|Timestamp||Your Name||Email Address||Committee/Event Name||Date of Event||Committee Members||Advance Planning Required and Products/Materials/Vendors Used:||Rooms/Equipment/Services Needed:||Breakdown of Expenses:||Recommendations for Next Year:||Other:||Donated Items and Cost:|
|Kiki Rosatti Lick||Christmas Program||12/18/2012||Jay Oh, Kiki Roastti Lick||Get student numbers for each class and total number of teachers from Jeanne||small water bottles purchased from Target; rice krispie treats purchased from costco (no issues with food allergies with this treat); paper grocery bags 1 for each room. Day of event sort teats and water in paper bags per classroom; label each bag; store bags in UC teacher's lounge (kitchen area).||$174.49||Needs to be a committee of two persons.||Please refer to H&S Event file folders for info from other past years. Located in LC Teacher's Lounge.|
|Kiki Rosatti Lick||Christmas Program||12/20/2011||Jay Oh, Kiki Roastti Lick||Get student numbers for each class and total number of teachers from Jeanne||Small water bottles purchased from Target; rice krispie treats purchased from Costco; Paper grocery bags. Sorted treats and water in paper bags; label each bag according to classroom; store bags in UC teacher's lounge. Do the day of or day before the program.||$160||Please refer to H&S Event file folders for info from other past years. Located in LC Teacher's Lounge.|
|Annie Smithmeier||Christmas Program||12/9/2010||Annie Smithmeier, Tippy Madden||Get student numbers for each class and total number of teachers from Jeanne||small water bottles and rice krispie treats from costco. Store prepared/sorted bags in UC teacher's lounge.||$160.93||Please refer to H&S Event file folders for info from other past years. Located in LC Teacher's Lounge.|
|Tippy Madden||Christmas Program||12/19/2009||Tippy Madden, Melissa Scott||Get student numbers for each class and total number of teachers from Jeanne||purchase 8oz water bottles and rice krispie bars from Costco. Sort treats and water in paper bags and label for each classroom. Takes about an hour. Store bags in UC teacher's lounge. Jeanne arranges for Student Council to distribute.||$152.14|
|Megan Hendrickson||8th Grade Graduation Reception||5/30/2013||Megan Hendrickson, Michelle Schelp||Obtain estimated RSVPs 3 weeks in advance from Jeanne (150). Get final RSVP count the week of (200). Ordered 150 cupcakes from Target 3 days prior (1/2 vanilla; 1/2 chocolate) all with purple and green sprinkles. Also picked up small brownies/bars from Kowalski's. Purchased 100 9oz cups from Target; and used 100 9oz cups leftover from the morning brunch (via Megan Hower) for a total of 200 cups.||Setup 2 long tables in auditorium. Have lemonade and water poured and ready to go as everyone will come in at once. Obtain linens from MaryBeth Stotts for the 2 long tables. Also used balloons and napkins leftover from AM celebration (via Megan Hower).||$40.94 for 6 packages bars from Kowalski's; $90 for 150 cupcakes from Target; $13.16 for 100 9oz cups||Coordinate/pair with the morning brunch/coffee people to use the same balloons, decor, leftover lemonade, cups, napkins, etc. The small bars from Koalski's went fast. People chose those first. Had 30 cupcakes leftover. Would do more bars next time and maybe some fruit in lieue of 30 less cupcakes. Do more chocolate cupcakes vs vanilla.|
|Chris Gage||8th Grade Graduation Reception||5/30/2012||Chris Gage, Abby Gese, Mylene Kocourek||Pick up RSVPs from Jeanne; there was about 160. Arranged via Jeanne to have 2 long tables setup.||Costco cookies, brownie bites, lemonade, napkins, cups, and 4 bouquets of balloons (5 balloons in each bouquet). Two tables.||$106.15 for treats, napkins, cups, lemonade; $37 for balloons||Plan on being at school from 6-9pm for preparation, event, and cleanup.|
|Melissa Scott||8th Grade Graduation Reception||6/7/2011||Melissa Scott, Bridget Orr, Bridget Peterson||Obtain RSVPs from Jeanne. Estimated need fro cake/lemonade for 250 people. Work with Jeanne to get tables setup in hallway outside auditorium. We setup 2 tables on each side with lemonade, water and cake.||5 Costco cakes (3 white and 2 chocolate). The chocolate went fast! 2 big jugs of dry lemonade mix from Costco. And forks, plates, napkins and balloons. After graduation ceremony in church, guests came downstairs and took cake/drink and went into auditorium for a video presentation.||$150 for all items at Costco.||Consider cupcakes! It took a while to cut/plate the cake so it was all ready to serve at once. The Kindergarten graduation reception the next day bought cupcakes and the cost was not much higher than the sheet cakes. Arrived at 6pm to make lemonade and cut cake for serving. Had 250 cups already poured with water or lemonade. Cleanup and finish by 9pm.|
|Tamara Foley||Kinder "Garden" Party||4/24/2013||Tamara Foley, Penny Joyce, Katy Koll||Connect with Megan Hower. Arrange for gift bags/donations from Linden Hills retailers i.e. Sebastian Joe's, Creative Kidstuff, Wild Rumpus. Buy bread loaves (3+); arrange childcare volunteers; assemble gift bags; copy/assemble parent newcomer's guide.||Lunchroom at LC. 6+ Round table linens (white and green). Rectangular table cloths from MaryBeth Stotts. 2 persons for childcare; 2 persons for hospitality; 1 greeter. Used centerpieces from church.||flowers for front of school; 3+ loaves of bread; lemons for water; coffee.||This is Megan Hower's event. She directs it.|
|Kechi Duffy||History Day||2/22/2013||Kechi Duffy, Melissa Scott, Catherine O'Neil, Ann Kelb, Teri Kelley, Brenda Roth||Solicit committee members/volunteers (3 setup; 3 serving; 3 cleanup); Order food; contact Mr. Nutter to introduce yourself and see if he has any special requests, confirm date, etc.||Ordered pasta for 100 people from Noodles & Co (same as last year) - 17 servings mac & cheese and 15 servings spaghetti. Paper products and plastic flatware donated form Noodles. 4 bags salad, 3 boxes croutons, 4 bottles ceaser dressing, 2 gallons 2% milk, 1 gallon skim milk were anonymously donated. Purchased 2 loaves french bread and cups. Also have desserts (cookies, brownie bites, etc) -- Asked 8th grade parents to volunteer to bring desserts (2 dozen each). Mr. Nutter wanted desserts for both lunch and mid afternoon snack. About 3 families responded to this request. Arrived at school at 10:45 to setup, prep salad, tables, etc. Filled pitchers of water and milk was the other drink option. Gave water bottles to judges who requested them. Finished by 2-2:30pm||Noodles and Co. $620.81. Salad fixings donated. Plates, utensils, napkins donated by Noodles. Desserts donated by 8th grade parents.||Had about 10-12 servings spaghetti leftover. Would suggest ordering more mac & cheese next year and fewer servings spaghetti. When ordring spaghetti, tell Noodles for put more sauce on it. Wasn't able to get milk from lunchroom because we missed order date. Let Jeanne know 2 weeks before event or the Monday morning before. Place any leftovers in teacher's lounge. But let 8th graders go up for seconds (didn't allow that this year).|
|Nancy Driessen||History Day||2/25/2012||Nancy Driessen, Carrie Sellner||Check in with Mr. Nutter to confirm date, volunteer needs, any dietary restrictions and any special requests. Asked parents to help with check-in table (2 people) and help serve/clean up (4). Obtained bids for pasta from 3 locations (Noodles, Broders and Fireside Pizza) - all were similar in cost. Ordered 60 servings of spaghetti with red sauce and 40 servings of Mac&cheese from Noodles. Between Costco and SuperTarget, purchased ceasar salad ingredients from Costco (9 heads romaine lettuce, 1 huge bag croutons, 1 large parmesan cheese and 2 bottles Ceasar dressing); 3 bags of 36 rolls; butter; paper products/plastic flatware; 2 packs of 24 water bottles (for judges). Ask 8th grade parents to bring desserts (2 dozen each). Mr Nutter requested desserts for both lunch and mid-afternoon snack. About 12 families responded to this request.||1 volunteer arrived at 10am; others at 11am to setup, prep salad, fill pitchers with water. Obtain milk from lunchroom for students. Give water bottles to judges who request them. Put rolls and butter on each table.||Arranged lunch for 100 people. Home & School budget was $400. Each 8th grader paid $5 for lunch, bringing total available budget to $600. Total expenses were $587.||Had abou 20 servings of spaghetti leftover. Ran out of lettuce. Had to monitor students around water bottles and desserts. Learned last minute about a student who required a gluten-free meal, and had to order pad thai for her from Noodles.||The History Day committee is i Please refer to H&S Event file folders for info from other past years. n charge of arranging and serving the lunch for 8th graders and judges on History Day. We also arrange for volunteers to staff a judge's check-in table and help with forms at the end of the day.|
|Kamala Udayamurthy||History Day||2/25/2010||Kamala Udayamurthy, Melissa Mosedale||Contact Mr. Nutter to confirm date, identify any dietary restrictions, etc. Arrange for volunteers. Mr. Nutter arranges for all of the judges. Arrange catering through MaryBeth Stotts. Arrange for desserts to be donated by 8th grade parents @ 2 dozen each. MaryBeth provided all disposable plates, forks, cups as part of her catering.||Arrived at 10:30 to setup. Need around 4 people to help. In addition, Mr. Nutter wanted one person to man the judge's checkin table. We provided bottled water for the judges, coffee, and milk from the lunchroom. Location was CTK Social Hall. Mr. Nutter setup all tables for judges. We set up one long table for food. Used coffee maker from CTK kitchen.||MaryBeth Stotts Catering $523.56. Budget was $400. 8th graders paid $5 per lunch, for an additional $280, for a total budget of $680.||Pick up any ordered food directly to avoid delivery fees.|
|Mary Van Note||Inventor's Fair||2/2/2012||Mary Van Note, Kathy Longo, Kim Bacic||In Early Jan, contact 6th grade teacher CeCe Cope to confirm event date and number of volunteers needed. Mid Jan, parcel out committee tasks for volunteers, food. Late Jan: Volunteers - need about 27 judges via volunteers lists, parents of 4th, 5th and 6th graders, etc. Place volunteer request in News Notes and STA and CTK bulletins. Dinner - plan on light dinner for about 27 judges, 2 H&S volunteers and Ms. Cope. Cold buffet is best since people will eat at different times. Ordered 3 subs from Milios; purchased cheese/cracker and veggie trays from Costco, cookies, hershey kisses for tables, bottled water and soda, plates, napkins, ice, cups.||CTK Social Hall. 2 volunteers needed. Setup buffet at 5 or 5:30 and help Ms. Cope. Ms. Cope will have the tables already set up the way she needs them. Judging from 6-9pm. Cleanup 8:45-9:15pm. Wipe tables, wrap extra food and bring to teacher's lounge, trash and recylcing, pack up any service items.||Budget was $80. Milios was around $100. Other food/serving items were donated by H&S committee members.||Consider ways to reduce cost of the dinner if budget stays at $80. Maybe ask for homemade items (desserts) or additional volunteer donations.|
|Melissa Scott||Inventor's Fair||2/10/2011||Melissa Scott||Contact CeCe Cope in Dec or early Jan to confirm date/time and # of judges needed. Contact H&S Volunteer Coordinator to get list of volunteers who indicated they were interested in judging. Email potential judges and have 4th and 5th grade room reps send email to classroom parents. Put request for volunteers in weekly News Notes and STA and CTK bulletins. Plan for buffet dinner to judges. Ordered 3 subs from Milios. Purchased cheese/cracker and veggie trays from Costco, cookies and hershy kisses for tables. Need plates, napkins, ice and cups. Purchases some bottles water and soda.||CTK Social Hall. Tables were ready. Arrived at 5:30 with the food to setup. Fill pitchers with water. Wipe tables and kitchen counters afterwards. Wrap and put any leftover food in teacher's fridge. Stayed until last judges are finished. Left at 9:15.||$100 for Milios subs. The rest was donated.||Getting judges takes a while, and then you need to remind them to come and get a commitment. I had judges cancel 2 days before the event so I had to find subs. I did this alone. Could use help at the event and recruiting judges.||Example email to judges are in file folder. Please refer to H&S Event file folders for info from other past years. Located in LC Teacher's Lounge.|
