Grad Nite 2022 Chairs

Wendi Whittles & Melaine Huth

Sub-Committees

Grad Nite Chair/s

Attend monthly meeting.  Communicate to committee coordinators & senior parents.    Promote event through school channels and direct marketing.  Support committee coordinators. Act as liaison between CPHS and Dave and Busters. At least one chair must be in attendance night of event (all night). At least one Coordinator should be freshman, sophomore or junior parent.

Check-in

Manage Check-in process and “coat check” night of event – Coordinator & First shift support should not be seniors – need to be at Concord Centre during Graduation Ceremony. Create check-in logs and prepare student name badges/goodie bags for night of event. (Note: items for Goodie Bags secured by Mementos Coordinator). At least one coordinator at event that night until check in is complete. Coordinator should be junior, sophomore or freshman parent.

Take Down

Coordinate take down on Friday morning and transport decorations that are to be reused to storage bin at College Park. Coordinator should be junior parent.

Decorations

Create decorating plans for assigned rooms and implement design.  Should be a team of at least 2 coordinators, ideally one should be a non-senior parent.

Dessert Bar

Must be store bought.  Secure donations for desserts where possible and contract with dessert vendors where necessary. Receive and create dessert display on day of event.  Responsible for the clean-up of the desserts after event ends (4 am). Great for a 2-person coordinator team, one should ideally be a non-senior parent.

Fundraising

Raise funds for the event to offset costs and supplement ticket prices.  Target for donations is set in budget.  Send out donation letters, keep database of donation letters sent/ donations received, write thank you letters. Work with Prize Coordinator as they secure donations for prizes so as not to contact merchants more than once for the event.

Insurance

Procure insurance for night of event per Dave and Busters requirements. Coordinate insurance information for submission to insurance.

Mementos

Secure mementos to be given out via “goody bags” to students as they leave the event. Develop and produce T-shirts.  Per student budget for all is set.  Combination of traditional gifts and new ideas where appropriate.

Memory Lane

Advertise to senior parents’ availability of memory boards.  Design memory boards and distribute to senior parents.  Collect completed memory boards, fireproof and post on Memory Lane at Dave and Busters morning of graduation.

Photography

Take pictures of students throughout evening & post on website.  Develop and produce postcard with access info (put inside Goody Bags). Must be there night of event (a team of volunteers throughout the night).

Prizes

Secure Prizes to be given away during the night of event through donations and budget allocation.  Manage prize booth on night of event (all night). At least one coordinator should be a non-senior parent.

Security

Responsible for securing staffing of security volunteers for night of event.  Manage security line on entry to event all students must be frisked & do breathalyzer.  Key contact for any student related issues during event.  Security volunteers for student check-in and Coordinator should not be senior parents. Must be there night of event (all night). Coordinator should be non-senior parent.

Ticket Sales

Manage ticketing process. Sell tickets & track (in Excel) student names, phone contact, date ticket sold, cost of ticket, payment type, Check number if check payment, and T-shirt size. Assure permission slip is collected for all students. (Organize in two binders for night of event).

Tiles

Collect orders and facilitate production and installment of tiles as fundraiser.

Treasurer

Manage Income Statement & financial issues of a Non-Profit.  Write checks for payment either directly or to committee Coordinators.  Process all incoming checks. Publish monthly budget reports, complete final budget reconciliation after Grad Nite is over. Quicken experience a plus.

Volunteers

Secure volunteer requirements for night of event from each committee Coordinator (times with number of volunteers needed by time).  Create master database by working with CP volunteer coordinator to get general list of potential volunteers and via volunteer lists received at Walk-Thru Day, Senior Night, Junior night, BTS Night & email requests for help.  Schedule volunteers for event. Send out reminders of work times to volunteers. Publish final volunteer schedule. Create volunteer name badges. Must be there night of event until last shift checks in. Coordinator should be non-senior parent.