory Summary Sheet.  Your own count becomes your new “starting point” for your inventory.  This is why it is very important to count everything before starting to sell.

If you experience a major inventory discrepancy (i.e. missing all of one item), please contact us and we will send a corrective shipment.  [back to top]

Can I get a replacement Inventory Summary Sheet?
Yes. If you have misplaced your inventory paperwork, just let us know and we’d be happy to email you a new one.  Please do this instead of returning your leftover beads with no paperwork.  [back to top]

Am I required to collect sales tax?
No need to do so. Please charge the exact prices indicated on the price list included in your Bead Party resource folder.  [back to top]

Do you have any tools to help me keep track of my sales?
We offer a variety of tools to help you track your sales during your party.  Visit our Bead Party Resources webpage and check out the sales tracking tools.
Always count your inventory when the package arrives to make sure it matches your Inventory Summary Sheet. List the actual number of items received in the column “Qty Rec’d by Host.”  This number becomes your new inventory starting point.  When your party is over, write down the number of items sold for each item type, the amount collected and number of items being returned.

The Inventory Summary Sheet is meant to be used before and at the conclusion of your BeadParty.  During the party, you can use one of our tracking tools, or devise a system of your own.  [back to top]

How do I accept credit/debit cards?
We will send you an email one week before your party that contains an online link for using Visa, Mastercard, Discover or American Express. This link will take you to a secure website where you can enter in guests’ purchase information. There is no transaction fee for the guest.  The webpage is very easy to use and is much like ordering something online. This site is open continuously and available to you for the entire duration of your Bead Party.  You can also use it to charge the cash total you collect to your own credit card.  We highly recommend offering this convenience to your guests if you have access to the internet.  [back to top]

Note:  if you are hosting a Bead Party at a retail location, please DO NOT use your store credit card machine.

May I accept donations?
If the donation is in check form, please have your guest write it out to BeadforLife and write ‘DONATION’ in the memo line. Donations can also be made online on the credit/debit card website or the BeadforLife website. List all donations at the bottom of your Inventory Summary Sheet in the space specified.  [back to top]

How often should I send in funds?

If you are keeping your Bead Party for six weeks or longer, we highly recommend submitting funds periodically as you raise them.  This will allow your guests’ checks to clear more quickly. Simply write a cover note with your name and Bead Party start date and send it to the BeadforLife address listed on the top of your Inventory Summary Sheet, attn: Business Office and we will credit your Bead Party account as you go along.  Another easy way to do this:  just take a copy of your Inventory Summary Sheet and attach it to your payment (keep the original to complete at the conclusion of your Bead Party). [back to top]

What if a piece of jewelry breaks during my Bead Party?

First, please allow your guest to make another selection from the same price range.  Put the broken item in a baggie marked “broken” and send it back with your Bead Party return.  Make a note of this on your Inventory Summary Sheet.  [back to top]

When your Bead Party is completed

When do I need to return my package?
Drop off your box at a UPS location by the return date listed on your Inventory Summary Sheet.  You select this date when you register for your Bead Party.  It can be as long as three months, and we recommend no less than two weeks after the start date.  If you are holding onto your box for an extended period of time (more than six weeks), we highly recommend sending in one or more installment payments.  You will receive an e-mail reminder two weeks before your return date. If you need an extension beyond your original return date (as long as you have not had your package beyond the three month limit), please contact us at beadparty@beadforlife.org.  [back to top]

Can I keep the beads if I decide to have another party?
For accounting and inventory purposes, there is a 3 month time limit on Bead Parties.  If you are within this window of time, you can request an extension. If you have reached the maximum time period, we ask that you return the package and register for a second party.  Extenuating circumstances will be considered.  Please contact us at beadparty@beadforlife.org.  [back to top]

What do I do with the cash I have at the end of my Bead Party?
Do not send cash in the mail; please send a personal check or money order. Deposit the cash into your own account and write a personal check to BeadforLife for the same amount. Or, use the credit card website link to charge the cash amount on your credit/debit card.  Finally, you are always welcome to call our main number and ask for the Studio or Business Office.  They will assist you in charging the balance.  [back to top]

How do I return my package/beads after my party is over?
There is a pre-paid UPS return label included in the Resource Folder that is sent with the Bead Party package. Simply seal up your box (after reconciling funds raised with remaining beads), put the return label on the outside of the box and drop it at any UPS location. You can find the location closest to you at www.ups.com.  The pre-paid service does not include UPS coming to your home to pick up the box.  [back to top]

What do I do if I’ve lost my UPS return label?
We can arrange for another UPS return label to be emailed to you.  You do not have to absorb the expenses for return shipping – it is part of the BeadParty arrangement.  [back to top]

Can I get a summary of my credit card sales?
Please contact the Bead Party Team and we can get this information for you.  Please note that BeadforLife has access to the purchaser’s name and total amount charged, but not credit card numbers.  [back to top]

How do I know if BeadforLife received my return?
You will be sent a reminder email two weeks prior to your return date that includes the return tracking number for your package. You can use this number to track your package back to our office on the UPS website. We send confirmation emails whenever we deposit funds and a final closing email once the return has been completed.  [back to top]