Highlander Band€¦ · Web viewSpecify that fruit should be sectioned (no whole unpeeled fruits...

Raffle play-book

Highlander BandBasket Raffle

“play-book”A recipe for running the annual basket raffle

Last updated: First Draft January, 2016A. Medeiros

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Raffle play-book

CONTENTS:

1 TIMELINE.........................................................................................................................................32 JOB DESCRIPTIONS.......................................................................................................................6

2.1 Basket Wrapping Manager.........................................................................................................82.2 Food Chair................................................................................................................................102.3 Door Ticket, Raffle Ticket & 50/50 Chairs..............................................................................112.4 Setup & Takedown Chair........................................................................................................132.5 Student Coordinator & Door Hosts (2).....................................................................................142.6 Publicity & Program..................................................................................................................15

3 Checklists.........................................................................................................................................163.1 High School Checklist..............................................................................................................163.2 Day of Event Checklist.............................................................................................................17

4 ESSENTIAL DOCUMENTS:.........................................................................................................184.1 Raffle Flyer...............................................................................................................................184.2 Raffle Permits...........................................................................................................................184.3 Basket Spreadsheet (Google Sheets)........................................................................................184.4 Raffle Program..........................................................................................................................184.5 Cafeteria MENU.......................................................................................................................184.6 Snack Items...............................................................................................................................184.7 Basket Raffle Ticket Signs.......................................................................................................19

5 LESSONS LEARNED IN PRIOR YEAR.......................................................................................20

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Raffle play-book

1 TIMELINE

When What Who

May Decide on date of Raffle Submit for Use of

Facilities to GL

Exec CommitteePresident

September? Begin soliciting national corporations for donations

2nd VP; Corresponding Secretary

November Decide on Basket Raffle Chair

Tell parents to Save the Date; everyone works on Raffle day.

Exec committee

President

January Decide on admission price Remind parents to Save

the Date Get volunteers for Ticket

Managers, Food Managers, Wrapping Manager, Publicity Managers, program Manager, Set up & Tear Down Manager and Business solicitation Manager

Order Door Tickets (from vistaprint.com) Ensure tickets are printed with correct information

Distribute pre-sale tickets to parents

Apply for 50/50 license

Exec committee, Raffle ChairRaffle Chair

Raffle Chair

Raffle Chair

Treasurer and PresidentFive weeks Before Raffle (e.g. 2/5/2016)

Create online helper signup for parents to solicit local businesses

Establish drop-off locations for donations

Create Flyer; get exec com approval

Order 35 tables and 8 chairs for gym

Business Solicitation Chair

Wrapping Manager

Publicity Chair

Band Director

Four weeks Before Raffle(e.g 2/12/2016)

Create online helper signup for parents to volunteer for Day of

Raffle Chair

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Raffle play-book

Raffle Create signup sheet for

Students to volunteer for Day of Raffle

Decide on times and place for basket wrapping

Create signup sheet for volunteers for wrapping

Create and copy flyer; distribute to parents and local venues

Send publicity info to media and Trickytray.com

Band Director

Wrapping Manager

Wrapping Manager

Publicity Chair

Publicity Chair

Three weeks Before Raffle (e.g 2/20/2016)

Create online helper signup for parents to bring desserts and fruit for Day of Raffle

Check inventory of plates, forks, napkins; buy more if needed

Remind parents to solicit local businesses

Check inventory of raffle tickets, 50/50 tickets,

Deadline for Basket Donations

Food Manager

Food Manager

Business Solicitation Manager

Raffle Ticket Manager

Two weeks Before Raffle(e.g. 2/26/2016)

Ask students to sign up for Day of Raffle

Remind parents to solicit local businesses-last call

Remind parents to sign up to volunteer Day of Raffle

Remind parents to sign up to bring desserts

Remind parents to sell pre-sale tickets

Begin Wrapping

Band Director

Business Solicitation Manager

Raffle Chair

Food Manager

Raffle Chair

Wrapping ManagerWeek of Raffle Finalize volunteers for

Day of Raffle Finish Wrapping Complete program and

make 300 copies Prepare Combo Tickets Collect pre-sale payment

and unsold tickets Prepare seed money and

tally sheets for sales

Raffle Chair

Wrapping Manager

Program Manager

Raffle Ticket Manager

Door Ticket ManagerTreasurer

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Raffle play-book

Make sure to have elevator key

Raffle Chair

Day of Raffle (e.g. 3/11/2016)2:30 p.m. to3:00

5:00 (5:30 in 2016)

