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Walk-a-thon Job Descriptions by laks83md

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									                        Cherry Chase Walk-A-Thon 2010
                               Job Descriptions
WAT OVERALL CO-CHAIRS
Dawn Bussey           408.309.6846           dawnbussey@yahoo.com
Val Freytag           408.393.7272           valfreytag@aol.com

NOTES:

WP = Good position for Working Parent

*Chair - Member of WAT Steering Committee
   o attends Steering Committee Meetings (approximately once a month)
   o attends WAT general meetings (approximately 1 or 2 times a month)
   o leads their own team meetings (will vary)
   o leads their own 1:1 meetings (as necessary)

Coordinator - Member of WAT Team
   o attends WAT general meetings (approximately 1 or 2 times a month starting in January)
   o meet with Chair 1:1 (as necessary)
   o meet with Team (as necessary)



PTA President*
The PTA President will serve as the liaison between the WAT Team and the PTA. This person will be a
WAT Steering Committee member and will attend Steering Committee meetings and WAT Team
meetings. Will also be responsible for coordinating the Blood Drive.

Cherry Chase Staff Liaison*
The Cherry Chase Staff Liaison will coordinate with staff in regards to all aspects of the WAT, including
silent auction donations. This person will be a WAT Steering Committee member and will attend
Steering Committee meetings as well as WAT Team meetings. The Liaison will also attend
teacher/staff meetings as necessary to gather input/suggestions and provide updates. The Liaison will
work closely with the Overall Chairs, the Development Co-Chairs and Catalog/Bid Sheets Coordinator.

For Silent Auction Donations -- Works closely with the Development Chair, Catalog/Bid Sheets
Coordinator and teachers. Will provide timeline and direction to teachers to ensure auction items are
donated by each teacher. Responsible for items (if applicable) are delivered on the morning of the
event. Writes item descriptions and physically creates the Bid Sheets - sends info to Catalog/Bid Sheet
Coordinator for appropriate numbering, placement in catalog, etc. Updates the General Procurement
Coordinator on a regular basis for the master donations tracking worksheet. On event day, provides
backup support for any teachers needing assistance, and places last minute items as
appropriate. Works with Development Chair and Silent Auction Coordinator to set up Silent Auction
area on event day.

PTA Corresponding Secretary
The PTA Corresponding Secretary is responsible for sending out the official Cherry Chase thank you
notes to all sponsors and donors. The Secretary will work closely with the WAT Development Chair to
ensure timely delivery of the notes. The Secretary is invited to all WAT Team Meetings but is not
required to attend.


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FACILITIES TEAM

Facilities Chair
This person will be a WAT Steering Committee member and will attend Steering Committee meetings
as well as WAT Team meetings. This Chair is responsible for the following Coordinators: Course Set-
Up, Music/Announcement, Clean-Up, Course Monitor, General Set-Up, and the City Liaison. This
Chair will need to manage volunteers to work the afternoon and evening prior to the event, all day at
the event and ensure proper clean-up after the event which, will most likely include some weekend
work.

Course Set-Up Coordinator
Responsible for course layout and equipment. Design the walking course, supervise the set-up and
tear down of the course on the day before and day of the Walk-A-Thon.

City of Sunnyvale Liaison Coordinator
Responsible for contacting the city and ordering additional trash cans and recycling bins. Will also
coordinate with the city for the shoe recycling program and arrange for boxes to be delivered and
picked up at Cherry Chase on the day of the WAT. (WP)

Music/Announcements Coordinator
Responsible for the music and making periodic announcements during the WAT about general WAT
info and time-sensitive info including when the walking ends. This position is split between two
coordinators (2 shifts during the WAT). Collect donations from people who request songs and/or
request dedications. DJ for the Silent Auction area as appropriate. (WP)

