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Walkathon 2008 Sub-Committee Chairs Roles & Responsibilities.

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Presentation on theme: "Walkathon 2008 Sub-Committee Chairs Roles & Responsibilities."— Presentation transcript:

1 Walkathon 2008 Sub-Committee Chairs Roles & Responsibilities

2 List of sub-committee chairs Family Sponsor Program CoordinatorFamily Sponsor Program CoordinatorFamily Sponsor Program CoordinatorFamily Sponsor Program Coordinator T-Shirt CoordinatorT-Shirt CoordinatorT-Shirt CoordinatorT-Shirt Coordinator Business Sponsor CoordinatorBusiness Sponsor CoordinatorBusiness Sponsor CoordinatorBusiness Sponsor Coordinator Volunteer CoordinatorVolunteer CoordinatorVolunteer CoordinatorVolunteer Coordinator Prize Solicitor(s) & Prize DistributorPrize Solicitor(s) & Prize DistributorPrize Solicitor(s) & Prize DistributorPrize Solicitor(s) & Prize Distributor Pledge TallyPledge TallyPledge TallyPledge Tally Set-Up & Clean-Up CoordinatorSet-Up & Clean-Up CoordinatorSet-Up & Clean-Up CoordinatorSet-Up & Clean-Up Coordinator DJ CoordinatorDJ CoordinatorDJ CoordinatorDJ Coordinator Otterpop CoordinatorOtterpop CoordinatorOtterpop CoordinatorOtterpop Coordinator Water CoordinatorWater CoordinatorWater CoordinatorWater Coordinator Lap Card CoordinatorLap Card CoordinatorLap Card CoordinatorLap Card Coordinator First-Aid CoordinatorFirst-Aid CoordinatorFirst-Aid CoordinatorFirst-Aid Coordinator Food CoordinatorFood CoordinatorFood CoordinatorFood Coordinator

3 Family Sponsor Program Coordinator ResponsibilitiesResponsibilities –Prepare Family Sponsorship flyer –Send flyer in Thursday folder –Collect responses from school on a regular basis –Tabulate collection in a spreadsheet & prepare report for t-shirt coordinator –Report to Walkathon committee Advisor(s)Advisor(s) –Linda Hurtado

4 T-Shirt Coordinator ResponsibilitiesResponsibilities –Conduct Walkathon Slogan Contest –Conduct Walkathon Design Contest –Work with Prize committee to determine prize for winners of contest –Determine # of T-Shirts –Choose a T-Shirt Vendor, Order & Organize delivery –Prepare T-shirt design in the computer –Distribution of T-Shirts NotesNotes –T-shirts are for Students, Entire Staff and Committee Chairs –Coordinator might choose to do the design themselves, get a volunteer to do it or get the vendor to do it –T-shirt design should include business names & logos & family sponsor information –Possible Vendors: (will do both design & creation of t-shirts) Advisor(s)Advisor(s) –Melanie Woodard

5 Business Sponsor Coordinator ResponsibilitiesResponsibilities –Prepare a list of local businesses –Prepare a list of local businesses –Prepare Business Sponsorship flyer & letter –Prepare Business Sponsorship flyer & letter –Coordinate mailing process –Organize a business reach phone-a-thon –Collect money & logo from local business –Tabulate collection in a spreadsheet & share with t-shirt coordinator –Report to Walkathon committee NotesNotes –List of business have been complied –You can solicit volunteers to help out with all of the above mentioned items –Full documentation for all of prior years work is available & thus can be leveraged Advisor(s)Advisor(s) –Juli Parlan

6 Volunteer Coordinator ResponsibilitiesResponsibilities –Contact walkathon committees to find out when, where, whom and how long they need help –Send home fliers asking for volunteers (different area & times) for the walkathon –Collect the return fliers from the office –Communicate where and when the volunteers are needed and notify the volunteers –Man the volunteer coordinator booth the day of the event Notes:Notes: –Volunteers will checkin at the volunteer coordinator booth the day of the event Advisor(s)Advisor(s) –Marilyn Beck

7 Prize Solicitor(s) & Prize Distributor ResponsibilitiesResponsibilities –Determine categories & criteria for which we are going to give prizes for –Document the above mentioned info –Work with Business Sponsor Coordinator to determine available giveaways –Optional: Solicit local business for prizes NotesNotes –Last year Prizes gathered were used for raffle at the day of walkathon –Students got a raffle ticket for every 5 laps they walk/run –Prizes are distributed at the award assembly for top pledge & top lap –Work with Business Sponsor Committee person to make sure business are not contacted twice Advisor(s)Advisor(s) –Linda Hurtado Juli Parlan Sangeeta Peris Natalie Schuler

