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    Ctso Event Timeline Checklist

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    api-534004261
    The document provides a checklist and timeline for a DECA banquet and raffle fundraiser event. It outlines tasks and responsibilities over a 6 month period leading up to the event, including obtaining location approval, reserving space, marketing, and collecting donations. The day of event responsibilities are divided into setup, food preparation, greeting attendees, explaining the raffles, and cleanup. The goal is for students to gain experience in event planning, communication, cash handling and food service skills while raising funds in a way that aligns with DECA's mission.

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    © All Rights Reserved
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    Ctso Event Timeline Checklist

    Uploaded by

    api-534004261
    188 views3 pages
    The document provides a checklist and timeline for a DECA banquet and raffle fundraiser event. It outlines tasks and responsibilities over a 6 month period leading up to the event, including obtaining location approval, reserving space, marketing, and collecting donations. The day of event responsibilities are divided into setup, food preparation, greeting attendees, explaining the raffles, and cleanup. The goal is for students to gain experience in event planning, communication, cash handling and food service skills while raising funds in a way that aligns with DECA's mission.

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    The document provides a checklist and timeline for a DECA banquet and raffle fundraiser event. It outlines tasks and responsibilities over a 6 month period leading up to the event, including obtaining location approval, reserving space, marketing, and collecting donations. The day of event responsibilities are divided into setup, food preparation, greeting attendees, explaining the raffles, and cleanup. The goal is for students to gain experience in event planning, communication, cash handling and food service skills while raising funds in a way that aligns with DECA's mission.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    188 views3 pages

    Ctso Event Timeline Checklist

    Uploaded by

    api-534004261
    The document provides a checklist and timeline for a DECA banquet and raffle fundraiser event. It outlines tasks and responsibilities over a 6 month period leading up to the event, including obtaining location approval, reserving space, marketing, and collecting donations. The day of event responsibilities are divided into setup, food preparation, greeting attendees, explaining the raffles, and cleanup. The goal is for students to gain experience in event planning, communication, cash handling and food service skills while raising funds in a way that aligns with DECA's mission.

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    You are on page 1of 3

    Deja’ Brown DECA Event Checklist November 5, 2020

    Part I: Questions to Consider


    Will the school administration approve the event?
    o Yes, Caldwell High is big on fundraising for activity funding. They’re also big on
    working with local businesses and strengthening those relationships.
    What makes it worthwhile or educational or both?
    • Students get the experience of:
    o Meeting members of the community by selling tickets
    o Build relationships with local business owners and gain donations for the 3 raffle
    baskets.
    o Gain cash handling skills through selling the banquet tickets as well as the raffle
    tickets
    o Work on communication skills as they have to communicate with the advisor and
    class treasure to turnover any funds received on a daily (or weekly) basis
    Is it consistent worth your CTSO’s goals and purposes?
    o Yes, DECA’s mission is to prepare students to become leaders and entrepreneurs
    in marketing, finance, hospitality, and management.
    o With this event, students will learn in every field.
    Is it consistent with the community culture?
    o Yes, especially for Caldwell High School. We are big on gaining donations from
    local business owners and hold many family events at the school to raise funds.
    Does it provide a service or just raise funds?
    o Both.
    § Students will be preparing and serving the meal.
    § Students get the experience of selling tickets
    Will it provide a strong ROI? (Return on Investment of time & Resources)
    o Yes, if the event is a success, we can gain potential members through word of
    mouth, possible donors, and potentially volunteers for the next year’s event.
    Will the event involve strengths from all your members?
    o Yes, members will need to be able to:
    § Follow cooking instructions
    § Be able to communicate with members of the community
    § Have the ability to stand and walk for long periods of time
    Deja’ Brown DECA Event Checklist November 5, 2020
    Part II: Timeline
    6 Months Prior to Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    q Research best Time and Date to hold the event. All Members
    Have a proposal that includes a list of times,
    Advisor & DECA
    q dates, and locations to take to the principal for
    Officers
    approval
    Follow up with principal for confirmation of
    q Advisor
    approval
    Get cafeteria reserved for the banquet (go
    q DECA Officers
    through principal)
    q Get event scheduled on calendar Advisor
    Create marketing materials and distribute in
    q All Members
    order to spread the word
    3 Months Prior to Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    Start communicating with local businesses to see If interested, can even
    q if they are interested in donating items for the All Members start this process for
    raffle bins. next year as well.
    q Start obtaining necessary items for raffle bins All Members
    1 Month Prior to Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    Follow up with businesses interested in donating
    q All Members
    items for raffle.
    q Obtain necessary items for raffle bins All Members
    q Put raffle bins together All Members
    Post pictures of raffle bins on social media to
    q help spread the word on the event and also see if All Members
    anyone is interested in adding last minute items.
    Week of Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    q Make sure all supplies are accounted for.
    q Run to buy last minute items if necessary
    Make sure all last-minute additions are added to
    q
    raffle bins.
    Day Before Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    q Bake rolls & desserts All Members
    Day of Banquet & Raffle Fundraiser
    Task Responsible Parties Comments:
    q Setup sign in area, tables, chairs, and raffle area
    Start preparing batches of spaghetti (some rolls
    q
    and deserts should be done)
    Have plates and utensils ready for families to go
    q
    down the line for food
    Greet and collect tickets at the door. Explain
    q raffle boxes and tall families how they can
    purchase tickets if they haven’t already.
    Deja’ Brown DECA Event Checklist November 5, 2020
    Part III: Day of Checklist:
    **Jobs will be on rotation. Make sure to check the GroupMe app to see scheduled
    rotation times and where you will be starting.
    q Event Setup
    o Sign in table
    o Raffle bin table
    § Have boxes set in front of or next to each bin for parents to enter their
    drawings during arrival or throughout the day.
    o Dessert area – line desserts on a table
    § Make sure to check throughout the dinner to make sure table is
    replenished
    q Food Preparation
    o Prepare spaghetti and set up line area for participants to walk down and receive
    their food.
    o Making the spaghetti will be a constant job throughout the night until we run
    out or people are done coming to the line.
    q During Event
    o Greet and sign everyone in (collect tickets) upon arrival
    § Collect tickets
    § Get participant information (name, phone, email, and address – This will
    be for the thank you cards to be sent out)
    o Explain raffle ticket bins and show where to purchase if haven’t done so already
    o Show families where to start receiving their food
    o Walk around the cafeteria while people are eating and replenish water.
    § Other drinks will be available for purchase
    o Near end of event call the raffle winners to collect their bins
    q End of Event
    o Clean up
    § Sanitize tables and chairs
    § Put away in correct areas
    § Sweep and mop areas
    o Lock up
    q Week After Event
    o Write personal thank you letters for attending and supporting the program
    o Send thank you letters to all attendees

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