6:00 (6:30 in 2016)8:00 (8:30 in 2016)

Transport baskets to GL Begin set-up of gym and

cafeteria; make sure tables, podium are in place

Set up Entry, Will Call, Raffle ticket tables, Calendar raffle

Doors open Begin drawing basket

tickets

Wrapping ManagerSet Up & Tear Down manager

Door Ticket Manager

Band Director

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Raffle play-book

2 JOB DESCRIPTIONS

Role Responsibilities in 2016Raffle Chair Overall Responsibility for the Raffle

Drive the timelines Ensure volunteers for every role Watch the budget Problem solver Ensure the Raffle is a success financially, and from

the perspective of baskets assembled, tickets sold, food purchased, business solicitations

Create signup sheets for volunteers Agree budget with BPO President

Alvaro MedeirosAmalia Canovas

Basket Wrapping Chair

Decide on times and place for basket wrapping Tell parents to collect items and drop off at

designated spot - deadline 2 weeks before Establish drop off location for donations Check supplies in band room and order more as

needed Create and Manage Item Spreadsheet (suggested

use Google Sheet) Arrange for transportation of items to school Arrange in order, by category, on tables at school

location

Jule Schwarzwald/Mojgan Hossein-Nia/Angela Barbieri

Food Chair Create online helper signup for parents to bring desserts and fruit for Day of Raffle

Check inventory of plates, forks, napkins; buy more if needed

Get baked goods donated from all families Source food through the school, ensuring unopened

food can be returned Source food wrapping, serving/warming equipment Set menu, prices & get info to Program chair in a

timely manner Get donated food, soda Get donated candy Arrange for use of a fridge in the cafeteria for Band

food Arrange for Hot Chocolate, coffee (needs hot water

setup early) Keep to budget No food license is required

Heidi Cohen & Venus Lim

Door Ticket Chair & Student Coordinator

Ensure door tickets are ordered on time Ensure tickets are printed with correct information Ensure pre-sale tickets are distributed to parents Collect pre-sale payment and unsold tickets

Theresa Logan & Karen Simonelli

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Raffle play-book

Sell tickets and programs on the day Secure 2 assistants for day of raffle Have Students sign in/out for shifts Maintain possession of one elevator door key Oversee Basket Door Hosts Explain process and answer question of Raffle

participantsRaffle Ticket Manager

Check inventory of raffle tickets, 50/50 tickets, tablecloths

Ensure adequate supplies of each Ticket type (white sheets of tickets; Blue, Red and Gold); order additional as necessary

Prepare Combo tickets Manage Pay Pal Credit card reader Ensure Ticket signs are printed and posted

Lynn Fudenna

50/50 Ticket Chair Sell tickets in advance of event Run the 50/50 Get volunteers to sell 50/50 on the day (2-3) Pre-tear strips of 10 before the day Get winner picked and announced after last

performance Get winnings to winner, our 50% to Finance chairE

Louisa Grossman

Business Solicitation Chair

Prepare List of Local Businesses Create Sign Up Genius Ensure Volunteers Solicit businesses assigned Ensure Volunteers deliver donations

Ellen Cavallero

Setup & Tear-down Chair

Coordinate setup and takedown operations Carla Franolic

Publicity Chair Create Flyer; get exec committee Copy flyer; distribute to parents and local venues Send publicity info to media and Trickytray.com Register Event on Website Publicize the event in

calendars, forums, in the Independent Press and other publications

Anne Marie Stecher & Lidia Henriques

Program Mgr Use Basket Raffle List to create Program for event Complete program and make 300 copies

Finance Chair Ensure license granted by Police Be present to oversee all finances of the day Get seed cash for Snack Shack, novelties, 50/50,

tickets Manage cash at all stations during the day Collect count and bank cash at the end (separate

counts for each area)

