2018-2019 Committee Responsibilities
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Committee/RoleChair/OwnerBoard Member SupportChair/Committee ResponsibilitiesTimeline or Specific DatesTime CommitmentNotes
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Booster Inventory / PurchasingChris McFadden- Organize items owned by the booster club in choir closet
- Create online inventory of items (spreadsheet) so we know what we own
- Recommend items to buy / throw away
- Organize cleaning of items after events if needed
- Purchase occasional required items (e.g. mum supplies in the fall)
- Do inventory in August 2018
- Will pull together list of events that need supplies
- Block of 2-4 hours in August at the school
- Create spreadsheet of items
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CabaretCristie SkevofilaxChris McFadden- Coordinate with Directors to support Cabaret event
- Separate tab for subcommittees and responsibilities
- Cabaret - Apr 27- Depends on subcommittees
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ChaperonePrerna Jain- Coordinate with volunteer coordinator re: number of volunteers required at event (at least 1 month prior to the event); help recruit parent volunteers to chaperone choir events
- Create goodie bags (or good luck notes) for auditions (no milk products) - in the past purchased granola bars, skittles, oreos, potato (or other) chips - pre-Area, Area
- Battle of the Bell (9/28)
- Region Auditions (10/6)
- Pre-Area Auditions (11/13)
- Area Auditions (1/12)
- Chamber Choir Festival? (2/22,2/23)
- Check w/Mr. Clark re: other chaperone needs
Primarily day of event with a little prep for goody bags or thank you notes
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CommunicationAndrea Adams (need co-chair)Cathy Sherwood- Facilitate regular email communication to parents (upcoming events, meeting minutes, fundraising)
- Update Booster pages on choir website
- Send booster/choir calendar events to manager of Westwood Newsletter
- Send flyers to PeachJar for big choir events (Poinsettia Sales & Cabaret)
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ConcertsMichael Burns- Send email to whole note and half note members to determine how many seats will be needed (1 week prior to concert)
- Assign seats for whole note and half note members and special guests (e.g. Mr Acosta or other faculty members)
- Print out seat assignment "cards" prior to concert and bring to concert
- Place seat assignment "cards" prior to concert
- Manage volunteers to hand out programs
- Clean up seat assignment cards after the concert
Concert dates:
- Tues, 9/25 (need start time)
- Fri, 12/7 (might be combined with orchestra or band - TBD)
- Tues, 2/5 (need start time)
Time to create and print seat cards
Arrive 45 minutes prior to start of concert to place seat cards
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Food/SnacksKellie Stevens- Organize food and snacks for specific events and rehearsals
- Arrange for pizza (or other food) delivery
- Make sure venue will be set up with tables, etc
- Coordinate with volunteer coordinator for volunteers needed to set up/serve/clean up food if needed
- Create signup genius for dessert reception (after Winter concert)
- Choir camp (9/10)
- District Audition (9/14)
- Region Audition (10/7)
- Homecoming Tailgate (10/25)
- Pre-Area Audition (11/19)
- Caroling (TBD)
- Chamber Choir Festival (March)
- Cabaret Dress Rehearsal (4/17)
- Cabaret Snack & Dinner (4/18)
The s'mores recipe is on our website (we will make these for the choir camp (9/10) and serve pizza.

TMEA District (chips/water/tissues/cough drops/pencils/paper clips)
TMEA Region (goodie bags/cough drops/pencils/paper clips)

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Fundraising- Identify and execute new fundraising opportunities / events
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Homecoming Parade and Pep RallyNote: The choir students do not participate in the parade. (In '19 & '20)

