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1330 Jefferson Avenue, Winnipeg, MB, R2P 1L3| Phone: (204) 632-6641| Fax: (204) 694-7229
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Maples Collegiate
May 26, 2022
School Day 6
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Parent Committees

​​​​​​Grad Parent Committee Meeting #1

Date: Thursday, April 28, 2022

Time: 6:00 pm

If you are interested in volunteering for the Dinner and Dance in June 25, 2022, please complete this Google form. ​We will send a volunteer sign up form sometime in June to finalize parent volunteers.

​​Parent Volunteer Shifts

Shift 1: 6:00 - 8:00 pm (If you are attending the dinner, you won't be able to volunteer during this time)

Shift 2: 8:00 - 10:00 pm 

Shift 3: 10:00 - 12:00 am

Fantasy Casino Shift: 9:00 - 11:30 pm

Safe Grad Parent Committee Responsibilities

DOORS COMMITTEE 

Pre-Grad Tasks

  1. Create multiple sign in binders (i.e. A-D, E-G, etc.) by getting personal information from the teacher in charge of the grad tickets.
  2. Purchase wristbands (i.e. one colour for under 18, another colour for over 18).
  3. Sign up for the sign-in/sign-out doors (6:00 pm – 12:00 am, 2-hour shifts)
  4. Organize lists of all guests attending the dinner (using Excel) after the grad ticket sales.  Place these lists in binders for the door

Dinner and Dance Tasks

  1. Check in the grads and guests at the start of the event.
  2. Put wristbands on grads and guests.  THEY NEED GOVERNMENT-ISSUED ID.
  3. Ensure that the grads get picked up by their parents when they (and their guest) sign out.
  4. Phone home when necessary:
      • Ensure no one enters the dance who doesn't belong.
      • No grads or guests will drive home.
      • No one will be allowed to leave on their own accord by taxi, friend or relative unless indicated on the door forms.

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EXITS AND SAFETY COMMITTEE

Pre-Grad Task

  1. Sign up for the various exits of the venue (6:00 pm – 12:00 am, 2 hour shifts)

Dinner and Dance Tasks

  1. Guard exterior doors against people without tickets and guests who want to leave but did not sign out yet
  2. Ensure that the grads leaving the event are accompanied by their parent/s
  3. Phone home when necessary
      • Ensure no one enters the dance who doesn't belong
      • No grads or guests will drive home.
      • No one will be allowed to leave on their own accord by taxi, friend or relative unless indicated on the door forms

 

MEDICAL COMMITTEE 

Pre-Grad Tasks

  1. Secure accident forms from office and include it inside the medical kit
  2. Secure and replenish the medical kit
  3. Train extra volunteers for emergencies​
  4. Sign up for the medical room (6:00 pm – 12:00 am, 2-hour shifts)

Dinner and Dance Tasks

  1. Supervise the sick bay, washrooms, and dance areas for ill students
  2. Care for sick, call home if necessary
  3. Fill out incident reports
  4. Clean up if necessary


DONATIONS COMMITTEE 

Pre-Grad Tasks

  1. Distribute letters to potential donors (such as community businesses, etc.)
  2. Secure donations of money, gifts via letter or phone calls for prizes to be awarded at the dinner and dance
  3. Package the gifts received to be given away
  4. Send thank-you notes to donors
  5. Sign up for guarding the prizes during the night (6:00 pm – 12:00 am, 2 hour shifts)

Dinner and Dance Tasks

  1. Set-up and organize the distribution of prizes at dance
  2. Guard the prizes throughout the night until prizes are given away
  3. Announce the raffle winners at about 11:30 pm


HOSPITALITY COMMITTEE

Pre-Grad Tasks

  1. Distribute letters to potential food donors (These food items are for the parent volunteers only)
  2. Secure, pick up, and deliver food donations to the event

 

ENTERTAINMENT COMMITTEE

Pre-Grad Tasks

  1. Purchase lots of raffle tickets
  2. Sign up for volunteer “dealers" in the Fantasy Casino (one shift from 9:00 pm to 11:30 pm)​

Dinner and Dance Tasks

  1. Train with Fantasy Casino representative (about 9:00 pm)
  2. Provide play and raffle tickets
  3. Supervise grads participating in casino
  4. Administer various games (dealers)

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STUDENT GRAD COMMITTEE: The student grad committee (in conjunction with the staff grad committee) will be in charge of the following items:

·         Fundraise to lower the costs of the students' grad tickets
·         Choose the theme of the dinner and dance
·         Choose the menu for the dinner
·         Meet with the decorator to discuss colour palettes, centerpieces, stage decorations, etc.
·         Create the seating chart to be displayed in the entrance
·         Help out with booking entertainment for the event
·         NOTE: the dinner portion will be planned by the staff grad committee!