Treasurer/Finance Bruce Mustacchi & Maribel Proano

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Raffle play-book

2.1 Basket Wrapping Manager4 Weeks Before

• Find place to store basket items. o The last few years Jeanne Mirabella has offered her office, 308 Springfield

Ave, Suite 4, BH.• Tell parents to collect items and drop off at designated spot - deadline 2 weeks

before. o This won't happen - you will need to remind them constantly and will still

collect items the day before raffle.• Decide on times and place for basket wrapping.

o Usually 5-6 sessions in the last 2 weeks before raffle, hopefully at Jeanne's office. Ideal is to have 6 volunteers per session. Snacks and beverages help make it fun.

• Create signup sheet for volunteers for wrapping.

3 Weeks Before• Check supplies in band room and order more as needed. There is a tote bag of

supplies in 1st or 2nd cupboard. Amazon has the best prices and quick delivery with Prime.

o Curling ribbon: white, blue, red, yellow (gold) - approx 1 roll of eacho Scotch tape - approx 6 rollso Cellophane - approx 5 rolls each of 100 feet x 30 inch & 40 incho Permanent markers: black, red, blue, gold (green) - I brought from homeo Pens - in bago Scissors - in bago Labels for baskets (white address labels, 20 to a page)

• Send desperate reminder for people to bring in basket items - families, band sections, business donations.

2 Weeks Before• Begin wrapping sessions - send reminders to those who signed up and beg others

to join in.o Choose items to create a themed basket and give it a clever name and a

number based on its category: White $0-50

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Raffle play-book

Blue $51-100 Red $101-200 Gold/Grand $200+

o Create Google Sheet to track basketso Record the basket name and number on the spreadsheet for the program

AND on the white sticker (use the colored markers on labels to match the category)

o Attractively place items in basket or other container and wrap with cellophane, taping the sides shut. Tie the appropriate color of ribbon around the top and put the sticker on the cellophane.

• Send desperate reminder for people to bring in basket items - families, band sections, business donations.

Week of Raffle• Finish wrapping remaining items. People will still drop off things the day before.• Get final spreadsheet to person assembling program.• Arrange for 5-6 drivers with minivans to transport baskets to GL, starting at 2:30

pm on day of raffle.

Day of Raffle• Transport baskets from wrapping location to GL.• Arrange in order, by category, on tables in gym.• Arrange for a parent family and band member take ownership of updating basket

buckets – approx. 200 buckets (remove old label and place new)

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Raffle play-book

2.2 Food Chair

Kitchen help & Clean Up: Assist Refreshments Manager in the kitchen; plate and serve desserts and

beverages. Guests exchange the white door prize ticket for each dessert. Clean up the kitchen and

cafeteria (note: in 2016 hallway outside gym used for food serving and nearby classrooms to prepare

food). Please return all GLBPO items to the band room and leave the kitchen completely clean and as

it was found.

5.00 - 6.30 pm; 6.30 - 8.00 pm; 8.00 - 10.00 pm

Food reminders

List fruits for parents to bring

Specify that fruit should be sectioned (no whole unpeeled fruits as this adds work to prep)

12 desserts per band parent family

No whole cakes or pies

Chips should be ordered from cafeteria (which accepts returns of unopened packages)

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Raffle play-book

2.3 Door Ticket, Raffle Ticket & 50/50 Chairs

DOOR TICKET SALES:

Door Ticket Pre-sales: $12 entrance fee. Band Parents each receive 5 tickets to be sold prior to raffle

days. These MUST be returned prior to event to enable sales tracking (band members receive credit for

sales). Note parents of band members must pay for entrance to the event (each ticket receives a fee

block of tickets).

Raffle day Entrance Tickets: Collect $15 entrance fee or pre-sale ticket. Each entrant receives a free

block of white tickets. The Door Prize can be used in exchange for their dessert & beverage or used as

a raffle ticket to put into the white buckets. Doors open at 6pm (6:30 in 2016). Draw will begin at 8

(8:30 in 2016). Direct people to the gym (cafeteria in 2016). Student Hosts will be nearby to help direct

people and aid disabled guests who need the elevator.

