POST-PROM/POST-GRADUATION PLANNING

Funding-
Please remember that a successful event can occur on a small budget. Contact MCPP/G officers for ideas on small budget planning.

Timing/Calendar dates-
Several first year chairpersons have begun in Jan., Feb., or March. Don't be discouraged if you are starting late.

September

Set Event Planning Meeting Date: Announce it at Back-to-School Night


• Get in touch with the Newsletter Editor to place announcement of post-prom/graduation event and announce Planning Meeting date in upcoming newsletters.
  

Schedule Senior Class Parent Meeting (if possible) - good chance to promote event


• Call the Class Administrator and Class Advisor in September and schedule the Senior Class meeting for a date in December, January, or February (or perhaps your school has a "Guidance Advisory Council" that could plan this event)
  
• Parents have been the best source of funding for most schools & this Sr. Class Meeting helps to encourage donations (see January regarding the Fund-raising letter to Parents that can coincide with this meeting).

October - January

Attend lst meeting of MCPP/G- Call Meg Baker if not sure of date (301) 515-7100 Event Planning Meeting for post-prom/graduation event

• Have a meeting to start planning (this should be advertised at Back-to-School Night and in the first PTSA newsletter)
  
• At meeting decide how to choose theme for the event (how can the students' suggestions be considered? -some groups ask Sr. Class Officers/Advisory Council to decide)
  
• Work out as many details as possible:
  
• Talking points for parent meeting in Dec., Jan., or Feb. (see above)
  
• Agenda
  
• Handout information
  
• Plan to send a letter to all parents (separate letter to senior parents)-January mailing has worked well for many or just before Senior Class Parent Meeting.
  
• Ask for volunteers to chair each committee & someone to be the record-keeper &/or treasurer (If a committee has no volunteer chairperson - ask for someone to at least be a point of contact to help you (the chairperson) until someone else can be found.)

- Publicity	- Decorations
- Activities	- Fund-raising
- Food	- Prizes
- Clean-up	- Sign-in/Sign-out Sheets
- Volunteers

- Treasurer/Record-keeper

- Important to keep track of expenses & donation sources & to answer Questionnaire from MCPP/G (required for grant eligibility) (pg. 6-2 thru 6-4)

*Has bank account been set up? (if it is not under the school's Business Office) If acct. is in a commercial bank it is a good idea to get an EIN (Employer Identification Number) # - you can get forms from library and mail request to the IRS. (This is so the acct. does not have to be under an individual's SSN)
*Have you booked your location?

November- February

Senior Class Parent Meeting

• Many feel that January or February is the best month for this meeting
• Check with class administrator on agenda for meeting
• Post-prom presentation should be last on agenda
• Review details of meeting with Business Manager: location, time, tables for handouts, microphone
• Collect sign-up forms from meeting
• Count money - if any is donated that night
• Follow-up:
• Collate all committees from sign-up forms
• Call all chairpersons and have them call volunteers
• Confirm next meeting
• Attend the November Vendor Fair coordinated by MCPP/G - Companies (& self-employed individuals) present their available entertainment packages, activities, goods, and talents.
• Think about what vendor(s) you may like to book, if funds are available. Some vendors begin calling chairpersons before the Vendor Fair. Don't rush into a contract. Get estimates from various vendors & recommendations from former chairpersons. You may want to wait to see how your fund-raising goes before booking any vendors or until you have the necessary funds for a deposit. Don't be pressured into a decision. Inflatable activities and casino activities are available from several sources. If you have questions call an MCPP/G officer (see page 1-2).
• Consult Celebrate Life book for more planning and calendar ideas. (see page 2-3)

November- February

• Attend the MCPP/G Vendor Fair in November-If snow date is not needed then please attend the MCPP/G meeting on the "snow date" night
• Mailing (first one) - to Parents (save receipts for MCPP/G grant reimbursement money) (Some private schools do not allow letters to the parents for fund-raising; check first)
• Order address labels of parents from school secretary (Check on the cost)
• Give list of volunteers to publicity or volunteer chairperson to call for helpers
• Call those who volunteered to help with the mailing (10-12 people)
• Ask to use PTSA's Bulk Rate Mailing Permit
• Send letter out asap after senior class parent meeting (some schools send it out just before the meeting) (See sample letters pages 3-7 thru 3-10.)