Clean-up Coordinator
Responsible for supervising a team of volunteers in cleaning up the school grounds after the Walk-a-
thon. Duties include taking down the canopies, removing the plastic strips around the course, picking
up any garbage, emptying the garbage cans into the big dumpster, putting away or re-arranging the
tables and benches, helping out with the BBQ and concession areas clean-up and anything else where
needed. Will work closely with the Facilities Chair after the event to ensure everything is put back in its
place or delivered back to where we acquired it. (WP)

Course Monitor Coordinator
Responsible for making sure the course is sufficiently staffed at all times with volunteers to punch the
lap cards and volunteers to watch for students trying to get more laps improperly. We will have two
shifts of volunteers whom the Course Monitor Coordinator will need to explain the directions to. In case
any volunteer does not show up, this person is responsible for finding a replacement or being the
replacement. (WP)

General Area Set-up Coordinator
Responsible for working with a team of volunteers the day before and in the morning of the WAT to get
everything ready for the event. Duties include setting up the volunteer booth, concession equipment
and BBQ, setting up sound system and all electrical equipment, setting up the Silent Auction and Raffle
areas (will be given a map to follow), posting the various signs (food, directions, and advertising)
around the facility, making sure the tables and benches are positioned correctly, setting up the
canopies, making sure we have ice for the snocone and the sodas, ice chests ready for the drinks,
shoes recycling bin and trash bins are in place, etc.




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REFRESHMENT TEAM

Refreshment Chair
This person will be a WAT Steering Committee member and will attend Steering Committee meetings
as well as WAT Team meetings. This Chair is responsible for the following Coordinators: Bake Sale,
American BBQ and Indian Food. The Chair coordinates all food/drink for WAT, including sno cones,
pizza, cotton candy, drinks, ice, etc. Arranges for rental equipment. Works closely with Refreshment
Procurement Coordinator. Purchases needed food/supplies. (The 2009 General Food Coordinator
position has been rolled into this 2010 Refreshment Chair position).

Bake Sale Coordinator
Coordinates and promotes Bake Sale.

BBQ Coordinator
Coordinates the American BBQ. Arranges for rental equipment and grills as needed. Works closely
with the General Food Coordinator to purchase needed food/supplies. Sets up cooking area on
morning of event day. Cooks with volunteers on event day.

Indian Food Coordinator
Coordinates the Indian Food. Arranges for rental equipment and grills as needed. Works closely with
the General Food Coordinator to purchase needed food/supplies. Sets up cooking area on morning of
event day. Cooks with volunteers on event day.




FINANCE TEAM

Finance Chair
This person will be a WAT Steering Committee member and will attend Steering Committee meetings
as well as WAT Team meetings. This Chair is responsible for the following Coordinators: Event Money,
Credit Card Processing, Pledges and Tickets. Oversees and track all income and expenses related to
WAT. Helps manage cash on WAT day. Creates simple reports showing WAT income and expenses.

Event Money Coordinator
In charge of the cash on event day. Ensures all areas have the correct cash. Works closely with the
Tickets Coordinator and PTA Treasurer. Collects and counts cash throughout day. Arranges for
secured area. (WP)

Credit Card Processing Coordinator
Process all credit card transactions on event day. Prepare equipment/materials in advance. (WP)

Pledges Coordinator
Count submitted pledges. Use a spreadsheet to track pledges by student and determine prize-winners.
(WP)

Tickets Coordinator
Purchases ticket “money” to be used during the WAT. Creates bundles of tickets for pre-sales and
WAT Day sales. Responsible for working with volunteers the week before the WAT to pre-sell tickets.



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DEVELOPMENT TEAM

Development Chair
The Development Chair will be a WAT Steering Committee member and will attend Steering Committee
meetings as well as WAT Team meetings. Chair will work with the Finance Team and Silent Auction
Coordinator(s) to create (and then manage on event day) an easy Auction and Raffle check out
process. Chair will also work with the Staff Liaison regarding staff donations. Chair is responsible for
the following Coordinators (and will hold several meetings with them throughout the year): Silent
Auction, Class Baskets, Family Donations, Raffle, General Procurement, Refreshment Procurement, T-
Shirt Sponsors and the Silent Auction Catalog. Chair will keep track of all donations in a timely manner
and will report out at each Steering Committee Meeting as to the progress towards the goals. Chair will
help manage the entire Silent Auction & Raffle areas on event day with the Silent Auction, Raffle and
Procurement Coordinators.