Shifts: 5.30 - 8.30 pm (2 assistants)

BASKET TICKET SALES:

(see section 4.7 for signage)

White, Blue, Red and Gold tickets: Sold at tables in center of gym. Per GLBPO policy, no tickets sold

to persons under 18, but under 18s can place tickets into buckets.

5.00 – 6.30 pm; 6.30 – 8.00 pm

Ticket color: Ticket cost:

WHITE Sheet of 26 $7.00

BLUE 11 tickets for $7.00

RED 6 tickets for $11

GRAND (Gold) $5.00 each

Combo Tickets (prepared in advance): Sold at table facing entrance door. Per GLBPO policy, no

tickets sold to persons under 18, but under 18s can place tickets into buckets.

5.00 – 6.30 pm; 6.30 – 8.00 pm

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Raffle play-book

Grab Bag: Contents and cost:

Full Combo BagSAVE $3!

Contains one sheet of white tickets, one sheet of blue tickets, one sheet of red tickets and 1 grand prize ticket - $27.00

Double Your Luck BagSAVE $10!

Two Full Combo Bags for $50

Grand Prize Bonanza BUY 5, GET ONE FREE!

Six Grand Prize Tickets - $25

WHITE tickets are good for any basket on tables with WHITE table clothes and prizes valued up to $50. BLUE tickets can used to bid on prizes located on tables with BLUE table clothes and have a value of $51 to $100. RED tickets which are used to bid on prizes located on tables with RED table clothes and have a value of $101 to $200. GOLD tickets which are used to bid on prizes located on tables with GOLD table clothes and are valued more than $200.

50/50 Raffle:50/50 Tickets: Sell 50/50 tickets at the main entry, in the gym, and in the cafeteria. (reversed for 2016)

50/50 prices = 3 tickets for $5; 7 tickets for $10; 15 tickets for $20

5.00 - 7.00 pm; 7.00 - 8.30 pm

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Raffle play-book

2.4 Setup & Takedown Chair

SET UP:

Cafeteria: Arrange a ticket sales table in the hallway with chairs for 4 people. At the front of the

cafeteria (near the front hall entrance), set up the podium (make sure microphone is working) beside a

table for Ticket Calling. Cover tables with plaid or plastic tablecloths.

3.30-5.30

Basket Staging site (e.g.Gym): Set up combo ticket table in middle of gym but near gym entrance. Set

up main ticket tables in center of gym. Cover tables with tablecloths. Arrange basket display tables

along the periphery, against the walls, beginning to the left of the entrance door and continuing along

three walls. Set up grand prize baskets display table along the fourth wall. Cover display tables with

cloths to match the basket color. Generally, white takes up the whole first wall and part of the second

wall; blue takes up the rest of the second wall; red takes up the third wall.

Set up Table for sale of Candy/Chips & Highlander Gift items

3.30-5.30

CLEAN UP:

Clean Up Cafeteria: Make sure tables are back in their original positions, and bring any Raffle

materials back to the band room to use again next year. Clean up the entrance ticket area, again

preserving and returning any GLBPO items back to the band room.

9.30 - 10.00 pm

Clean Up Gym: Remove all tablecloths. Return any GLBPO items used for raffle to the band room.

Take down tables and chairs used in the gym. Return posters and signs to the band room.

8.00- 9.30pm

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Raffle play-book

2.5 Student Coordinator & Door Hosts (2)

STUDENT COORDINATOR & DOOR HOSTS:

Student Coordinator: Have students sign in at the beginning and sign out at the end of their shifts. This

sign in/out sheet is used to award student credits. You will also have a key needed to use the elevator.

Gym Door Hosts: Meet guests as they arrive at the gym. Hand them a program (only hand out

programs as needed) and direct them to raffle ticket sales tables. Assist any guests that may need the

elevator. Student hosts and Student Coordinator Theresa Logan have the key needed for the elevator.