March - April

Committee Meetings

• Heads of all committees meet with members (by February or March is best)
  

Attend the March MCPP/G meeting

• Start to collect prizes and plan how to distribute them on the event night Mailing (second one) - to Parents (save receipts for MCPP/G grant reimbursement money) Attend the April MCPP/G meeting - money and donations will be distributed

March - June

• Prepare "Sign-in/sign-out" sheets A-Z for all students eligible to come to your event
• For more final plans- Consult "Celebrate Life" book for more committee planning ideas

Attend the MCPP/G Wrap up session in June(usually third week of June)

June

• Be sure to send thank you to all donors (your school donors and MCPP/G's)
• Complete Questionnaire sheets for MCPP/G by end of July and mail them to MCPP/G
• Try to answer optional question about next year- you can find out from the school secretary when the prom/graduation date is for next year. Also many schools book their event site by June the year before.
• Line up next year's Post-Prom/Graduation Chairperson(s)
• Pay your dues for MCPP/G membership for the next school year
• Final deadline to pay dues and still be eligible for grant money is 10/31 of the current school year. Early payments are appreciated.

All of the ideas above have worked for Montgomery County Post-Prom Coordinators. Consult the Celebrate Life Book for more planning and calendar ideas.

Book
Celebrate Life!, A Guide for Planning All Night Alcohol/Drug-Free Celebrations for Teens, by Virginia Operation Prom/Graduation.

The book is only available online at:
http://www.doe.virginia.gov/VDOE/studentsrvcs/celebrate_life.pdf

This book is very helpful and resourceful.  It is highly recommened as a reference book.

Record Keeping

• Record-keeping/accounting is important for your own information and to complete the required Evaluation from MCPP/G

Food

• Food that members should not pursue as they will be pursued for you by MCPP/G.
• Dominos pizza - 1 pizza for every 20 Graduating Seniors
• Pepsi - the Pepsi Co. prefers to have MCPP/G call them on behalf of our members

Other information/ideas-

• See Celebrate Life book for suggestions on times for serving food
• Ask parents to bring contributions the day of the event
• Use the Student Directory for phone #s.
• Ask local merchants for cash and/or merchandise contributions (check "No-no" list)
• Call in advance to arrange for dropping off leftover food from Post-Prom Party to a nearby shelter: Shelters that will accept food-
• Greentree Shelter, Bethesda (301) 365-2190
• Stepping Stone Shelter, Rockville (301) 251-0567
• Helping Hand Shelter, Rockville (301) 340-2796
• Communities Ministries for single adults shelter (301) 762-8682, ext. 200
• Other shelters do not accept food according to information received as of 10/10/95.

Fund-raising

Ideas-

• Monetary donations from Parents-
• Mail out a fund-raising letter to parents' homes (having only an announcement in a newsletter has proven to not be effective). Send a separate letter to Senior Parents & Parents of students in the lower classes (see pages 3-2 thru 3-6 for sample letters)
• Gift basket to raffle at sports events
• Bake sales - esp. on the Presidential/Congressional Election Day & Primary Voting Day (Call the Board of Supervisors office, (301) 217-6453), for bake sale permission & guidelines at polling sites on Election Day & check with school principal if voting location is a school.
• PTSA- (several PTSAs have given generously towards the event)
• Booster Club- (several Booster Clubs have given generously towards the event)
• Fruit sale
• Community donations
• Area merchants -if not on MCPP/G's "No-No" list (see pages 3-2 thru 3-6)
• Alumni
• Jaycees
• Rotary Club
• Key (Kiwanis) Club
• Car wash
• Raffles
• Neighborhood fire department
• Cluster feeder schools ($ and door prizes) (Check first with the PTSA bylaws.)

Grants to MCPP/G members. These vary from year to year - MCPP/G announces this grant money that will be given to members each year at our regular meetings.

Prizes

• Prizes from MCPP/G - members should not pursue these as they will be pursued for you. MCPP/G has been able to acquire the following for each member:
• MacDonald Coupons: coupons divided by school size
• Paramount King's Dominion: 2 tickets per school
• AAA Potomac: 1 free membership
• Six Flags: 2 tickets per school
• TV - 13" color with remote control (used as Grand Prize by most members)

• Specific Vendors to Contact:
• Putt-Putt, (301) 881-1663, Kevin (Manager), call for free passes
• Scoop de Ville, (301) 907-9269, David Greitzer, Sundaes and gift coupons
• M Stein and Co., (202) 659-1434, Mike Dickson, free tuxedo
• Milton Bradley, Twister game - call Bonnie Perkins -(301) 299-8091
• Individual restaurants
• Good prices have been reported in the past from Best Buy & Sam's - ask the manager for a discount
• Wrap prizes for surprise factor
• Some schools award prices to seniors only while most schools had prizes for all attending with grand prize for seniors only
• Most schools give prizes away every ½ hour

Transportation