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The committee leader should make up a list of business establishments for all members of the committee who are going to be soliciting merchandise.The list should include the merchants' addresses and should allow space for any pertinent information. Each committee member's list should be no longer than 15 to 20 merchants. Set a deadline for making contacts. Have weekly meetings to obtain progress reports.
Work closely with the finance/fundraising, food, and decorating committees so that you won't approach the same businesses for contributions.
Make sure that parents who are owners of local businesses are contacted incase they would like to donate prize items to Project Grad. A form for such donations should be included in the initial letter to parents (see the"Sample Letter to Parents" with this information).
Display a poster that lists the prizes near the ticket sales table to generate student interest.
Make arrangements for storing the prizes before and at the party. Work with the coatroom committee members who will assign adult volunteers to guard seniors' valuables, including the prizes they win.
Consider wrapping the smaller prizes to add suspense.
Coordinate the prize drawing times or games that will require prizes with the entertainment committee so that activities will run smoothly.
Put a "from" tag on prizes so students will know who donated them. Some seniors will want to personally thank the donor.
Save many of the prizes for early morning hours when things begin to slowdown at the party. Save the biggest prizes until breakfast, and make the rule that winners must be present.
The duties of the chaperone/rules committee are to develop a list of rules;communicate the rules to students and parents through handouts, direct mail, the student newspaper, and posters; find adults who will volunteer to serve as chaperones; make time and area assignments for chaperones; have chaperones available to walk seniors to their cars; check with the Fire Marshall to see how many exits may be safely locked; furnish name tags for chaperones; set up a first aid station; request that the police patrol the area on the night of the party; and make sure all chaperones know what to do incase of any emergencies.
The chaperone/rules committee is also responsible for providing an adult volunteer to check band members for signs of drug or alcohol use, show them where to set up, and stay in the area for security reasons until other chaperones arrive.
Tips for Chaperone/Rules Committee
Here are some suggestions from chaperone/rules committees across the country:
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