Volunteering is like eating potato chips….once you start, you can’t stop!
At the PACE meeting on Tuesday, October 25th, we discussed the various PACE events and how perhaps more parents would volunteer to help at the event if there was a better description available. Chairpersons of various events were asked to put together a description of the duties involved in various events they ran. The following is a conglomeration of their thoughts.
It may seem daunting to offer to help at or even to run an event, but it isn’t. There are many people available to help you and the event succeed. Whether you work or not, there is an event you can volunteer for that will fit into your schedule. Below is a brief summary of the events currently scheduled. It is never too late to volunteer. After reading this list, if you want to join a team, send an e-mail to the PACE secretary (contact information is found on the website).
All events require a flyer to be created and approved by Miss Oliver before being distributed/posted on the website.
· Wrapping Paper Sale –
o Work with the helpful Innisbrook representative to manage the ordering and distribution of wrapping paper.
o Event is held late September, early October.
o Every family receives an envelope which must be assembled with a flier explaining the sale, the dates of the sale, a catalog and order form. The envelopes must be labeled for distribution in the school.
o The chair person will;
§ Answer any questions regarding entering orders and enter orders for people who did not do so through the chair person’s web site.
§ Verify all orders and payments, organize the money, ensure all payment is received and follow-up for any outstanding payments.
o Volunteers assist with the distribution of wrapping paper.
· Ladies Fashion Show -
o This fundraiser involves planning a fashion show in late March early April. Responsibilities include
o Determining where to hold the event and a vendor to supply the clothes to be modeled.
o Invitations & Reservations
- table seating
- place cards
- collecting responses and money
- check-in the night of event
o Baskets
- solicitation/ shopping
- wrapping
- storage and transportation
o Raffles
- selling tickets the night of the event
o Centerpieces arranging for the creation of a centerpiece for each table.
o Program – create a booklet which lists night’s events, raffles and donors.
o Models- recruiting parents to model the clothes & coordinate the fashion show.
· Choir Concerts –
o Work with Reagan Stone to organize an evening of songs sung by our choirs.
o Responsibilities include:
§ selling tickets
§ planning seating
§ ordering beverages and food to be served
o Concerts are planned for December and the spring.
· Holiday Bazaar – new to the list this year as a replacement for Boutique Night.
o This event is requires solicitation for vendors to sell their goods at the Bazaar.
o Prepare flyers to solicit and announce the event. These are sent to the rectory to have included in the weekly bulletin and they are distributed to local stores to have displayed in their storefronts.
o Responsibilities include designating tables and collecting money from the vendors to rent the table.
o This year the event is offered during the day on a Saturday in November. Time and date of the event is flexible.
· Kids Stuff Coupon Books – this book is filled with coupons to many stores, restaurants and places that you and your children may frequent. The book sells for $25 and PACE gets to keep half ($12.50) for each book sold.
o Responsibilities include working with the representative from Kids Stuff to get the books delivered to the school.
o Volunteers place the books in a yellow plastic bag and mark them with a sticker with the child’s name and homeroom for the child to take home. (The stickers are provided by the St Aidan School office staff in the upper school).
o Volunteers must keep track of who kept the book; who paid for the book and who returned the book.
o This event is held in early October.
· Auction – this event is run by MANY. There are committees for
· Soliciting prizes;
· Decorating;
· Organizing the class gifts;
· Taking reservations;
· Finding a caterer/venue to hold the auction and organizing the menu;
· Putting together the LIVE Auction items;
· Putting together the SILENT auction items;
· Putting together the raffle prizes.
The night of the auction there are committees for
· Selling raffles at the event;
· Checking guests in and checking guests out;
· Sending thank you notes to the business/families that contributed;
· Creating and printing the journal which lists all the items up for auction.
· Planning begins in October/November and the event is held in February.
· Casino Night – a new event this year.
o Responsibilities include:
§ Determining the venue for the event;
§ Finding and contracting with a licensed “Casino Night” vendor who will run the various tables;
§ Soliciting prizes, sponsorships and contributions;
§ Advertising for the event in the bulletin;
§ Collecting reservations;
§ Decorating;
§ Purchasing hors d'oeuvres and beverages.
§ This year the event was held in November.
· Walk-a-thon – this event is where each participating student walks around the school a pre-determined amount of times for pledges of cash to help support the school. Responsibilities include :
o Distributing a registration and shirt order form;
o Designing, ordering and distributing walk-a-thon shirts before the event;
o Soliciting for purchase of water and snacks for the walkers.
o On the day of the event, volunteers are needed to record the number of blocks walked and distribute water and snacks.
o The event is usually held on the last Friday in May.
· Golf Outing – this event is generally held in May. Responsibilities include:
o Securing a golf course to hold the event;
o Creating/distributing/publishing the flyer to the bulletin and the school website;
o Collecting reservations and assigning foursomes;
o Soliciting donations for tee and green signs;
o Purchasing welcome gifts and prizes to be raffled at the dinner following the round of golf.
