ORGANIZING THE COMMITTEES
Committee volunteers are like a team that must play harmoniously
to make Project Graduation a success. In addition to students, committees
may include parents, school personnel, merchants, media representatives
and any others who are interested in assuring that graduation night
is both exciting and safe.
Organizing the committees is a big job. Each committee member must
see himself as a member of a team, and not in competition with members
of other committees. This is especially important when committees
are contacting local businesses for donations of goods, services,
or money in order that each be contacted by the best person for the
job, once, in the most effective way.
The Project Graduation Chairperson must stay in regular contact with
the committee leaders, and should attend the more important meetings
of the committees. He or she should hold occasional meetings of the
committee leaders to enhance communication and allow committee leaders
to take an overview of the entire effort back to their committees.
Another important function of the Chairperson is to arrange for insurance
coverage. It may be possible for Project Graduation to be covered
under the policies of the Booster Club, PTA, or school. If coverage
is to be arranged through a club, it may be necessary for all committee
members to join the club to be eligible.
It is helpful for the Project Graduation Chairperson to keep a journal
or other records of activities during the planning of the event to
pass on to the chairperson for the upcoming year. A calendar noting
the dates of major activities and meetings proves helpful. The chairperson
should ask the leaders of the committees to keep similar journals
to pass on.
The duties of the finance/fundraising committee are to solicit funds
and services for Project Graduation, keep exact records of donations
and expenses, and organize any fundraising projects.
When soliciting funds, you might find it helpful to send letters
to larger local businesses and civic groups and follow-up with personal
visits or phone calls. For smaller businesses and private homes, teams
of two committee members could solicit door-to-door. Volunteers who
have done this in the past recommend taking copies of a flyer that
describe Project Graduation,and including a phone number and address,
to leave with those who want time to consider their contribution.
Regardless of how the fundraising/ finance committee chooses to contact
contributors, it is crucial that the Project Graduation chairperson
know which groups have been contacted so that the same people are
not approached by other committees.
One person needs to be in charge of keeping exact records of donations
and expenses. The committee leader of the finance/fundraising committee
may serve in this capacity or appoint another member to be treasurer.
The Project Graduation treasurer will be responsible for opening a
bank account for the party, writing checks, and keeping a detailed
record of available funds and expenditures.
There is an endless number of fundraising activities that may be
organized by the finance/fundraising committee. A list of fundraising
activities may be found starting on page 20.