Committee Info

Kick-Off Agenda

January 24, 2009

Establish Committee Teams/Team Leads and Responsibilities

Chair

- Oversees Team Leaders

- Sets up Committee meetings

- Responsible for timeline and deadlines

Promotion Team

- Classmate search (all committee members)

- Website/MySpace/Facebook

- Mailings

- Save the Date cards/emails

- Ticket sales (can be done through website – may need a cut off date)

- Invitations to guests and non-paying faculty members

- Attendance List (RSVPs can be tracked through website)

- Photo and Bio collections (website)

- In Memoriam (through website)

- Coordinate with school

- Coordinate with other teams

Event Team

- Venue

- Menu

- Entertainment

- On-Site Logistics

- Photographer/Videographer

- Nametags

- Festivities (awards)

- Decorations/Displays/Centerpieces

- Giveaways/Door Prizes

- Slideshow and DVD

- Program Booklet (include special thank you’s for donations/assistance)

- Memory Books or Momentos/School T-Shirts? (sell ad space?)

- Coordinate with Promotion Team

Family Picnic Team

- Venue

- Activities

- Nametags

- Coordinate with Promotion Team

Treasurer

- Oversees budget

- Reviews budget with committee members and reports on spending

- Sets up bank account and bill pay for ticket sales (linked to website)

Get input from Mr. Knoeppel (Jason Hess will visit Mr. K prior to committee meeting and report to group)

Set a date (discuss doing a poll for dates?)

Venue ideas (task Event Team to narrow location options to 3 choices and present them to the group for vote at the next committee meeting)

Discuss preliminary budget and ticket pricing

Discuss ticket sales

Billpay option through website
Cut off date (depending on venue)
Early Bird incentives

Leverage partnering opportunities for possible donations (locations, AV, catering, prizes, supplies)

Timeline (to be finalized by Chair)

Decide on meeting frequencies and schedule meetings

Action items for next meeting