Banquet

Chairman

The Banquet Chairman oversees all Banquet committees, sets the timeline for all meetings and deadlines, coordinates with venue contact person, ensures timely reservation of room, and coordinates with Treasurer for timely payment of deposit and balance due.

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 Bears

• Arrange for purchase of Teddy Bears to be given to each Senior at the banquet
• Purchase material for shirts. Using pattern supplied, sew shirts for each teddy bear
• Arrange to have each shirt embroidered with player names and logo in school colors
• Bring bears to banquet and assist with placing them on display table with Memory Books

Player Gifts

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

Table Decorations

• Arrange for, set up and take down table decorations (centerpieces) at banquet based on the theme.

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.