They choose to decorate a hallway and may need assistance with supplies.
- coordinate with students re: parade needs - they might need supplies
- in previous years, a parent volunteered a truck and trailer for the event. The trailer was decorated by students the weekend prior to the parade and the parent drove the truck, trailer, and students in the parade
- boosters to provide water bottles and snacks. Coordinate with food/snack team
Thurs, 10/24 - 4-7pm (water,snacks,drive trailer)Drop off trailer with students
Pick up trailer
Drive in event
Tear down of trailer
Student council provides theme
Booster board can provide a donation
A parent would typically volunteer a truck & trailer (some clubs rent a trailer, but the person pulling it would need to pick it up)
Sooner the team (Student VP of Events) turns in idea for float, better place in line -- Last year students chose the option to decorate a school hallway and not have a float
Trailer has to be there at 4:30 to get in line
Students throw candy at event (and sing)
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Homecoming Tailgate- coordinate with Directors on event
- coordinate with volunteer coordinator re: volunteer needs
- get RSVP of attendees
- purchase food prior to event
- coordinate equipment (tables, coolers, etc) for the event
- grill hotdogs day of and bring to event
- coordinate with band to store water bottles in concession stand prior to event
- arrive at venue early - block off area with cones, set up tables, food, etc
- serve food
- clean up after event
Fri, 10/25 - 12-7pm (grill, setup, event, cleanup)Day of event +
Prior to event: shopping, organize volunteers, collect equipment
Chris McFadden will manage the Signup Genius request for volunteers and/or donatios.

Kellie Stevens shopped at Sams Club for anything needed that was not donated by parents.
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MerchandiseChris McFadden- Manage inventory of choir merchandise
- Purchase additional items as needed
- Coordinate delivery of items purchased through Team App store
- Create and manage store for merchandise?
- Order and deliver yard signs
- Collaborate with directors regarding t-shirt purchase for booster sales
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Misc TasksBooster BoardCathy- Liaison with student choir leadership; coordinating on their needs. Might be covered by other positions + board communication.
- Coordinate with students regarding choir banquet
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Outreach/MembershipBooster Board and Committee ChairsAll- Maintain and review membership list
- Outreach to new families
- Outreach to CVMS families - send welcome letter in the spring to new families?
- Cultivate sponsors
- Thank you notes to sponsors?
OngoingVariesEncourage families to join the booster club and talk with those who show an interest in serving as an officer or committee chair/member. Make it easy to join and participate.
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Poinsettia SalesBooster BoardChris- Organize the Poinsettia fundraiser
- Contact the Poinsettia People company re: our participation
- Work with Communication committee to advertise fundraiser
- Collect orders from families
- Place order with Poinsettia People
- Coordinate delivery by the Poinsettia People
- Coordinate pickup by families
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ProgramJanet StadingCathy- Program Creation before each concert and get booster board to review before printing
-- Fall Concert, 9/24
-- Winter Concert, 12/10
-- Pre-Chamber Festival (3/3, if needed)
-- Cabaret, 4/18
- Set the deadlines for ad changes or updates (will be added to Charms messages)
- Decide whether to create a yearbook at end of year
- Manage Program Ads
All yearVariesInformation Needed from Director:
- Student Names by Choir
- Director Bios and Photos
- Performance List (songs, etc)

Programs are available to see what was included in the past (for ideas)
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ScholarshipBridgette McCombCathy- Work with Board and Directors to define scholarships for students
- Communicate scholarship opportunities to students
- Organize and facilitate scholarship selection
- Send reminder to students re: application deadline (before or after spring break)
- Notify student scholarship recipients of award
- Submit scholarship recipient list to Westwood staff member in charge of senior award ceremony (was Ms. Browning in 2018)
Primarily beginning / end of yearOne 1-2 hour meeting at the end of the year to determine recipientsIn Aug/Sep 2019 - need to review Savan Kotecha Voice Coach Scholarship applications (9 - $500 awards) - forms will be pushed out the first week of school
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TMEA Area AuditionBooster BoardPrerna- Coordinate with directors re: needs - volunteer & other support
- If we host: Use as a fundraiser? Sell food, etc?
- Coordinate volunteer assignments
Sat, 1/11 (need times)All day event
Planning prior to event
Might need to make some purchases
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Uniform FittingMichael- Recruit volunteers to help with uniform fitting day
- Assist with / direct pinning of dresses for hems
- Provide pins for hemming?
- Arrange for cleaning?
TBD
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Volunteer CoordinatorBooster BoardChris- Create monthly sign-up genius for events requiring volunteers
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