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PUBLICITY (Promotions) Chairperson(s): Attend all meetings. Skills in computer graphics and/or PR helpful, but not required File a final report of committees activities after Post Prom Committee members: Responsible for posting all Post Prom events/activities thru newspapers, posters, radio, FSB sign, church newsletters, etc. Help Post Prom chairperson to prepare & mail out Parent Letters Making and distributing the posters advertising Post Prom events to the students. Making any coupons, event sign up sheets. Set up phone/email chains if needed List of media to use: Cedar Valley Times/Vinton Eagle Livewire Farmers Savings Bank Sign Church bulletins Posters distributed to local businesses Flyers for cars Any others you can think of! TREASURER CHAIRPERSON: Greg Walston Keep track of all incoming & outgoing funds Keep accurate records of all monetary donations by categories Record & keep list of Parent donations Report back to Donations committee who has paid the $25 donation fee Record all monies raised by each event Report back to Committee at monthly meetings Keep an updated record of all expenditures Keep a list of individual committee expenses & disbursements Oversee requests for checks & payments Will need to balance checkbook at the end INFORMATION / DATA LIASON (new for 2010-2011!) CHAIRPERSON – Kristi Storey Co-Chairperson Attend all meetings (Co Chairperson for 2010-2011) Take notes at general meetings Distribute notes via email & website in a timely fashion Help Post Prom chair and committee chairs to oversee the flow of accurate information to committee members, volunteers, students, staff & general public. Work with Post Prom Chairperson in keeping accurate lists of committee members, volunteers and events. Create and distribute a Student Survey for games/activities they would like at Post Prom. (Done by January 1, 2011) Help Publicity Committee distribute information DONATIONS Chairperson Co-Chairperson Responsible for sending out business letters for donations (mail by February 1st) See notebook for example letters. Parent donation letters – Start early for this one! Start in January to have time for follow up. To save postage costs, email those that have email & then follow up with USPS mailed letter if necessary. Starting in March follow up with businesses with a face to face contact asking for donations. (Take a donation letter with you!) Create “Thank you for donating to the VS Post Prom” sign to give to businesses when asking for/picking up donations. Accurately compile & record ALL donations given. Give this report to Information/Data Liason & Post Prom Chair Supply reports to General Committee monthly meetings Look into/request possible grants from organizations such as MADD, SADD, ASAC, etc. This committee works on monetary & prize donations only. Food committee works on food donations. Remember to ask large corporations early! A lot of the larger corporations require at least a month to get donations approved. They also have a donation budget so GO EARLY!!! (ie: Sept/Oct) o Walmart – needs at least 30 days notice & donation letter o Olive Garden -- ?? if will donate o Applebee’s – they are very generous! o Carlos O’Kelly’s – very generous! o McDonald’s (local) – needs at least 30 days notice & letter o Wendy’s o Texas Roadhouse o Planet X o Lindale Mall o Quaker Oats o Cargill o CRST o Clickstop – Tim Guenther o Starbucks o ANY OTHERS YOU CAN THINK OF!!! PRIZES Chairperson CoChairperson Work with Post Prom chair to decide type of gifts & prizes to purchase with monetary donations. Help with purchase of gifts/prizes (start in March!) Purchase most from Vinton-Shellsburg businesses first – however, find the best deals for the money also Decide the giveaways at Post Prom with donated items Compile list of prizes/gifts Compile expenditure list – give to Information/Data Liason Figure out the logistics of the prize & gift giveaways to ensure the right prize/gift goes home w/the correct student! Set up prize area the night of Post Prom .. Make it fun & exciting! Must work the night of Post Prom Separate individual meetings will be necessary to complete FUNDRAISING EVENTS Chairperson Co-Chairperson Attend all meetings Give reports at General Committee meetings Start immediately working with Post Prom Chair to decide what fundraising events we will have. Need some “new” fundraising ideas! Work w/Prom Chair to get approval for fundraising events from Kirk Johnson & Jim Struve. Accurately record all donations & expenditures and submit to Information / Data Liason Organize Soup Supper (see previous Post Prom notes) Organize Pie Sales (held week of Thanksgiving.. last home game that is on schedule) Organize “Theme Basket” raffle/giveaway – usually held night of Soup Supper Work w/Post Prom Chair for T-shirt sales (usually in February/March) Tharp’s designs the shirts Work with Volunteer committee to find workers for fundraising events. NEED LOTS OF HELP WITH THIS COMMITTEE!!! GAMES/ACTIVITIES Chairperson Co-Chairperson Attend all General meetings. Will have to schedule individual meetings closer to Prom Work with Post Prom Chair to decide games to have at Post Prom Compile a list of games to put on Student Survey (this will help determine