Band Awards Concert Coordinator

The first thing you'll want to do is contact KT and Band Council president, and arrange to get together with them to find out what plaques, trophies, certificates will be needed, and then assign someone to take care of that. It's possible the Band Council will decide to do some of those themselves.

Next is assign one of the volunteers to solicit the door prizes. See Jean Jackson for all of the notes and 2002 door prize donators. At least three prizes (four would be optimum), 35 to 50 dollars in value. Restaurant certificates, flowers (can also be used for stage decoration at the concert) have come through in the past. A car wash or gas station might be another potential donor. Have whomever sells contact me for specifics of what the donor gets in return.

If two people can be assigned to each find two businesses to take out ads... for cash... no prize donations... we can have our expenses covered. Again, I can go over the details with whoever is doing the selling.

The program is essentially done. I'm waiting on KT and AJ to provide me with the titles/composers of the pieces that will be performed, and a couple of minor details. They already have a first draft to proof. I'll take care of the printing of the program. The past two years we've purchased 500 and had at least 150 left over. By my count we have 169 students in the Band program, so will cut down the programs to 350. That's two per student - and the ushers will just have to make sure they don't pass them out to any kids. This should also keep our cost down to under $200.

The students run most of the show on Awards Night. In the past, the Coordinator has welcomed folks and then turned the evening over to the Band Directors and Band Council. The Coordinator(s) may want to do the door prize drawings and presentations.

You may recall the PowerPoint presentation from last year, with the Seniors photos/bios and other pictures from throughout the year. Linda Carlton did this in 2002.

And of course, the ushers, backstage help, sound, raffle tickets help from the Band Boosters.

A very time-consuming project (allow at least six weeks for this) – and as with the PR job, this person should try to commit to doing it at least two, if not three, years. I will be happy to offer guidance to the person who takes on the responsibility. The 2002 program (and supporting documentation) is on a CD and takes up nearly 3 megs. It all starts with the student survey, which goes out immediately after the students return from their Spring Trip. The coordinator should work to get the majority of the returns in within a week. After that, one or two email attempts by the coordinator are sufficient, and then post names in the Band Room and turn it over to the directors for compliance.
Then comes formatting the students’ achievements and updating the Ensemble rosters. This requires a fair amount of patience and better-than-average working knowledge of how to move things around in MS Word.
This is the only program which requires advertising be sold. It is professionally printed, while the other programs are done using the school’s copying machines. Plan on a budget of $500. The advertising covered about half of that. The raffle raised most of the rest. I think only about $100 actually came from the Band Department budget. We could have saved $50 or so had there not been a graphics problem with one of the ads. The labor to correct it is what cost.