Fun Night Committee Coordinators
Thu, Nov 7 - Thu, Jan 16
Pyrtle Elementary

Fun Night, one of Pyrtle's two significant fundraisers, will be held Feb. 7, 2020. While this seems far off, Carrie Cocklin, 2019 and 2020 Fun NIght Coordinator, has found it valuable to start early and make progress in the months leading up to this incredible event. This alleviates stress for everyone!

 

Carrie organized a fantastic 2019 Fun Night; we're fortunate to have her leadership and experience. However, she needs help! We need seven Committee Coordinators, each who will lead a segment of the event. Descriptions are below (it's long, but keep scrolling!) and you can sign up for the individual Committee Coordinate role you prefer. Dates below are an approximation of when the work would begin.

 

GAMES COORDINATOR: heads up the games portion of the carnival.

Key Responsibilities: Map out games, organize game folders.

TIMELINE

  • 3 months prior
    • Inventory games
    • Select approx 15 games for Fun Night
    • Work with principal to map out games in classrooms
    • Reserve Bounce House
    • Determine number of volunteers needed for games
    • Select approx 15 games for Fun Night
    • Work with principal to map out games in classrooms
    • Reserve Bounce House
    • Determine number of volunteers 
  • 2 months prior
    • Ask Coordinator to enter volunteer needs into Konstella
    • Determine types of prizes and needs. Work with Coordinator if needed.
  • 1 month prior
    • Make sure game folders are up to date and edited if needed
    • Make sure there are signs ready for game rooms.

 

SILENT AUCTION COORDINATOR: manages silent auction basket selection and creation.

Key Responsibilities: Choose basket themes, request donations through Coordinator, assemble baskets, value baskets for auction.

TIMELINE

  • 3 months prior
    • Select basket themes, two per grade level. Pinterest is helpful in this case. Examples are arts and crafts, books, rainy day, date night, etc
    • Create list of items needed. Give list to Coordinator to put into Konstella. Make sure to create a cut off date for donations.
    • Keep in contact with Promotions Coordinator to promote basket donations.
    • Send out half sheet form with donation needs.
  • 2 months prior
    • Check office for donations and place in PTO closet.
    • Create baskets at PTO meeting. Make sure to gather baskets, cellophane, ribbon, etc.
    • Check with PTO regarding signs for baskets
    • Value baskets and take pictures for promotion.
  • 1 month prior
    • Create silent auction form, set up opening bid (minimum 30% of value)
    • Send pictures and descriptions to Promotions Coordinator.


VOLUNTEER COORDINATOR: responsible for contacting area schools to set up volunteers for Fun Night.

Key Responsibilities: Arrange for volunteers through channels used in previous years. Make sure we have volunteers sign ups set up in Konstella and sent out to contacts.

TIMELINE

  • 3 months prior
    • Make sure you have contacts for school volunteers (Lux, East, UNL)
  • 2 months prior
    • Enter Konstella volunteer slots.
    • Make slots public
    • Contact people for school volunteers
  • 1 month prior
    • Promote needs via Facebook, Konstella, and Panther Post

 DINNER COORDINATOR: Reserve Pancake Man (already done) and organize drinks and volunteers needed for sign up.

Key Responsibilities: Arrange for volunteers through channels used in previous years. Make sure we have volunteers sign ups set up in Konstella and sent out to contacts.

TIMELINE

  • 3 months prior
    • Contact Pancake Man
    • Set up Konstella sign ups for soda, water, and game prizes. Make sure to add 2 liters for Game Coordinator - talk to Coordinator to find out how many of each are needed.
    • Contact Volunteer Coordinator with number of volunteers needed for Dinner service/set up/break down.
    • Begin checking with Office to start storing sign up items in the PTO closet. Talk to Mrs. Finley for possible additional storage in her office.


TICKETS COORDINATOR: Schedule order forms and wristband disbursements.

Key Responsibilities: Pull order form from last year and print for distribution. Schedule time for sorting and sending home wristbands.

TIMELINE

  • 2 months prior
    • Count tickets - order more if needed (get total sold from last year)
    • Decide how they will sold and distributed
    • Get volunteer sign ups for ticket sorting on Konstella
  • 1 month prior
    • Start advertising
    • Get form ready, printed
    • Let Carrie know details for online order form
  • 1 -3 weeks prior
    • Send order form in Thursday folders, set cut-off date
    • Sort wristband Thursday prior
    • Send wristbands home

PROMOTION COORDINATOR: Speak with Media Coordinator about promotion of Fun Night through various channels.

TIMELINE

  • 3 weeks prior
    • Give info to Amber on a weekly basis for Facebook
    • Give Carrie dates and info for pyrtle pto website


PRIZE COORDINATOR: Coordinate prize orders and receipt and storage of prizes as well as arranging Fun Night layout.

TIMELINE

  • 1 month prior
    • Start an Amazon list
    • Get ideas from teachers, parents, board members on types of interests for all ages of kids
    • Add items to list, 2-4 larger prizes and as 20-30 smaller prizes 20 dollars and under
    • Give link to Amber for promotion on Facebook and Konstella
    • Begin checking with office to see if packages are arriving. Place items in the PTO closet and break down boxes.
  • 2 weeks prior
    • Make sure to contact Games Coordinator to see how many buckets of candy we need for each game.
    • Make sure we have tickets ready - need one roll per game.
  • Ongoing
    • Take photos of groups of prizes to place on Facebook as promotions. Send to Amber.

Jobs

Games Coordinator Signed Up: 0 / 1

Thu, Nov 7
Sign up

Silent Auction Coordinator Signed Up: 0 / 1

Thu, Nov 7
Sign up

Volunteer Coordinator Signed Up: 0 / 1

Thu, Nov 7
Sign up

Dinner Coordinator Signed Up: 0 / 1

Thu, Nov 7
Sign up

Tickets Coordinator Signed Up: 0 / 1

Sat, Dec 7
Sign up

Prize Coordinator Signed Up: 0 / 1

Tue, Jan 7
Sign up

Promotion Coordinator Signed Up: 0 / 1

Thu, Jan 16
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