|Libby Sullivan||Inventor's Fair||2/4/2010||Libby Sullivan||Dec: contact CeCe Cope to confirm date and any changes to judging materials or other. Start process of finding judges. I targeted 4th and 5th grade parents via the Room Reps by email. Obtain list of parents who indicated an interest to help with the Inventor's Fair via the Volunteer Form from beginning of year. Jeanne should have this, or Home & School. Put "Call for Judges" notice in weekly News Notes. Ran an announcement in mid Jan in both parish bulletins. This is my second year doing this, and both years 31-33 judges were required. Ordered 5 Broders pizzas; need paper plates, napkins, candy. I donated grapes. Parents donated cookies, soda and more candy. Also, bottled water and cups to serve fruit infused water in pitchers for judges.||CTK Social Hall. Tables were ready to go. Wipe down all tables and clean up at end.||Budget was $100. Broder's was $100. The rest of the items were donated.||Send a thank you to the judges in the weekly News Notes newsletter. For judges who do not have a CCS student, I sent a handwritten thank you note. I found people reluctant to commit too early. Following up with people in Jan was helpful.|
|Sarah Traverse||Admissions Open House||11/9/2012||Sarah Travers, Theresa Wooldridge||Check in with Megan Hower to run through her needs. Order food trays and balloons 1 week prior. Setup is day of event. Jerry's for ballons; Kowalski's for food trays; bars/desserts - homemade and donated; paper plates, napkins, coffee cups, cream, coffee.||2 12' tables. 1 for sign in, 1 for food. Obtain linens from MaryBeth Stotts.||balloons, food trays (1 vegetable, 1 cheese, 1 cookie tray, and homemade bars) for approx. 30 people. Lemons for water pitchers.||I would order bottled water instead of having pitchers and plastic cups.|
|Frankie Lenzmeier||Kindergarten Celebration Reception||6/4/2013||Frankie Lenzmeier, Andrea Abbs, Teresa Nierste||Approximate number of guests based on total number of Kindergarteners. Delegate responsibilities between committee members. Order from YoYo Donuts. Need paper plates, napkins, recyclable forks, fruit and lemonate.||LC Cafeteria. Table linens from MaryBeth Stotts.||Paper products/cups/balloons donated by Lenzmeier Family @ $80; YoYo Donuts donated by Abbs Family @ $96.84; blueberries donated by Abbs Family @ $7.99; bananas donated by Abbs Family @ $16.68; H20 and lemonade @ $26.76; coffee donated by Starbucks in St. Louis Park (1 decaf and 1 5 gallon regular)||Woudn't get as many bananas. Maybe setup 2 tables and form 2 lines.|
|Sarah Reinbold||Teacher Appreciation||11/9/2012||Sarah Reinbold, Megan Prindiville, Michelle Schelp||Contact Jeanne (UC Secretary) to see how many staff are attending. Arrange rooms - UC uses the CTK Social Hall (arrange through Linda at CTK); LC in Teacher's Lounge (arrange with Lenore (LC Secretary). Determine menu; ask Jeanne or Sue Kerr what is preferred. Jeanne and Lenore will send out the menu and an announcement to staff with all the details (menu, location, time, etc) one week prior.||Obtain linens through MaryBeth Stotts, or you can use the UC linens - get gthem from Linda at CTK. Used chafing dishes from LC for hot items. Have coffee brewed (but not a lot of coffee drinkers among the staff). UC Social Hall kitchen was well equipped for event (dishes, glasses, serving bowls, ovens, flatware, etc.). Setup room the night before event; or if doing day of, suggest an hour before start time. No vendors needed as we split food/decorations and submitted expense forms to Julie Stoeger at the UC.||Total $164.48. Breakdown: Costco $47.48; Cub/Trader Joe's $35; Grocery $25; Grocery $56. Menu was: egg bake (2 vegetarian, 2 other), fresh fruit (berries, bananas, grapes), greek yogurt with granola, homemade caramel rolls with butter, oj, coffee, bottle water. Fresh flowers and apples for decoration. Total Staff: 35.||This was a parent appreciation breakfast. It was suggested to move this to be a lunch instead. Make sure you have enough people for cleanup. Save your receipts for reimbursement. Read the past events in the folder; this was very helpful. We were able to put together a small gift for the teachers (notebook, notepad); cost per teacher was $ .25. These were donated.|
|Heidi Near||Teacher Appreciation||11/5/2010||Heidi Near, Kiki Rosatti, Holly Aldridge, Mary Kate Engel||Plan a Teacher Appreciation Lunch. Contact principal to determine # of staff. Ask if breakfast pastries and coffee are needed for the morning. If using DAmico for lunch sandwiches/salad, order 2 weeks prior to event. Make arrangements with CTK for linens. Ask H&S reps to bring desserts.||Typically the lunch is held in the CTK Social Hall. This year we had it in the UC Staff Room. Used CTK kitchen silverware, linens and table decor.||$500 Budget. Total expenses were $375 due to donations. Pastries and coffee donated by Great Harvest for the morning. Ordered sandwich platters/salads from DAmico. DAmico provided plates, napkins. Purchased San Pellegrino canned lemon and orange beverages from Costco. Desserts were donated.||Make certain this committee knows this is a No School Day (Teacher In-Service Day). Make sure you have plenty of help the day of, for setup and cleanup.|
|Gabriela Lambert||Teacher Appreciation||10/28/2009||Gabriela Lambert, Libby Sullivan, Bridgette Peterson, Heidi Near||Plan a Teacher appreciation lunch. In years past this was a hot dinner brought in my parents. Obtain total number of teachers/staff from principal. Talk to DAmico abnout amounts for sandwich/salad platters if that's where you plan to order from. We did purchase sandwich/salads from DAmico. Purchased San Pellegrino and water from Costco. Ask parents to bring desserts. Purchase carnations from Costco for bud vases/decor.||CTK Social Hall. Used CTK linens for tables. Used bud vases and votives from closet in social hall for decor (have Linda at CTK unlock the door). Used paper plates, but real silverware from CTK kitchen. Play with room light dimmers so room isn't too bright.||$350||Add Diet Coke to the list of beverages. Didn't do a teacher favor/gift, but I know its been done in the past. Make sure committee people understand there is no school on day of event, because many aren't able to help because of that.|
|Mary Cleary||Parent Information Night - LC||9/18/2012||Mary Cleary, Michelle Schelp||Order cookies from the Cookie Cart one week prior. Purple and green paper cups and napkins. Iced tea, water and lemonade. Party City for 10 balloons for table decoration.||Large glass beverage dispenser filled with iced tea or lemonade. 1 table and 1 small cart next to table for beverages, cups and home and school sign, ballons, cookies and napkins.||Party City: balloons, cups, napkins @ $44.80. Cookie Cart: 12 dozen cookies @ $80. Total Expenses: $124.80||Purchase a med. bag of ice next year for beverage dispenser. COORDINATE ALL PLANS/PURCHASES WITH THE UC PARENT INFO NIGHT COMMITTEE.|
|Shanna Taylor||Parent Information Night - UC||9/20/2012||Shanna Taylor, Gretchen Baker||See LC Parent Info Night Committee Report. There was enough of everything to use the supplies for both campus events. Order cookies 1 week prior from Cookie Cart, together with UC Parent Info Night committee members for a total of 12 dozen cookies. Arrange for linens from MaryBeth Stotts. Arrange for 1 table to be setup ahead of time in hallway (via Jeanne at UC).||Beverage dispenser filled with ice water and sliced lemons; vase of flowers; cups, napkins and cookies leftover from the LC Parent Infor Night.||PUT 2 PEOPLE IN CHARGE OF BOTH NIGHTS NEXT YEAR BECAUSE IT'S ALL THE SAME SETUP AND SUPPLIES.|
|Michelle Schelp||Parent Information Night - LC||9/17/2013||Michelle Schelp, Laurie Junker||Order 12 dozen cookies from Cookie Cart one week before.||One table. Water pitchers with lemon, green/purple napkins and paper cups||Party City @ $25; Cookie Cart @ $56 (lower only); Lund's for lemons @ $4.||Had a lot of leftover cookies. Maybe order 10 dozen next year?|
|Laurie Junker||Parent Information Night - UC||9/19/2013||Michelle Schelp, Laurie Junker||Refer to Parent Information Night - LC event report.||Keep it at 2 people in charge of both the UC and LC Parent Info Nights.|
|3/10/2014 17:25:48||Tamara Foleyfirstname.lastname@example.org||Speaker Series||Therese Nierste|
|Arrange speaker in June for 2013/2014 School year. Confirm placed in school calendar. (Jeanne Phenow). Reserve rooms with church (Jeanne for UC and STA for Lower Campus). Approval from principal (Sue Kerr) prior to locking in speaker. Deposit to pay. |
Confirm technology need with Stan prior to event.
Create flayers. Place in news notes (Stan Blanda) and Carondelet Website (Megan Hower).
|Linens - Mary Beth Stotts|
Request Leftover Subway/Pizza fruit/veggie or dessert for snack.
LC Lunchroom or UC Social Hall.
LCD projector with audio hookup for powerpoint.
Food: lemons for pitchers of water.
(Less than $40).
|Do not plan event so early in fall. Parents have kids and sports and many activities making it tough to come. |
I recommend packaging the entire year's speaker series. People will feel obligated to come if they pay in advance for the event. 50 people attend the first speaker event. 7 attended the second.
Do not plan even so early in evening. First event was 6:30-8:30pm. The 7-9pm timeframe is best.Thursdays are best.
Be aware of other Carondelet events on Calendar. Do not plan on the THursday of a 3 day weekend or when multiple other activities are planned during week.
I had a suggested donation fee. Requested $5-$10 or more first time. Requested $15 -$20 second. I recommend the higher suggested donation for next year if doing so.
I recommend a separate registration table outside door to further prevent congestion.
|I asked speaker to donate any written books and had parents enter into raffle upon arriving. Allowed speakers to display a table of books for sale. Obtained a set of each speaker written book for the Carondelet Parent library.|
|3/11/2014 14:26:05||Penny Joyceemail@example.com||Catholic Schools Week||1/27/2014||Megan Hower, Penny Joyce|
Mary Beth catered teachers lunch with help from Shanna Taylor, Gretchen Baker and Sarah Reinbold
|Touch base with Megan Hower to plan what is scheduled for the week. |
Events: Faculty lunch/appreciation and Parish Staff lunches with 2nd grade students
|Faculty lunch was in LC/UC lounge. Mary Beth provided long white linens on all tables for serving and eating. flowers on table. A LC, music player with soft music playing in background plus lights dimmed very nice! |
Lunch for Parish Staff: One week prior an evite was sent out to CTK/STA per Megan Hower. Milio box lunches were ordered and delivered. Parish lunch for LC in cafeteria with 2nd graders. We had 8-10 kids sit with staff at round tables (teachers picked the kids to sit with staff) also 2 kids lead prayer at LC. I provided name tags for the kids. myself plus Stan was there to host. UC was in social hall (Megan Hower set it up and arranged for kids with parish) She and Sue hosted UC. tables cloths provided from church (3 round for LC) and 2 long white used for long table to serve food (used from teachers luncheon). Megan H. set up UC. Megan and myself made a banner that said thank you for both parish and had the kids sign there name. It would be nice to have one next year for the teachers too.
|Mary Beth catered lunch for all teachers; Italian food plus drinks (water, diet coke) and dessert|
Milio's box lunch for both CTK/STA parish staff plus pop, water, lacroix. Fruit was bought but not taken.
