| Refreshments/Hospitality Coordinator Details ....draft (updated 4/28/07) September PTSO Open House (keep all receipts for reimbursement from Treasurer) April PTSO Appreciation Reception (keep all receipts for reimbursement from Treasurer) Meet the Candidates Night (*keep all receipts for reimbursement from Treasurer) 1) Double check the date, time, and location with the PTSO President in late April. 2) The Building Use Request form will be made out by the PTSO President. 3) Setup a PTSO cooler of ice* water (coolers in elementary school PTSO Room); have cooler and cups arranged a half hour before program begins. 4) Purchase* individual water bottles for each candidate. 5) Provide cups* for candidates and for the cooler of ice water (check PTSO room for cup supplies) 6) Afterwards, clean up and return cooler and cups to PTSO Room (make sure cooler can dry out) 7) Update this procedure, if needed. May Grand Friends Day is handled by the Grand Friends Days Committee (keep all receipts for reimbursement from Treasurer) May Illusions Recognition Reception (keep all receipts for reimbursement from Treasurer) 1) Double check the date, time, and location with the PTSO President in late April. 2) (The Building Use Request form will be made out by the Illusions Coordinator.) 3) Order 60 cupcakes (half chocolate & half vanilla) and 3 dozen cookies (choc.chip & sugar). Have cupcakes with white frosting arranged like a cake with "Illusions" written on top. 4) Punch is usually served, with about 3 gallons needed, plus ice water. 5) Paper products (plates, napkins, forks) are ordered through food service. Summary of Refreshment Events -Academic Awards -4th Grade Moving Up (2 cakes, -8th Grade Moving Up (4 cakes, napkin dispensers, -Graduation (60 dozen? cookies, June - 4th Grade Moving Up Refreshments (keep all receipts for reimbursement from Treasurer) 1) Double check the date and time with the elementary school office in May. 2) Make out a Building Use Request form for: a) 4 long tables to be put outside in the shade of the trees (near 2nd grade wing) if nice weather, or in the cafeteria if the weather is rainy; b) 4 large trash barrels with liners 2) Order the cups, plates, forks, and napkins from the director of the food service department at the school district or use PTSO supplies. 3) Get plastic tablecloth either from food service or buy it at the store (like B&W Supply). 4) Collect beverages supplies: a) the PTSO has four 5-gallon cooler. b) get lemonade mix (check the PTSO Room in the elementary school for any lemonade supplies and earmark/take what you plan to use) otherwise, Aldi brand is cheap c) get 4 bags of ice the day of the event 5) Order 3 sheet cakes from The Cinnamon Shop: 2 chocolate, 1 vanilla. Frosting is usually white with blue and yellow accents. Get blank check from Treasurer and pay when ordered. They should deliver them. 6) Be sure to have 3-4 people to help with set-up and serving. 7) The day of the event: a) bring 4 bags of ice b) bring serving knives from home c) arrive at the school by 1:00 p.m. (for a 1:30 p.m. ceremony) d) cut cake and start pouring beverages about 20 minutes before the ceremony end. 8) Afterwards, clean up and return the cakes pans to The Cinnamon Shop. 9) Update this procedure, if needed. June - 8th Grade Moving Up Refreshments (keep all receipts for reimbursement from Treasurer) 1) Double check the date and time with the middle school office in April. 2) Make out a Building Use Request form for: a) 4 long tables to be put outside on grass by the auditorium entrance if nice weather, or in the cafeteria if the weather is rainy; b) 4 large trash barrels with liners 2) Order the cups, plates, forks, and napkins from the director of the food service department at the school district. 3) Get plastic tablecloth either from food service or buy it at the store (like B&W Supply). 4) Collect beverages supplies: a) the PTSO has four 5-gallon coolers. b) get lemonade mix (check the PTSO Room in the elementary school for any lemonade supplies and earmark/take what you plan to use) otherwise, Aldi brand is cheap c) get 4 bags of ice the day of the event. 5) Order 4 sheet cakes from the Cinnamon Shop: 3 chocolate, 1 vanilla. Frosting is usually white with blue and yellow accents. Get blank check from Treasurer and pay when ordered. They should deliver them. 6) Be sure to have 3-4 people to help with set-up and serving. 7) The day of the event: a) bring 4 bags of ice b) bring serving knives from home c) arrive at the school by 3:00 p.m. (for a 3:30 p.m. ceremony) d) cut cake and start pouring beverages about 20 minutes before the ceremony end. 8) Afterwards, clean up and return the cakes pans to The Cinnamon Shop. 9) Update this procedure, if needed. early June - Academic Awards Night Refreshments {a PTSO representative hands out (while names are announced by presenter) the PTSO Citizenship Awards (1 male & 1 female per grade level as selected by the high school teachers) (*keep all receipts for reimbursement from Treasurer) 1) Double check the date and time with the high school office in May. 2) Make out a Building Use Request form for: a) 4 long tables in the high school cafeteria b) 4 large trash barrels with liners 2) Order the cups, plates, forks, and napkins from the director of the food service department at the school district or have PTSO buy. 3) Get plastic tablecloth either from food service or buy it at the store (like B&W Supply). 4) Collect beverages supplies: a) the PTSO has two 5-gallon coolers; these will not be enough. Rent 2-3 from a rental supply place. (Bobbi Wasenko has 2 we could borrow) b) Lemonade is usually served, about 10-15 gallons needed c) get 4 bags of ice the day of the event. 5) Order 1 1/2 full sheet cake from P&C or Tops: 1 vanilla, 1 chocolate Frosting is usually white with blue and yellow accents. Get blank check from Treasurer and pay when ordered. 6) Be sure to have 3-4 people to help with set-up and serving. 7) The day of the event: a) bring 4 bags of ice b) bring serving knives from home c) arrive at the school by 7:0 p.m. (for a 7:00 p.m. ceremony or 1 to 1 1/2 hr.) d) cut cake at 7:30 p.m. & pour beverages about 20 minutes before the ceremony end. 8) Afterwards, clean up . 9) Update this procedure, if needed. late June - Graduation Refreshments 1) Double check the date and time with the high school office in early June. 2) Make out a Building Use Request form for: a) 4 long tables to be put outside near graduation event if nice weather, or in the high school cafeteria if the weather is rainy; b) 4 large trash barrels with liners 2) Order the cups and napkins from the director of the food service department at the school district. 3) Get plastic tablecloth either from food service or buy it at the store (like B&W Supply). 4) Collect beverages supplies: a) the PTSO has two 5-gallon coolers; these will not be enough. Rent some from a rental supply place. b) get lemonade and ice tea mix (check the PTSO Room in the elementary school for any lemonade supplies and earmark/take what you plan to use) c) get ice the day of the event. 5) Order an assortment of cookies (about 40 dozen) from The Cinnamon Shop. Get blank check from Treasurer and pay when ordered. They should deliver them. 6) The day of the event: a) bring ice b) arrive at the school by 7:30 p.m. (for a 7:00 p.m. ceremony) c) put out cookies and start pouring beverages about 20 minutes before the ceremony end. 7) Afterwards, clean up and return the cakes pans to The Cinnamon Shop. 8) Update this procedure, if needed. Coordinators & Assistant Coordinators: 2004-2005 Angy Golden & Tayra Fedorak 2000-2004 Bobbi Wasenko |