· Welcome Tea – this event is for the parents of children entering Nursery, Pre-K and/or Kindergarten or who are new to our school. It is held the second week of school. The event is a way for these family members to meet one another and begin to make friendships with our great St. Aidan family. Responsibilities include:
o Inviting the people (the office will provide the email addresses of the families in these categories);
o Setting up tea, coffee, and breakfast finger food such as muffins, bagels and coffee cake.
o Serving as hostess, making people feel welcome
· Fall Plant Sale – sell Mums etc in the fall to St. Aidan parishioners. Responsibilities include:
o Securing a nursery to provide the plants
o Determine the type of plants to sell and the cost
o Collect the orders and organize pickup of plants
· Family Halloween Party – an evening of Halloween fun for the families of our school. Responsibilities include:
o Secure a DJ and the cotton candy/popcorn man
o Order give-away gifts and crafts for the children to make
o Purchase food and beverages (desserts are generously provided by the participants)
o Decorate / clean-up
o Collect reservation forms
o Generally held the weekend before Halloween
· Movie Nights (K-4) (5-8) – Two separate movie nights to entertain the children. Responsibilities include:
o Pick and age appropriate movie
o Collect reservation forms/fees
o Purchase snacks
o Set up the movie projector
· Family Reading Night – an evening for our younger children to listen to a story or two, make a craft and share a light snack. Parents enjoy the evening too! Responsibilities include:
o Picking several books to be read to the children
o Provide a craft for the children to create
o Purchase snacks to be distributed during the event
o Generally held in late September
· Breakfast with Santa/ Birthday Party for Jesus – a family event where the children are entertained by a magician and have the chance to meet Santa, tell him what they want for Christmas and receive a goody bag from him. Responsibilities:
o Secure entertainment for the three sessions (usually a magician)
o Collect reservation forms and fees
o Assign tables to the attendees
o Send tickets back to the families who will attend
o Buy the food and beverages to be served
o Decorate the night before / clean-up after
o Order welcome and give away gifts
o Contact Santa to make certain he can be there
o Generally held the first Saturday in December
· Children’s Christmas Craft Fair – this is the day when the students of St. Aidan School have a chance to go shopping at a craft fair exclusively for them. Here they will find that special gift for all members of their family. There is something for everyone. Responsibilities include:
o Contact the consignment store to order various merchandise to sell
o Solicit items for Mrs. Claus’ attic
o Request that people bake cookies/cupcakes for the event
o Organize children’s and adult raffles
o Sell and collect money for the children’s raffles
o Decorate
o Event is usually the first week of December.
· Gingerbread House Decorating – Responsibilities include:
o Sending out the flyer and collecting the fee
o Purchasing the gingerbread or chocolate houses to decorate
· Teachers’ Luncheon – this event is organized by the VP of Class Coordinators. It is held the Friday of Catholic Schools week. Teachers are invited to attend a luncheon prepared by the St. Aidan School class coordinators. Class coordinators are asked to provide an appetizer or dessert for the event. Volunteers are needed to serve the faculty on the day of the luncheon.
· Family Game Night – families are asked to bring their favorite board game and spend the night playing different games with other St. Aidan families. Responsibilities include:
o Sending out a reservation form to know who will attend and what game they will be bringing.
o Request participants to bring refreshments to share with attendees.
· Family Bingo Night – this event is for the children and families of our school. As many games of BINGO possible are played. Prizes are awarded to the winners and consolation prizes are awarded to all participants after each game is played.
Responsibilities include:
o Collection of reservation forms and fee
o Purchase prizes and snacks
o Borrow the BINGO set from St. Aidan Afterschool
o Usually held in February or March (date subject to change)
· Family Service Day - Come up with an idea to instill service as part of our children’s lives. The children participate in the event and gain service hours and the opportunity “to do for others”. In the past the coordinator of this event has worked with the head of Social Ministry to determine the event or need. Past events included a soup supper, with donations going to support shelter or family in need. Responsibilities include:
o Determining the event/working with the head of Social Ministry
o Getting volunteers to serve at the event
· Spirit Night – It’s Green vs. Gold. Who will win? Everyone!!! A night for our students to come together in teams of Green or Gold and compete in friendly relay races. There are three sessions based on grade. Responsibilities include:
o Collect order forms for shirts and participation fee
o Set up the teams
o Determine the games that will be played
o Provide water and small give away
o Volunteers are needed at the event to assist as line leaders to keep the children organized
o Generally held in March
· Family Fishing Trip – Secure a date with a fishing boat (generally sailing from Freeport) for families to enjoy a day of sea air and sunshine. Reservations are collected and confirmations provided to participants.
· Family Day at the Ball Park – St. Aidan Families come together to enjoy a Ducks game. Responsibilities include:
o Securing a date with the Ducks organization;
o Collecting money for and distributing tickets to the participants for the event.
· PACE End of Year Party – a complimentary dinner provided to all St. Aidan parents as a “thank you” for their volunteering and participation in PACE events. In addition, a farewell for any faculty members who are retiring/leaving St. Aidan School.
o Generally held the first week in June
o Create an invitation to be e-mailed to all families
o Order food, beer, wine, soda based on number of responses
o Set up /clean up
· Uniform Swap – This event is held once a year and gives parents the opportunity to drop off uniforms that are no longer needed by their children and perhaps find another gently used uniform that will fit their son or daughter. Responsibilities include:
o Securing a date for the event with the Principal
o Asking parents to drop off clean gently used uniforms, shirts, ties etc. before the event
o Sort the items by size
o Gather “un-swapped” uniforms and store them in the convent basement for next year’s sale
THINGS TO DO WHILE WATCHING TV:
Collect, organize and submit:
King Kullen Register Receipts – King Kullen agreed to give us 1% back on all purchases. The receipt must be for store 12. Neatly fold and stack the receipts. Add up the register tapes (pre-tax amount) on an adding machine. Submit the receipts and the adding machine tape to the coordinator for submission to King Kullen.
Box tops – cut them off the boxes/bags and send them into school. Box tops are submitted to the organization by the coordinator in exchange for free items for the school.
Campbell Soup Labels – remove them from the cans and other Campbell’s products and send them into school. Labels are sent into the organization by the coordinator in exchange for free items for the school. Coordinate with Miss Oliver to choose items.