Information for Committee Members

News

• Graduation will be on Monday June 16, 2003.
• Camelot Park was approved as the venue for Grad Night at the PTSA meeting on 9/12/02.
• Camelot Park has been reserved for that date, and the contract has been signed. See the Grad Night meeting minutes for details.
• The next committee meeting will be on Thursday May 28 at 6:30 pm in Room 58.
• Jan Finger has arranged some dates for us to sell eggrolls to raise money for Grad Night.

The dates:  Tues. Nov. 12
                 Mon. Nov. 18
                 Fri. Dec. 13
                 Fri. Jan 10
                 Thurs. Feb. 6
                 Fri. March 21
                 Wed. April 16
                 Fri May 9th
                 Fri. June 6

Jan needs a couple of helpers for each date. If you can help please show up in the quad 15 minutes before lunch.
To contact Jan you can email her at:


• We have signed up a hypnotist to provide entertainment at Grad Night.
• We have received a donation of 40 pizzas to be delivered to Grad Night!

Documents:

• 2003 Grad Night Guidelines
• 2003 Grad Night contract with Camelot Park Page 1, Page 2 (not signed).
• 2002 Committee Information page
• Sample donation solicitation letter.
• Sample publicity flyer, modified from the 1998 flyer.
• Sample parent letter in English and in Spanish.
• 2001 Grad Night contract with Camelot Park: Page 1, Page 2. (Note: cost of busing is not included in this contract)
• 2002 Grad Night contract with Camelot Park: Page 1, Page 2. (Note: cost of busing is included.)
• Ticket sale information and notes, 1997: page 1, page 2, page 3.
• Ticket Sale Instructions, 1997.
• Ticket Sale Notes, 1999.
• Guidelines and instructions for students for Grad Night 1999.
• Guidelines updated for 2002.
• Sample 1999 Grad Night Ticket (printed 10 to a page).
• Grad Night Guidelines for Chaperones, 1998.
• Check-in and registration instruction sheet for 2001. Updated for 2002.
• Grad Night budget for 1999-2001.
• Grad Night Budget 7/16/01.
• 2001 Ticket Sales Summary
• Eggroll Sales Summary
• 2001 Grad Night Chaperone List
• PTSA Budget 11-8-01
• Bus insurance certificate, 2001

Meeting Summaries

• Grad Night discussions at PTSA Executive Board meeting on 9/4/02
• Grad Night Meeting 10/16/02
• Grad Night Meeting 11/21/02
• Grad Night Meeting12/12/02
• Grad Night Meeting 1/16/03
• Grad Night Meeting 2/27/03
• Grad Night Meeting 3/20/03
• Grad Night Meeting 4/15/03
• Grad Night Meeting 5/15/03

