All Saturday information belongs on this page.  Click EDIT and add to it! 

 

Update: 4/2 meeting

 

Whole lot going on...

 

Permits are in progress

• Looking at running the liquor license under the American Legion/VFW

 

Need raffle items - we will be having a silent auction or raffle.

 

Sell 50/50 at short opening ceremony

 

Music/bands throughout the day

• bands needed (possible nominal honorarium)
• DJ may work as well

 

Campus tours

• student and staff vounteers conduct tours

 

Performances

• need to contact various performing groups on campus

 

CELEBRATION COMMITTEE NOTES FOR 4/23/09

 

URGENT!!!  NEED LOTS OF VOLUNTEERS AND LEADS FOR SATURDAY EVENT.

 

BEER & WINE

·         Cathy German is working on city approval and location; Bradford between Ruby & VHS parking entrance. (School Business Committee)

·         Located Liquor license to use for Beer/wine sales (School Business Committee).

·         Proceeds will be split with holder of Liquor license.

·         ASB, Wrestling & Softball to host booth.  The groups will provide volunteer (over 21 years old) who must attend special training.

·         Richard Hernandez will talk to neighbors regarding event.

·         Security (Staff-Pro & police) will be present. (School Business Committee)

·         Pre-sales of wristbands to be done on-line and day of event; $3.00 per previous meeting.  (Fundraising getting wristbands; Cathy adding to VHS Store for on-line purchases)

·         Cut off Date for pre-sales will be Monday, June 22^nd.

·         Band set-up by food court; Roman Alexander & the Robbery 3-5pm & Rye Douglas band 1-3pm tentative.  Roman looking into noise permits (if applicable) and sound system.

·         Looking for stage to use.

·         School groups responsible for secure money pick-up.

·         Cut off sales tentatively 9pm or dusk.  Need lights if open after dark.

·         TO DO:

1.      Wrestling, softball, & ASB need to provide volunteers and organize training.  Need leads from Planning Committee.

2.      Need to type up letter for neighbor notification; Cathy to approve; Richard to distribute

3.      Determine design of Beer Garden; fence, booth, pop-ups, etc.

4.      Confirm bands & set-up.  Kim to call Mary Vickers brother’s band Rye Douglas Band.  Roman Alexander has committed to Sat & Sun.  DJ & Classic rock band still needed, potential leads need to be confirmed.

5.      Organize booth for wristband I.D. check & distribution process, including on-line pre-sales.

6.      Decide on lighting:  Twinkle lights, After-dark lights, Can we use lights from district?

7.      Set-up needs:  Fencing?  Easy ups? Tables? Chairs?

8.      _____________________________________________________________________

BOOTHS

·         Booth placement will depend on number of booths reserved by crafters, food, and school

·         Potential site behind library in Memorial area, by new building, around portables, etc; TBD once booth numbers are known.

·         Food booths will be grouped as food court

·         Diane Castner notifying crafters via letter.

·         School Business Committee notifying school organizations

·         Booth size apx. 10’x10’

·         Cost $65.00 per day/$100 both days for crafts; $100 per day/ $175 both days for food.

·         Richard Hernandez (& friend) will set up for electricity as needed.

·         Table rental $10 (8’ long) Saturday only.

·         Notify Kettle Corn Company (& any other vendors that already serve Valencia events.)

·         Booths will be mapped out prior to event. 

·         Fundraising will make up signs for booths

·         Cut off day, Monday, June 1^st

·         TO DO:

1.      Confirm Volunteer requirement; ________ & Diane lead?

2.      Check on availability of Tables.

3.      Clarify with Diane who has been contacted; letter needs to be updated with price change.

4.      _________________________________________________________________________

DANCES/MUSIC

·         Volunteer bands only (tips only)

·         Dance 5pm-10pm

·         Ticket sales and pre-sale pick-up at booth.

·         Wristbands: $5.00 on-line pre-sale and at event.  (Fundraising getting wristsbands; fyi-Joyce Jones works for Party City and can get discount.)

·         DJ in one gym (Cathy has two available); classic rock bands in the other (pending confirmation of volunteer bands)

·         Band set-up by food court; Roman Alexander & the Robbery 3-5pm & Rye Douglas band 1-3pm tentative.  (Roman looking into noise permit if applicable and sound system.)

·         Alumni Garland Jackson to play jazz outside for mood music on-campus; has own P.A. system (tips only)

·         Roman volunteered to play on Sunday also.  Roman to check on noise permit if needed.

