Project Graduation Committee Officers
Chairperson
- Coordinate and oversee activities of all sub-committees
- Arrange for and conduct regular steering committee meetings
- Act as a liaison with Parents Actively Reaching The Youth
- Act as a liaison with the school
Vice-chairperson
- Act on the chairperson’s behalf when the chairperson is unable to
- Assist the chairperson
Secretary
- Prepare minutes of all steering committee meetings
- Track attendance at all steering committee meetings
Treasurer
- Collect and deposit all monies (fundraising, donations, grants, registration)
- Prepare and provide financial reports at each steering committee meeting
- Issue payments for goods and services contracted for all committee activities
Project Graduation Sub-Committees
Volunteers
- Prepare and maintain a list of volunteers, including names, phone #s and e-mail addresses
- Prepare and send e-mail notices as appropriate
Facilities
- Site selection
- Coordinate food, rooms, etc. with Program Committee, Transportation, Registration & Security / Chaperones
- Obtain signed contract for facility
- Obtain certificate of insurance for facility
Donations & Grants
- Prepare and mail solicitation letters
- Prepare and submit grant requests
- Send thank you letters
- Coordinate printing of graduation program insert
- Seek donations of goods and money
Prizes
- Solicit and obtain suitable prizes for top sellers / winners of fundraising activities, top student volunteers and students attending event
- Coordinate with Donations & Grants
- Arrange for selection of winners (prize drawings)
- Arrange for distribution of prizes
Fundraising
- Coordinate all fundraising activities including scheduling, arranging for volunteers as needed and collecting funds
- Past/annual activities include car washes, Krispy Kreme sales, Prime Rib To Go Dinner Sales, Cook book sales, Open House bento sales, Lucky # Drawing, White Elephant Sales (Ma’ema’e Craft Fair), Bake Sale, Poinsettia Sale, pizza nights, Marukai BBQ chicken sales, Kennedy Theatre snack sales during intermissions, Star Market Steak Plate Sales, brownie sales, sweet bread sales
- Record volunteer hours
Publicity
- Prepare and distribute flyers for various fundraising events
- Prepare and post banners & posters
- Prepare and arrange for school bulletins / announcements
- Prepare and arrange for bulletins / flyer distribution at feeder schools
- Contact local media (radio, Olelo, newspapers) for free publicity for fundraising events
Program
- Arrange for a variety of activities for the event
- Arrange for entertainment, music / sound
- Obtain signed contracts for activities & entertainment
- Obtain certificates of insurance from vendors for activities
- Arrange for volunteers as needed to man games & activities
- Coordinate with Facilities, Transportation & Security / Chaperones
Tell-A-Grad
- Prepare and distribute information about Tell-A-Grad
- Collect Tell-A-Grad messages/items
- Arrange for parents / volunteers to distribute Tell-A-Grad messages / items into goodie bags
Registration
- Prepare and distribute information about Project Grad, the necessary forms and the registration procedure
- Arrange for parents / volunteers to accept registration forms and fees on designated dates
- Solicit camera & bottled water donations
- Arrange for pick up / delivery / storage of donations, as needed
- Purchase additional cameras & bottled water, as needed
- Order spam musubi & arrange for pick up on day of event
- Solicit wristband donation and arrange pick up
- Arrange for parents / volunteers to prepare cameras, wristbands and check-in stations for event
- Arrange for parents / volunteers to check students in prior to the graduation ceremonies
- Arrange for parents / volunteers to check students in after the graduation ceremonies
- Arrange for parents / volunteers to check the students in when they return from the event
- Arrange for parents / volunteers to sign the students out to their parents/guardians
Transportation
- Arrange for sufficient transportation for the students and chaperones to and from the event
- Coordinate with Registration and Security / Chaperones for the appropriate #s
- Arrange for and coordinate decoration of the vehicles, if appropriate
T-Shirts
- Develop design for t-shirts (coordinate with student council)
- Select 3 colors (graduates, chaperones & program volunteers) and arrange for screen printing
- Coordinate with Registration, Program & Security / Chaperones for appropriate #s
- Arrange for parents / volunteers to distribute shirts at last graduation rehearsal (Friday before graduation)
Goodie Bags
- Solicit give-away items for each student
- Obtain bags for give-away items
- As money is available, arrange for and purchase additional give-away items for goodie bags
- Print labels and identify each goodie bag with the graduate’s name
- Coordinate putting goodie bags together with Registration
- Arrange for volunteers for above and for distribution of goodie bags when the graduates return
Security / Chaperones
- Recruit parents and volunteers to provide security for the event (including uniformed off duty police officers)
- Recruit parents and volunteers to chaperone the students during the entire event / night
- Recruit a parent / volunteer with first aid knowledge to handle minor injuries and manage medications for student attendees
- Items needed: walkie-talkies, cell phones, first aid kit, tissues, feminine hygiene products
Water Sales
- Solicit bottled water donations
- Arrange for pick up / delivery of donated goods
- Arrange for storage of donated goods, as needed
- Arrange for use of facilities (ice, coolers, etc.)
- Arrange for parents / student volunteers to sell water prior to graduation ceremonies and clean up, as necessary
Breakfast
- Solicit breakfast type food (e.g., pineapple, yogurt, milk, juice, pastries, fruit)
- Arrange for pick up / delivery of donated goods
- Arrange for purchase of additional food as necessary
- Arrange for paper goods as needed
- Arrange for parents / volunteers to prepare, serve and clean up