5.0 - 6.30 pm; 6.30 - 8.00 pm

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Raffle play-book

2.6 Publicity & Program

Publicity

Success of event depends on generating as much awareness as possible both inside and outside the GLHS community. Publicizing the raffle in as many places as possible is very important and should include the following list. In public advertising and on Tricky Tray website leverage the fact that this event is family friendly (many are adults only).

Flyers (approved by Board of Ed)o Posted at schoolso Booster clubs

Tricky Tray Website

Newspaper Articleso Alternative Press

Publicize on Town Billboardso Berkeley Heightso Mountainside

Recreation Department Newsletter

Public Forumso Community Forum

Social Networkso Facebook pageso Facebook Alumni Page

ProgramCreated from Excel Sheet (Google sheet recommended) file used to catalogue each basket. Program will be sorted according to value of Basket including name and description of items in Basket.

Program should be created no less than a three days prior to event to enable time for proofreading and copying

Once finalized print 300 copies for distribution at door.

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Raffle play-book

3 Checklists3.1 High School Checklist• Need 35 standard-sized tables (minimum; preferably 5 more) with 8 chairs available in

basket location (NOTE: if there are longer sized tables as part of the 35, that should more

than do the trick)

• Confirm/secure a location of the basket raffle (cafeteria will be used for the basket awarding portion of the evening; need a location prior to that)

• FYI: The GLBPO’s policy will be that minors won’t be able to buy tickets for buckets, but they can place tickets into the buckets and win prizes (consistent with NJ law)

• Need 35 standard-sized tables (minimum; preferably 5 more) with 8 chairs available in basket location (NOTE: if there are longer sized tables as part of the 35, that should more than do the trick)

• Advertise to the GLHS community (flyers, Google Classroom, and school PA announcements) as well as through the local PTOs

• Secure kitchen access and ensure that a positive relationship is maintained with Pomptonian Foods (DO NOT USE THEIR EQUIPMENT)

• Proofread program; inform school administration about the number of baskets

• Reserve copier for GLBPO use to copy the program

• The sound system needs to be unlocked and operational in the Raffle Ticket Drawing area

• Secure a “Speaker Podium” for the cafeteria

• Obtain 2 elevator keys to be used by the parents/students in charge

• Doors are opening at 6 PM; prizes will be called at 8 PM

• People will only be able to enter the Basket Raffle via the entrance by the cafeteria; all other outside doors should be locked in advance of the 6 PM start time

• Confirm/secure a location of the basket raffle (cafeteria will be used for the basket awarding portion of the evening; need a location prior to that)

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Raffle play-book

3.2 Day of Event Checklist

Backup batteries for microphone

Repair Tape & Cellophane in Basket set up area (to repair damaged baskets)

Extension Cords for coffee

Doors Locked

Signs Posted

Candy/chips and Highlander Gift items Table set-up and manned

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Raffle play-book

4 ESSENTIAL DOCUMENTS:

4.1 Raffle Flyer

4.2 Raffle Permitso 50/50 Raffleo Basket Raffle

4.3 Basket Spreadsheet (Google Sheets)o Separate tabs for each color

4.4 Raffle Programo Items with description in Color Coded sections

4.5 Cafeteria MENUOne Menu item included with Door Ticket

4.6 Snack Items

Assorted Candy Bars………………………………………………….$1.00 Homemade Baked Items…………………………………………… ...$.50

Bag of Chips, etc……………………………………………………….$.50BeveragesAssorted soft drinks…..……………………………………………….$1.00

Snapple………………………………………………………………….$1.00

Vitamin Water………………………………………………………….$2.00

Bottled Water…………………………………………………………...$1.00

Hot Coffee/Tea………………………………………………………….$1.00

Hot Chocolate……………………………………………………….….$1.00

Assorted ‘Juicy Juice’ Boxes……………………………………….….$.50

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Raffle play-book

4.7 Basket Raffle Ticket Signs

Open the embedded file below which contains signage for tickets.These should be pasted/taped to posterboard in advance of the event

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Raffle play-book

5 LESSONS LEARNED IN PRIOR YEARTips and observations to help things go smoothly next time.

Raffle lessons learnedRaffle Chair observations

What went well

What didn’t

What we should do different next time

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