We did not do any extra treats for staff at end of week.
|check with Mary Beth about catering lunch again or may want to order take out. Teachers really appreciated lunch provided. |
Megan Hower suggested next year not to do Milio's for parish staff bc it has been done for many years; would be nice for change.
|We did not arrange for volunteers to cover recess or lunch duty this year bc of it is required that a teacher/staff be outside at all times for allergy (epi pen) reasons. That would mean that we could not cover the 2nd grade teachers.|
|3/18/2014 14:02:41||Gretchen Bakerfirstname.lastname@example.org||Bingo Night(s)||Shanna Taylor, Keely Daly, Gretchen Baker||Items Used|
9 popcorn packets
1/2 Rice Crispies
1 Fruit snacks
2 Chip boxes
1 1/2 cookie boxes
|Social hall, popcorn machine, bingo machine and cards, white paper, crayons, prizes, decorations||Supply Cost Quantity|
Popcorn $77.92 48 e,
Rice Crispies $10.99 54
Fruit snacks $10.99 40
Cookies $21.98 80
Chips $12.39 108
Water $11.08 140
Beer $- 80
Candy $- 50
Soda $12.00 24
Cards $- 178
Movie tickets $16.99
Joe Bucks $5.00
5 band bags $24.95
Total Expenses $273.26
Total Sales $749.00
Total Profit $475.74
|Plan to set up for 2 hours before event. Need 12 or so additional volunteers (set up, bingo caller, card sales, snack sales, childcare, clean up).|
|4/23/2014 14:56:02||Penny Joyceemail@example.com||Catholic Schools Week||1/28/2013||Megan Prindiville, Maria Guertin, Joanna Fanuele, Penny Joyce||1. Touch base with Megan Hower to plan what is happening on each day; faculty breakfast and appreciation; Parish staff lunches with students.|
2. Faculty breakfast: in teacher lounge; set up nice table cloth, runner, flowers and card to teachers to thank them. Served dunn Brothers coffee, orange juice, Diet Coke, pastries
3. Teacher appreciation: parent volunteers for recess and lunch room duty to cover teachers (can not do any more bc of kid allergies and using epi pen; need to have a teacher on duty at all times). teachers were given trail mix with a note in there mailbox at end of week
4. Parish Lunch: sent evite to STA and CTK staff to order Milios; table cloth at serving table, bowl of fruit, soda and thank you card. had decorations of flowers. Sue Kerr and Megan Hower hosted CTK in social hall; Megan Prindiville and Stan hosted STA in lunch room with 2nd graders. Arranged for 4 2nd grade students to sit with staff. Lenore had name tags for the kids.
|Teachers lounge for staff breakfast |
LC cafeteria for STA lunch with 2nd graders
Social Hall for CTK
|$139 coffee for breakfast and trail mix for teachers gift|
$69 pastries and fruit from Costco for teacher breakfast
$173 box lunches from Milios for Parish Lunches
$150 flowers and table runner
|4/23/2014 15:01:43||Penny Joycefirstname.lastname@example.org||Catholic Schools Week||1/29/2012||Megan Prindiville, Maria Guertin, Joanna Fanuele||Coordinate events with Megan Hower|
Plan staff breakfast during staff meeting
Plan Parish lunch on subway day/ Megan Hower will help coordinate
Buy Teacher appreciation gifts
|UC kitchen and gathering hall|
Borrow table closet from STA (edina cleaners with launder)
Vases borrowed from STA
flowers donated by Joanna Fanuele
Staff breakfast 4 egg bakes, fruit bowl, rolls, OJ, coffee
Target monster trail mix for staff
Milios box lunch for parish staff, took orders and had them deliver
|$150 for trail mix ($2.99 each X 50 people)|
$57 cost of food for breakfast
box lunch expensed by Megan Hower?
|Teachers were appreciated of nice breakfast; staff preferred standard trail mix as opposed to flavored|
|4/23/2014 15:21:27||Penny Joyceemail@example.com||Admissions Open House||11/28/2013||Penny Joyce and Mylene Kocourek||Coordinate with Megan Hower; she will have appox people attending (30-40)|
Need linens from Mary Beth Stotts
Set up day of with help of Megan Hower
Order veggie and cheese platter from Whole Foods (Megan H. prefers)
Order green and purple balloons (approx 10) from Jerry's
Ask parents to donate bars and cookies
get napkins, plates, cups; set up coffee machine ahead of time
lemons for pitcher of water
Megan Hower got the flowers
|-Set up 2 long tables in gathering space in front of church for drinks and food with white linens on. |
-set up 2 tables on side of church from hallway from school with linens this table is for sign in (balloons placed on side, CCS banner placed on wall behind, flowers positioned on table)
-small table in school hallway on 1st floor with linen for uniform display (balloons placed beside)
-2 long serving tables in LC cafeteria with linens. Once presentation started in church have the volunteers move the food and drinks downstairs.
-have several volunteers at the food table
|Megan Hower has expense of flowers|
Expense of cheese and veggie tray from whole foods
Expense of napkins, cups for water (used clear plastic)
donated bars and cookies (had scotcheroos, pumpkin bars)
coffee was not made due to coffee pot was not turned on ahead of time
|I would order coffee from Dunn Bros. or maybe offer Lacroix drinks too|
The homemade bars or cookies are great; just cut small for tasting
|9/23/2014 7:07:17||Penny Joycefirstname.lastname@example.org||Parent Info Night||9/16/2014||Penny Joyce and Deanna Jackson||Called Lenore and Jeanne to arrange that a table is set up in hallway outside school office. Mary Beth Stotts provided the white table linens (call in advance to have her drop off at school). Ordered cookies from Cookie Cart. You need a week notice for 6 dozen or more and 48 hours notice for less. I ordered the 2 campuses separately and had them delivered the day of event. 6 dozens cookies were ordered for LC. 10-12 dozen cookies for the UC. My order was messed up by Cookie Cart so I did check with Lenore and Jeanne at the end of the day that the cookies were delivered. (cookie cart was very accommodating and sent extra cookies before event). We set up 4 pitchers of water with lemons. provided cups and napkins. bought a bouquet of flowers for table.||tables, linens, water pitchers, trays||Cookies from Cookie Cart: $70 for LC and $110 for UC. Litin Paper for paper cups and green and purple napkins @ $17.25. Bag of lemons at Trader Joe's @ $1.99.||I would recommend ordering mini cookies (dozen for $5) along with regular size cookies (dozen for $10). I also ordered pumpkin cookies and would recommend ordering more; they were a big hit.|
|10/6/2014 14:18:57||frankie email@example.com||Kindergarten graduation celebration||6/3/2014||Mylene kocourek|
|Sent emails to Kinder teachers for estimation on how many adults/children would be in attendence.|
175 total adults/ children (54 kinders) (121 adults)
Asked Starbucks to donate coffee ~ they did 1 decaf craft and 1 large tub reg coffee
|With Carondelet engineers made sure that the cafeteria would be set with 4 long tables. Filled out forms with LaNore ensuring tables would be set up in time.Amy will take care of ordering YoYo doughnuts and getting Juice.|
Frankie picked up coffee, plates, napkins, ask lower campus engineers to set up tables, linens from church got balloons ( teachers asked to use these for gym ceremony,quickly bring up to cafterteria so they can be used as decorations and kids don't start popping them in gym)
Amy ordered & picked up doughnuts at YOYO
Mylene picked up Apple Juice & Fruit from Cost Co
|Starbucks Coffee ~ Donated|
12 dozen donut holes $32.28
Fruit & Juice $122.46
Balloons / Plates/forks/napkins $50.22
|Order more donut holes |
keep the lines moving ( we had 2 tables set up with 2 lines ~ worked well) keep the line moving have a volunteer inform people that there are 2 lines)
|10/9/2014 15:25:48||Anna Hoffmanfirstname.lastname@example.org||Kindergarden Party||5/21/2014||Megan Hower|
|Megan does most of the planning|
Items to put in them-
Carondelet tie dye tshirts from past years, Creative Kids Stuff coupons, Carondelet mugs, etc.
We did lemon water, coffee boxes, and 6 loaves of various breads from Great Harvest
Megan grabbed centerpieces and tablecloths for the parents tables
Bread and coffee-$60
|10/9/2014 15:38:13||Nicole Weleczkiemail@example.com||Kinder "Garden" Party||5/21/2014||Nicole Weleczki |
|We made tote bags for incoming kindergarteners to take home. This included buying the colored paper bags from Michael's and filling them with Carondelet tie dye t-shirts, a coupon from Creative Kids Stuff and a coupon from Dunn Bros for a free drink. We went to stores in Linen Hills to see if they wanted to donate coupons. Megan also made paper inserts for plastic drink cups with the dates listed for the kindergarten play dates in the park and these went in the bags as well. |
We ordered regular and decaf coffee from Starbucks as well as sweet breads from the Breadsmith. Starbucks provided the creamers, cups, napkins, and sugar. We also had a big pitcher of ice water with lemons in it.
|The event was held in the lunchroom of the lower campus. Megan decorated the tables using Carondelet table cloths and flowers from a previous service at the church.||Coffee was $50 |
Breads were $30
Bags were $25
Coupons were donated
Carondelet shirts were donated
Cups were $1 each and there were about 60 total
Water pitcher was borrowed from a parent volunteer
|More regular coffee, less decaf|
|10/31/2014 7:07:57||Megan Hendricksonfirstname.lastname@example.org||8th Grade Graduation||6/2/2014||Laurie Junker & myself||Order cupcakes, cake, or cookie bars. I have used Costco, Target or Cub Foods.||The Kitchen in the Gathering Hall at Christ the King. The coffee machine, water pitchers, serving trays||Lemonade-$10|
Cupcakes, cookies, and bars- $80
Plates, Napkins & Cups-30
I donated all of my expenses for this event ~$120 or $150 total for the party.
|As a rule of thumb an estimated four guests come for one graduate. If there the class has 40 kids, you can expect around 160 in attendance. This years class is larger, so you may want to budget a little more funds for 2015.||It is helpful to have the majority of the food and two beverage stations set up before the graduates come down. The event goes quickly, everyone comes at once, so you don't really have time to replenish between the kitchen and the Gathering Space.|
I would also recommend two separate drink stations at opposite ends of the table to help things move along.
