Banquet

Chairman

The Banquet Chairman oversees all Banquet committees, sets the timeline for all meetings and deadlines.

Invitations (1-2 Volunteers)

Design

• Come up with a design for the banquet invitations based on the agreed upon theme and arrange for printing of about 70 invitations to be given to each family.
• Invites should include a map to the venue, a DVD order form, an RSVP card and return envelope addressed to the person handling RSVPs (See sample from prior year for exact content)
• RSVP should include a deadline 2 weeks prior to banquet, check payable to EHS Women’s Volleyball Boosters
• Players and staff members are comped
• Group invitations by team and give to Team Mom’s at a game four weeks before the banquet, asking her to hand out to each set of parents on her team
• Provide enough invites to each team for any two household situations

RSVPs

• Tally RSVPs and DVDs purchased by each team as they come in
• Record check number and dollar amount
• Players and staff members are comped
• Collect checks, run a tape on their total, and deliver to Treasurer
• Contact any families whose checks are made in the wrong amount and arrange for correction (refund or balance due), making sure to keep Treasurer apprised
• Contact any families for whom RSVP was not received, making sure each family knows all players are invited and comped
• Prepare list of all attendees – this list can be used to check everyone in at the banquet and should also be used to share with Name Tags chair to create name tags – BE SURE TO PROOF ALL NAMES TO VERIFY CORRECT SPELLING AGAINST THE MASTER ROSTERS
• Coordinate with Name Tags Chair to enlist volunteers to help with banquet check-in, collection of any remaining moneys due of for any DVDs purchased on site.

Senior Gift Coordinator

• Responsible for meething with senior parents to choose senior gift for players to be given at the Banquet.
• This job is to facilitate this process - it is not to be done solely by the coordinator.  Senior parent participation is necessary.

Player Gifts

• Arrange for small table favor gifts to be placed on each table setting for each player at Banquet

Team Boards

• Make three Team boards (F/S, JV, Varsity) for displaying on table at banquet (3-panel displays work well)
• Decorate according to the banquet theme
• Collect one good photo (preferably an action photo) of every player on each team to post on each team board. Best size is 5X7
• Caption each photo with player name, making sure to check spelling against the roster.

Name Tags

• Using list of attendees received from Invitations Chair, design and print up name tags for all attendees
• BE SURE TO PROOF ALL NAMES AGAINST MASTER ROSTER TO ENSURE PROPER SPELLING
• Bring name tags to banquet and lay out on table in alpha order for check in
• Have extra blank invitations handy with a sharpy to make corrections on site or to make tags for attendees who had not RSVP’d
• Assist RSVP Chair with check in and check collection for any DVDs purchased on site

Video Coordinator

• In charge of working with Video Crew for end of the year video/slide show
• Coordinate dates of which games are to be filmed
• Collect Senior pictures – approximately 6 apiece for video presentation
• Coordinate music with Senior girls for video
• Make sure video is completed in a timely manner
• Supervise the editing of the final product to make sure all players are included
• View end product for viewing at Banquet
• Make sure all equipment is available at Banquet facility
• Check audio and power set up at banquet prior to guest arrival to make sure sound is ok.