Willow Grove Event Form: Pizza Bingo Silent Auction Please update this form and submit it to the PTO board 1-2 weeks after your event. Request the Event Form via email for easy editing then, submit to the Co-presidents via email (.doc format). A PTO ExeCutive Board Member has been assigned to be your mentor. Please ContaCt them at any time. Have fun and THANK YOU on behalf of all the parents, eduCators, and students at Willow Grove! I. BASIC INFORMATION Start/End Name of event: Pizza Bingo Silent Auction Date(s): ~ February/March Time(s): Usually 5:30-7:30 Est # LoCation: WG Gym Rain LoCation: N/A attendees: 176-200 DesCription: A social event with bingo for kids while parents bid on silent auction items. II. PLAN AND KEY DATES Person Action required Responsible Start Date Meet with fellow chair people to review budget, planning process, and divide roles as follows: Silent Auction Chairs: Solicit donations and raffle items, request teacher donations, wrap donations in appealing baskets/ribbon/plastic wrap, write thank you notes to donators, supervise “check-out” process for night of event, make receipts for night of event, make prize winner posters for day of event (raffle and silent Chair Team Early November auction), create bid sheets. Pizza Bingo Chairs: Create pre-order form and advertisement flyer, process pre- orders and create “will call” envelopes, organize food tickets for day of event, marketing, purchase water bottles/dessert/pizza as needed, request PTO to promote event via Facebook/blog/principal, organize timeline for actual event, oversee layout and provide to custodian Mr. Frank. Tip custodians at end of night. Volunteer Chairs: Solicit volunteers from Stevenson High School/teachers/parents, organize volunteer responsibilities, be main contact for volunteers, write thank you notes to volunteers, create online sign up with time slots and roles (forward to PTO Presidents) via Sign-Up Genius, remind food volunteers they need to wear hats and vinyl gloves, teacher sign-up for bingo callers, oversee clean-up at the end of the event, update Ugive (Stevenson HS attendance –mark those who attended and those who did not show up). Start soliciting Silent Auction donations immediately. Please see the attached excel sheet with business list. Feel free to expand upon this list. Always follow up a donation request letter with a phone call or personal visit to the business location. (Sample Letter in “Silent Auction Chairperson Notes”) Silent Auction Request families in the school to donate items (sports tickets, restaurant coupons, Chairperson Late November summer home rentals, etc) via the PTO blog and Facebook. Make an itemized list and projected costs for running the event. Refer to prior year expense. Submit to the PTO Board for approval at designated me= eting. Post event on Ugive.com for Stevenson students and contact the Ugive coordinator Volunteer Early December to promote. Create www.SignUpGenius.com for parents to volunteer and submit Chairperson 1 Willow Grove Event Form: Pizza Bingo Silent Auction link to PTO president to include in blog and on Facebook. Request water bottle donations from parents to sell at event via Facebook, blog, etc. Also, request water bottle donations from local grocery stores. Pizza Bingo Chairperson Mid December Place water bottles in the PTO closet and label them so others do not use it accidentally. Do not allow them to sit in the office. Create the advertisement flyer and order form. Forward onto PTO President to post onto virtual backpack, Facebook, and blog. (Sample Flyer attached in “Pizza Bingo Chairperson Notes” for reference. Prior year templates available from PTO Pizza Bingo Late December Presidents) Chairperson (8 weeks prior to event) Make a Spanish version for the bilingual classes. Request announcement in blog and Facebook promoting event from Corresponding Secretary. Locate several pizza vendors to get pricing for event. Once choice confirmed, contact pizza vendor to get the event on their calendar. Give preliminary projection of quantities based on previous years info. Pizza Bingo Chairperson Early January Put large colorful posters up at school and by entrance doors. We recommend you laminate the posters to protect them from the weather. Contact teachers and staff to request donations for auction. Silent Auction Put typed sign-up sheet on teacher lounge door. Chairperson Mid January (See past donations in “Silent Auction Chairperson Notes” section) Begin picking up preorders from school and making order envelopes to drop off at school the day before the event. Organize envelopes by teacher names. Email parents via BCC (blind carbon copy) that you received their order form. This Pizza Bingo 4-6 weeks week will alleviate a lot of emails from parents. Chairperson before event (See sample in “Pizza Bingo Chairperson Notes” Section). Make up volunteer