Important Dates: July 14, 2009 – Gift Basket Shopping Date – Meet at the Chick-Fil-A on Palm Bay road at Noon to shop for Wii game and gift basket items at the Dollar Store. Alyssa, Morgan, and Sarah will shop for the items; others are welcome to help shop. We need twenty-five (25) items in all to give away, including the flowers. July XX , 2009 – Need to set the decorations shopping date and budget based on the ideas the team selected. July 18, 2009 – Final meeting at Alyssa’s House – Meet at 11:00 AM, lunch will be provided, bring a swim suit and a towel. We will be making final preparations for the event including decorations and gift basket preparation and running through tasks lists with each coordinator. The Sferrazza’s House 3765 Harlock Road, Melbourne FL 32934 321-752-5634 or 321-412-1322 July 20, 2009 – 10:00 am – 3:00 PM – Event date. Dress Code for the Event: Attire for the event: Everyone will wear white top and black pants to the event. Task Coordinators: Prize Coordinator - Alyssa Event Promotion - TBD Food Coordinator – Madison coordinating the preparing the food; and Alicia coordinating the serving the food Decorations Coordinator – Michelle Event Coordinator - Brenna Status: See each task coordinators sections for status, tasks, due dates and updates. Prize Coordinator – This person is responsible for coordinating prizes for the Games and the Raffle items for the event. The coordinator will have a team of 2-3 people that will be responsible for obtaining the prize and raffle items. The coordinator is responsible for getting the prizes and raffle items to the event and setting them up. Suggested items for each event: Gift Baskets (3 per event) Plants and Flowers for the tables (raffle); number is dependent on how many tables Coordinator: Alyssa Team Members: Sam, Sarah, Morgan, and Brenna Status: We will charge a dollar for raffle tickets that will be drawn throughout the dinner. Prizes will be things like gift cards, cakes, and plants or flowers. Grand prizes will be gift baskets. We will have a raffle periodically throughout the dinner. Donations: 1. Have the donation letter and have thirty ($30) dollars in donations for the gift baskets from the Dr. Koretsky of the Gastroenterology Center 2. We will receive twenty-five ($25) dollars from the Senior Center for raffle tickets. 3. The club voted on using forty ($40) dollars from the entertainment fund to purchase a Wii game for the facility. 4. We received a donated stuffed talking parrot from Mrs. Noren to give to the facility. 5. We received flower donations from Bloomers for table decorations and to raffle off at the end. Shopping Date: July 14, 2009 at Noon – Meet at the Chick-Fil-A on Palm Bay road at Noon to shop for Wii game and gift basket items at the Dollar Store. Alyssa, Morgan, and Sarah will shop for the items; others are welcome to help shop. We need twenty-five (25) items in all to give away, including the flowers. Event Promotion – This person is responsible for the promotion of the event. The coordinator will have a team of 2-3 people that will be responsible for creating the event flyer, invitations and the reporting of the event through pictures and an article. The coordinator is responsible for getting the invitations and flyer/poster board to the venue and ensuring that the article is written and submitted to 4-H and local newspapers. Items required for each event: Event Flyer – Create the flyer or poster board for the event to be promoted at the center Invitations and RSVP method – Create small invitations to send with the method to RSVP Event Photography – Find a photographer to document the event in photos Event Article - Write-up for 4-H, CHEVRON grant and local newspapers Coordinator: TDB Team Members: Alicia Status: Event Date: July 20, 2009 Cafe Italiano Theme Italian Spaghetti Luncheon at Noon Games, Raffles and Prizes after lunch Sponsored by Brevard County 4-H Youth and made possible through grants from the 4-H Foundation and Chevron Corporation. 1. Event Flyer – Alicia created the invitations. It will need to be updated with the event information and resent to Allison for delivery to the facility. 2. Event Poster Board - Alicia will also create a poster board (with an Italian theme) to display at the facility prior to the event. The poster board will need to be delivered by July 15th to the facility. The event information is listed above 3. Event Photography - Sarah will to check with Sarah B on using her camera to take photos at the event. Allison will be the photographer and will use her camera as a backup. 