EVENT REPORT & EXPENSE REPORT 2012-2013
EVENT TITLE: Freshman Parent Coffee
EVENT DATE/LOCATION: CHS Atrium
CHAIR(S) OF EVENT: Amy Leising / Natalie Weir
DETAILS FOR SUBSEQUENT PLANNING PURPOSES: Contacted Jean Harris in the business office the first week of July for number of freshman parents to invite. Estimate this year was 380.
* Clarified wording of invitation with MC President before printing. Contacted Jean Harris in the business office to print labels.
* Ordered 400 invitations from Wolf Printing the first week of July, using their Shamrock logo in background. Emailed them a copy of invitation and picked the finished invitations up from Wolf within a week. They billed Cathedral directly.
* Invitations were labeled by the 2 event chairs & returned to Jean Harris for mailing by July 20 in time to arrive two weeks prior to the event on August 6.
*We used linens, serving dishes, juice glasses, labeled MC cups, water coolers, napkins, tongs, vases, coffee, coffee urns, sweetener, creamer & coffee stirrers all from the MC closet. We ended up purchasing some additional Styrofoam cups because those stored in the closet were dirty / dusty.
*Purchased OJ and apple juice, 2 ½ gallons of each. We had way too much; 2 gallons of OJ, 1 of apple would have been plenty. We also purchased flowers for centerpieces & 15 dozen donut holes from Marsh.
*Set up: Contacted Mr. Greer the week of July 30th to arrange table set up – 2 at the top of the atrium stairs for MC sign up, and 4, shaped in 2 “L’s” for serving food & drinks (so we could position coffee next to electrical outlets). One “L” shaped station would have been enough.
*Set up what we could the evening before , then arrived at 6:30 that morning to start the coffee, fill water coolers, etc. Event began at 8:00, ended around 10:00.
*Served coffee, water, juice & donut holes throughout the meeting; cleaned up and out by 11:15. Natalie Weir & I were assisted by one volunteer, Susie Garriott, for a total of 3 people the day of the event. Beth & Tamiko manned the MC activity tables.
*In the future, it would be easy to provide hot water for tea, either in a carafe from home, or using one of the urns. We also did not have decaf this year, but could offer that as well.
OUTSIDE RESOURCES/PHONE NUMBERS/EMAILS FOR FUTURE REFERENCE:
Wolf Printing, 7120 Graham Road, Indianapolis, IN 46250;
email: ; phone: 577-1771
*We used Marsh for the donut holes, and I used Steve’s Floral simply because it was open on Sunday and close to my house. Really, any florist would be fine, or even Marsh / Kroger. I wasn’t sure what flowers would be available at my local grocery on Sunday. In the past, they have used potted mums, but these have become harder to find over the past few years.
EXPENSES: Flowers - $65, Juice- $22.34, Donut holes -$14.85, Styrofoam cups – $7.23
*Total=$109.42
REIMBURSEMENT REQUEST TO:
Ann Bagwell, CHS MC Treasurer, 7141 Huntington Drive, Indpls., IN 46240