assignments and send confirmation out to SHS students and Volunteer 2-4 weeks parents. Create clearly printed nametags for volunteers to wear. Chairperson before event Make up Silent Auction bid sheets for both merchandise auction and teacher Silent Auction 2 weeks auction. Chairperson before event A formal template is provided on the Willow Grove google drive. Create and drop off Advertising Labels to promote event. We recommend using Avery #5160. Teachers will give these stickers to students the day before the event as a reminder. Contact school secretary to get an accurate count of students in the school. Pizza Bingo 1-2 weeks Chairperson before event 2 Willow Grove Event Form: Pizza Bingo Silent Auction Willow Grove Pizza Bingo Silent Auction Thursday, March 38 5:30-7:30 PM Silent Auction with AMAZING packages! Tip: Use www.avery.com/print for easy to use templates. Send floor plan to school secretary and custodian. Pizza Bingo 1-2 weeks Chairperson before event Create food price sheet for parents to easily reference at the cash table. Finalize pizza order quality with pizza vendor. Check PTO closet for needed supplies, buy things still needed. Supplies you will need: AuCtion Tables- ~6 plastic table clothes for auction tables, posters to post raffle and silent auction winners, tape to put up posters, marker to write winter names on posters, 30-40 pens to write on bidding sheets Cash Table: 2 cash boxes, tickets for food, pen and paper, calculator, Price sheet for easy reference (i.e., Pizza $2, Water $1, Cookie $1) Pizza Bingo 1 week Chairperson before event Raffle TiCket Table: Several pens, jar for raffle tickets, raffle tickets to sell, price signs for tickets (i.e., $1 = 1 ticket, $5 = 6 tickets, $10 = 12 tickets, $20 = 28 Tickets) Food Tables- 3 table cloths, vinyl gloves for food servers to wear, 3 containers to collect food tickets, napkins, plates (incase the pizza vendor does not provide) Bingo Table- bingo cards, bingo roller and balls, large dry erase board to write called bingo numbers on (isle, if not free standing) or projector screen, microphone with speaker (need to request from school), non-food item prizes for bingo winners Silent AuCtion Check-Out Table- Pens, cash box, poster boards to reference winners for Silent Auction, list of silent auction items to mark as “paid” Pre-count tickets for pizza slices, cookies, and water bottles purchased. (For example, if 8 pizza are ordered and have 8 slices per pizza, pre-count 56 tickets) This is important if you start running low in tickets. Should there be only 8 tickets remaining, you will need to call the pizza vendor to order more pizza’s. Email the remaining pre-order parents via BCC that you received their order form. Request they pick up their “Will Call” tickets at the cash table the night of the event. Wrap and finalize all silent auction prizes, finalize all raffle prizes. Finalize all promotional flyers and bid sheets. Silent Auction 1 week Chairperson before event 3 Willow Grove Event Form: Pizza Bingo Silent Auction Email reminder to parents, teachers, and other volunteers about the event. Remind food servers to have their hair pulled back, to put away cell phones, and that they Volunteer 1 week will be wearing vinyl gloves. Chairperson before event Drop off pre-ordered tickets to school. Make sure tickets are organized by teacher name and AM or PM class. (Drop off day before event.) Set up auction table, food table, cash table, pizza bingo tables. Make sure microphone is working. Confirm Treasurer has cash for cash boxes. Custodians will likely have lunch tables set up before you arrive. All Two hours before Event/ begin set Put tablecloths on the tables, set up table signs, get auction items displayed, set out up water bottles/napkins/cookies/pizza, set out pencils for auction. Put up signs advertising raffle tickets and other posters made for event. Set up bingo and bingo prizes out. Talk to volunteers from Stevenson and parents regarding their responsibilities. Clean Up after Event Please see notes below for how the event runs in “Pizza Bingo Chairperson Notes.” Contact all winners (who were not present) to pick up their prizes. Email PTO Presidents and Principal winners of Teacher Auction and Silent Auction via Excel Spreadsheet. All 1 week after event Submit expenses, thank volunteers (via email or handwritten notes), write event recap notes and submit to PTO presidents. III. EQUIPMENT AND DONATIONS REQUIRED Equipment DesCription Qty Comments/Donated By 1. Cashboxes 3 1) Walk in Cash Table = $150 as follows - $50 in ones, $50 in fives, $50 in tens 2) Silent Auction Check Out Table = $150 as follows - $50 in ones, $50 in fives, $50 in tens 3) Bingo Calling Raffle = $50 in all ones. 2. Tables 13+ Contact school secretary with layout (see attached diagram) 3. Bingo game & Cards 1 PTO Closet 4. Microphone 1 Contact Custodian 5.