Production Team / Parent Committee

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Job Descriptions

Chairman

• Recruits all Department Coordinators (committees chair)
• Sets dates for all Department meetings (for volunteers)
• Secures party site and any necessary insurance
• Obtains contact information for Junior & Senior Parents
• Promotes recruiting Junior parents from Class of 2005
• Promotes recruiting volunteers for all Departments (committees)
• Acts as a single point of contact for outside companies & organizations
• Facilitates and coordinates all Grad Night Plans
• Meets with Seniors (if necessary) to get input and communicate plans for event
• Documents Do's & Don't's for following year's event.
• Acts as a mentor for following year Grad Night Chairperson
• Reserves room for meetings through high school main office.
• Approves notices before publishing in school newspaper & newsletter
• Develops timeline for event planning, preparation and production.
• Provides general supervision of all Department Coordinators and their volunteers
• Assists in the development of the event production budget.

Secretary

• Helps to compile all letters needed, thank you notes; prints & mails
• Works closely with all departments to develop good Grad Night communications
• Arranges for all printing needs, including stationary
• Works with Promotions coordinator to make arrangements for notices in school publications
• Sends out notices for Department (committee) meetings
• Takes minutes at Department (committee) meetings
• Responsible for all thank you notes to Contributors
• Responsible for compiling Contributor ad for Local newspaper

Finance Director

• Works with Grad Night Treasurer regarding all donations
• Works with Chairman and Treasurer to create event budget.
• Works with Treasurer and Records Coordinator to track fund-raiser income
• Works with Prize Director to develop donation sources
• Work and coordinates with all Finance Directors of Business-Community-Parents.
• Recruits volunteers for the Finance(fundraising) Department
• Work to determine and develops a list of needs and goals.
• Plans all fundraising activities and actively seeks donations
• Recruits volunteers to solicit donations and provide follow up to donation requests
• Works with Ticket Distribution Director.

Treasurer

• Works directly with Chairmen, Finance Director(s) and Data/Records
• Responsible for logging in all donations and ticket orders & issuing receipts
• Responsible for providing accurate and timely financial records upon request
• Responsible for setting up appropriate bank checking account and maintain records
• Responsible to produce a monthly cash report of all income and expenses
• Responsible for keeping Department Coordinators apprised of their budget status
• Responsible for all bank deposits and bill payments
• In Post Production will develop a closing cash report and submit for audit.
• Responsible for transferring carryover funds to next year's committee/post audit

Data/Records

• Works closely with all departments requiring detailed data records [finance-prizes]
• Works to keep Chairman informed of departments progress
• Works with Secretary to keep records on correspondence and thank yous
• Assists in the development of the event forms and label production

Entertainment Coordinator

• Recruits volunteers to assist with developing theme related activities and entertainment.
• Works closely with Finance to determine funds available and payment schedules
• Researches entertainment and activity ideas and contacts vendors
• Works with Grad Night Chairs to contract with Entertainment vendors.
• Coordinates and assists vendors at the Grad Night Event.
• Arranges for photos and video of event.
• Works with Chairmen to develop "map" layout at event.
• Works with Personnel-Activity Area Coordinators to develop around entertainment

Chaperone/Volunteer Coordinator

• Assists be developing list of volunteers to help sub committees with their production needs
• Recruits volunteers for general chaperoning and assists with Security personnel
• Volunteer Coord. helps Chaperone Coordinator contact chaperones for the event night.

Food Coordinator

• Recruits volunteers for the Foods Area (directly or through Chaperones or Volunteer Coordinators)
• Plans food & beverage menu (works with Treasurer to determine budget needs)
• Coordinates and seeks out donations of food and beverage.
• Oversees the delivery and distribution of food & beverage during the event.

Prize Coordinator

• Recruits volunteers for Prize Committees [gift bags, drawings or grand prize.]
• Works closely with Treasurer to purchase prizes [after all known avenues for donations have been exhausted], after verifying budget and receiving authorization.
• Works closely with Chairman and Volunteer Coordinator to arrange purchase, storage and distribution.
• Responsible for prize distribution throughout the entire event [ submit plan in advance]

Decoration Coordinator

• Recruits volunteers to plan, design, construct and decorate installation
• Work closely with Entertainment Coordinator and Chairman to design the overall layout of individual areas in event.
• Work with Treasurer to rent any props required
• Secure decoration material through donation or purchase with authorization
• Responsible to supervise plans for building or arranging to be built any decorations designed
• Oversees set up of all decorations required for individual areas, as assigned
• Works with Clean Up volunteers to disassemble decor and pack what can be saved.

Tickets Coordinator

• Recruits volunteers to assist with ticket sales before and "check in" the night of the event.
• Develops plan for ticket sales
• Develops ticket or facsimile invitation
• Works with Chairman and Finance Director to determine the price structure
• Secures information for and develops lists for use in tracking ticket sales
• Works with decoration team for lobby area to arrange necessary tables & chairs
• Develops method of student ids and oversees their distribution at check in
• Supervises parental permission forms if used.

Promotions-Advertising

• Works with Chairman, Tickets and Entertainment to determine marketing needs.
• Works to develop a timeline for marketing the event from September to May
• Responsible for securing from local newspaper donation of 1 promo ad and a thank you ad.
• Responsible for contacting two local radio groups to secure PSA time for promos one group oriented to adults and one group oriented to students.
• Responsible for designing, printing and distributing posters to promote
• Responsible for working with Chairman to develop articles for school newspaper & bulletins
• Recruits volunteers to assist in development and distribution.

Security

• Develops Security Plan for event
• If needed, visits facility and consults with management as to measure taken and to be taken
• Recruits volunteers to adequately staff the security check-in, personal effect storage, escorts for "outside" venues, perimeter safety, and prize distribution.
• Responsible for calls from and to parents regarding non arrival and early departure

Clean Up Crew

• Recruits volunteers to arrive at end of event to disassemble all decor & equipment
• Handles clean up of all material brought in by committee
• Packs up and moves out all Grad Night materials