Silent Auction Coordinator(s)
Works closely with the Development Chair, General Procurement Coordinator, Family Procurement
Coordinator and the Catalog/Bid Sheets Coordinator. Procured items come into the Silent Auction
Coordinator(s). Creates baskets from procured items. Determines prices for minimum bid, and decides
how items are to be displayed on event day. Writes final item descriptions and physically creates the
Bid Sheets - sends info to Catalog/Bid Sheet Coordinator for appropriate numbering, placement in
catalog, etc. Works with the Raffle Coordinator and Development Chair to determine the best items for
the Raffle vs. the Silent Auction. On event day, sets up Silent Auction area, places last minute items,
coordinates volunteers and assists Development Chair in managing the check out process. Calls
winners and arranges for prizes to be picked up after the event. Provide statistics after the event (data
on items sold, for how much, to whom, etc.)

General Procurement Coordinator
Starting in the winter, solicit donations from businesses for the raffle drawing and silent auction. Duties
include mailing out donation letters, coordinating with parent volunteers in visiting businesses for
donations, answering calls from businesses and making follow-up calls to businesses regarding
donations, arranging for picking up the donation at the business, maintaining and updating a donations
tracking worksheet. The tracking worksheet must be sent to the Development Chair prior to Steering
Committee and Team Meetings and also to the PTA Corresponding Secretary (who writes the Thank
You Notes). Writes up the full description of each procured item – sends these to the Silent Auction
Coordinator several weeks in advance. Procured items are delivered to the Silent Auction
Coordinator(s). Works with Development Chair and Silent Auction Coordinator to set up Silent Auction
area on event day, and helps to manage Silent Auction volunteers as needed. Provide statistics after
the event (data on items sold, for how much, to whom, etc.) Will oversee the Assistant Procurement
Coordinators and work closely with the Development Chair and the Refreshment Procurement
Coordinator.

Assistant Procurement Coordinators
Work closely with the General Procurement Coordinator to visit businesses for donations, make follow-
up calls, and arrange for picking up donations. This will include repeat donors and new donors, as
appropriate. Works with Development Chair and Silent Auction Coordinator to set up Silent Auction
area on event day, and helps to manage Silent Auction volunteers as needed. Other duties of the
General Procurement Coordinator might be offloaded to the Assistants – based on skills and time
availability.

Refreshment Procurement Coordinator
Starting in the winter, solicit donations from businesses for refreshments for the event. Responsible for
coordinating a team of volunteers the week before the WAT to collect Water/Soda/Chip donations from
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parents for the day of the WAT. Updates the General Procurement Coordinator on a regular basis for
the master donations tracking worksheet. Updates the Catalog/Bid Sheet Coordinator several weeks in
advance so information is properly represented in the Catalog. Will work closely with the Family
Donations Coordinator, General Procurement Coordinator, General Area Food Coordinator and
Development Chair.

Class Basket Procurement Coordinator
Works closely with the Development Chair, Catalog/Bid Sheets Coordinator and room parents. Will
provide timeline and direction to room parents to ensure auction baskets are made by each class level.
Responsible for ensuring baskets are delivered on the morning of the event. Writes item descriptions
and physically creates the Bid Sheets - sends info to Catalog/Bid Sheet Coordinator for appropriate
numbering, placement in catalog, etc. Updates the General Procurement Coordinator on a regular
basis for the master donations tracking worksheet. On event day, provides backup support for any
classrooms needing help assembling their baskets, and places last minute items as
appropriate. Works with Development Chair and Silent Auction Coordinator to set up Silent Auction
area on event day, and helps to manage Silent Auction volunteers as needed.

