Parent/Guardian Volunteer Shifts
Shift 1: 5:00 - 7:00 pm (If you are attending the dinner, you won't be able to volunteer during this time)
Shift 2: 7:00 - 9:00 pm
Shift 3: 9:00 - 11:00 pm
Shift 4: 11:00 - 12:30 am
Fantasy Casino Shift: 9:00 - 9:30 (for training), 9:30 - 11:30 pm (for "dealing")
Safe Grad Parent/Guardian Committee Responsibilities
DOORS COMMITTEE
Pre-Grad Tasks
- 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.
- Purchase wristbands (i.e. one colour for under 18, another colour for over 18).
- Sign up for the sign-in/sign-out doors (6:00 pm – 12:00 am, 2-hour shifts)
- 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
- Check in the grads and guests at the start of the event.
- Put wristbands on grads and guests. THEY NEED GOVERNMENT-ISSUED ID.
- Ensure that the grads get picked up by their parents when they (and their guest) sign out.
- 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.
EXITS AND SAFETY COMMITTEE
Pre-Grad Task
- Sign up for the various exits of the venue (6:00 pm – 12:00 am, 2 hour shifts)
Dinner and Dance Tasks
- Guard exterior doors against people without tickets and guests who want to leave but did not sign out yet
- Ensure that the grads leaving the event are accompanied by their parent/s
- 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
- Secure accident forms from office and include it inside the medical kit
- Secure and replenish the medical kit
- Train extra volunteers for emergencies
- Sign up for the medical room (6:00 pm – 12:00 am, 2-hour shifts)
Dinner and Dance Tasks
- Supervise the sick bay, washrooms, and dance areas for ill students
- Care for sick, call home if necessary
- Fill out incident reports
- Clean up if necessary
DONATIONS COMMITTEE
Pre-Grad Tasks
- Distribute letters to potential donors (such as community businesses, etc.)
- Secure donations of money, gifts via letter or phone calls for prizes to be awarded at the dinner and dance
- Package the gifts received to be given away
- Send thank-you notes to donors
- Sign up for guarding the prizes during the night (6:00 pm – 12:00 am, 2 hour shifts)
Dinner and Dance Tasks
- Set-up and organize the distribution of prizes at dance
- Guard the prizes throughout the night until prizes are given away
- Announce the raffle winners at about 11:30 pm
HOSPITALITY COMMITTEE
Pre-Grad Tasks
- Distribute letters to potential food donors (These food items are for the parent volunteers only)
- Secure, pick up, and deliver food donations to the event
FANTASY CASINO COMMITTEE
Pre-Grad Tasks
- Purchase lots of raffle tickets
- Sign up for volunteer “dealers" in the Fantasy Casino (one shift from 9:00 pm to 11:30 pm)
Dinner and Dance Tasks
- Train with Fantasy Casino representative (about 9:00 pm)
- Provide play and raffle tickets
- Supervise grads participating in casino
- Administer various games (dealers)
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!