| Sweatshirt & T-shirt Order Coordinator Details (updated 5/15/06) In June revise the Sweatshirt/T-shirt Order Form with new deadline date, item offerings and prices, if necessary. Be sure the Order Form sizes accurately reflect the size of the merchandise (historically, the Children's 7/8 sweatshirt looked more like a 6X, which resulted in lots of exchanges and lots of leftover small sizes). In July send Sweatshirt/T-shirt Order Form to be included in August/September District Bulletin. The online order from can be revised to make this form. In Aug., Sept. and Oct., collect Order Forms from Elementary and Middle School Offices up until the deadline. Process collected forms and money. Check that the amount paid is correct and itemized how much money is Sweatshirt Order money and how much is PTSO Membership money. Checks can be deposited (stamped "For deposit only..." for the PTSO) and an email sent to the Treasurer indicating the deposit amount and how much was for Sweatshirts or Membership. Hard copy of the email and the deposit slips can be given to the Treasurer at the next PTSO meeting. In early October about 2 weeks from the deadline, make copies of the order forms to be sent home with elementary students in backpacks. Reducing the form to a half sheet will reduce the amount of paper by half! In early October also make half sheet copies to be sent home in middle school 5-Week Report envelopes. Coordinate this with the middle school secretaries. In October after the deadline, count all sweatshirts and t-shirts that need to be ordered. a. Use Tally Sheet provided or make your own. Copy blank Tally Sheet so you can have a "clean" sheet to use to write down the final numbers. Use "hash or tally" marks for each shirt. b. When you are done with the order sheet, be sure to completely recount the order to double check your totals. c. Count up hash/tally marks. IMPORTANT!!! TO FINAL COUNTS OF THE FOLLOWING ITEMS ADD EXTRAS: (do not buy extra children's sizes, except a few Larges) 2 each - Adult Gray 1/2 Zipper - MED, LG, XL, 2XL 2 each Blue Hooded Sweatshirts - SM, MED, LG, XL 2 each Gray Hooded Sweatshirts - SM, MED, LG, XL 1 each - Adult Long Sleeved Gray T-Shirt - SM, MED, LG, XL 1 each - Adult Long Sleeved T-Shirt Royal Blue - SM, MED, LG, XL d. Write the final counts on a clean Tally Sheet. e. Call vendor f. Arrange to get a blank check from the Treasurer made out to the Vendor. g. Drop off order and give the check from the PTSO for only half the final amount. While you are waiting for the order to come in, go to the elementary school and copy all original order forms. The order should take 2-3 weeks to come in. After it comes in, arrange to get another blank check from the Treasurer made out to the Vendor and deliver it for the balance of the amount. Pick up the order at this time. Sort the orders, bag them, and staple a copy of the original order form to each order. Set them up in a room at the ES for pick up. (Beanies are in the ES "fan room" for those that ordered them.) Call each person and let them know when they can pick up their orders (leave a slow, detailed message, including your name and phone number). Have them arranged alphabetically (you can use the boxes they came in) for easy pick up. Special arrangements will have to be made for anyone who hasn't picked up their orders within a reasonable period of time. Continue to follow up by phone and email, and mailed letter, if necessary. Coordinators & Assistant Coordinators: 2006-2007 Kristen Burt, Stacy Stauffeneker, Melissa Ferris & Amy Boardman 2005-2006 Amy Boardman 2004-2005 Cathy Nelson & Frances Pollack, Angy Golden 2003-2004 Bobbi Wasenko 2002-2003 Bobbi Wasenko 2001-2002 2000-2001 Bobbi Wasenko 1999-2000 Bobbi Wasenko 1998-1999 Bobbi Wasenko & Diane Meagher |