I would recommend that you have spare Lemonade and Water Pitchers ready to go on cart behind the table.
|11/3/2014 9:42:35||Michelle Schelpemail@example.com||Donuts/Muffins||Amy Wozniak||Order 15 dozen donuts/donut hole/muffins combo from Yo Yo Donuts|
Purchase 1 lb regular coffee beans
Yo Yo will send email invoice which is forwarded directly to Julie Stoeger
Hand in receipt for coffee cream + coffee beans
|Check with church and reserve cafeteria for dates (typically all Fridays at Lower campus)|
Email Stan letting him know that you will need OJ and Milk that date. After event send him an email of exactly how many orange juice and milk you used during the event. Make a flyer and send in the BGE through Lenore/Jeanne at least 1 week prior. Also email Stan to add to news notes.
|It's nice to have 3-4 people to help with the event. Contact 2 Dad volunteers to help at a "moms" event and 2 Mom volunteers to help at a Dads event. All donuts get cut into 3 or 4 pieces prior to the event and put on trays. We've used the glass mugs for coffee and glass plates. Thinking about trying just napkins rather than plates to cut down on dishes/clean up after the event.|
|12/28/2014 20:22:08||Erika Rileyfirstname.lastname@example.org||School Supplies||Erika Riley, Nikola Kratky, Cindy Petrusek||Obtain school supply lists from Jeanne (start checking end of February) and send to Innisbrook rep (Shelia Runquist). Review Innisbrook order forms for accuracy and pricing. Advertise to parents through News Notes and posters and flyers provided by Innisbrook. All orders are submitted online so there are no order sheets or checks to collect. Upper Campus and Lower Campus have two different school numbers to allow for separate deliveries to each campus. Orders typically arrive the week before school starts (settle on delivery date with Jeanne and Lenore). Shelia is on site to facilitate. Check orders and organize alphabetically by grade in the lunchrooms for parents to pick up at Back to School night.||Upper and Lower Campus lunchrooms for sorting and organizing kits.||None||For school years 2010-11 and 2011-12 we used another vendor (School Supplies America) but switched to Innsibrook as of 2012-13. Shelia has done a terrific job troubleshooting and facilitating our order and is a great resource for any issues or questions. I strongly recommend continuing with Innsibrook.||Coordinate with Megan Hower to include flyers in goody bags at the Kindergarten Roundup for incoming minders next year. Kindergarten-specific flyers provided by Innisbrook. Shelia Runquist's email: email@example.com.||None|
|12/28/2014 20:39:09||Erika Rileyfirstname.lastname@example.org||Admissions Open House||11/6/2014||Erika Riley, Hannah Kuhn, Nicole Weleczki||H&S provides hospitality at Admissions Open House event. We provide: 2 bunches of flowers to decorate tables, 3 bunches of 3 balloons each (mix of purple and green) for the floor, bag of ice and lemons to slice for pitchers of water, coffee (use H&S coffee to brew a pot in lc kitchen or teachers lounge), napkins and paper plates, clear plastic cups, 2 tables are set up in the church vestibule, linens come from Mary Beth Stotts. Food provided: veggie tray with dip, home baked cookies and bars provided by volunteer H&S members (solicit with an email or with a sign up sheet at prior H&S meeting), cheese & cracker tray from Whole Foods and Cookie tray from Whole Foods||Set up in the afternoon in advance and arrive 15-20 mins early in the evening to finalize|
|2/3/2015 23:25:56||Abby Williams Gese||Abby@awglawoffice.com||8th grade History Day||2/28/2014||Abby Williams Gese|
JJ Bitter (half-time)
Maureen Monchamp (half-time)
***past years had more volunteers, but we had last minute cancellations because school was cancelled due to snow day. Three people were just fine.
|H&S is in charge of serving lunch to the 8th grade History Day students and judges.|
Talk to 8th grade History teacher about number of people, volunteer needs and food requests (plus any allergies). Past years have had order form go to judges to choose their lunches. That was discontinued a couple years ago because ridiculously inefficient.
2014 Josh Nutter had me plan on about 90 people. He requested pasta from Noodles or Broders. No soda. Water bottles for all (not just judges as in past years).
I talked to Julie Stoeger about the budget: $ 600. The students' are billed as a History Day expense.
A couple days before I called the catering person at Broders. She walked me through the amount of pasta I needed for that size crew. I settled on classic lasagna and mac&cheese (some with roasted tomatoes and breadcrumbs). I think it was 5 lasagna (12 servings each at $ 60 apiece) and 4 mac and cheese (10 servings each at $ 64 a piece.
A day or two before I picked up salad ingredients, rolls, cookies, clementines and water at Costco:
2 5# tubs of baby greens,
colored bell peppers
2 bottles of dressing
200 bottles of water
100+ dinner rolls
2 big bags of clementines
I sliced the salad toppings the night before so day of prep would be minimal.
I arrived at 11 for set up. Judges arrived around 12. Josh wanted to eat at 12:30. Broders was supposed to deliver at 12:15 or so, but came early.
|Used the social hall and kitchen at the UC.|
Had one long lunchroom table rolled in for the buffet line
Used another round table for coffee mugs and coffee pots.
Set up the table with all the food. Didn't dress the salad because of the sog factor. Just put out the bottles of dressing on buffet.
Put rolls and butter (baskets from kitchen) and salt and pepper shakers (from kitchen) on the individual tables.
Grabbed some milks from the UC lunchroom to put out as drinks with the water. At most, 5 kids drank milk. Probably could skip. I had the clementines out with lunch. But held the cookies back until the scheduled break around 2.
I turned the kitchen oven on--that's an experience--and kept the extra pasta warm, putting out just enough on the buffet table at a time.
Then, when the kids and judges leave for the judging, we cleaned up after lunch. Put out more water, clementines, and then the cookies. Figured out how to brew some industrial pots of coffee.
Then, after their snack break, cleaned up again. Other volunteers were able to leave around 2:30. I stayed until 3:00 or so, cleaning up.
|Broders pasta plus delivery came in around $ 550 . I paid. Was quickly reimbursed by Julie in business office. (She might have the exact figure)|
Remaining items were less than $ 200. I had some of the items at home, the rest I just donated.
|*** Make sure H&S organizer isn't in charge of finding judges. |
*** Figure out allergies. Make sure no one is gluten-free. Thankfully we didn't have any kids like that. And Josh said not to worry about the judges. (But with possible gluten-free adults in mind, I made sure the salad was pretty complete--and gluten-free-, not just a lame bagged caesar.)
*** Check social hall kitchen ahead of time. There were so many napkins, plates, plastic silverware, butter pats, etc; can't imagine future years would need to buy this. Also, Broders had offered to donate some. They also donated pretty hefty plastic serving spoons and forks.
***I am a total avoider of plastic but definitely do bottled water. Can't have too much. If any is left over, throw in teachers' lounge. Past years would staff a volunteer to keep the kids from drinking the bottled water. Why? It's not worth the headache. Instead I just kept telling them to recycle their bottles.
*** The kids INHALED the cookies. I imagined that 100 would be enough, but I don't think the judges fought through the crowd to get them. If I had known I would have put some on a tray and actually walked around to the judges and offered them cookies. Plus, I would have just picked up more at Costco.
***After the cookies were gone, the kids turned their attention to the clementines. So eventually they most were eaten. Rest went to teacher's lounge
***There was so, so, so much pasta left over. Way too much. Granted it was a snow day so a lot of the judges who had school aged kids either cancelled entirely or just ran in for the judging but didn't have time to eat. Past events would just put extra in the teachers' lounge, but being a snow day that wasn't available. Packed everything up in smaller, freezable foil containers for Josh and his wife who's expecting twins (!).
*** If I were to order again, I would only get 7 of the trays of pasta, instead of 9. I'm guessing even with a full panel of judges, there would still be left overs, but not as gluttonous. Also, I would order mac & cheese and then bolognese pasta sauce on penne. The lasagna, while really good, looked a little daunting to the 8th graders. Many were so busy socializing that they didn't really focus on eating. Penne would be more conducive to that type of nibbling. Josh and longtime judges said they preferred Broders to past years Noodles.
(Supposedly we had 90 servings of pasta, but it could have fed 150 at the judging event. I think that the wonderful catering woman at Broders thinks about portion sizes for a catered dinner and not for flirting 8th graders and adults who don't usually sit down for a big meal in the middle of the day.)
|Check with 8th grade teacher about any volunteering duty above the meal planning prep/ serving/ clean-up. Josh had another volunteer--Maureen Kennedy---checking in all the judges and giving them score sheets/ rubric folders. According to H&S lore H&S used to provide the check in help as well. That would require at least one volunteer. But as most volunteers are mere mortals (aka Not Maureen) would probably require 2 for check-in.||Everything other than pasta was donated.|
Clementines, salad, cookies, rolls, paper products: approx $ 200
|2/4/2015 15:29:01||Penny Joyceemail@example.com||Catholic Schools Week||1/24/2015||Penny Joyce, Megan Hower, Frankie Lenzmeier, Shanna Taylor, Mary Beth Stotts||White lines donated by Mary Beth Stotts|
Shanna Taylor supplied the flowers and music
Chipotle was ordered for teachers lunch; chipotle order form given to teachers/staff 2 days prior to ordering so staff ordered individual orders. needed to be picked up and then delivered to both campuses.
Breakfast buffet for STA staff was arranged by Megan Hower
Great Harvest lunch for CTK staff was arranged by Megan Hower
|Teachers lounge both campuses were set up for teacher luncheon. White linens on all tables. Chipotle ordered and set up along with chips, salsa, guacamole. Drinks included diet coke and LaCroix. Desserts also provided (cream puffs and brownies). |
Breakfast buffet set up in STA gathering space 930-1030 included pastries, fruit, yogurt, coffee, juice
Megan also picked up individual gifts for the staff of chocolates.
Megan picked up great harvest lunch for CTK and gave individual gifts to staff and Father Dale
|Chipotle, chips, salsa, gaucamole, cream puff dessert, drinks total $378|
Megan Hower has expenses for the parish breakfast and CTK???
|Teachers/staff loved Chipotle! It was easy and required less volunteers. There were 2-3 of us to help set up after drop off (linens, flowers, music, drinks) and then 2 off us at lunch time to set up food. the staff also really enjoyed the white linens on all the tables and the added music. I would continue with the exact same set up. |
The breakfast buffet was great and it gave the staff time to sit and socialize. The time worked great too, it was on Thursday morning after Choir so Mary and Dottie could join.
|White linens donated by Mary Beth|
Flowers and music donated by Shanna Taylor
brownies donated by Penny Joyce
|2/23/2015 14:06:12||Deanna Jacksonfirstname.lastname@example.org||8th Grade History Fair||2/19/2015||Deanna Jackson|
|Work with 8th grade teacher Kathryn Hardy (and Jeanne at UC) to identify her plans for the event. Past years have been a lunch provided by H&S for the history fair judges. This year, judging moved to an evening 6:30-8pm timeframe. H&S offered to provide snacks/sweets/water for the judges. H&S members just purchased and set up. Kathryn Hardy took leftovers to UC teacher's lounge at end of evening. No H&S staff needed during/after event.||Room #11 at Upper Campus (Kathryn Hardy's classroom). A group of desks served as a table for the snacks. Borrowed bowls/platters from the UC teacher's lounge to display snacks/sweets.||$36 for bottled water, individual bags of pretzels and popcorn, two boxes cookies||Much of the communication was done through Jeannie at UC. This worked well, as we ended up not needing to bother the 8th grade teacher with questions.||$8.05 for plastic tablecover, napkins|
|3/8/2015 10:04:32||Kiki Rosattiemail@example.com||Christmas Concert||12/18/2014||Kiki Rosatti Lick|
Megan Hendrickson was signed up but did not participate
|1. Start saving paper grocery bags in advance of the assembly date that's at least 23 rooms - so 46 bags. You will need to a double bag for each room.|
2. Make a copy of the "student count" list posted on the wall across from the printer - this year there are 449 students. We need to include teachers too - so add this to the student count for each room. This year it was 23 additional.
3. Check with Jeanne to make certain this list is the most current list and that she will have the 8th grade students deliver the assembled bags the afternoon of the concert.
4. Purchase the treats*** and water
****the "allergy safe treat" standby is Rice Krispie bars - no tree nuts, peanut butter, etc.
5. Rice Krispie bars - Costco is the best buy
6. Water - purchase the small water bottles because larger ones go to waste and the teachers can have the students refill the small ones at the water fountain - Target or Costco.
7 Morning of the concert - assemble a bag for each class. You will need a double paper grocery bag for each class; a magic marker to write on each bag; a current directory so you can write the teacher's name and classroom number on each bag...along with the number of treats/water bottles up in the corner.
8. Assembly: place on Rice Krispie treat and one water for each child per classroom - don't forget to include the teacher.
