Standard Operational Procedures Fall Festival Basic Details Event

Standard Operational Procedures Fall Festival

Basic Details � Event Manager: ◦ Michele Johnson ◦ chelejohnson 2@yahoo. com � Time Line: September � Dates: TBD by Event Manager

Planning the Event � 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 schools ◦ Obtain Application &Permit Use of School Facilities from, one for each school facility – and submit to Office of Community Services. This permit also covers ball fields ◦ Contracts with games/attractions company for games, inflation, tables, etc.

Planning the Event Cont. � Co-chairs: ◦ ◦ ◦ Designated Volunteer Negotiates Budget with PTA Board Oversees all operations, finances and handles problems Coordinates with Sub-committees Serves as liaison to the PTA Board Facilitates: �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. � 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 games ◦ Utilizes Signup. Genius. 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 � Concession Coordinator: Designated Volunteer ◦ Plans and Solicits food items for festival ◦ Contracts outside food vendors and negotiates pricing and participation % for the PTA ◦ Obtain necessary food permits ◦ Set 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 event ◦ Creates flyers and other necessary communication to accomplish assigned tasks ◦ Maps out lay-out for concession locations in designated areas ◦

Planning the Event Cont. � 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 inhouse, as well as rental games ◦ Purchase/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. � Games Coordinator: Designated Volunteer ◦ Coordinates with Sub-Committees with rain contingency plans ◦ Creates/updates game signs (8. 5 X 11) and game instructions.

Planning the Event Cont. � Advance Ticket Sales Coordinator: Designated Volunteer ◦ Determines quantity of tickets needed (approximately 20 -30 K) and purchase them ◦ Maintains financial records of expenses ◦ Coordinates with Chairperson and sets prices ◦ Performs 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 � 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 event ◦ Coordinate 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 Event � 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 school ◦ Determines what prizes can be donated and solicits for such donations, such as happy meal toys and gently used stuff animals ◦ Purchases prizes ◦ Maintains 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 Event Cont. � Stuffed Animal Collections: Designated Volunteer ◦ Place collection box in Hammond Elementary School Lobby ◦ Collect stuffed animals, count and bag for festival ◦ Share total number of animals with the prize coordinator ◦ Deliver toys to the school on the festival day

Planning the Event � Happy Meal Toy Collections: ◦ Place collection box in Hammond Elementary School Lobby ◦ Collect toys, count and bag for festival ◦ Share total number of animals with the prize coordinator ◦ Deliver toys to the school on the festival day

Planning the Event � Field/Inflation Coordinator: ◦ Oversee all inflatables/games on the field during the festival (3 pm – 7 pm) ◦ Coordinates with setup coordinator on supplies needs for field activities ◦ Coordinates with setup coordinator on the lay-out of the inflatables and games ◦ Coordinates with Sign Coordinator to ensure signs are made and posted at event

Planning the Event Cont. � 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 Festival �Reservoir 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 � Set-up Coordinator: ◦ Coordinates with Volunteer Coordinator and all Sub. Committees to ensure adequate staffing for set-up ◦ Ensures there adequate set-up supplies available for all areas involved ◦ Coordinates with other Sub-committees for tables/chairs requirements ◦ Ensures there are enough tables to accommodate requirements ◦ Ensures 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 Event � Poster Contest Coordinator: ◦ Sets contest dates ◦ Arrange for judges ◦ Publish rules and determine what attributed the poster are judged upon ◦ Determine prizes for winners (usually festival tickets) ◦ Make and decorate [poster collection box ◦ Hang posters in the cafeteria ◦ Recognize all participants (ribbons and certificates have been used in the past)

Planning the Event Cont. � Popcorn Coordinator: Designated Volunteer ◦ Clean Popcorn machine/cart and ensure it’s in working order ◦ Take inventory of popcorn supplies: order new supplies, if needed ◦ Popcorn kits – Snappy Popcorn Supply (800 -742 -0228). We have an 8 oz kettle ◦ Oven mitts for the hot handle ◦ Popcorn scoops ◦ Scissors to open popcorn kits ◦ Popcorn bags (also available from Snappy Popcorn) ◦ Coordinate with sign coordinator for signs ◦ Coordinate with volunteer coordinator for Volunteers ◦ Clean popcorn machine/cart the week following the festival (Too hot to do it after the festival)

Planning the Event � Big Sign Coordinator: Designated Volunteer ◦ Create signs for ALL Festival events: �Tickets �Concessions �Volunteer Check-in

Planning the Event � Jug Coordinator: Designated Volunteer ◦ Create jugs for ALL Festival events: �Games �Inflatables �Popcorn/cotton candy

Planning the Event Cont. � Advertising Coordinator: Designated Volunteer ◦ Advertise the Festival via flyers, Hammond Newsletter, emails and PA Announcements �Draft flyers/announcements and obtain chairperson &PTA approval ◦ Solicit for gently used stuffed animals ◦ Solicit 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.

Logistics and Contacts � Contacts: ◦ Office of Community Services: �Chuck Parvis (410) 313 -6750 �Allyson Tommis, his Secy (410) 313 -7477 ◦ Maryland Party Rentals � 301 -452 -7376 �Email: service@marylandpartyrentals. com �www. marylandpartyrentals. com ◦ High Starr Copy Services � 8194 Westside Blvd STE A �Fulton, Md 20759 � 240. 547. 0305

Projected Expenses � Maryland Party Rentals – approx. - $3000. 00 � High Starr Copy Services – approx. -$90. 00 � Misc. items – approx. - $300. 00 � Howard County Office of Children's Services – Approx. - $90. 00

Festival Ticket Sales Prizes � 15 Tickets for $5. 00 � 30 Tickets for $10. 00 � 45 Tickets for $15. 00 � 60 Tickets for $20. 00 � 75 Tickets for $25. 00 � 100 Ticket for $30. 00 � Other ticket prised by the number ◦ Other______Tickets (X$. 33) for $_____ ◦ Checks payable to Hammond Elementary PTA

Sample Festival Ticket Allocation � 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 Tickets � Cake Calk, Boom Blaster, Animal Fair, Soccer Shootout, Small inflatables – 3 Tickets � Large Inflatable – 4 Tickets � Obstacle Course, Cotton Candy, Popcorn – 6 Tickets

Projected Goal � TBD

Reference Documentation � Temporary Food Establishment License � Prior years Invoices from Maryland Party Rental � Permission from for Minor Volunteers � Advance Ticket forms Flyers � Advance ticket Pre-sale Flyers � Sample Event Flyers � Aerial Map of field lay-out � Table and Cahir Distribution list � Reservation Confirmation and Approval Sample � Flyer from High. Starr Copy Services � Cafeteria – Rainy Day Lay-out