Contacts

Current Committee Members

Committee Advice/Instructions

• Chairperson: 
• Calls meeting with committees.
• Contacts school to announce meeting in newsletter and principal's message.
• Make sure committees are on schedule and know what they are supposed to do.
• Facilitates communication between committees.
• Make sure paperwork, such as contracts and insurance, is taken care of.
• Conducts meetings to hear committee reports.
• Reports on status at PTSA meeting.
• Treasurer: See here for instructions for the duties of the treasurer.
• Entertainment/Extras: 
• Read the Grad Night contract with Camelot Park to see what is provided. Last year, a DJ, karaoke, and a character artist were provided.
• Decide on extra entertainment at Grad Night, if any.
• Search for and hire entertainment. Examples: face painter, magician.
• Decide on and purchase extras. Examples: T-shirts, keychains, souvenir pictures.
• 1998 ordered keychains from Boda Products, Claycomo, MO, 816-453-8659
• Food: 
• Plan and arrange for food at Grad Night.
• Solicit  food donations from local businesses. Recruit  Pepsi and water donations from Pepsi (ask Chris Heller), Una Mas (giant burrito), Gunther's or Zonotto's (vegetable plate), Safeway (gift cert.), Walgreen's (gift cert.), Togo's, Willow Glen Roasting Company,  pizza (Papa John's, Mountain Mike's, Tony & Alba's, Pizza Hut, Giorgio's, Round Table - Willow Glen, Alameda, Lincoln Ave), Aki's Bakery (brownies), Coco's (muffins), City Donuts (bought w/school discount), corporate donations.
• Purchase food or drinks not donated. In the past, bought strawberries, donuts, chips, cookies, candy.
• Can use McDonald's at Camelot Park, but will cost more.
• Not popular in the past: bagels & cream cheese, juice, muffins.
• Get volunteers to pick up food on Grad Night and deliver it to the buses.
• Purchase plates, napkins, flatware, paper cups, decorations, etc.
• Borrow ice chests, tables, chairs, serving utensils, hot trays & crockpots (if needed) etc.
• Set up food at Camelot Park.
• Arrange for 1-2 volunteers to cover food table at Camelot Park.
• Clean up tables and leftovers.
• Arrange for return of borrowed items.
• Ticket Sales: 
• Decide on ticket sales schedule: start date, times of day, number of days, locations.
• Recommend ticket price, to be approved by committee as a whole.
• Work with publicity committee on publicizing ticket sales.
• Get tickets to sell.
• Get volunteers to handle ticket sales.
• Give instructions to volunteers. See 1997 instructions as an example. Also see the notes and instructions from past years (see above).
• Give money to treasurer.
• Work with school on giving free or discount tickets as scholarships to needy students, paid for by fundraiser proceeds.
• Get final list of student names to Camelot Park.
• Publicity: 
• Get information on Grad Night plans from other committees, especially ticket prices and ticket sale dates.
• Help fundraising committee with fundraiser publicity.
• Decide on publicity strategy: what, where, when, how.
• Create publicity materials, can solicit student help (may qualify for service credit).
• Examples: posters, flyers, letters to parents, articles in school newspaper, senior newsletter, community newspapers, contests, information booths at school events, PA announcements, radio announcements, principal's phone call, phone tree, student skits, music, presentation at senior assembly, show pictures or videos of past Grad Nights at Camelot Park.
• Solicit donors for prizes for incentive events.
• Help food and fundraising committees by thanking donors in publicity materials.
• Fundraising: 
• Decide on fundraisers.
• Organize fundraisers.
• Purchase materials for fundraisers.
• Examples: flea market, food sales at school (chicken, eggrolls), magazine sales, candy sales, car wash, T-shirt sales, license frame sales, sales at school and sporting events.
• Solicit donations - private and corporate.
• Search for and apply for grants from school district, city, state, etc.
• Give money to treasurer.
• Chaperones: 
• Number of chaperones stipulated in contract, depends on number of students (typically 3 per 100 students).
• Coordinator arranges for chaperones (usually freshman through junior parents, can be teachers or staff).
• Chaperones accompany students to Grad Night and stay the entire time.
• 1-2 chaperones required per bus.
• Chaperones collect cards as students enter bus. Students are not allowed to leave once checked in on bus.
• Coordinator prepares chaperone rules, rules for students.
• Coordinator will assign areas for chaperones to cover.
• See the 2003 Chaperone Guidelines for examples of what to do, though some details may change.
• Bus Loading & Registration: 
• Get to school early, set up 2-3 tables and lights for registration near the bus stop.
• Bring cell phone.
• Need 4-5 volunteers.
• Prepare signs for last names. Divide up registration materials by last name.
• Get lists of students who have purchased tickets, emergency cards.
• Get wrist bands.
• Check in students, give emergency cards, memento (if any), rules, put on wrist bands.
• Handle problems with lost tickets, last minute ticket purchses, missing emergency cards, late arrivals, calling parents of no-shows, etc.
• Organize bus loading.
• Click here for instruction sheet for 2001.

Budget Analysis

Links

For questions or comments, E-Mail us.

Last update: 5/28/2003 by Ronald Horii, Webmaster
Abraham Lincoln High School PTSA, San Jose, California