GRAD NIGHT COMMITTEE POSITIONS 2019
GradNight always needs volunteers and especially, volunteers who will serve as committee chairs and coordinate selected areas and serve as committee chairs. Every year, as a small non-profit, we need volunteers to plan and organize the event. There are positions with time commitments in the fall, and others in the spring. Some positions take just 4 hours of work on a single day, and others require a few hours of time each month. We encourage you to share a position with a friend, check out the ones below (# indicates the number of chairpersons needed). Interested? Email us at hmbhs.gradnight@gmail.com or use the contact form here.
President (2): Dawn Novarina + 1 OPEN for 2018-19!
Oversees all sub-committees; Makes sure deadlines are met; Manages permits for venue; leads monthly meetings; other “presidential” tasks as needed. Preferably 2 presidents co-chair. Mostly follow ups on committee business via email & chair once a month meetings. Delegate and serve as liaison for all committee members. Extra time as needed when the event gets closer.
Time commitment: Meetings plus 2 to 3 hours per month
Pumpkin Festival Poster Hanging (1): Stephanie Duncan
Distributes and hangs P-Fest posters around the Coastside and beyond. P-Fest management donates $2500 for this task. (completed before Pumpkin Fest). Posters need to be distributed and hung prior to Labor Day weekend.
Time commitment: August and first week of September only
Donation Coordinator (1): Vanny Love, Nicole Lourenco and Nancy Horner
Coordinates & manages donation letter/email to potential donors. (Letters are mailed late October/Early November). Most collections are done in the fall with a few trickling in after the holidays.
Time commitment: ~3 to 4 hours during October and November.
Silent Auction & Raffle co-chair (3): Vanessa Love + 2 OPEN for 2018-19! (Past co-chairs Diana & Jaime mentors)
CRITICAL!! Coordinates & manages the Spring Silent Auction event with established venue and donor list. This is the primary source of funds for our party!! The Auction date is late March to early April. Everything you do would happen before this date. You would not be busy over graduation time.
Time commitment: January to early April
Recording & Correspondence Secretary (1): Sonja Krieger
Records and distributes minutes for monthly committee meeting. Manages correspondence for committee affairs. Take minutes at each 1.5-hour monthly meeting and manage a very little bit of correspondence for committee needs.
Time commitment: ~ 2 hours each month.
Web, Database, Files & Transition (1): Dawn Novarina
Oversees website, file management, digital notes and archives for committee, responsible for transitioning information to new committee chairs and members; backup for committee co-presidents if needed.
Time commitment: As needed throughout school year.
PR/Marketing (1): Lani Hessen
Publicity for spreading the word about GradNight. Works closely with the admissions committee assisting in getting the word out to sell Grad Night tickets. Also assists with publicity on the Auction and for volunteers for the Event itself. Spread the word for future committee members to join in and help! Requires some emailing and communications with local newspaper, admissions to publicize and reach target audience (students, parents & volunteers).
Time commitment: February to June, 3-4 hours per month
Admissions (2): Erin Bautista + Melissa Wade
Co-chairs manage & track ticket sales. This chairperson coordinates the sales of Grad Night tickets beginning on the first day of registration at school up until the week before the event. Works closely with PR/Marketing to reach seniors and manage advertising. Most work is done on computer to manage ticketing as needed. We sell tickets at different prices throughout the school year and up until a week before the event.
Time commitment: 4 -5 hours per month, August (registration) and March to June.
Admissions Registration/check-in (1): Dierdre Harger
Order registration supplies (May), creates badges and is in charge of check-in on the night of the event (9-10:30).
Time commitment: May to June, 3-4 hours per month
Decorations (5): Lisa Gilmour, Robyn Souza, Patricia Bodas
Manages the event theme with decorations and recruits helpers for the day of the event decorating. 3 co-chairs + 3 official helpers. More helpers join in as needed throughout the planning and on the day of the event. Theme is chosen by January, and decorations planning begins in early Feb, and on-off through June event.
Time commitment: February to June, 4-5 hours/month.
Memory Lane (1): Rosalie Simrock
Oversees the Memory Lane display that families put together to reminisce their Senior’s school life. Notifies and encourages parents on Memory Lane collages over the last 3 months of the school year; collects collages from UPS Store beginning of graduation week and organizes the display and late submissions up to the day of the event, and final organization on the Event day.
Time commitment: April and May ~1 hour per month; 5-6 hours in June.
Mail boxes (1): Christine Armstrong
Collects notes and letters from family members to each senior for them to find in their mailbox at the party. Encourages families to create notes to their grads over the last 2 months of the school year. Picks up all letters at high school on the day of Event and distributes letters to the GradNight mailboxes.
Time commitment: May and June ~1 hour per month plus ~ 2-3 hours the day of Event.
Food (2): Cheryl Nashir + Erica Johnson
Purchase, request donations and coordinate food needs for the party. Oversees food, setup, donations pickup and the volunteer schedule for the day and night of the event.
Time commitment: April to June, ~3-4 hours per month plus 3-4 hours the day of event.
Prizes (2): Muff Donner + Kristin Lynn
There is a big budget for many great prizes the grads can win. These co-chairs purchase the prizes and brings them to the event when we set up. (Shopping begins prior to Black Friday online or in stores). Shopping sales online and in-person as needed. Setup and coordinate prize room display on the day of the event. Schedule volunteers for prize room and wheel.
Time commitment: as needed to complete shopping plus 2-3 hours day of event.
Entertainment (2): Diane Harris + Noelle Lane
This chairperson coordinates the GradNight party entertainment using existing vendors or new vendors as appropriate. Finds talent and party fun and oversees vendors and contracts. Collect options for the party and coordinate vendor contracts as needed and coordinate with decorations committee as needed.
Time Commitment: 1 hour per month, January – June, 4-5 hours on night of Event.
Security (2): Judith Cortex, Sonja Krieger
CRITICAL! Only a couple of meetings and Grad Night event itself. A Security chair is there all night. You are the first contact with Security volunteers. You meet them, give them their assignments and are the point person for making sure everyone monitors their posts.
Time commitment: Last two meetings and NIGHT OF THE EVENT. Approx 9pm to 6am.
Volunteer Coordinator for the Event (1): Robyn Souza + Lynett Curthoys
This person recruits and manages the volunteers and chaperones for the event night. Recruitment include emails, posting on Nextdoor, working with business and school groups to contact their members, work with Publicity to get Review coverage of volunteer need.
Time commitment: March to June, 1 hour per month to June, 4-5 hours the night of Event.
Take Down/Clean Up (1): OPEN for 2018-19!
Manages the clean up after the party. Coordinate volunteers to help and then day after event a few hours to clean up and put away.
Time commitment: 3-4 hours, morning after Event.
Treasurer (1): Cindy Chong (Alan Olivero mentor)
CRITICAL!! Manages the funds for GradNight. Time commitment: 2-3 hours per month, plus some meetings.