Post Prom 2008

Committees and Responsibilities

All committee chairs have the following responsibilities:

· Organizing and holding their own committee meetings

· Monitoring their budgets

· Submitting expenditures expeditiously to Post Prom Co-Chairs and PTO Treasurer

· Providing a list of donors to Publicity Chair for recognition and thanks

· Arranging for clean-up of their respective areas after Post Prom

Post Prom Co-Chairs – Lori Schile & Kim Jones

Appoint chairs for the various Post Prom committees and attend their first meeting.  Establish budget requirements and monitor expenditures for individual committees.  Oversee all general arrangements for Post Prom:  organizing and coordinating committees, facility use, liaison between general committee and school administration.  Generate & distribute letters to parents.  Provide beverages & food for the parent volunteers working Friday night set-up during the Post Prom Event.  Get Prom calendar date from school administration.  Reserve rental games immediately if new Chair has not been appointed yet.  They can be adjusted by the Chair at a later date.

Activities & Games

Plan, organize and implement all Post Prom activities – casino games, rental games, photographer, music, etc.  Decide and implement placement of games and photographer in the school.  Coordinate with the Decorations Committee.  Distribute photos to students after event.

Volunteers

Coordinate with PTO Concessions the scheduling of all concession events.  Recruit parents and students to run the events.  Coordinate the collection and assignment of volunteers with the various committee chairs.

Decorations – Denise Ash and “Helper” Dea Raymer

Decide final theme.  Solicit donations for the supplies.  Design and make decorations for the event.  Design and make backdrop for photographs.  Coordinate with Activities & Games Committee & with Food Committee on decorations and placement of their games and tables.  Recruit additional help for set-up & clean-up for the event.

Event Security & Start-up

Organize registration and security for the event with school administration.  Coordinate with other committees the logo design, take orders, distribute and collect money for the Post Prom t-shirts/key rings.  Collect and assemble items for the goodie bags, money, coupons, fliers, trinkets, etc.  Coordinate with the Fundraising Committee for any overlap of donations.

Food Committee – Diana Joliff, Marci Vanderhart, Marcia Annan

Decide on refreshments, solicit and prepare donations (coordinate with Fundraising Committee on solicitation of donations), supervise serving food and drinks for the event.

Fundraising:  Donations & Prizes

Write letters and organize mailings to corporations, businesses & parents of the Junior and Senior students to solicit cash or prize donations.  Coordinate with Event Security & Start-up Committee for any possible overlap.  Pick up and store prizes until Post Prom.  Transport and display prizes at event.  Decide on distribution of prizes between the “Store”, drawing and raffles.  Run both the “Store” and Prize drawings the evening of the event.

Publicity Committee: Susan Ladenburger, Susan Frederick, Kathy Yoder

Promote Post Prom.  Generate support & excitement for the event.  Provide articles to the administration and school newsletter and paper.  Send invitations to students provide posters at school and supply information from Fundraising Committee for periodic morning announcements and “drawings” prior to Post Prom.  Provide Post Prom information to Clark Greene for inclusion on the WRHS web page.  Give press release material to the local media.  Work closely with Co-Chairs on mailing procedures and expenses.  Responsible for donor recognition and thankyou’s.  Coordinate donor lists from all Committee Chairs.