Fall Festival Event Manager Michele Johnson chelejohnson2yahoocom Time Line September Dates TBD by Event Manager Basic Details Cochairs Designated Volunteer Organizes the team and resources to plan and run the festival ID: 654529
Download Presentation The PPT/PDF document "Standard Operational Procedures" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Standard Operational Procedures
Fall FestivalSlide2
Event Manager:
Michele Johnson
chelejohnson2@yahoo.comTime Line: SeptemberDates: TBD by Event Manager
Basic DetailsSlide3
Co-chairs: Designated Volunteer
Organizes the team and resources to plan and run the festival
Set dates and Obtains festival permits for the Elementary and Middle schoolsObtain Application &Permit Use of School Facilities from, one for each school facility – and submit to Office of Community Services. This permit also covers ball fieldsContracts with games/attractions company for games, inflation, tables, etc.
Planning the EventSlide4
Co-chairs:
Designated Volunteer
Negotiates Budget with PTA BoardOversees all operations, finances and handles problemsCoordinates with Sub-committeesServes as liaison to the PTA BoardFacilitates:
Contact Custodial Staff to discuss their support role of this event. Typically they work the event with no additional compensation.
Budget for custodial tips
Submits “Custodial Request” at least 2 weeks prior to the event requesting extended air conditioning hours, access t clean trash can with casters, recycling bins, extra trash bags, access to elevator and storage areas
Miscellaneous Needs- megaphones, sign post, cones, tables, chairs etc.
Planning the Event Cont.Slide5
Volunteer Coordinator:
Designated Volunteer
Coordinates with all other Sub-committees to determine the number of volunteers needed to staff games, attractions, concessions, tickets sales, etc.Coordinates with Grade Volunteer Coordinators and/or Room Moms to solicit volunteers from their classes for staffing gamesUtilizes SignupGenius.com to organize work and document assignments
Collects permission forms for underage volunteers
Documents and provides volunteer certifications to volunteers , if needed
Planning the Event Cont.Slide6
Concession Coordinator:
Designated Volunteer
Plans and Solicits food items for festivalContracts outside food vendors and negotiates pricing and participation % for the PTAObtain necessary food permitsSet food prices
Coordinates with in-house food sales such as popcorn and beverages
Communicates with Cafeteria Staff with regards to ice requirements
Coordinates with Volunteer Coordinators for staffing concession booths
Coordinates with Sign Coordinator to ensure sign are made and posted at eventCreates flyers and other necessary communication to accomplish assigned tasksMaps out lay-out for concession locations in designated areas
Planning the EventSlide7
Games Coordinator:
Designated Volunteer
Overseas in house games (Games the PTA owns)Prepares in-house games to ensure they are in good working order Establish and/or document instructions for the in-house, as well as rental gamesPurchase/obtain supplies needed to run games(ex. Paint for face painting)
Maintain financial records of expenses, submits to PTA for reimbursement
Works with Volunteer Coordinators to ensure that
ther
is sufficient staffing for games.Coordinates the number of tables/chairs needed with Chairperson
Planning the Event Cont.Slide8
Games Coordinator: Designated Volunteer
Coordinates with Sub-Committees with rain contingency plans
Creates/updates game signs (8.5X11) and game instructions.Planning the Event Cont.Slide9
Advance Ticket Sales Coordinator:
Designated Volunteer
Determines quantity of tickets needed (approximately 20-30K) and purchase themMaintains financial records of expensesCoordinates with Chairperson and sets pricesPerforms advance tickets sales, by soliciting tickets sales and filling orders
Maintain advance ticket sales records
Safeguard ticket sale proceeds and delivers them directly to the PTA Treasurer
Planning the Event Cont.Slide10
On-Site Ticket Sales Coordinator:
Manages requirements for Door Ticket Sales
Prep money box with change ($50 in small bills/change)Ensure sales money is secured throughout the eventCoordinate with volunteer coordinator to ensure adequate staffing for tickets sales (2 volunteers at all times)At the end of the festival, all cash must be collected, counted and secured for the PTA treasurer
Coordinate with Sign Coordinator for ticket signs with prices
Planning the EventSlide11
Prize Coordinator:
Coordinates with Game Sub-committee to determine quality and quantity and type of prizes
Takes inventory of toys/prizes already in stock in the PTA closet at schoolDetermines what prizes can be donated and solicits for such donations, such as happy meal toys and gently used stuff animalsPurchases prizesMaintains financial records of expenses, submits to the PTA for reimbursement
Sorts, itemizes, labels and stores each attraction prize and prepared for distribution and storage after the event.
Planning the EventSlide12
Stuffed Animal Collections: Designated Volunteer
Place collection box in Hammond Elementary School Lobby
Collect stuffed animals, count and bag for festivalShare total number of animals with the prize coordinatorDeliver toys to the school on the festival day
Planning the Event Cont.Slide13
Happy Meal Toy Collections:
Place collection box in Hammond Elementary School Lobby
Collect toys, count and bag for festivalShare total number of animals with the prize coordinatorDeliver toys to the school on the festival day
Planning the EventSlide14
Field/Inflation Coordinator:
Oversee all inflatables/games on the field during the festival (3pm – 7pm)
Coordinates with setup coordinator on supplies needs for field activitiesCoordinates with setup coordinator on the lay-out of the inflatables and gamesCoordinates with Sign Coordinator to ensure signs are made and posted at event
Planning the EventSlide15
Outreach Coordinator:
Designated Volunteer
Reach out to Howard County Fire Department and Howard County Police to see if they can attend the festival (has been handled by Mr. John Beck)Solicits Girls/Boys Scouts , Middle & High “Feeder” School (Honor Society) students to work the FestivalReservoir H.S.Altholton
H.S.