·         TO DO:

1.      Confirm Volunteer requirement; Kim  Neill& Susan Overmiller leads

2.      Confirm & schedule DJ & Bands; Jeff plays and knows classic rock alum band

3.      Check with Luis Garcia and Chris Bryant; still open to other volunteers.

4.      Confirm noise permit & sound system with Roman

5.      Determine dance ticket sales location & process

6.      Arrange Money pick-up for security; Michele Z

7.      Plan tables & chairs outside

8.      Check with bands for Sunday Music too per Nikki Hall

9.      Confirm any wedding ceremony times with church; bands will break during ceremony out of consideration.

10.  _________________________________________________________________________

PROGRAM

·         Michele Tomlin & Mary Ann Russell will produce program.

·         Duplication to be determined; looking into donation or trade for ad in program

·         Starting at 1000 count

·         Programs available at info booth/wristband purchase; handed out during Opening Ceremony

·         Friends & Family Letter; Diane Castner working with Cathy…Tiered levels…Blue $25, Gold $50, Tiger $100, Diamond $1000. Recognition in program, Thank you letters, plaques?

·         Sponsors:  Business Cards ($25) ¼ PAGE ($50) ½ PAGE ($100) Full Page (?) Special Placement (Back cover, inside front cover…$$$?) (Fundraising Committee)

·         TO DO:

1.      Leads, Michele Tomlin & Mary Ann Russell

2.      Confirm printing arrangements & quantity based on rsvps; tentatively 1000

3.      Discuss parts of Program-Ads, Schedule of events, Friends & Family tiger roars (shout outs), Cover, school history & photos, bios?, etc.

4.      Clarify Friends & Family letter process…Also, put donations request on our website for the Family and Friends with tiers.  Discuss give aways… i.e. $50 (get free dance wristband), $100 (free dance wristband & t-shirt)  They must pick all items up day of event.

5.      ___________________________________________________________

INFORMATION BOOTH

·         Large Poster of campus map and schedule of events; performances (& slideshow) in auditorium, band, colorguard, cheer, dance team, etc.

·         On campus tours starting point; ASB to run

·         Program distribution point

·         Volunteer check-in point?

·         TO DO

1.      Determine volunteer requirement; need lead

2.      Determine location

3.      Discuss on-campus tour

4.      Hanging Name Tags for volunteer identification;  Kim to make

5.      _________________________________________________________

OPPORTUNITY DRAWING & 50/50

·         “Donation” for tickets: $1.00 each 12 for $10.00; Sale day of event

·         All committee gather donations (Fundraising Committee)

·         Two different color tickets for 50/50 and Drawing

·         Arrange announcement process

·         Drawing displays items with bags in front where people can put in their tickets to be drawn at selected time.

·         50/50: Need home base for Roving Sales with 2 people selling at table and distributing 20 tickets to Roving Sales Team to sell and return with money for more tickets.

·         Unclaimed items donated to golf tournament

·         TO DO:

1.      Discuss volunteer requirement; need leads

2.      Discuss sales process; two people counting money

3.      Discuss money pick-up for security; Michelle Z

4.      ___________________________________________________________

TEACHER MEET & GREET

·         Teachers and alum from select decade will meet  in quad at scheduled times…i.e. 50 & 60 meet at 2pm, 70 & 80s meet at 3pm

·         Schedule will be in program and on posters on campus and at Information booth.

·         Teacher contact?

·         Name Tags?

·         Meet & Greet in cafeteria?

·         TO DO:

1.      Need volunteers; Mark P. lead

2.      Looking for teachers; posted on classmates.com

3.      Mark to check on leads from VHS

4.      Name tags available for old staff members?

5.      ____________________________________________________________

SPIRIT ITEMS

·         ASB & Cathy German

·         Sales out front by Beer & Wine Garden and at ASB window for credit sales

·         Clothing items

·         VHS items

·         75^th Memorabilia

COMMUNICATIONS

·         Richard Hernandez has walkie-talkies.

·         VHS has walkie-talkies for staff.

·         TO DO:

1.      Determine placement…information booth, beer garden, etc.

2.      Clarify charging or battery requirement.

3.      _____________________________________________________________

SET-UP & CLEAN UP

·         Schedule set-up

·         Clean-up (Cathy has made arrangements with custodian);

·         Volunteers will need to bring in tables, chairs, lights, etc. for security.

·         Schedule Trash pick-up during event.

·         Arrange volunteers; Mark P. will help.

·         TO DO:

1.      Discuss and make needs list.

2.      ____________________________________________________________

PREPARED BY KIM NEILL (714-742-4325; kjneill@sbcglobal.net) and SUSAN OVERMILLER (951-640-1674; sovermiller1960@yahoo.com)