Family Procurement Coordinator
Promotes and coordinates with Cherry Chase parents to contribute to the Silent Auction. Prepares
articles for the Publicity Coordinator to include in the Newsletter. Writes up the full description of each
donated item – sends these to the Silent Auction Coordinator several weeks in advance. Updates the
General Procurement Coordinator on a regular basis for the master donations tracking worksheet.
Procured items are delivered to the Silent Auction Coordinator(s). Works with Development Chair and
Silent Auction Coordinator to set up Silent Auction area on event day, and helps to manage Silent
Auction volunteers as needed. Works closely with the Development Chair, General Procurement
Coordinator and Catalog/Bid Sheets Coordinator.

Catalog/Bid Sheets Coordinator
This person is responsible for creating the Silent Auction/Raffle catalog. The catalog includes Silent
Auction instructions, silent auction items, t-shirt sponsor thank you, donor thank you, etc. The catalog
is placed on the website approximately 1 week before the event. By working closely with the Silent
Auction Coordinator, this person coordinates and finalizes the numbering of the Silent Auction Bid
Sheets (which are already physically written up by the Silent Auction and Class Basket Coordinators)
which are also numbered identically in the Catalog. Works with Development Chair and Silent Auction
Coordinator to set up Silent Auction area on event day, and helps to manage Silent Auction volunteers
as needed. Works closely with the Silent Auction and Family Donations Coordinators as well as the
Staff Liaison and Development Chair to produce both the catalog and the final bid sheets.

Raffle Coordinator
Will organize Raffle and Special Raffle, using items procured by General Procurement
Coordinator. Responsible for buying the tickets, coordinating advance ticket sales and ticket delivery,
tracking orders, creating a prize chart, Raffle area set-up, take down and ticket sales on Event Day,
calling winners who were not at the raffle prize drawing and arranging prize delivery/pickup. Will work
with the Silent Auction Coordinator and Development Chair to determine the best items for the Raffle
vs. the Silent Auction. Provide statistics after the event (data on tickets sold, how many for which item,
who won, etc.) Will work closely with the Silent Auction Coordinator(s) and the Development Chair.

T-Shirt Sponsors Coordinator
Responsible for sending out letters to past T-Shirt Sponsors soliciting sponsorship for the free WAT t-
shirts we give to our students and staff, follow up, identifying new sponsors, collecting sponsorship
money. Will work closely with T-Shirt Order Coordinator and will make sure all sponsor logos are sent
in with the T-Shirt orders. Will work with Catalog Coordinator and Web Site Coordinator to include
logos and short descriptive paragraph about each sponsor in the catalog and on the website.

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Distributes shirts to students, teachers, volunteers, etc. Ensures thank you notes are sent by the PTA
Corresponding Secretary. (WP)
COMMUNICATIONS TEAM

Communications/Publicity Chair
This person will be a WAT Steering Committee member and will attend Steering Committee
meetings as well as WAT Team meetings. This Chair is responsible for the following
Coordinators: Kick-Off Assembly, WAT Packets, Volunteer, Decorations/Signs, Copy Work,
Photographer, and Web Page. The Chair will oversee all areas of communication. The methods
for communication include: newsletters, flyers, emails, assemblies, the Cherry Chase web site,
surveys and community publicity. The Chair will provide information about the Walk-A-Thon to
the Cherry Chase parents, teachers, staff and community. Write exciting articles and emails to
inspire people to get involved with the WAT. Take minutes at WAT Steering Committee and
Team Meetings and distribute in a timely manner. Post WAT Event Day articles and emails in
April and May. Write the Principal’s speech for WAT Day. (The 2009 Publicity Coordinator
position has been rolled into this 2010 Communications Chair position).

Kick-Off Assembly Coordinator
Responsible for creatively organizing a school assembly to motivate and encourage the students to
walk more during the Walk-a-thon. Prize information will be given at the assembly. Will need to
coordinate/verify date and time of the two assemblies with Ms. Hemmes and Barb Haering.