*use marker to mark each bag with teacher's name and room# and # of treats/water in the corner
9. Let Jeannie know when the assembly is done.
|Teacher's lounge: Need to assemble all bags - the teacher's lounge table is a perfect place. If it's not available, we have assembled on the "kitchen" side of the teacher's lounge. We then place the assembled bags including teacher's name and room number on the floor. Jeannie then has the 8th graders deliver the bags to the appropriate rooms that afternoon.||Rice Krispie bars - approx 475|
Water bottles - approx 475
|* Be certain to save enough paper grocery bags to double the bags for each room. This is approximately 46 grocery bags. Marjorie purchased the extra bags this year and this is an unnecessary cost.|
* Be prepared to unload all the water and treats from your car to the teacher's lounge. If you do this at drop off time - you can grab some students to help you. Just park your car outside the side door - put your emergency flashers on - and unload. Then go and park your car.
* Kiki has an employee discount at Target - so that's where she purchased the water. But you can get them at Cosco too.
* Water is tricky - if purchasing at Target - sometimes you need to go to several Targets as they might not have enough inventory in one store - again you're purchasing approx 475 bottles of water
* It's efficient to have two people assemble - one can do it - but two makes the task go much quicker.
|Kiki's always available for questions if she's not on the committee next year! 612.805.1258||Large paper grocery bags - approx 46 as you need to double bag for each room. This year Marjorie went out and purchased extra bags - this is an unnecessary cost.|
|5/5/2015 21:03:39||Anna Hoffmanfirstname.lastname@example.org||Kindergarden party||4/24/2015||Megan Hower|
|Prepare gift bags|
Megan organizes Carondelet shirts and water bottles for bags as well as linens and centerpieces
|Set up in LC cafeteria-|
Linens and centerpieces for tables
Main table-water,coffee, sweet breads, and school info
|Scale back on the amount of coffee ordered||Used to get Creative Kids Stuff fun money but they have not be willing to donate |
Dunn Brothers sometimes donates coffee coupons for gift bags
|5/11/2015 12:16:17||sarah email@example.com||Pops & Lollies||1/10/2015||Chair: sarah reinbold|
Marketing: nikola kratky
Food: marybeth stotts
Home & School Members: frankie lenzmier, amy wozniak, nicole gilliand, katie knoll, anna hoffman, nicole weleczki, megan hendrickson, kris ott, kelly schneider, mary cleary, jamie turner, tracy lamuth, penny joyce, teresa nierste, andrea abbs, shanna taylor, melanie johnson, mary cleary, deanna jackson,
Non-Home & School (volunteers): dawn anderle, maria moscandrau, elizabeth thibodeau, laurie junker, anna gerken, gia-hue schendel, missy stricherz, rthann white, meg vansloun, bridget orr, kristin dennewill, sra michel, amanda achmann, corey loes, angie rossi, tamera foley, abby gese, mary kelly, maureen monchamp, anne koby, tracy spanier, jamie comier, francine kennedy, sheri koch, zdenek kratky (photographer)
|planning for Pops & Lollies starts literally the day after the event! it's a FUN and EXCITING event to plan.... highly unnecessary to start the planning of course, but FUN to get the ball rolling for the next year while the enthusiasm is fresh. realistically getting started on committee assignments should start right when school starts in the fall. no marketing materials should go out before the CCS Marathon Fundraiser, check with the administration before you send anything out.|
Products & Materials:
-DECORATIONS: made new each year... some previous decorations are available for use and stored at the LC.
-materials for the "CRAFT" station were primarily purchased at: Oriental Trading and Michaels (pending on craft. for 2015 Bauchmans was used for the succulent floral)
-FOOD & BEVERAGE: food was through MaryBeth Stotts catering company (food purchased at Restaurant Depot and made on site), beverage supplies (beer & wine) were purchased at France 44.
-MARKETING: Office Depot, graphics done by Nikola Kratky (save the date, posters, and invitations), BGE flyers done by Sarah (copied at LC-CCS), lollies perchased at Oriental Trading
-CORSAGES: all were handmade by Sarah (and kids!). supplies through: Oriental Trading, Michaels, and other.
-CHANCE BUCKETS: donations and purchased outright
-Pauls Rental (high top-tables)
-DJ Luke Brown
|Dillon Hall (LC-Lunch Room): crafts and photos|
LC Gymnasium-dance (DJ, Chance Buckets, Food, Seating, Bar/Beverage)
1st Floor of LC School-check-in, corsage, and coat check
LC Kitchen-food prep (whole week prior to event), dishes, etc...
**EVERYTHING MUST BE RUN THROUGH ST. THOMAS THE APOSTLE BEFORE MOVING FORWARD!!! Joan or Dottie are your contact people.
|FOOD & BEVERAGE: ~$2280.00 (raw food cost, keg beer, wine, cotton candy)|
DECORATIONS/EVENT (DJ & Rentals, Chance Bucket items): ~$2000.00
all-in-all TOTAL expenses were ~$5000 (on the high)
|this is a FABULOUS community event that just happens to make a lot of money for the H&S Association. there are many different ways to do this event pending on volunteer involvement and willingness of the the Chair. |
for the past 3 years we have chosen to do everything in-house however, outsourcing many of the areas is definitely an option considering the revenue generated.
|this event had a HUGE % turnout rate fro 2015|
-243 invitations were sent out (233 girls at both LC/UC; 10 external to past students)
-158 tickets were sold at $60/family
-158 dads/grandpas/uncles/others; 210 girls; TOTAL=368 guests (25 volunteers)
REVENUE centers (2015):
-CHANCE Buckets & cash bar: $3795.00
-Ticket sales: $9480.00
|$100-cash donation (put it towards the HD Fire tablet)|
2015 American Girl Doll-Darhiwal family
YogaFIt Bucket-Darhiwal family
|5/11/2015 14:31:47||Hannah Kuhn and Joan Kaminskifirstname.lastname@example.org||Mom&Son/Fun&Yum||5/2/2015||Gia-hue Schendel|
Marjorie Kennedy Betsinger
|*Secure Date through both parishes and Jeanne. Confirm with Sue Kerr and H&S Chairs|
*Secure Site - 2015 was Pinstripes in Edina
*Develop marketing - save the date, Invites, reminders, posters, news notes, labels, etc. (2015 - used Office Depot SLP to print)
*Set up electronic payment/ticket purchase through school website - coordinate with Julie Stoeger and Megan Hower
*Set up Carondelet Home Page article with Megan Hower
*Coordinate distribution of save the date and invites through both campuses
*Chance bucket/fundraiser planning
*Coordinate volunteers - photographers, table decorations, mad scientist, event workers: games, check-in
|*Pinstripes supplied most day-of services|
*Brought: themed posters, chance bucket signs, as well as UHU tack to hang posters, and easels.
Props for "selfie spot"
Candy and table decorations
All materials for chance buckets, chance bucket prizes, and door prizes
Name tags and Registration list
Table Decorations and candy- $120
Mad Scientist - $25
Marketing Materials (including Invites and posters) - $180
|Communications all electronic|
Price Tickets differently (per person, not per family -- or family base with pricing per additional child)
Keep it off site - feedback from attendees was great
Price the event right. One or no chance buckets.
Have more volunteers to monitor children at event.
|Really focus on this being a community builder as opposed to a fundraiser.|
Keep it fun! This is a really awesome event to run and we had a GREAT time!
|Save the date - $35|
Yoga Mom - $200
XBox - $385
Pinstripes Party - $210
Sports Pack (signed items) - Unknown
Door Prizes (left over from GoGo) - $250
|5/13/2015 11:29:59||Erika Rileyemail@example.com||Administrative Professional's Day||4/22/2015||Erika Riley, Jamie Turner, Melanie Johnson-Aylward||In honor or Administrative Professional's Day, Home & School recognized the following staff members with tokens of appreciation: Lenore Costello, Jeanne Phenow, Julie Stoeger, Parish Offices of STA and CTK||We used notecards with the Home & School logo to personally address cards to each recipient (available in LC teacher's lounge)||We purchased and delivered the following items for each:|
Lenore - Dunn Bros $25 coffee card thru scrip card program, Breadsmith muffin, a box of chocolates, tulips in a vase
Jeanne - Dunn Bros $25 coffee card thru scrip card program, Breadsmith muffin, a box of chocolates, tulips in a vase
Julie Stoeger - box of chocolates
STA Parish - potted flower and loaf of bread from Breadsmith
CTK Parish - potted flower and loaf of bread form Breadsmith
|We also sent an email blast to room reps asking students to make thank you cards and notes for Jeanne and Lenore so they received lots of tokens of appreciation from the kids that morning.||We divided costs but total for all was probably around $200|
|9/4/2015 9:49:51||Stephanie Cooganfirstname.lastname@example.org||SCRIP End of Year Teacher Gifts||6/1/2015||Stephanie Coogan, Carrie Jacobson, Tippy Madden||SCRIP gift cards totaling approximately $2,475 purchased as teacher gifts. Regular teachers received a $50 gift card of their choice and specialists received $25. Carrie coordinated all teacher requests and gift card orders starting about 3 weeks before the gift cards were received and distributed. |
Stephanie purchased materials to bundle the gift cards for teachers in advance and then worked with Tippy to package them with the gift cards for each teacher the Friday before they were distributed.
|SCRIP gift cards ordered about 3 weeks in advance.|
Paper and decorations for the Thank You cards that accompanied gift cards.
|$2,475 spent on SCRIP gift cards for gifts.||The process worked very well. We may want to even have teachers fill out requests and order gift cards earlier so volunteers have more time to package them for the teachers.||Stpehanie donated about $25 in items for Thank You cards.|
|9/7/2015 10:54:34||Dawn Anderleemail@example.com||Kindergarten Graduation Celebration||6/5/2015||Joan Kaminski|
|Ask Kindergarten teachers for numbers (215 Total - 53 Kinders, 162 Adults)|
Request LC engineers to set up to 2 long tables in cafeteria - forms are in office to make this request
Purchased fruit (Costco),
Ordered coffee (Starbuck's in St. Louis Park)
Ordered donut holes (YoYo Donuts - peanut free)
Purchased paper products (Dollar Tree),
Ordered balloons at Andon Balloons
|Request for 2 tables to be set up in cafeteria.|
Fruit was prepped day before celebration
When balloons are brought to the school - place them in the gym first for the graduation, then move them into the cafeteria for the celebration
|$32 - coffee 2 - 3/4 gallon regular and 2 - 3/4 gallon decaf (2 coffees were donated)|
$38 - fruit - 4 large containers of red/green grapes, 2 bags of nectarines, 1 bag of lemons for water
$69 - donuts - 24 dozen donuts holes
$32 - balloons - 2 bouquets ( 4 helium and 1 gold star in each bouquet)
$45 - paper products - plates, napkins, table covers, banner, cups
|Cut back on Decaf coffee to maybe 1 container|
Skip the nectarines
Grapes worked well - did a mix of red and green - cut into bunches. This makes it easier to pick up.
|Setting up two lines for the food...worked great.|
Sticking with finger food treats eliminated the need for forks.
|3 boxes of gluten free/allergy sensitive cookies (Hannah Kuhn)|
2 - 3/4 gallon containers of coffee $32 (Sonia Toomey)
Creamer for coffee
|9/8/2015 21:15:20||Hannah Kuhn||Hrkuhn@mac.com||8th grade graduation||6/2/2015|
|Buy and slice lemons|
Buy cookies and allergen free cookies.
Buy cups and napkins. Plan on 250 people.
Procure platters and drink dispensers from CTK kitchen
Learn to use CTK dishwasher
|CTK kitchen, elevator, serving carts, platters and drink dispensers. All found in CatK kitchen.|
Make sure to separate allergen free cookies and provide signage.
