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2016 Paseo Island Festival ("PIF") Committees

VOLUNTEERS NEEDED

 

EMAIL US if you want to head or help a committee, or simply volunteer for this event. Committees need more than one candidate.

Paseo Island Festival

VOLUNTEERS NEEDED!

 

The Paseo Island Festival is Paseo’s biggest event of the year!  It is led by one to three Event Director(s) who oversee the entire event, making sure that deadlines are met, issues are resolved, and Committee Chairs have the information they need. Each Committee will have a Chair or Co-Chairs who report to the Event Director(s). Committee Chairs will have significant autonomy to recruit members and run their individual Committees. Regular meetings will be held to review progress, budgets, timelines, and offer guidance.  For pictures of last year’s event, go to http://paseomagnet-lausd-ca.schoolloop.com/pif.

 

The following are the job descriptions:

 

Event Directors

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Set meeting schedule for monthly / weekly progress meetings leading up the event

•Facilitate communication between Committee Chairs

•Monitor and help resolve any issues that may come up in each area of the event

•Set meeting time / date for recap meeting following the event

•Keep a record / binder containing all paperwork, invoices, contracts, etc. to be passed along the next year.

 

Logistics/Facilities

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Obtain all necessary permits from LAUSD and City of Los Angeles

•Schedule and attend walk-though with Fire Marshall, negotiate any fees that may apply

•Obtain all insurance documentation from vendors

•Obtain copies of PTO insurance from insurance provider

•Design the event layout along with the Games, Food, Entertainment, and Auction committees

•Arrange for campus availability for set-up, tear down, walk-throughs, etc

•Arrange for custodial coverage with Mrs. Sullivan

•Determine and execute supply, electrical, A/V and other needs

•Order and coordinate any needed rentals such as tents, tables, chairs, etc.

 

Auction

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Coordinate solicitation of all items for the silent auction

•Receive, track, and assemble all items for presentation at auction (i.e. put together baskets / packages)

•Work with room parents / classrooms to coordinate and collect classroom baskets

•Work with staff / teachers to coordinate and collect “Paseo Zone” items

•Establish opening price and bid increments for all items

•Design layout of items on tables under auction tent

•Design, print and place bid sheets

•Determine staffing needs during the event, coordinate with Volunteer Committee Chair(s)

 

Games

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Determine, secure, and coordinate all game rentals

•Determine and coordinate any activities and needed supplies (i.e. face painting, crafts, tattoos)

•Purchase and organize prizes

•Determine staffing needs during the event, coordinate with Volunteer Committee Chair(s)


 

Entertainment

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Arrange for and coordinate with live acts (singers, dancers, etc.)

•Determine needs and set up sound system, hire and coordinate DJ and (if needed)

•Set entertainment schedule and performance times

•Select MC for the event, communicate with Committee Chairs for announcements needed during the event

•Determine staffing needs during the event, coordinate with Volunteer Committee Chair(s)

 

Food

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Select food options, source any needed vendors

•Work with Logistics / Facilities Chair(s) to ensure proposed vendor operations/equipment are allowable

•Determine and purchase all supplies needed, coordinate any equipment rentals needed

•Determine staffing needs during the event, coordinate with Volunteer Committee Chair(s)

 

Decorations:

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Assess decoration needs - review existing supplies and purchase any needed new supplies

•Work with other Committee Chairs to determine signage needs, create and post signage during the event

 

Volunteers

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Solicit and arrange for volunteers to assist with all aspects of the event

•Work with Committee Chairs to assess volunteer needs in each area

•Create volunteer schedules for set-up, tear down and during the event

•Manage volunteer check-in / check-out table during the event

•Manage volunteers during the event making sure all areas have coverage at all times

 

Marketing

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Drive awareness of the event via advertising and PR

•Create a marketing plan and social media campaign

•Design (or have designed) all marketing materials

•Outreach to local media outlets (print, online, on-air)

•Raise awareness among Paseo students, families and staff

 

Raffle

 

Committee Chair(s):  THIS COULD BE YOU!

 

•Send solicitation letter to Hannon Foundation to secure prize grant (MUST BE DONE IN SEPTEMBER TO SECURE THE GRANT)

•Create flyers, email blasts, and other ways to drive and increase tickets sales

•Print raffle tickets, arrange for distribution of raffle tickets and packets

•Collect raffle funds, log sales into spreadsheet to track sales and determine top sellers

•Coordinate with the Hannon Foundation on prize distribution