4. Event Article - We still need someone to write the final article to submit to 4-H and the local newspapers. Food Coordinator - This person is responsible for coordinating food for the event. The coordinator will have a team of 2-3 people that will be responsible for getting food donations, preparing the food setting up the food and serving the food at the event. Suggested Items for Dinner Spaghetti Sauce Spaghetti Salad, Salad Dressing and Bread Sticks Drinks Dessert Food Server Volunteers Coordinator: Madison (Preparation) and Alicia (Serving) Team Members: Madison, Morgan, Sarah Status: Alicia will be in charge of the servers and kitchen activities the day of the event. Everyone will wear white top and black pants to the event and will help serve the lunch. Food: 1. Madison will be making the sauce and meatballs and Sarah is making the pasta. Sarah to work with Madison on preparing the food since we have limited cooking resources at the facility. Need low (or no) sodium sauce; expect 30 people plus the volunteers. Suggest pre-preparing the food to heat up at the facility since there is a small work space. 2. Allison has a $40 gift card from Olive Garden to give to Morgan. Morgan is picking up the salad and bread the day of the event. 3. Sarah will be making dessert (low sugar). Allison has little gift boxes to put a small desserts or sugar free candy in that can be decorated. Seniors prefer soft center candies or cookies. 4. Alyssa got a fruit plate donated from Suntree Produce 5. Allison will check with the facility to see what they have available; maybe serve sparkling juice or Italian flavored soda? Decorations Coordinator - This person is responsible for coordinating decorations for the event. The coordinator will have a team of 2-3 people that will be responsible for picking the theme for the event, getting decorations for the event including tablecloths, utensils, cups, napkins, plates and table decorations. The coordinator is responsible for getting the decorations to the event and setting them up. Items for Decorations / Table Settings Pick Theme for event Plates (Dinner and Dessert) Napkins Utensils Cups Tablecloths Table decorations Coordinator: Michelle Team Members: Sam, Madison and Morgan Status: Spaghetti Dinner Decorating Ideas for this event: CAFE ITALIANO THEME 1. To set the tone, play some Italian music in the background; a famous Italian singer, such as Pavarotti or Bocelli, or a compilation CD with a variety of music or favorite operas, such as "The Barber of Seville” 2. Decorations of green, white, and red - the colors of the Italian flag. Hang red, white, and green streamers. 3. Bunches of grapes - real or fake - baskets of grapes with stems & leaves in the center of each table or on a beverage station. Allison has lots of fake silk greens and we can buy fresh grapes to use. 4. Vines - real or fake. (We could also make our own out of specialty papers from the craft store, or make "leaves" of green tissue paper, and tie them onto a rope or vine with green wire. Hang ivy vine garland with bunches of artificial grapes everywhere. 5. Posters of Italy featuring Rome, Florence and Venice - obtained from a travel agency? Or Some art reproductions by DaVinci and other Italian artists, and hang them on the walls. 6. Red and white check tablecloths, or plain white or red tablecloths, and checked paper place mats (available at party supply stores). Color can also be added to the tables by giving each guest two napkins of different colors - coordinating patterns or one patterned and one solid and held together with a ring with a miniature flag on it. 7. Lots of candles Set out Chianti bottles. Insert candles into opening, light them and drip the wax down the sides. 8. Mini flags of Italy can be made easily from construction paper to put on the tables as decorations. Shopping Date: Need to determine what budget is needed for decorations and a shopping date from Michelle. Need plates/napkins/cups/utensils etc for 30 plus the 4-H volunteers. 9. Event Coordinator - This person is responsible for coordinating the event. The coordinator will have a team of 2-3 people that will be responsible for locating a venue, setting the date, and coordinating with the Senior Group facilities point of contact. The team of 2-3 people will also be responsible for setting up and running the games. The coordinator will be the central point of contact for the event. Items required for each event: Locate Venue Determine Maximum Capacity for Event Set Date and Time Bingo Game Volunteers Coordinator: Brenna Team Members: Alyssa Status: Event Location: All One Family Senior Day Program 585 N Courtenay Pkwy # 101, Merritt Island, FL - (321) 453-6577 Event Date : July 20th, 2009 from 10:00 PM - 3:00 PM Schedule: Arrive at 10:00 AM to setup decorations and get lunch ready to serve Lunch at Noon (Music and socialize) Games from 1:00 – 2:30pm 2:30 – 3:00 pm cleanup Games: We will use the games and activities already planned for the afternoon; they have 1 1/2 hours of games after lunch and we will assist the staff on conducting the games and giving away prizes. We will donate a Wii game for them to keep at the facility to keep the seniors active Sam will make music CDs from the 40’s and 50’s; such as Frank Sinatra, Dean Martin and Tony Bennett; they love karaoke singing especially the slower songs. We plan to have music playing during the lunch.
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