what games the students would like to have) Have to order games EARLY for best selection (by Oct 1) Decide on a budget for the Games/Activities Help decide what Hypnotist to hire Help hire Caricature Artist Help find & hire the Inflatable games Brainstorm for new ideas! Figure out what each activity/game will need to operate Work with Volunteer Committee to find workers for games/activities. Survey results from current Seniors after last years Prom (2010): Still want hypnotist.. but want a different one (same one for last 5 or 6 years) Airbrush tattoos, not rub on ones More big games to play More activities Want “Minute to Win It” games Want more “competitive” type games Liked Family Fued Liked Cash Cab Liked the 4-way jousting & Boxing ring More “money” games More big prizes.. less door prizes Money as prizes (larger denomination gift cards) Liked breakfast, but wanted more food throughout the night SECURITY (GATE KEEPERS) Chairperson Co-Chairperson Monitor doors at Post Prom whole night Check students in at door Explain Post Prom procedures about leaving/re-entering Ensure that every student follows rules about leaving/re-entering Require each student/guest to sign “Thank you” Sign in students at check in desk Work in 2 hour shifts 4 people required for 1st shift 2 people required for subsequent shifts Escorts required for students going out to cars Find volunteers to work shifts Accurately record/check off students entering/leaving early Write a summary of the job and any suggestions for next year White shirt/black pants suggested **See previous year’s notes** GRAND MARCH Chairperson Co-Chairperson Responsible for decorating stage for Grand March presentation & running night of Prom. Budget usually $150-$200 Set up the night before Post Prom Need someone to run sound system/lights (Eric Upmeyer knows ins/outs of sound board) IMPORTANT: No kids or food/drink allowed in Sound/Light booth! Do not touch sound/light board unless know how to run. Create & print up Student Questionnaires (distribute approx 2 weeks before Prom at school) Find two MC’s to introduce students Need workers to get keep things moving Set up Valet Parking Used a tent/awning over sidewalk in case of rain/shade This committee needs to be energetic, creative and make it fun for the kids! VALET PARKING Chairperson(s): Gerald & Marcy Horst Responsible for Valet Parking at the Prom dance Need 4 people to park cars Need 2 people to organize kids to wait for their keys or use keyboard – located under the Grand Stands at football field. Set up orange cones (borrowed from Parks & Rec or Streets Dept) by the tent to prevent kids parking early and in the way of valet drive thru Line up tents from Phillips Funeral Home Block off main entrance to Skate Center … use side entrance Make & set up signs directing to Valet Parking FOOD COMMITTEE Chairperson Co-Chairperson Attend General meetings Will need to have separate committee meetings after Jan 1st Responsible for Food set-up, serving, take down, clean-up during Post Prom Responsible for soliciting Food donations for Post Prom (take Donation letter & Thank you w/you!) Will need to make a personal contact to businesses donating items. Help Fundraising committee with food donations for Soup Supper & any other food related donations needed Work with Post Prom Chair Work with Volunteer Committee to organize workers for Post Prom Record & compile list of all donated food items Keep accurate records & receipts for food purchases Coordinate payments w/Treasurer & Post Prom Chair Make sure Thank you’s are sent out to all donating businesses Majority of work will begin in January Busy the week of Post Prom picking up donations … get several people to help with this! Workers should be set up in shifts .. this will help get more people to volunteer if whole night not committed Must submit final summary of committee after Post Prom to Post Prom Chair. Food suggestions from Current Seniors (2010-2011): The students wanted more food during the night… Taco Bar o Carlos OKellys donated chips o John’s Quik Stop donated the meat o Fareway donated the taco shells Ice Cream Sundaes – Leons donated mix Shake Machine – Diary Producers Pizza – John’s Quick Stop, Pizza Hut, Pizza Ranch, Casey’s Coffee Bar Fruit Kabobs Maidrites Chili and/or Cheese Fries VOLUNTEER COORDINATION (new for 2010-2011) Chairperson Co-Chairperson Compile list of Junior parents & other community volunteers Call, email or contact each Junior parent/family Get each parent/family to volunteer for which committee/event/game/etc. they would like to help with. (Each Jr. parent/family needs to volunteer for at least one event/activity!) Gather names, phone numbers & email addresses (if applicable) of volunteers Give list w/contact information to Information/Data Liason, Post Prom Chair and Committee Chairpersons Update lists as making contacts. Forward info Work directly with Fundraising Committee to organize volunteers for Soup Supper. Work directly with Food Committee to organize volunteers for Post Prom Work directly with Grand March & Valet Parking Committees to organize volunteers. Submit report at end of Post Prom w/what worked, what didn’t work & suggestions for the future Post Proms.
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