| Project Prom Coordinator Details (updated 11/7/05) In September, 1) Contact High School Principal and/or Junior Class Advisor for the date and place of the prom. a) Clarify the PLACE and the time (usually 12-4 a.m.) of the After Prom Party with these two individuals. b) Reserve the Place for the After Prom Party. c) Contact the Faculty Advisor for SADD for their input/role into the plans for the After Prom Party. d) Ask a HS office staff person for help as a contact person for letters and questions about the After Prom Party. 2) Write corporate letters to any national chain from which donations are sought. Many businesses make their decisions for donations before the end of each year. Past contacts: Aeropostale, American Eagle, Finish Line, Gap, Old Navy, Target In January, 1) Secure Prizes for "Sponsor a Couple" ticket raffle. Wegman's $100 gift certificate Pyramid Mall $100 gift certificate Moore Tree Farm $40 gift certificate 2) Review and up date all forms, - all on disc program: Sponsor a Couple Ticket Letters to High School Parents Letters to HS/MS/ES Faculty and Staff Letters to prize donors and local business sponsors District Bulletin Announcements Prom and After Prom Information Sheets After Prom Tickets Thank you Letters 3) Seek volunteers to serve on the After Prom Committee a) Need a Chairman b) at least four coordinators for Letter Writing, Food, Games & Prizes, and Volunteers c) need more people to go to local businesses to solicit prizes 4) First of MONTHLY ANNOUNCEMENTS in District Bulletin. DUE DATE IS 15th of the month. 5) Attend a PTSO meeting to inform them of plans in place and to touch base with PTSO Treasurer for outstanding balance in After Prom Account. In February/Early March, 1) Letter to prize donors and local sponsors 2) Letter to HIGH SCHOOL PARENTS in SCHOOL MAILING -- check with principal for the date. 3) Letter to ES/MS/HS teachers and staff via school mailboxes. 4) Monthly Announcement in District Bulletin. 5) Hold a Meeting and Draw up tentative budget. In April, 1) Distribute 2 Sponsor-A-Couple Tickets to PTSO Board members to sell. 2) Hold a meeting with SADD to gain ideas, input about games, prizes, etc. and to leave tickets to sell. No specific number. Clarify their monetary contribution. In 2004 and 2005, $850 was given. 3) Keep a tally of prizes and donations and send out the thank you notes. Usually a personal note is written on formal letters if the donation was $50 or more. 4) Leave some Sponsor-A-Couple Tickets with the HS office person helping with event. 5) Visit faculty to clarify setup, space use, equipment needs, safety issues, food storage, decoration, facility rules, setup and clean up times, chaperones, parking, etc. 6) Monthly District Bulletin Announcement. 7) In Late April/Early May, (depends on when prom tickets go on sale - call Jr. Calss Advisor) The following need to be given out with purchased prom tickets: a) Free Numbered After Prom Tickets with a blank numbered sheet of paper to record student's name. This will serve as the sign in and sign out sheet at the After Prom Party. b) Copies of directions to the prom and then directions from the Prom to the After Prom Party. c) Any specific directions or requests for the party (i.e. suit and towel if swimming). POSTERS TO ANNOUNCE THE AFTER PROM PARTY WITH IDEAS OF ACTIVITIES AND PRIZES 8) Attend PTSO meeting and give an update on the After Prom Party. Confer with PTSO Treasurer on monetary donation totals. 9) Hold a meeting. Review budget expenditures. Make decisions related to prizes. Design an organizational plan for the evening (i.e. set up & drop off times for food/prizes, etc.) 10) Collect Sponsor-A-couple Tickets from school offices, PTSO, and SADD, etc. Keep a list of the purchasers to put in the District Bulletin in June (be sure to send the PTSO Webmaster note with the names of the donors who contributed over $100 and how much they contributed so they are properly acknowledged on the PTSO Website Sponsors page). 11) REMIND HIGH SCHOOL PRINCIPAL and/or JUNIOR CLASS ADVISOR TO PICK DATE AND PLACE FOR PROM AND AFTER PROM PARTY for FOLLOWING YEAR. Secure place for After Prom party. This early decision is a must to secure what they want!!!! In May, 1) Continue tally of donations and prizes and sending out thank you notes. 2) Continue collecting Sponsor a Couple Tickets. 3) Purchase small prizes for games 4) WEEK of Prom, contact PTSO Treasurer to do a budget review, and determine amount of check to purchase BIG PRIZES at BEST BUY. 5) Big ticket items (see list) were purchased the Night Before the Prom. The Best Buy manager was called a day to two before and informed of the relationship with the Lansing PTSO and the After Prom Party committee, tax exempt, and, like the year before, the convenience of storeing my purchases overnight. Three teenagers helped choose the prizes. 6) Monthly District Bulletin Announcement 7) Make final contact with coordinators. 8) Make 6 copies of the student sign up sheet. AFTER PROM NIGHT PARTY NIGHT 1) Pick up Best Buy prizes. Display prizes. 2) Set up food area. 3) Decorate. WELCOME SIGN for students. 4) Sign in Table: a) 3 or 4 volunteers with attendance sheets b) pens and pencils c) extra after prom tickets d) raffle box for SENIORS ONLY e) raffle box for juniors and seniors 5) Set up game area and the game prizesa 6) test sound system 7) HELLO TAGS for chaperones 8) Information poster or sheets with times for awarding BIG ticket prizes, activities available, any rules about food/drink restriction areas, game or facility rules, etc. In, June 1) Attend PTSO meeting for the Sponsor A Couple raffle. 2) Hold a review meeting 3) Submit a budget to the PTSO Treasurer 4) Thank you Announcement to the District Bulletin. Coordinators & Assistant Coordinators: 2005-2006 Anne Drake, Nancy Gifft, Susan Schuster 2004-2005 Pat Trotter & Anne Drake 2003-2004 Pat Trotter 2002-2003 2001-2002 |