Napkins and cups- $10
Megan can supply exact numbers. Budget was $150.
|Same. Water worked better than lemonade. Almost ran out of cookies.|
|9/9/2015 5:27:29||Katie Lervickfirstname.lastname@example.org||School Supplies||Kelly Diehl||We use Innisbrook. We have a great contact through them. Very easy. We will start the process again in late April.||None-Use the gym at both the Lower and Upper Campus for delivery||None||I believe it ran very well. Easy to do and a nice service for parents.||For each school supply box ordered, I believe $2 was given to Home and School.|
|9/28/2015 20:37:22||Penny Joyceemail@example.com||Parent Info Night LC & UC||9/15/2015||Penny Joyce & Deanna Jackson||Call Jeanne & Lenore to have tables set up in hallway. This year there was a table set up in the UC social hall (for middle school parents) and also in the hallway outside Jeanne office. Email Mary Beth Stotts to arrange for white linens for tables. Need to pick them up at her house and return them to her house. ||Tables, white linens, flowers, cups for water, and napkins. Need to have 1-2 people help set up event at UC & LC and then take down. I took left over cookies from UC to the LC. It was a hot night so we had 5 pitchers of water but did fill them up during the night. ||Total $135.15 spent on cookies/dessert, lemons for water, napkins and cups. I bought mini cookies, regular size cookies and small dessert bars from Cub Food. In previous years, we ordered cookies from Cookie Cart (which was more expensive). This year, I picked up the desserts from Cub and saved money.||No cookies/desserts containing peanuts. I would continue with mini cookies but do not need as many. I would recommend 5 dozen for LC and 8-10 dozens for UC. Which includes mini cookies. ||Flowers were also used at the H&S meeting on the Monday prior.|
|11/19/2015 14:02:27||Hannah Kuhnfirstname.lastname@example.org||Admissions Open House||11/5/2015||hannah Kuhn|
|Set up - requires a table, use of the kitchen at Lower Campus for fridge, pitchers, trays.|
Home baked Treats - ask 3-6 H&S members to donate 1-2 dozen treats
Whole Foods - Artisinal cheese tray ($80)
Jerry's Foods - ice, lemons, napkins and balloons
Costco/Target - glasses and plates
Linens - ask Mary Beth Stotts
|LC kitchen. Also 2 tables.||Cheese - $80|
Paper goods - $20
Balloons - $30 (estimate)
Ice/Lemons - $10
Cookies - $0
|All went well!||Cookies/bars|
|3/8/2016 19:16:22||Briana Rhodes||Briana.email@example.com||Catholic Schools Week||2/4/2016||Nicole Nadar-Johnson|
|Amazon- chalk labels & cellophane bags|
Sam's Club- fruit, chocolates, breakfast pastries
Pinstripes- breakfast sandwiches
Dollar Store- plates, napkins, serving utensils
Boxed- lip balm
Sam's Club- $32.58
Dollar Store- $20.00
Dunn Brothers- $30.14
|Teachers request lunch option and to be notified to have time to plan accordingly. |
Perhaps giving a few teachers/day their lunch and find teacher "substitutes" for that time.
(5 teachers each day for the week)
|Provided activity for Lower Campus K-2. Movie, snack (rice krispie bars) and small bottles of water @ $132.||Sam's Club $10 gift card|
|3/9/2016 13:06:45||Mary Kate Engelfirstname.lastname@example.org||2015 Christmas Program||12/17/2015||Marjorie Kennedy, Mary Kate Engel||Collected 22+ paper grocery bags for 22 homerooms, purchased 471 small Target waters (449 students plus 22 teachers) and 465 Rice Crispy treats from Costco. We were given 6 allergy free snacks from Sue Kerr. Checked with Sue to get student count by homeroom and to find out which homerooms preferred allergy-free treats.|
The day before the concert, we labeled paper bags with homeroom number and number of students per homeroom. We filled each bag with waters and treats (enough for students and teachers) and stored them in the teachers' lounge. We checked with Kathryn Hardy to see if she could assign a few 8th graders to pass the bags out during the Christmas program. 8th grade students passed out the bags and all students and teachers received treats.
|Teachers' Lounge was used to store the bags.|
Help from Sue Kerr (student count and allergy-free snack count) and Kathryn Hardy (8th grade help on the night of the program) was needed.
|$72.10 Water (471 small waters), $123.98 Rice Crispy Treats (465 treats from Costco; 9 boxes @ $12.89 each with a few left-overs), 6 donated allergy-free snacks from Sue Kerr, no-cost paper bags picked up from stores during various shopping trips. Total expenses came to $196.08.||The plan worked well as-is -- I would not recommend any changes.||Donated items: 6 allergy-free snacks from Sue Kerr; Mary Kate Engel donated the waters @ $72.10|
|3/9/2016 14:54:50||Libby Sullivanemail@example.com||History Day||2/18/2016||Libby Sullivan & Kathryn Hardy||As this years 8th grade class is quite small, it was a very simple event. I picked up light snacks which included: fruit (I made into kabobs so it was easy to eat and move about while eating), cookies, other sweets, cheese and crackers. I purchased Pierre can waters, but chose to bring mason jars and a refillable water jug for judges to use. I had intended to walk around and refill with a pitcher of water, but the judges were spread out and they returned to the room between judging and just refilled themselves, so it was pretty easy.||Again, small group, we just set up refreshments and held judges preview meeting in Ms. Hardy's room. The judging was throughout the building based on if they needed AV. The boards were set up in the art room/ Mr Durban.|
I brought a table clothe and napkins, plus as mentioned above, the mason jars and water jug. I did grab some baskets and a pitcher from the CTK kitchen and used some ice.
|I purchased the bulk of the items at Costco. I donated the Pierre and used paper plates and napkins from home. We needed so few it seemed silly to buy an entire package.|
I sent Julie Stoeger an expense of $54.46
|It will be a bigger group. Ms. Hardy is really organized about setting it up. Contact her a month prior and get the number of judges needed. I sent an email to the 6th & 7th grade parents to recruit judges. I mentioned it is good to get a preview of the process before 8th grade year. Kathryn will recruit some from the staff. Ms. Kerr can add it to the News Notes if more judges are needed.||It is a fun event and such a great opportunity for the 8th graders to shine!!||I donated a few things, minimal as stated above.|
|5/6/2016 13:33:56||Deanna Jacksonfirstname.lastname@example.org||LC Mom's Coffee||4/21/2016||Deanna Jackson, Penny Joyce||Set date and reserved LC Cafeteria through STA|
Ordered "Joe to Go" coffee containers from Dunn Bros. 3 @ $15 each
Announce in News Notes 2 and 1 week before
Create flyer for LC BGE the week before
|Reserved LC Cafeteria through STA|
napkins/OJ cups (in H&S bin)
|"Joe to Go" coffee containers from Dunn Bros. 3 @ $15 each|
Flowers for table @ $5
Small (mini) pastries and OJ @ $25
|Huge success. About 30 people in attendance, most of which are not on H&S. Welcome all, communicate the event is sponsored by H&S, and encourage involvement and participation.|
Form a committee for this for the 2016-17 school year. Facilitate coffees 4-6x throughout the school year. Try the upper campus?
|5/6/2016 17:47:07||Anna Hoffmanemail@example.com||Kindergarden party||4/15/2016||Megan Hower|
|Goodie bags- Carondelet Tshirts, water bottles, bubbles, Lands End catalog|
Serve- lemon water and coffee
6 loaves of bread from Breadsmith-2 lemon, 2 pumpkin, 2 banana chocolate chip
Linens purple and white
Greeters needed-3 or 4 to greet guests at door and guide to classrooms
Outdoor check-in table with balloons ( used helium tank/balloons from Target)
|Presentation in cafeteria by Megan and Deanna|
Kinders visit Kindergarden rooms and ride the bus
|Breads- about $40|
|5/10/2016 15:04:05||Deanna Jacksonfirstname.lastname@example.org||Staff Hospitality for Parent Information Night||9/15/2015||Deanna Jackson|
|Let LC Staff and UC Staff know that H&S will provide dinner on the evenings of Parent Information Night. I composed an email, and forwarded it on to Jeanne and Lenore to communicate/send on to each campus respectively. |
Get #'s of staff from Jeanne/Lenore to plan food. Get time from Jeanne/Lenore to have food setup completed by.
UC Parent Info Night Sept 15
LC Parent Info Night Sept 17
|UC Teacher's Lounge|
LC Teacher's Lounge
|Bought all from Costco - salads, sandwiches, veggie tray, brownie tray, chips/popcorn, soda and sparkling water. Total $127.84 - Costs cover UC Staff Hospitality, and partial LC Staff Hospitality. Remaining costs to be provided by Megan Hendrickson.|
|6/4/2016 9:16:41||Megan Hendricksonemail@example.com||8th Grade Graduation Reception||6/1/2016||Myself as a chair, Asha Picon as a volunteer.||This event has evolved, as the evening keeps evolving. It is important to know how long the prayer service is expected to last. I would suggest that you show up an hour before the service is expected to end for set up.|
This year the service went from 7-7:45. Historically, it runs until a little after 8. The class was really small this year.
|One table, with a linen, and decorations located directly outside the church along the far back wall.. Please coordinate with the breakfast committee to share those resources.||$120.48|
$36.50 graduation plates, napkins, and plastic cups
$83.98 cookies, bars, lemonade
|Two people is plenty of coverage for this event. I recommend that you have bit size items that people can take and eat. I like to use one container for water and the other for lemonade. It helps move the line along if the beverages are pre poured and refreshed.|
|6/14/2016 13:39:33||Tina Jacksonfirstname.lastname@example.org||Administrative Professional's Day||4/27/2016||Michelle Schelp|
|We planned what we would do about a month before by consulting with last year's members and deciding to do something similar. We bought two small succulent perennial plants from Sunnyside Nursery for the school administrative assistants, Lenore and Jeanne. We also gave them $25 gift cards - Caribou for Jeanne and Sunnyside for Lenore as well as a muffin for each from Breadsmith and a bar of dark chocolate from Linden Hills Coop. For the church administrative assistants, Julie and Linda, we gave each a hanging plant from Sunnyside and loaf of bread from Breadsmith. We wrote cards for each thanking them for their services and signed from Home & School. We presented them with the gifts at their offices starting around 10:30 ending around 11:30.||We used Home and School thank you cards/envelopes.||Michelle: Two bread loaves (approx $16), two muffins (approximately $6), $25 Caribou card|
Tina: Two hanging plants = $50, two small potted plants = $12, Sunnyside gift card = $25, chocolate = $3 Total: $90
|I would like to donate my portion ($90) as I was not able to help with Home & School events as much as I'd have liked. Tina|
|6/14/2016 14:51:52||Mary Clearyemail@example.com||National Teacher Appreciation Day||5/3/2016||Mary Cleary & Michelle Schelp||We decided to serve a breakfast of yogurt, granola, pastries, juice, diet coke, mineral water, and coffee (UC only - not a lot of teachers drink coffee at the LC) the morning of National Teacher Day and then also served a lunch (Chipotle buffet for UC and made to order burritos for LC) on May 5, Cinco de Mayo. If serving lunch, order food a few days in advance. If you decide to serve a buffet lunch from Chipotle - we recommend not doing so on Cinco de Mayo - Chipotle was very busy even though we ordered it a few days in advance. Chipotle also gives a discount the week of Cinco de Mayo. Need to purchase breakfast items and flowers the night before. |
Contact Sue Kerr and request her to tell the teachers that lunch will be served to them on National Appreciation Day.
|We used the teacher lounges in the upper and lower campuses to serve the meals. We used our own tubs and used ice from the UC and LC to house the beverages all day for teachers. We made a little sunshine sign that we stuck in the vase with flowers thanking them for all they do.||The breakfast items cost $150|
The Chipotle lunch cost around $400
|We think just serving lunch for the teachers would be great. We just wanted to help them celebrate Cinco de Mayo with some Mexican food, but also wanted to acknowledge them on the actual day of Teacher Appreciation Day.|
|6/15/2016 13:39:43||Carrie Jacobson||Cjpeas3@yahoo.com||EOY Teacher Gifts from H&S via Scrip||Julie Vessel & Carrie Jacobson||Present all teachers, specialists and Jeanne/Lenore with an End of Year gift from H&S in the form of a SCRIP gift card of their choosing. |
Obtain Teacher/Specialist List from Julie Stoeger. Have her identify who is FT and PT.
