This document outlines the expectations and responsibilities for members of the Grad Council for the 2010/11 school year. It explains that the council is made up of several committees that each plan different aspects of the graduating events and fundraising. The committees include Winter Grad, Grad Clothing, Grad Gift, Fundraising, and Grad Slide Show. Each committee is responsible for specific tasks related to their area. All members are expected to help with events across committees.

2. Come to meetings prepared to give a report from your committee and be ready to make the necessary delegations

3. Always meet the necessary deadlines

5. Grad Clothing

6. Grad Gift

7. Fundraising

8. Grad Slide Show (may be paired with one of the above committees)Descriptions of Committees:<br />Winter Grad and June seating plan: This committee will be responsible for organizing the Winter Grad event at the end of November. Once this is finished, this group will be responsible for organizing the seating for June Grad in collaboration with Ms. Knapp. This will include:<br />Decorations<br />Catering<br />Music (DJ)<br />Set-up/Clean-up<br />Ticket sales <br />Advertising<br />Date and Time<br />Chaperones and shifts<br />Photographer (?) etc.<br />*Important note: Grad council needs to make money off this event <br />Grad Clothing: This committee will be responsible for the organizing, selling, and distribution of grad clothing. This will include:<br />Deciding upon the fall/spring line of clothing. Will we have one or the other or both?<br />Contacting and remaining in contact with the sales rep.<br />Deciding products, colours and prices (and follow similar formats to previous years)<br />Making order forms and organizing sales<br />Advertising<br />Arranging distribution of clothing<br />*Important note: Distribution before Christmas is important, as parents and others use grad clothing as Christmas presents. Make sure you arrange order times accordingly. Also, this is one of the biggest ways that Grad Council makes money. Prices need to be set accordingly.<br />Grad Gift: This committee will be responsible for arranging a grad gift to the school, which is in agreeance with the whole council. You must work cohesively with the other committees in order to keep a running tally of money made and spent. Things you will be responsible for will include:<br />Keeping in contact with Mrs. Marshall about the Grad Council account<br />Organizing a list of potential gift options<br />Purchasing a gift for the school and arranging the presentation of it to the school at June grad<br />Working together with the fundraising committee<br />*Important note: It is important to remember that a gift to the school is extremely important as a grad class as it is your way of thanking the school for everything it has done for you for the past four years. You have some big shoes to fill after last year’s grad class <br />Fundraising: This committee will be responsible for organizing and running one major fundraising event. This will include:<br />Choosing an event that will bring in the most profit and will require a manageable amount of work (remember that you are running the show on your own)<br />Deciding a time and location for the event<br />Organizing ticket sales or other necessary details<br />Organizing and facilitating whatever needs to be sold, set up, cleaned up or done to ensure a successful event<br />Organizing chaperoning lists and schedules<br />*Important note: This event must be approved by Mr. Fraser and me. I am sorry to say that a fashion show is not permitted <br />Grad Slide Show: This committee will probably be connected with Winter Grad and will be responsible for organizing and making the grad slide show. You will be responsible for:<br />Staying in close communication with Ms. Knapp who is very knowledgeable about this process<br />Organizing the collecting of two baby photos from each of the grads<br />Organizing a way to electronically compile all of the photos into a fun and entertaining slide show to be viewed at June Grad<br />*Important note: It is imperative to not leave this to the last minute, as this is time consuming and difficult to compile.<br />EVERYONE: No matter what committee you end up on, this is not where you will spend all of your time. It is your responsibility as a member of the council to be involved in helping out with each event. Your committee is merely responsible for organizing, delegating, and executing the tasks that are necessary in ensuring a successful event. You will be helping with every committee, but will be responsible for organizing your own. Each committee will give a report at each meeting.<br />Everyone will choose his/her top 3 committees and will give the choices to me. You will be placed in a committee and I will do my best to make sure you get one of your top choices. Some committees will need more people than others, and we may need to fill some gaps when necessary.<br />***Email Ms. Blackey choices no later than MONDAY!! Committees will be organized according to first response.<br />Contact Information:<br />Lia Blackey: lblackey@sd63.bc.ca <br />