|
Chairperson |
 | Recruits all Committee Chairs; |
| Sets dates for volunteer meetings; |
| Secures party site and insurance; |
| Contacts key individuals at school; |
| Obtains contact information for Junior and Senior parents; |
| Recruits interested Junior parent(s) to develop knowledge for following year
planning; |
| Recruits Committee members for all Committees; |
| Acts as single point of contact for outside companies and organizations; |
| Facilitates all Committee meetings and coordinates all Grad Night Committee
plans; |
| Meets with Seniors to get input and communicate plans for event; |
| Documents Key Learnings (Do's & Don'ts) following event; |
| Acts as mentor to following year Grad Night Chairperson. |
|
|
Secretary |
| Works with Chair to create letterhead for all correspondence; |
| Helps to compile all letters needed; prints and mails; |
| Works closely with Marketing Committee to develop Grad Night communications; |
| Arranges for all printing needs, including stationary, parent meeting notices,
invitations, flyers and tickets; |
| Coordinates with school to include Grad Night communications in In Site and El
Vaquero; |
| Sends meeting notices for Committee meetings; |
| Takes minutes at all Committee meetings; |
| Responsible for Thank you notes to Contributors; |
| Responsible for Contributor poster at event; |
| Updates Event "Timeline" for following year Grad Night Planning use. |
|
|
Finance Chair |
| Works with Livermore Grad Night Treasurer regarding Granada/Livermore Donation
funds; |
| Prepares budget; |
| Works with Fundraiser Chair to track fundraiser income; |
| Works with Marketing/Donations Chair to track all donations; |
| Works with Marketing/Donations Chair on Grad Night prizes; |
| Documents actual income and expenses. |
|
|
Fundraiser Chair &
Committee |
| Recruits Committee members for Fundraiser Committee; |
| Works closely with Finance Chair to determine fundraising goals; |
| Plans all fundraising activities; |
| Works with Marketing Committee to advertise fundraisers; |
| Recruits volunteers to work on Fundraiser activities; |
| Oversees all fundraising activities. |
|
|
Publicity
Chair & Committee |
| Recruits Committee members for
Publicity Committee; |
| Works closely with Secretary to compose marketing letters and posters; |
| Works with all other committees regarding
publicity needs; |
| Works with Secretary to publicize event through local media, community services
organizations, High School Channels and Senior parent meetings; |
|
|
Activities Chair &
Committee |
| Recruits Committee members for Activities Committee; |
| Works closely with Finance Chair to determine entertainment funds available; |
| Makes game determinations and contacts vendors; |
| Works with Grad Night Chairperson to contract with Game Vendors; |
| Works with Grad Night Chairperson to contract with Entertainment Vendors; |
| Coordinates and assists Vendors at the Grad Night Event; |
| Arranges for photos and video of event; |
| Works closely with Logistics Chair on Activities layout at event. |
|
|
Tickets Sales Committee |
| Recruits
Committee members for Ticket Sales Committee; |
| Arranges for
ticket design and printing |
| Arranges for
ticket sale opportunities (e.g., Senior events such as registration,
Senior Awards, Senior breakfast, etc.) |
| Carefully tracks
and documents ticket sales |
| Distributes
tickets when sold |
|
|
Community Letter Donations |
| Recruits
Committee members for Community Letter distribution |
| Coordinates with
Granada Grad Night committee to compose, print and distribute community
donation letter |
|
|
Event Volunteers
Chair & Committee |
| Recruits Committee members for Volunteer Committee; |
| Obtains Junior and Senior contact information; |
| Works with Secretary and Marketing Chair to advertise volunteer needs; |
| Recruits parent volunteers for all shifts of the Grad Night Event; |
| Coordinates parent volunteers during the Grad Night Event; |
| Works closely with Logistics Chair regarding needs and volunteer placement. |
|
|
Food Chair & Committee |
| Recruits Committee members for Food Committee; |
| Plans Food & beverage menu; |
| Obtains food and beverage donations; |
| Works closely with Logistics Chair regarding needs and volunteer placement; |
| Oversees food and beverage service during event. |
|
|
Logistics Chair &
Committee |
| Recruits Committee members for Logistics Committee; |
| Works closely with Activities, Food and Decorations Committees to plan work out
event floor plan, electrical and lighting issues, security and safety, prize distribution,
etc. |
| Obtains Wristbands or desired method of tracking students at event; |
| Obtains fannypacks or desired method of distributing student event coupons and
other "goodies"; |
| Plans student check-in; personal effect storage; fannypack distribution, etc.; |
|
|
Memory Wall Chair & Committee |
| Recruits
Committee members for Memory Wall Committee; |
| Develops
communication and instruction to parents/students regarding memory page
requirements; |
| Works closely
with the Grad Night Chairs and the Logistics and Decorations committee to
plan Memory Wall; |
| Receives Memory
Pages and assembles Memory Wall for the Grad Night event. |
|
|
Decorations Chair
& Committee |
| Recruits Committee members for Decorations Committee; |
| Work closely with the Logistics and Activities Committee to design the overall
layout of event with designs of each area; |
| Coordinate with Marketing to design logo for all printed materials; |
| Work with Chairperson and Finance Chair to rent any props required; |
| Purchase decoration materials; |
| Assemble decorations prior to event; |
| Work with Clean-up volunteers to disassemble decorations and pack up any
decorations that can be saved for next year. |
|
|
Prize Chair & Committee |
| Recruits Committee members for Prize Committee; |
| Works closely with Finance Chair to purchase prizes for the Grad Night event; |
| Works closely
with other committees to plan how to distribute prizes at the event. |
| Responsible for
prize distribution during the event. |
|
|
Donations Chair & Committee |
| Recruits Committee members for
Donations Committee; |
| Works closely with Finance Chair to determine donation goals; |
| Contacts potential Contributors not contacted by Granada/Livermore donation
letter effort; |
| Individually contacts potential Contributors contacted by Granada/Livermore
donation letter that did not respond to initial letter after three months; |
|
|
Post Grad Night Chair & Committee |
| Recruits
Committee members for the Post Grad Night Committee |
| Works closely
with the Activities and Decorations committees to understand what will
need to be cleaned up and where to store/return items. |
| Cleans up
facility, returns rental items and stores items for following year. |
|
|
Grad Night Photographer |
| Takes candid
photos during the Grad Night event |
| Provides photos
in digital format to Grad Night Web master following the event |
|
|
Junior Parent Members |
| Attends Grad
Night meetings as a learning opportunity for the following year's efforts |
|