Create and distribute flyer and scrip gift card selection sheet to teachers.
Budget of 3k.
For June of 2016:
All FT Teachers and FT Specialists (32) @ $75 = $2400
All PT Teachers and PT Specialists (4) @ $50 = $200
Lenore and Jeanne (2) @ $50 = $100
One long term sub for half of the year (equate to a PT Teacher) @ $50
Packaged up gift cards for each teacher along with a thank you note from H&S. Distributed in teachers' mailboxes the last week of school.
|None||Budget is $3k. 14.95 shipping cost each order||Envelopes, paper, printer ink, eoy teacher goodie bags approx $50 total|
|6/15/2016 16:23:56||Libby Sullivanfirstname.lastname@example.org||8th Grade Graduation Brunch||6/1/2016||JJ Bitter, Carolina Ornelas||We used InstaCart to order many items: soda, juice, waters, bakery and fruit. We needed some additional fruit, creamer, misc items from Lund's and the bagels and coffee we ordered from Brueggers.||Social Hall||InstCart: $164.96|
|It went great! Keep it simple for sure! We ran out of fruit - so more grapes as they are easy to eat and can fill in.|
|6/17/2016 19:12:28||Teresa Niersteemail@example.com||kindergarten celebration||6/3/2016||Frankie Lenzmeier, Teresa Nierste, Gia-hue Schendel, Susan Bozek, Debbie McDowell, Amy Wozniak||-Setting up 2 lines for food worked well. Sticking with finger food treats eliminated the need for forks|
- Request for 2 long tables to be set up in cafeteria (forms are in office to make these requests). LC engineers will be able to get tablecloths for the tables.
-When balloons brought to school, place in the gym first for the celebration, then move to cafeteria for the celebration.
Purchased fruit (Costco)
Ordered Coffee (Starbucks - used one on Lyndale/53rd, order 3 weeks ahead of time)
Ordered donut holes (YoYo Donuts - peanut free)
Purchased paper products (Party City)
Ordered balloons (Andon Balloons, Richfield)
getting white table cloths
peanut free donut holes
|$40 - coffee (3 boxes regular, 2 boxed decaf, given a 50% discount)|
$59 - fruit (4 large containers of red+green grapes, 2 bags/boxes nectarines, 1 bag lemons for water)
$87 - donuts (24 dozed donut holes)
$69 - balloons (2 bouquets - 4 helium (green+purple) and 1 gold star in each bouquet)
$57 - paper products (plates/cups/napkins in green and purple)
$312 - TOTAL
|COFFEE - Starbucks mgr said that next time we should order 3 weeks in advance, and have some type of request in writing (including tax ID with what we want donated).|
BALLOONS - Would recommend that someone pick them up at the store if able, delivery charge was half the total cost for balloons. Also, bring balloons in cafeteria right away or they will be taken by families.
DONUTS - Would recommend getting very little plain donut holes, they were the very last to go.
LEMONADE - It was donated this year but the kids loved it, would definitely recommend getting again next year.
SET UP - Everyone came to set up right after drop off, was enough time to set tables and prep fruit and donut trays. Fruit was purchased the day before the event and put in school refrig.
CAPS/TASSELS - They were ordered but the K teachers decided that they didn't want to use them so they were returned.
|-flowers for tables were donated by me.|
-pink lemonade donated from parish mens club (leftover from an event the night before).
|9/26/2016 13:27:36||Briana Rhodes||Briana.firstname.lastname@example.org||Parents Night||9/13/2016||Briana Rhodes|
|Decided on Broders for something different than previous years.|
Got extras from Sam's Club, Costco, and Dollar Tree.
|Used water pitchers from LC Tuesday and tableclothes ordered from Amazon.com.|
Table was set up by Megan Hower, I believe.
|3 large pizzas for Tuesday $68.43|
French bread and dessert for Tuesday $19.76
Dessert tray for Thursday $15.78
7 dozen cookies $20.98
3lb bag of lemons $4.18
Trays & cups $8.62
|none||These are my numbers/ expenses only.|
Stephanie Coogan purchased soda for both campuses, salads for Tuesday and Thursday and cookies for Thursday.
Nicole Nadar purchased 6 large pizzas for Thursday and NF cookies.
Year long supply of paper products, tablecloths, and cups purchased by Joan Kaminski.
|Used a few platters and from home for dessert and bread presentation- no cost|
|4/26/2017 15:21:48||Kelly Diehlemail@example.com||School Supplies 2016-2017||Katie Lervick & Kelly Diehl||Our school supply rep Sheila Runquist moved from Innsbruck to a new vendor, School Tool Box. We looked at bids from School Tool Box, Innsbruck, and one other vendor. Since cost was comparable, we decided to stick with Sheila as she has always provided us with outstanding customer service! School Tool Box was able to offer on-line ordering, a la carte ordering (parents can pick and choose what they want to buy from their supply list), home delivery (yay!), and a charitable donation to Feed My Starving Children of one meal for each order placed. Sheila Runquist, email: firstname.lastname@example.org Tel: 651-402-2881||Sheila contacted us late winter / early spring and provided us with the supply lists from the previous year. We submitted a request to Jeanne and Lenore to contact all teachers for their updated supply lists. We submitted teacher supply lists to Sheila in April. Sheila prepared a draft of each class supply list and pricing and sent it over to us to review. We proof read each list prepared by Sheila to make sure it matches what the lists the teachers have provided (this is important, we did find a few items that had been omitted or were not correct). We gave the final list approval to Sheila and she got our website link up and running, usually within a week. Try to have everything ready to go by late April or early May so parents can have it on their radar before the end of the school year. Request to have the order link placed on the school website, include an announcement and the order link in at least two News Notes issues before the end of the school year. Send the order link and order information to Megan Hower to provide to the incoming Kindergarten families. Sheila will send marketing materials to each school office (posters, flyers). Once they arrive, stop in at school and put up posters on bulletin board and arrange with Jeanne and Lenore to have flyers sent home with students. Remember to provide flyers to Megan Hower to send out to incoming K families. Also, the flyers are specific to each campus but the current 2nd graders at LC should get the UC flyer since they will be moving over. I will review this with Sheila to see if we can just have one flyer that can be used for all students to cut down on confusion. Remember to have Mr. Blanda send an e-mail blast out to all parents (including incoming K families) once or twice over the summer before August 1st to remind them to place their order in time to have supplies delivered to their homes before the first day of school (usually by August 1st or so, check with Sheila on the cut off date). .||None, parents pay the cost of their supplies individually. We do not use school supplies as a fundraiser for the school.||Overall parents and teachers were very happy with the ease of ordering, were happy that orders were customizable, and with the quality of the product. The only critique I received was that some orders arrived in two separate shipments but there was no notice in the box stating that missing items were coming in a second shipment. Some parents were confused and thought their order was missing items when in fact their order was complete, but just arriving in separate boxes on different days. I will mention this to Sheila.||Sheila is very easy to work with and does a great job. Now that we don't have to take delivery of all the supplies at both campuses, one person could probably handle this, but its always more fun with two :)||None|
|6/7/2017 23:50:52||Ann Kalbemail@example.com||8th grade graduation brunch||6/5/2017||Ann Kalb|
Orange juice, Gatorade, Ice juice, water, fresh fruit, assorted pastries, cookies for evening reception
Brueggers Bagels-Bagels and crème cheese
Cub Foods-Coffee, Half and half, melons, lemons (for lemonade, evening reception)
Planned for 160 guests. 46 graduates, two parents each, plus additional 25 for siblings, staff, grandparents.
Set up the social hall the day before, shopped the day before, placed bagel order the day before for morning pick-up, turn coffee maker on (needs 45 minutes to heat) Prep fruit.
|Social Hall and Kitchen||$50 for 215 cookies (evening reception)|
$77 Brueggers 6 dozen bagels, 8 tubs crème cheese
$207 Sam's Club Fresh fruit (pineapple, strawberries, blueberries) Pastries (donut holes, mini muffins, brownie bites, mini Danish, mini Kolachy) Gatorade, Ice, Water, Orange Juice, Lemonade, Diet Coke
$28 Cub Foods Half and Half, lemons, melons, coffee
Megan Hower secured napkins; I made coffee, used plates, cups, silverware, glasses from CTK kitchen
|Secure at least 4 people for set-up an four for clean-up||Megan Hower decorated room, used three long tables for food,||CTK table linens|
|7/28/2017 9:57:34||Kelly Diehlfirstname.lastname@example.org||School Supplies 2016-2017||Kelly Diehl & Katie Lervick||We once again used Sheila Runquist at School Tool Box. Same procedure as last year,. Sheila provides excellent service and all ran very smoothly.||None||None||We were a little late getting our teacher supply lists over to Sheila this year (although Sheila is super fast about turning things around). Spring is such a busy time for teachers, maybe request updated supply list from teachers a little earlier (before spring break?) Jeanne can help with communication to teachers and any questions on supplies.||None|
|7/28/2017 10:47:59||Kelly Diehlemail@example.com||History Day 2017||2/23/2017||Kelly Diehl||Check in with Mr. Rome 4 weeks ahead of event and find out how many judges he will need. Help recruit volunteer judges, include a notice in News Notes for judges each week and also have classroom reps send out an email to their rooms. Judges can be any adult, they do not need to be school parents and they do not need to have Virtus Training since they are not alone with students, no special training or history knowledge needed (think retired neighbors, grandparents, etc...). I also included a request for home baked items in the notices. 3 parents volunteered to deliver 2 dozen baked treats each. I also picked up two packages of assorted cookies from Costco and two boxes of coffee from Dunn Bros (one decaf and one regular) that I had pre-ordered. Dunn Bros provides cups, lids, stir sticks, cream and sugar. Megan Hower provided individually wrapped Rice Krispie treats and mini water bottles left over from another event. I brought small cocktail napkins that I had on hand at home.||Have the parents who volunteer to bring baked goods drop them off the day of the event in the UC Teacher's Lounge. Set-up in UC Teacher's Lounge approximately 1/2 hour before judge's arrival time. Judges meet there initially for instruction from Mr. Rome and then they are scattered around the building for the actual judging. They can stop in to the Teacher's Lounge during the evening and end up back there to finish writing up their evaluations. Clean up at the end of the evening. Wrap up and leave leftover treats in teacher lounge for the next day. You do not need to stay during the judging.||Dunn Bros coffee boxes 2@ $15 each = $30|
2 packages of assorted cookies from Costco @ $8 each = $16
|The Dunn Bros coffee was a huge hit with the judges! I also set up a table of treats and water bottles in the Social Hall where some judges were stationed to review projects, I would not recommend doing this. Since the students are present during the judging, once they saw the treats & drinks out on the table they were relentlessly begging to eat them. At the end of the evening we did have enough Rice Krispie treats leftover to give one to each 8th grader. It is a long night of presenting for the students, remind Mr.Rome to tell the students to bring their own water bottle and a snack or else consider providing enough treats for the students too.||I donated the cost of the cookies and coffee (appox $45)|
Baked goods donated by parents
Rice Krispie treats and mini water bottles donated via Megan Hower
Small cocktail napkins I brought from home
|7/28/2017 12:04:39||Kelly Diehlfirstname.lastname@example.org||Administrative Professionals Day||4/26/2017||Kelly Diehl and Kechi Duffy||1-2 weeks ahead of date send out 1-2 e-mail requests via room reps requesting students write notes of appreciation to Jeanne and Lenore. Students can drop off notes in the school office on Admin Prof. Day. This year we purchased flowers from Bachman's (potted flowers in decorative pot) and a 6 pack of cookies form Great Harvest for Jeanne, Mary Kelly, Julie Stoeger and CTK Parish Office at UC and Lenore and STA Parish Office at LC. We also purchased $25 Dunn Bros gift cards for Jeanne and Mary Kelly (who filled in during Jeanne's medical leave) at UC and Lenore at LC. We delivered all the items to the various offices at about 10 am on Admin Professionals Day.||None||Potted flowers at Bachman's 6 @$20 each = $120|
Cookie Packs from Great Harvest 6 @ $7 each = $42
Dunn Bros gift cards 3 @ $25 each = $75
|We went over budget so we could recognize Mary Kelly's hard work filling in during Jeanne's medical leave. Budget may need to be bumped up a bit for future years or we could pull back on expenses. I learned Jeanne prefers Caribou and Mary Kelly prefers Starbucks so suggest not getting gift cards from Dunn Bros in the future. It's definitely a 2 person job to pick up items and make deliveries to both campuses.||I donated costs this year.|
|9/2/2017 20:44:23||Dawn Anderleemail@example.com||Kindergarten Celebration Reception||6/7/2017||Dawn Anderle|
|Ask Kindergarten Teachers for numbers ( 120 guest, 40 Kinders , 45 - 8th grade Buddies)|
Call at least 1 month in advance to order coffee (Dunn Bros - Linden Hills)
Place order through YoYo donuts at least 2 weeks in advance
Place order for balloons from Andon at least 2 weeks in advance.
