Committee & Volunteer Positions

Chairperson:  Coordinates and oversees all committee grad night planning. Acts as liaison with school administrators & SHIELD. Facilitates all grad night meetings. Helps with soliciting donations. Assists with purchasing prizes. Oversees all aspects of the event. Attends monthly meetings.

Co-Chairperson: Publicizes and promote grad night event and all fundraising events to the school. Works with Fundraising/donations with soliciting donations. Orders and coordinates the distribution of the senior gift bags. Updates website about meetings, ticket sales and fundraising events. Helps purchase prizes. Attends monthly meetings.

Treasurer:  Prepare budget and submit for approval. Maintain budget and report at each meeting. Maintain accurate records of income and expenses and submits monthly reports. Submit check requests to SHIELD, collects deposits and deposits income. Pay bills. Work closely with SHIELD who is in charge of the grad night checking account. Attends monthly meetings. 

Fundraising Coordinator:  Fundraisers include: car washes, restaurant dine & donate nights, etc. Coordinates fundraisers. Fundraising is an important part of this event. The success of this event is dependent upon developing and implementing a successful financial plan.  Solicits donations, maintains list of donations and records from all sources. Collect donations for grad night and senior gift bags. Work closely with grad night chair and co-chair that will assist with soliciting donations. Helps with Thank You letters. Attends monthly meetings. 

Ticket Sales:  Coordinates and prints permission slips and distributes them at school. Maintains data entry for tickets sold, issue receipts and keeps record of all signed permission slips. Coordinates and sales tickets during on-campus ticket sales. Handles monies from ticket sales and prepares deposit to be given to Treasurer. Attends monthly meetings.

Assigned when closer to event date*.

*Food Coordinator:  Plans menu, obtains food donations and/or buys all food or related supplies. Coordinates all aspects of food at grad night event. 

*Decoration Coordinator:  Choose a theme. Decide if you can use decorations from previous grad nights. Make the most of budget in relation to materials needed and possible donations. Develop plan to pull the entire space together and draw floor plan to ensure there is space for everything. Works with Clean-up committee to determine what decorations need to be thrown out, saved and packed away. 

*Entertainment Coordinator: Select entertainment, coordinate games and activities. Arranges photos and video of event. Coordinate with Vendors (ensure vendors carry their own insurance), get bids and sign contracts with Vendors. Works closely with other committees to make sure theme is fulfilled. Make sure Vendors are set up night of event. 

*Prizes Coordinator:  Works with fundraising/donations person and Co-chairperson to obtain prize donations for grad night and senior gift bags. Purchases prizes for grad night. Coordinates and oversees prize drawing at event. Helps with Thank You letters. 

*Setup Coordinator: 1 person as point of contact at set-up the night of event. Assists decorations and entertainment with facility issues as required at event. Facilitates and communicates with other committees to make sure specific committees are organized, set-up and layout is completed before event. Determine power requirements. Meets with facility owners. Works closely with Chairperson. Attends monthly meetings.

**Cleanup Committee:  If needed - some venues charge clean up fee - Clean up after Grad Night event. The committee chair should plan to attend meeting at beginning of the year, midway and at the end. Clean up starts at 5:00AM morning of event. Volunteers to staff should be 5 – 10 and not volunteers that have worked at event all night. Other meetings should be on a needed basis. Meets with committee prior to event to determine clean up duties. Make sure Vendors remove equipment. Works with Volunteer coordinator to organize committee. Attends meetings as needed.

Technology:  Works with the team to update and maintain the information on the website.  Attends monthly meetings.

Volunteer Coordinator:  Works with other committees to determine how many chaperones needed at event. Maintains volunteer list & master email list. Coordinates volunteers and security needs at event. Implement and supervises check-in procedures. Attends monthly meetings.

Please join us and help plan a Grad Night for your Seniors – they’re worth it!