| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
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2 | Graduation To-do List & Deliverables | ||||||
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4 | |||||||
5 | To do | Who's looking into it | Due date | Progress | Notes | ||
6 | VENUE | ||||||
7 | - Find/book venue & liase with venue throughout process | Esther/Charlotte | In progress | ||||
8 | - sign contracts & arrange payment | Esther/Charlotte | In progress | ||||
9 | Overall Programming (speakers, slideshow) | ||||||
10 | Fundraising EMAIL to go out | ASAP | |||||
11 | Ceremony | Esther/Charlotte | |||||
12 | - Create program of event | ||||||
13 | - Identify & prepare student speakers | ||||||
14 | - Organize and run practice run-throughs for students | ||||||
15 | - Organize interpretation for non-English speaking families | ||||||
16 | - Identify & book photographers | ||||||
17 | - Identify & book video editor (or do in house) | ||||||
18 | - Manage all student-facing communication about graduation | ||||||
19 | - Survey students for walk-up songs (check all appropriate) | 4/30 | |||||
20 | - Create playlist for walk-up songs | 6/5 | |||||
21 | - Time Capsule contribution | Do they open it this year? | |||||
22 | Multi-media for presentation | Robin | |||||
23 | - Video slideshow at top & end of event | Robin | Emily's cousin produced the two slideshows last year, and is willing to help again this year! We'll need to connect with her to get her the specs; will circle back with her by April 20th (we'll likely do this in-house) | ||||
24 | - Solicit & gather photos/clips | Robin | |||||
25 | Run of Show: owning the end-to-end presentation | Charlotte | |||||
26 | Design — Invitations, Collateral, Tickets, Certificates | ||||||
27 | Invitations / Tickets / Guest List Management | ||||||
28 | - Create save the dates & send to families | Robin | 4/16/24 | Done | |||
29 | - Survey for families to determine who has extra tickets, who needs more | ||||||
30 | - Reassign tickets where possible, and determine final number per family / lottery if necessary | ||||||
31 | - Invite old staff / teachers / board / founding fams / donors | ||||||
32 | - Process for ticket distribution | ||||||
33 | - Design & print tickets / arrange ticketing | look into Eventbrite | |||||
34 | - Order envelopes for putting tickets in (unless we do e-tickets) | ||||||
35 | - Label & distribute tickets (students helped last year) | ||||||
36 | - Create door list / collect names of attendees for door | ||||||
37 | Swag Materials | ||||||
38 | Choose & order swag items for graduates | Esther/Charlotte | |||||
39 | - Pins | Robin | Stickermule, $162 for 100 custom; let's design ourselves | ||||
40 | - Sashes | Robin | |||||
41 | - Certificate covers | We may have 60 on hand | How many kids? If need extra they need to match | ||||
42 | Design & print | ||||||
43 | - Diplomas — to be personalized | Rebecca | |||||
44 | - Programs | ||||||
45 | - Reserved signs for seating in venue | ||||||
46 | - Hallway/walkway signage/decor | Class photos enlarged? | |||||
47 | - Name tags | ||||||
48 | - Any table decor / signage? | ||||||
49 | Photographer / Videographer | ||||||
50 | - Budget & hire | ||||||
51 | Party (Food & Event Management) | ||||||
52 | Food & Beverages | ||||||
53 | - Get budget together & payment plan | ||||||
54 | - Research dinner / catering options (including GF/Vegan) | ||||||
55 | - Organize order for beverages from Costco — water, juice etc. | ||||||
56 | - Ice / buckets for ice | ||||||
57 | - Order/arrange dessert or special treat (cake? cupcakes? donuts? italian ices? Mister Softee? etc.) | if there's a cake tasting: Student Council | |||||
58 | - Tablecloths | WE OWN THESE | We own these — no need to buy | ||||
59 | - Platters & catering things | ||||||
60 | - Napkins / flatware, etc. | ||||||
61 | - Hand sanitizer all around | ||||||
62 | Dance | ||||||
63 | - Budget & hire DJ | ||||||
64 | - Provide DJ with playlist | ||||||
65 | - Dance floor space (lighting/projections) | ||||||
66 | Decor (entrance, walkway, dance floor) | ||||||
67 | - Balloons at entrance or stage? | ||||||
68 | Photo Booth | ||||||
69 | - Source & set up backdrop & props | Assign to Art Class | |||||
70 | - Hire photographer or arrange app/tablet set up and manage on site | ||||||
71 | Outside Space — optional activities | ||||||
72 | - Anything we want to offer in the way of "activities" as ALT to dancing outside (pop-a-shot, henna, markers to decorate/get friends to sign tea cups, face painting, etc.) | ||||||
73 | Staffing & Communications | ||||||
74 | - Identify & manage volunteers / set up crew for day of: - Point person for managing everything on the day of - Checking families in / door ticket takers - Ushers - Floaters - Playing kids' walk up songs - Setting up reception food/drinks — Food & Bev crews - Clean-up crews - Others TBD | ||||||
75 | - Solicit staff volunteer sign-ups & family sign-ups | ||||||
76 | - Manage family-facing communications: Where/when/what, etc. — working with Design committee on save the dates & ticket distribution/management | ||||||
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