Purchase fruit at Costco
Purchase paper products from Dollar Tree and Target
Check with Teachers for food allergies - purchase cookies from grocery store if needed.
Request the LC engineers to set up 2 longs tables in cafeteria.
|Request for 2 long tables to be set up in cafeteria.|
-Setting up 2 lines for food worked well.
Fruit was prepped day before celebration - cut grapes in to small bunches. Slice lemons for water
When balloons are brought to the school - place them in the gym first for the graduation, then move them into the cafeteria for the celebration
Fill water containers with slices of lemons and then fill glasses of water ahead of time
Set up plates of 3 donut holes ahead of time.
|$95 -7.5 gallon regular $70 was donated by Dunn Bros.|
$20 - 1 gallon decaf
$79.80 + $10 delivery fee - YoYo Donuts 20 dozen of mixed donut holes -
$32.29 -Andon Balloons 2 bouquets each with 4 (2 purple/2 green) helium and 1 gold star
$43.25 - Costco fruit - (4 large containers of red+green grapes, 1 bag lemons for water)
$10 - Linden Hills Co-op 2 boxes of Enjoy Life Cookies
$10.50 - Paper goods - Target - cups, Dollar Store - purple plates and napkins
|DONUTS: Having the donuts delivered was time saving. We had 1 donut left over. May need to add another dozen or so depending on the 8th grade turnout.|
FRUIT: We had just enough
COFFEE: Order coffee 3-4 weeks in advance. Anthony at Dunn Bros. was very helpful, Recommend 5 gallons of regular and 1 gallon of decaf.
BALLOONS: Picking up the balloons is very easy.
PAPERGOODS: Check in the kitchen supply cabinet on the H&S shelf before purchasing more
SET UP - Everyone came to set up right after drop off, this was enough time to set tables and prep fruit and donut plates.
|Check with the 8th grade home room teachers to find out how many 8th graders would be joining the celebration. We did not count on them for donut numbers. We had just enough - but this could change going forward.|
Check with teachers regarding any food allergies, but the Enjoy Life cookies seem to work well.
|$70 Dunn Bros. Coffee|
|10/9/2017 20:56:02||Elaine Olsonfirstname.lastname@example.org||Donuts for Moms and Dads||Elaine Olson|
|Make flyer and send to Lenore and Jeanne P. for printing, posting and/or BGE distribution before the event. |
At least 5 days before event, order Yo Yo Donuts, approximately 14-15 dozen donut holes; for a festive touch, they will make some donut holes with purple and green sprinkles for school colors. They only deliver on Fridays so Fridays are good days for these events.
Order coffee from Dunn Bros (They will provide paper cups, sweetener, sugar, stirrers and cups as well). It is nice to have a volunteer pick it up and bring it so organizers can get everything else ready.
Purchase GF treats and bring to event
Make flyers reminding parents to stay with kids during events, that recess is indoors and that doors do not open in LC classrooms until 9:05; post at doors on day of event (bring tape)
Paper plates and napkins (or use plates in kitchen)
Ask Stan Blanda to ensure there is enough Juice and Milk
Text Steve to open doors early
|Reserve cafeteria at LC through Lenore & check with H & S chairs that there are no conflicts|
Text Steve (Maintenance/Janitorial) to open doors early
Day of event, remember to set out donation baskets for good will offering!
Also, remember to ring bell about 5 minutes before school bus departing LC to UC leaves (Check with Lenore or Stan on exact time. For the school year ending 2018, the bus leaves at 8:57 for the UC).
Before event, set out plates, donation baskets, donut holes, coffee, juice and milk, napkins, coffee, sweetener, Gluten free goodies and creamer and stirrers. Remember to count the milk and OJ before setting them out!
After the event, count the donated money with a partner and drop off at main office in LC with Lenore or bring to UC for Julie Stoeger. Also send OJ and Milk consumption to Julie Stoeger and to Stan Blanda. Receipts for coffee and GF snacks can also go to Stan and Julie.
|The biggest expenses are the donut holes and coffee.||It's nice to use tongs for donut holes (2 or 3 to ensure everyone gets enough).|
|6/3/2018 18:38:45||Kelly Diehlemail@example.com||History Day||2/22/2018||Kelly Diehl & Libby Coppo||Check in with Mr. Rome approx. 6 weeks prior to the event. This year, Mr. Rome asked 8th grade parents to bring in treats for judges, and also had enough judges lined up for the event, so did not need any help ahead of time. In prior years we have been more pro-active with seeking volunteers to bring in treats and helping recruit judges. We pre-ordered 2 boxes of coffee from Starbucks and also picked up water bottles. Starbucks provided cups, lids, cream, sugar and stir sticks. Purchase small napkins. Plan on approximately 25 judges plus Mr. Rome. Stay in touch with Mr. Rome as the date approaches and see if he needs any help finding judges or a front door monitor.||Set up donated & purchased treats (cookies, bars), coffee, and waters in the Teacher's Lounge approximately 1/2 hour before judges' arrival time. Clean up after judging is complete that evening or next morning, leave any left over treats in Teacher's Lounge for the teachers. Volunteer does not have to stay during the event.||2- coffee boxes @$15/each = $30|
2 -24 packs of water bottles
Approx. 25 small napkins
|Mr. Rome (as a new teacher) wasn't aware that this was a Home & School sponsored event with dedicated volunteers and a budget. When I covered the event previous year, he thought it was b/c I had an 8th grade student and didn't realize it was on behalf of H&S. Next year I will check in with him earlier and let him know that H&S can help out more ahead of time and provide some funds if needed. Since the format has switched from providing a full dinner to judges to just coffee, waters and treats, we could probably cut back on the budget.|
|6/7/2018 12:31:35||Joan Kaminskifirstname.lastname@example.org||Kinder Garden Party||4/20/2018||Joan Kaminski, Sara Schaffer, Stephanie Coogan||Coordinate with Megan Hower her needs for the event. Arrive early to help with set-up of foods, beverages and room.||Bread (4 loaves sweet breads from Lunds, also used left over donut holes from Donuts with Dads event) |
Coffee (had 1 galloon each decaf and regular from Dunn Brothers)
Compostable cups and napkins were provided by the Church
|Bread - $20|
Coffee - $30
|I would do an additional gallon of regular coffee.||Napkins - $5|
Megan supplies table cloths and decorations. Church supplies compostable plates and coffee cups.
|6/7/2018 12:44:33||Joan Kaminskiemail@example.com||Admissions Open House||11/7/2017||Hannah Kuhn|
|Coordinate with Megan Hower what the needs are.|
Request 2-3 dozen baked goods to be donated.
Purchase two bunches of floor length purple and green balloons.
Order a cheese tray from Whole Foods.
2 gallons coffee from Dunn Bros (1 reg and 1 decaf).
|Day of set up table with linens, cheese tray, desserts, coffee and water.||Cheese tray - $80|
Balloons - $30
Napkins - $5
Coffe - $30
|No additional recommendations.||Compostable plates and cups donated from the church.|
|6/7/2018 12:59:13||Joan Kaminskifirstname.lastname@example.org||Kindergarten Graduation||6/7/2018||Joan Kaminski|
|Email kindergarten teachers one month before event to get an estimate of how many attendees (approx 165 this year-150 kids/family and an additional 15 8th grade buddies).|
Purchase two bunches of balloons from Andon Balloons (2 purple 11 inch, 2 green 11 inch, one gold star, floor length with a weight for each bunch).
Order donut holes from YoYo donuts (22 dozen, needed 27 dozen for size of group)
Order coffee from Dunn Bros (1 gallon decaf, 5 gallons reg - was too much reg coffee)
Pick-up allergy friendly snacks.
Purchase green and purple grapes.
|Linens and the two tables in the cafeteria.|
Arrange for someone to pick up coffee and balloons morning of (had the donuts delivered).
Set up the tables with space for two lines in the cafeteria. Fill up two water pitchers and set on table). Pour cups and set out on table to keep the lines moving.
Put two donuts on each plate and arrange on tables.
Arrange grapes, allergy friendly snacks and coffee on table.
Set up the two balloon bunches in the gym and move to the cafeteria after the program.
Clean up and wipe down tables after the event.
|Donuts - $97.79 (donuts plus $10 delivery fee)|
Coffee - $91.83 (asked for a discount but did not hear back from owner)
Balloons - $32.37
Extra donuts $20 (purchased an additional 5 dozen at Lund's morning of).
|Order more donuts. We purchased 22 dozen and bought an additional 5 dozen from Lunds day off.|
Coffee could be reduced to 3 gallons regular and 1 gallon decaf.
|Napkins and compostable plates - $15|
Used compostable coffee and water cups from the church.
|3/28/2019 9:48:11||Kelly Diehlemail@example.com||8th Grade History Day||2/21/2019||Kelly Diehl and Libby Coppo||Check-in with 8th grade Social Studies teacher Mr. Rome 6-8 weeks in advance of event to see what assistance he would like with recruiting History Day judges. This year we placed notices in the church bulletins for STA and CTK that ran for 3-4 Sundays and also placed a notice in NewsNotes for 3-4 weeks. Mr. Rome can provide the details on times and judging duties. Mr. Rome had a great response and had no trouble getting the approx. 25 judges needs. Day of the event we provide beverages and desserts or snacks for judges. Usually a 24 pack of water bottles, 2 boxes of coffee from Dunn Bros (order in advance and pick up right before the event, ask Dunn Bros to supply cups, lids, stir sticks, cream & sugar), 4-6 dozen cookies or bars either brought in by parent volunteers or store bought, small napkins/plates. Judges move around throughout the building so best to provide treats or snacks that are easy to grab and go.||We set-up everything in the Teacher's Lounge at UC 1/2 hour before the judges arrive. Volunteers do not need to stay during the event but I usually try to stop in the Teacher's Lounge either at the end of the event or the next morning to do a quick clean-up. We leave any leftover treats in the lounge for the teachers.||Dunn Bros coffee boxes 2 @ $15/each = $30 (donated by Kelly)|
Desserts: $50 (we had leftovers, this could be less next year)
Water bottles: ??
Small plates and napkins: ??
|No changes needed unless the History Day format changes.||Fun and easy event for 2 people!||Coffee was donated this year by Kelly $30|