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Standard Operational Procedures

Fall Festival. Event Manager. : . Michele Johnson. chelejohnson2@yahoo.com. Time Line. : September. Dates. : TBD by Event Manager. Basic Details. Co-chairs: . Designated Volunteer. Organizes the team and resources to plan and run the festival.

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Standard Operational Procedures

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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


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


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


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 (


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


Office of Community Services:

Chuck Parvis (410) 313-6750Allyson Tommis, his Secy

(410) 313-7477

Maryland Party Rentals


Email: service@marylandpartyrentals.comwww.marylandpartyrentals.comHigh Starr Copy Services

8194 Westside Blvd STE A





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


(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


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


Copy ServicesCafeteria – Rainy Day Lay-outReference Documentation