8 Pledge Tally ResponsibilitiesResponsibilities –Tally the pledge envelopes on the day of walkathon and complete them over the weekend –Return the pledge envelopes back to the students (via teachers) the following week –Send note in the Thursday folder regarding collecting the pledge money –Generate a spreadsheet with the entire student body name and input the pledge info –Tabulate the final pledge info and present it to the Walkathon Chair Advisor(s)Advisor(s) –Cathy Wood

9 Set-Up & Clean-Up Coordinator ResponsibilitiesResponsibilities –Order the tables through the school district –Get a permit for the field through the city of Cupertino –Work with the City's Park's & Recreation to make sure water is turned off few days before the walkathon –Set up & clean-up for the walkathon –Work with the volunteer coordinator to get additional help for setup & cleanup NotesNotes –Leann Block, secretary at the school, can help with above matters –Generally you 6:30-7am to set-up the field (putting yellow caution tape around the perimeter of the field) as well as setting up tables for various station (water, first-aid, raffle/prize, otter-pop etc) Advisor(s)Advisor(s)

10 DJ Coordinator ResponsibilitiesResponsibilities –Find a DJ for the event –Work out the logistics for the DJ & make sure the person arrives on time –Work with the Finance coordinator for reimbursement NotesNotes –The DJ will need to supply all the necessary equipment. –However, we can provide tables and a shade canopy (this is very limited in supply) if the DJ requires one. –Past DJs have provided their own but last year's DJ needed one. –In the prior years, the DJ Coordinator asked 4th & 5th grade class for music suggestion. She did this by informing the teachers first and posting a clipboard in each classroom for few days. Then this information was collected and shared with the DJ making sure that only appropriate music would be played at the walkathon. In addition, please make sure that the DJ has a copy of the chicken dance music as it is a tradition to play this music when the 4th & 5th are walking Advisor(s)Advisor(s)

11 Otterpop Coordinator ResponsibilitiesResponsibilities –Purchase Otterpop (10 boxes) at Costco & freezing them in the school freezer –Make sure you call Costco ahead of time to find out when they get their first shipment of Otterpops. –Day of the walkathon, this person will need to make sure that there are at least 2 coolers available to store and distribute the otter pops to the students and to transport them from the freezer in the GLC. –Work with Volunteer coordinator to get additional volunteers to help man this table. NotesNotes –Please check with Manuel, the janitor for the location and permission to store the Otterpops. –Make sure you call Costco ahead of time to find out when they get their first shipment of Otterpops. Advisor(s)Advisor(s)

12 Water Coordinator ResponsibilitiesResponsibilities –Put posters around school –Send out request for water donation in the school newsletter –The person can also contact local stores (target, grocery stores) for water donations. –Coordinate drop off of the water –Purchase 3oz paper cups (at Costco) for the event. Notes:Notes: –Couple of weeks prior to walkathon, the committee person needs to set-up/organize water drop-off at the pick-up & drop-off area in the parking lot before and after school. –Any size water bottle is welcomed although it's helpful to have 2.5 g bottles as it is easier to pour/dispense water for the students. –Safe to purchase bags of cups and make sure to open only one bag at a time so the unused bags of cups can be returned as learned from previous years that the paper cups don't keep well (bug problem!). Advisor(s)Advisor(s) –Jenny Maenaga

13 Lap Card Coordinator Responsibilities:Responsibilities: –Order special water proof paper for lap cards –Get lap card printed & cut at the Cupertino Union District office –Get Student names & Print labels –Punch the lap card & label it (students & teacher's name & grade info), punched and string each cards –Distribute lap cards to the teachers for the walkathon –Print additional lap cards for day of walkathon NotesNotes –Work with Leann Block, secretary at the school, for the student names –Students loose their lap cards, thus additional lap cards are needed. –There is left over inventory of lapcards from last year in the PTO closet. Please check the supply prior to purchasing more papers etc. Advisor(s)Advisor(s) –Linda Hurtado

14 First-Aid Coordinator ResponsibilitiesResponsibilities –PTO Health & Safety committee person manages this –Additional volunteers are needed Advisor(s)Advisor(s) –Meera Ramanathan

15 Food Coordinator ResponsibilitiesResponsibilities –Solicit local food sponsors –Determine quantity required –Order food, organize delivery and distribution Notes:Notes: –Get food for volunteers who work more than couple of hours on the day of the event. –Past donations: Peet's Coffee - regular & de-caff. CoffeePeet's Coffee - regular & de-caff. Coffee Hobee's - 1/2 sheet of their blueberry coffee cakeHobee's - 1/2 sheet of their blueberry coffee cake Togo sandwiches at a discount (4 family size + couple of chips bags + liter softdrinks)Togo sandwiches at a discount (4 family size + couple of chips bags + liter softdrinks) Advisor(s)Advisor(s) –Juli Parlan Melanie Woodard


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