| Committee Title |
Description |
# of chairs |
# volunteers pre/during |
% hours pre event |
% hours at event |
Begin Work |
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| Event Oversite |
|
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|
|
| Project Chairmen |
oversee event, budget |
3 |
|
95% |
5% |
Jan '10 |
| Decorating Committee |
takes theme and makes it reality within the specified budget |
2-3 |
100+ |
95% |
5% |
Jan '10 |
| |
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| Sections of event |
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|
|
|
|
| Food |
Solicit food donations and purchase, set up dinner, sodas, snacks, paper goods for students & volunteers |
2-3 |
--/12 |
50% |
50% |
Feb '11 |
| Table Games |
3 nights volunteer training, rent chairs, filing permits |
1 |
60/60 |
50% |
50% |
|
| Entertainment |
Hire DJ, select/coordinate carnival game room, may require companies to run games |
2 |
--/10 |
50% |
50% |
Nov '10 |
| Memorabilia |
Collect photos, create props/displays for memorabilia room. Display created before night of PGP |
2 |
10/-- |
90% |
10% |
Sept '10 |
| Raffle |
Solicit raffle items, coordinate raffle at PGP |
2-3 |
--/6 |
90% |
10% |
Sept '10 |
| Photo shoot |
Create fun focal point theme related photo shoot. Select props, room design, costumes. Select volunteer photographer, develop & distribute picutres. |
2 |
--/6 |
25% |
75% |
|
| Orientation video |
Create 3-4 minute video welcoming kids and set tone/theme for evening |
1 |
|
90% |
10% |
Jan '11 |
| Security/Chaperones |
Obtain building us permits, hire police & EMT. Place chaperones at designated stationed exits. Assist when needed. |
1 |
--/8 |
15% |
85% |
Jan '11 |
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| Prior to event |
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|
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| Invitations |
Obtain mailing lists. Create, assemble, deliver written invite that will ultimately reveal theme. Coordinate w/Hospitality. |
1-2 |
20/-- |
100% |
-- |
Jan '11 |
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| Throughout planning |
|
|
|
|
|
| Volunteers Coordinator |
Collect & maintain volunteer list. Submit requests on Weekly Warrior. Forward info to committee chairs |
1 |
|
95% |
5% |
Sept '10 |
| Web Master/ Facebook |
Organize info on Web for Parents; Facebook for studetns |
1 |
|
95% |
5% |
Feb '10 |
| Snail Mail |
Send Mailings FYI |
1 |
|
100% |
|
Ongoing |
| Publicity |
Keep PGP in local new (articles/pictures). Create Banner for WHS to be hung after invites are delivered. Following PGP submit thank you letters and PGP photos to local papers. |
1-2 |
-- |
75% |
25% |
Sept '10 |
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| Before and during event |
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|
|
|
|
| Set Up |
Order construction supplies (hooks, wires, lumber, etc), receive deliveries, work with decoration re:construction plans, organize teams for final set up. |
2 |
100+ |
30% |
70% |
Mar '11 |
| Hospitality |
Coordinate with invitations; Promote event; coordinate w/webmaster re: Facebook. Help assemble fanny packs with coupons for the eveing. Responsible for check in desk at PGP. |
2 |
6/6 |
50% |
50% |
Jan '11 |
| Gift/Prizes |
Solicit and/or purchase items, assemble gift baskets |
3 |
|
75% |
25% |
Nov '10 |
| Cleanup/recycling |
PGP 2010 arrange volunteers to salvage decorations for 2011 PGP. Arrange for dumpsters evening before 2011 PGP, organize clean-up after event. |
1 |
20/20 |
50% |
50% |
June '10 |
