Chairperson   

• Organizes and Chairs Meetings

• Oversees Executives and follows up with required Grants, Insurance and other items

• Has signing authority with the Bank

Vice-Chairperson

• Chairs meetings if the Chairperson is not available

• Has signing authority.

• Is responsible for the following committees:

  • Security & First Aid

  • Food & Beverages

  • Construction & Electrical

Treasurer 

• Creating and maintaining a Budget

• Maintain an accurate record of finances

• Provide monthly reports of finances

• Apply for Gaming applications

• Completing all Gaming reports required

• Applying for Grants

• Is responsible for the following committees:

  • Fundraising

  • Tickets & Registration

  • Prizes

Secretary 

• Keeping records of meetings and files

• Provide meeting minutes within one week of each meeting.

• Correspond with the schools to announce meetings and other important information.

• Is responsible for the following committees:

  • Publicity & Thank yous

  • Volunteer Coordinator

  • Cleaning/Sanitization

Director 

• Assisting Executive where necessary. (filling in if needed, ex. Taking meeting minutes if the secretary is unable to make it.)

• Is responsible for the following committees:

  • Activities

  • Decorations

  • Coat Check

Activities

• Organize and oversee activities for Grad Fest with the support of the committee

  • Floor Plan

  • Rentals

  • Timelines

  • Entertainment

Food & Beverages

• Approach supplies for donations towards the event in the form of; food, beverages, and discounts.

• Organize what food and beverages will be available.

• Organized the area for storing and serving. 

• Ensure that there is a Food Safe Certified person onsite at all times when handling food.

• Organize the Volunteers who sign up to assist in this area. 

Construction & Electrical

• Work with activities and decorations coordinators to build new games or props needed.

• Ensure that there is the necessary electrical set up for decorations and activity requirements. 

• Assist with setting up and taking down items.

• Maintain electrical equipment as necessary.

Security & First Aid (may be two people) (Security VACANT)

• Ensure that all Public health orders are being followed.

• Review equipment and request/replace what is needed.

• Organized Volunteers in locations that and times that are needed for proper coverage of the event(s)

• Provide security at the entrance to ensure that participants are not bringing in items that are not permitted.

• Provide security, first aid and safety for any participant who is inebriated and or is causing issues. 

• (Further specifics are outlined in the binder, this is just a brief summary to assist in understanding the position)

Decorations

• Follow up with the theme suggested by the Graduates

• Purchase any items that may be needed to follow up. 

• Organize rental of equipment for decorations.

• Work with volunteers to set up and take down decorations.

Coat Check

• Set up a location for Coats and bags to be stored by participants of the event. 

• As they get prizes they may add those to their Coat Check

• Use a tracking system to ensure the safety of the items and that the right person is getting their stuff. 

• Follow up with the schools and executive on any lost and found items. 

Fundraising

• Update the letter of request to the current year. 

• Approach locations with a letter of request for donations and funding support. 

• Track all locations that have been approached.

• Organize any follow up that is needed. 

Tickets & Registration

• Design and order event tickets,

• Set up a registration system (online or in person)

• Track registrations and ticket purchases

• Ensure that we have a copy of a signed liability form.

• Organize the registration area at the event(s) and provided the needed materials to volunteers.

Publicity & Thank Yous

• Maintain social media platforms and follow up with any comments/messages as needed

• Organize for public advertising. (Radio, News etc.)

• Follow up on donations received with a thank you card and receipt if necessary.

• Maintain the website if the committee chooses to do so. 

• Post information and minutes as required.

Volunteer Coordinator

• Attract and track those who wish to volunteer to help with the event(s).

• Create a schedule of positions that are needed to be filled.

• Keep in contact with the volunteers to maintain information.

• Provided a copy of the schedules for each area to the coordinator of that area. (ex. Coat Check volunteers, Who and when, to the coat check coordinator.)

• Set up a check-in for volunteers, and get a signed liability form from each person. 

• Follow all PHO orders regarding volunteers. 

Prizes

• Using the budget provided:

  • Purchase as many prizes as possible.

  • Use sales and store events to help as much as possible.

  • Purchase a variety of prizes in size and value.

• Follow up and track all donations towards prizes that have been received.

• Find secure storage for purchased/donated prizes until the event.

• Set up prizes at the event.

• Organize how the prizes will be handed out (we have done a few different options over the years)

• Purchase the items that students receive for attending, Gift Cards, lanyards ect.

• Track any Cash Draws or prizes that are handed out. 

Clean up/sanitation (VACANT)

• Organize the volunteers.

• Maintain garbage cans and loose items around the event area.

• Ensure that all garbage and items are cleared at the end of the event and any necessary cleaning has been performed (tables stacked, tape removed, garbage/recycling where required). 

• Organize appropriate sanitation procedures for before, during and after the event. 

• Acquire the necessary items. (through donations or purchase)