WAT Packets Coordinator
Compile and publish information on WAT by updating packet to go home with students after the WAT
Assembly. Have Walk-a-thon Pledge Envelopes printed. Have Walk-a-thon packet copied/collated and
distributed to classes several weeks before the WAT. Will work closely with the WAT Overall Chairs to
obtain updated information to insert into the packets.

Copy Work Coordinator
Make copies in the office as needed.

Photographer
Responsibilities will include taking photos at the Kick Off Assembly, WAT set up in the morning and the
WAT festivities in the afternoon on Event Day and at the Post Prize Assembly. Upload photos for a
variety of uses. Create a slideshow for the Parent Informational Training and the Post Prize Assembly.
(WP)

WAT Web Page Coordinator
Create and maintain the Web Page on the Cherry Chase site. Will update site with current content
when provided by Communications Chair. (WP)

Decorations/Signs Coordinator
Responsible for designing and making the signs for the event day. Signs needed for: variety of food
sold and their prices (BBQ & concession), drinks, baked goods, ticket sales, rules for the silent auction,
rules for the raffle tickets, advertising of business sponsors, etc., and will coordinate other decorative
items as necessary/determined by the WAT Team. (WP)

Volunteer Coordinator
Responsible for updating the volunteer sign-up sheets based on feedback from the Chairs. Posts sign-
up sheets several weeks before the WAT to fill all volunteer positions for the event day. Manages
volunteer sign in table and directs volunteers to their posts on event day. (WP)

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PRIZE TEAM

Prize Chair
This person will be a WAT Steering Committee member and will attend Steering Committee meetings
as well as WAT Team meetings. This Chair is responsible for the following Coordinators: Post Prize
Assembly, Golfland, VIP Lounge, Lap Cards/Certificates, Lap Card Tally and T-Shirt Orders.
Responsible for ordering the prizes that are given out on the day of the WAT and the prizes that are
given out at the Post Prize Assembly several weeks after the WAT. (The 2009 Prize Coordinator
position has been rolled into this 2010 Prize Chair position).

Post Prize Assembly Coordinator
Responsible for coordinating the assembly, determining winners from information provided by the Lap
Card Tally Coordinator, announcing winners and giving out prizes. This person should use the
information given to provide fun statistics for the kids at the assembly as well as take time to thank all
the teachers, staff, etc. This person should enjoy public speaking and making it fun for the kids. This
person will work closely with the Lap Card Tally Coordinator, Prize Coordinator and will need to confirm
date and time with Ms. Hemmes and Barbara Hearing. (WP)

Golfland Trip Coordinator
Responsible for coordinating the Golfland trips for the students that turn in the required amount of
pledges in order to qualify for the trip. This includes contacting Golfland to reserve dates/times,
working with school staff and Ms. Hemmes to determine the schedule for the multiple trips over several
days during the month of May. Will work with Barbara Hearing to send out communication flyer to
parents and children which includes all details and permissions slips.

T-Shirt Orders Coordinator
Responsible for the t-shirt vendor bid and selection process, student design coordination, order and
distribution of t-shirts for students, staff, WAT Team, and sponsors.

VIP Lounge Coordinator
Responsible for the VIP Lounge, which is a prize level on event day. Arranges for camping chairs,
trays, snacks, drinks and stickers for attendees. Works closely with the Facilities Chair regarding set-
up and the Event Day Chair regarding food/drinks. (WP)

Lap Cards/Certificates Coordinator
Responsible for design and the production of lap cards and certificates. Ordering additional lanyards
and other supplies as needed. Coordinating delivery of lap cards to the students and staff. (WP)

Lap Card Tally Coordinator
Responsible for tallying student lap cards in a timely manner in order to prepare for the Post Prize
Assembly. This person will also complete all of the historical tracking of the WAT. (WP)




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