Hammond M.S. &H.S.
Work with volunteer coordinator to fill positions (face painting time slots from 7-7 and clean up crew, set up)
Coordinate the Magician
Planning the Event Cont.Slide16
Set-up Coordinator:
Coordinates with Volunteer Coordinator and all Sub-Committees to ensure adequate staffing for set-up
Ensures there are adequate set-up supplies available for all areas involvedCoordinates with other Sub-committees for tables/chairs requirementsEnsures there are enough tables to accommodate requirementsEnsures tables and chairs are distributed promptly and properly
Locates and tags supplies prior to the Festival
Oversea set-up crew
Maps out layout for games and amusement locations in designated areas)
Planning the EventSlide17
Poster Contest Coordinator:
Sets contest dates
Arrange for judgesPublish rules and determine what attributed the poster are judged uponDetermine prizes for winners (usually festival tickets)Make and decorate [poster collection boxHang posters in the cafeteria
Recognize all participants (ribbons and certificates have been used in the past)
Planning the EventSlide18
Popcorn Coordinator:
Designated Volunteer
Clean Popcorn machine/cart and ensure it’s in working orderTake inventory of popcorn supplies: order new supplies, if neededPopcorn kits – Snappy Popcorn Supply (800-742-0228). We have an 8oz kettleOven mitts for the hot handle
Popcorn scoops
Scissors to open popcorn kits
Popcorn bags (also available from Snappy Popcorn)
Coordinate with sign coordinator for signsCoordinate with volunteer coordinator for VolunteersClean popcorn machine/cart the week following the festival (Too hot to do it after the festival)
Planning the Event Cont.Slide19
Big Sign Coordinator: Designated Volunteer
Create signs for ALL Festival events:
Tickets ConcessionsVolunteer Check-in
Planning the EventSlide20
Jug Coordinator: Designated Volunteer
Create jugs for ALL Festival events:
Games InflatablesPopcorn/cotton candy
Planning the EventSlide21
Advertising Coordinator:
Designated Volunteer
Advertise the Festival via flyers, Hammond Newsletter, emails and PA AnnouncementsDraft flyers/announcements and obtain chairperson &PTA approvalSolicit for gently used stuffed animalsSolicit for happy meals toys (Still in wrappers)
Creates flyers and other necessary communications to accomplish assigned tasks
Create new ways of advertising within the community (
i.e
grocery store, lawn signs, church announcements, etc.Advertise tickets sales at Hammond, Atholton, Fulton and Guildford Elementary
Coordinate with a photographer to capture imaged of the Fall Festival for use in the next year’s advertising materials.
Planning the Event Cont.Slide22
Contacts:
Office of Community Services:
Chuck Parvis (410) 313-6750Allyson Tommis, his Secy
(410) 313-7477
Maryland Party Rentals
301-452-7376
Email: service@marylandpartyrentals.comwww.marylandpartyrentals.comHigh Starr Copy Services
8194 Westside Blvd STE A
Fulton,
Md
20759
240.547.0305
Logistics and ContactsSlide23
Maryland Party Rentals – approx. - $3000.00
High Starr Copy Services – approx. -$90.00
Misc. items – approx. - $300.00Howard County Office of Children's Services – Approx. - $90.00Projected ExpensesSlide24
15 Tickets for $5.0030 Tickets for $10.00
45 Tickets for $15.00
60 Tickets for $20.0075 Tickets for $25.00100 Ticket for $30.00Other ticket prised by the number
Other______Tickets
(X$.33) for $__________
Checks payable to Hammond Elementary PTA
Festival Ticket Sales PrizesSlide25
Howard County Police Fire and Recue, Live Music – 0 tickets
The fishing Game, Bean Bag Toss, Stack Attack – 1 Ticket
Lollipop Tree, Kiddie Strider, Crazy Driver, Roller Bowler, Spin Art, Karaoke – 2 TicketsCake Calk, Boom Blaster, Animal Fair, Soccer Shootout, Small inflatables – 3 TicketsLarge Inflatable – 4 TicketsObstacle Course, Cotton Candy, Popcorn – 6 Tickets
Sample Festival Ticket AllocationSlide26
TBD
Projected GoalSlide27
Temporary Food Establishment License
Prior years Invoices from Maryland Party Rental
Permission from for Minor VolunteersAdvance Ticket forms FlyersAdvance ticket Pre-sale FlyersSample Event FlyersAerial Map of field lay-out Table and Cahir Distribution list
Reservation Confirmation and Approval Sample
Flyer from
HighStarr
Copy ServicesCafeteria – Rainy Day Lay-outReference Documentation