Spaghetti Dinner Fundraiser Coordinator Details                                                                                               (updated 4/22/06) Recommended timeline (more detail on these issues below): Before setting date for event - Find person to supply spaghetti, sauce and prepare meatballs (PTSO pays for the meat); find people to make and sell desserts One and a half to two month in advance - Write letters to Wegman’s and Ithaca Bakery requesting donations, get information of PTSO president to get into district bulletin, talk to cafeteria staff about putting event on the month’s menu Three or more weeks in advance – Fill out building request form, contact cafeteria staff about ordering salad supplies, etc. (see items below and in notebook see old order forms from cafeteria) and making sure staff member will be present at event, begin recruiting volunteers, contact PTSO treasurer about cashbox Two weeks in advance – get advertising information to appropriate places, contact Wegman’s and Ithaca Bakery to get details about picking up donations Notes from 2006 event (held February 3, 2006): Anne Miller owner, of the King Ferry Hotel, donated spaghetti, sauce and meatball preparation and has offered to do so for 2007. Letters requesting donations written to Wegman’s and Ithaca Bakery and sent December 30, 2005 by Cathy Nelson (copies in notebook). Building request form filed with High School in early January Advertising: •        Flyers – see samples, put up around schools, at Pit Stop, library, Town Hall •        District bulletin – give to PTSO president •        Add to school menu – need to get this out the month before – (not done this year) •        Put flyers with report cards – check with principals – (not done, timing not right) •        Copy and put flyers in teacher’s mailboxes for distribution at elementary school •        Put up on Town of Lansing board – go to Town Hall & they give you lettering to do this yourself •        Put up on High School board – call the office and give information and they will do this for you •        Local media    o        Email Ithaca Journal – Carolyn Montague, Kathie Williams, the ticket, Deb Miller            (email each of these people separately), follow up with phone call the week of event    o        Announce on radio – email Eagle Broadcasting, WVBR    o        Ithaca Times calendar    o        Lansing Star on-line calendar Food: •        Get donations    o        Spaghetti and sauce, meatball preparation    o        Wegman’s ($25 gift card used for parmesan cheese and some of the dry items)    o        Ithaca Bakery (20 loaves bread, picked up the day of the event) •        Talk to cafeteria to provide other food & dishware at cost (Pat Carr)    o        Salad, tomato, cucumber, dressing, milk, water, coffee, butter, salad bowls, plates, plasticware •        Anne Miller delivered pasta, meatballs and sauce on Friday            Remember to check temperature of sauce and meatballs before serving Volunteers: •        Put up signs at all three schools, get list of people who mentioned spaghetti dinner as event they’d like to help with (from Membership person, Katrina Overton) •        Pennee Baresi (HS Rep.) put out the word at high school for student volunteers – we had lots for the first shift, not many thereafter •        Serving of hot items must be done by adults – make sure you have two for each serving shift!! •        Student volunteers can sell and take tickets, help families with trays, parmesan cheese, butter, bus tables, wash dishes Supplies (use tax exempt form) •        B & W supplies    o        Tablecloths– plenty available from this year for next    o        Carryout containers – plenty available from this year for next •        Wegman’s    o        Dinner napkins (200)    o        Parmesan cheese (7 large)    o        Sytrofoam cups (check supplies in ES storage, bought 100, 50 leftover this year) Set-up •        Make individual salads •        Table at entrance to cafeteria line to sell tickets (tickets are in PTSO supply room).              Cash box with change from PTSO treasurer. •        Ticket taker at door optional •        Table outside of cafeteria door for dressings, butter and Parmesan cheese •        Table across from this in corner with coffee, cream, sugar, and ice cream •        Tablecloths on tables along with place cards crediting businesses that donated            (Cathy Nelson made these) Clean-up •        Take care of leftover foods. Anne Miller took extra bread and took money off what she charged us for meat and took leftovers of spaghetti and sauce. •        Wash dishes and clean up kitchen After •        Write thank you notes to all businesses that donated •        Write thank you notes to kitchen staff •        Get list of volunteers to PTSO president to put thank you in District Bulletin •        Write thank you notes to committee members who helped out Served ~160 meals         Coordinators & Assistant Coordinators: 2006-2007 Dorothy Debbie & Linda Longhouse 2005-2006 Dorothy Debbie 2004-2005 2003-2004 2002-2003 2001-2002