District Band Coordinator
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District Band 2003
Hospitality Room for Visiting Directors Menu
Friday, January 30, 2003
| Breakfast |
Lunch |
| casserole (Holman) |
cold cut tray (3) |
| casserole (Loerch) |
veggies (1 gal bag carrot,celery,tomato,cukes,broccoli) |
| casserole (Cardwell) |
cookies (Holman) |
| fruit salad (Beauchamp) |
chips (1 big bag) |
| fruit salad (Hill) |
mustard (1 for both days) |
| juice (1 gal OJ) |
mayo (1 for both days) |
| bagels (2 doz) |
veggie dip (1) |
| cream cheese (1) |
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| butter (1) |
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Saturday, February 1, 2003
| Breakfast |
Lunch |
| coffee cake (O’Malley) |
wrap sandwiches (3 trays) |
| coffee cake (Beauchamp) |
veggies(1 gal bag carrot,celery,tomato,cukes,broccoli) |
| coffee cake (Cardwell) |
cookies (Real) |
| fruit salad (Hill) |
chips (1 big bag) |
| fruit salad (Lewis) |
veggie dip (1) |
| juice (1 gal OJ) |
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| bagels (1 doz) |
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| cream cheese (1) |
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| butter (1) |
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Provided all day Other items needed
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water (5 cases) |
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soda (2cases coke, sprite, diet coke) |
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coffee |
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tea |
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hot chocolate |
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cream (1 qt half & half) |
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sugar |
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2 large coffee pots |
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stirs |
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hot pads |
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twizzlers (1 tub) NOT popular |
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pretzels (1 tub) |
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M&Ms (I big bag plain) |
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flowers |
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baskets |
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trays |
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tubs for drinks |
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paper towels |
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plates, napkins, cups |
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table clothes (3 black, 6 purple) |
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forks, knives, spoons |
Breakfast and lunch were provided for about 45 directors and assistant
directors on Friday and Saturday.
Two weeks before
§ Plan menu
§ Call volunteers to bring some of the food
One week before
§ Order meat tray and wrap sandwich tray from Price Club
§ Call school to have Conference Room available and open
One day before (Thurs Night)
§ Set up room (takes about 2 hours with 3 people)
§ Move table against wall
§ Chairs around perimeter
§ Cream/sugar/cups on bookcase
§ Coffee and hot water on silver cart
Cold items were kept in the refrigerator in Chef Doubleday’s kitchen or in
coolers.
We got ice from CHS kitchen.
Many items were found in the band storage closet. Talk with concession
chair about sharing these items such as plates, napkins, coffee, sugar,
etc.
One year Chick-fil-A sandwiches were ordered. BE AWARE that they are
cooked in PEANUT OIL.
We used Price Club (Costco) for the meat trays and wrap trays. It was much
less expensive. Remember to buy the rolls. They are NOT included.
Recommendations:
§ Use hot plates for egg casseroles
§ Plan on having extra lunch meat from Friday to offer on Saturday along
with the wraps.
§ One mustard and one mayo was enough for 2 days.
§ Twizzlers were NOT popular.
§ Include the volunteers in the count.
Additional note from Cheryl Connor: the wrap-type sandwiches were not
nearly as popular as the cold-cut sandwiches and the hot breakfast
casseroles were a HUGE HIT. 
2002 Notes
CHS has a great reputation for handling this event and directors have
complimented past parent boosters and CHS students for providing such a
hospitable atmosphere for the weekend. We have a reputation to uphold!! If
your child is in District Band, or even if he or she is not, please
consider helping and respond right away. Your help is much appreciated.
COORDINATOR
The event involves six jobs:
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Registration |
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Driving |
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Program |
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Hospitality |
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Concessions |
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Stage Setup |
The 2003 dates are as follows: January 30 (evening only); January 31
(daytime rehearsals); February 1 (daytime rehearsals); Feb. 2 (rehearsal
and early afternoon concert)
The main responsibility of the Coordinator is to be the POC for the event.
The jobs that need to be done for District Band are as follows (to the
best of our knowledge):
REGISTRATION of students Thursday evening
DRIVING 3 directors from the airport to the Holiday Inn (50 & 28)
on Thursday (times TBA by Keith Taylor); to school from hotel and back to
the hotel Friday and Saturday; and to school from the hotel and to the
airport on Sunday. If you can drive please indicate when you are
available.
PROGRAM: A volunteer is needed to prepare a program, with input
from Keith. Job involves desktop publishing and printing.
FOOD/HOSPITALITY for the three guest directors and the local school
directors Friday, Sat., and Sun. (breakfast, lunch and beverages).
Instructions for food/hospitality from Judy Hanzlik as follows (thank you
Judy!):
“District band hospitality: First, find out from Keith just how many band
directors, others, etc. will be attending this. I fed them breakfast,
lunch, beverages at all times, munchies, etc. This group really likes to
eat!!
For breakfast (on Friday): I had 2 moms bring in a fruit salad and a cake.
I brought in everything else, juice, coffee/tea supplies, paper goods and
whatever else you need, and had them in school on Thurs. evening so it
could be ready early Fri. morning. I couldn't be there for breakfast so I
had one person oversee this. Just a note on this: it's easier to buy all
the things and not depend on volunteers to supply food, etc. because
sometimes the food doesn't show up. You have to find dependable people.
Just save all receipts. Keith has a bigger budget for this because
District XII reimburses Keith. For lunch, Scott Takane took charge of
this. I ordered platters from Giant. I bought condiments, chips, salads,
dessert, beverages, paper goods, bowls etc. I had it all ready in the
conference room and all Scott had to do was pick up the platters from
Giant and set up the rest of the food. I kept salads in the frig. in the
teachers lounge (across from security). I think he may have had 1 other
parent help him with this. 2 volunteers per meal is really all you need.
Too many cooks spoil the broth. Check with Scott for further info.
I did breakfast and lunch on Sat. I think Ginny Katona (I'm not really
sure about that) helped with breakfast. We did the same thing as on Fri.
For lunch, I ordered from Chick-Fil-A and had sandwiches and salads
delivered to the school. I can give you the contact from Chick-Fil-A:
Richard 703-631-2253.He's a great person to work with. I think I ordered
something like 100-125 sandwiches and salads. He charged $3.00 per. Bill
came out to $375. Everyone loved it. I had beverages available at all
times. I went thru MANY bottles of water and some soda. The person who
wants to do this can always contact me when you get to do District again.
It's a lot of work. An approx. number you will need to feed: breakfasts
20-25; lunches 50-60. Again check with Keith for numbers. Don't forget to
feed parent volunteers.”
CONCESSIONS: for the students Friday, Saturday and Sunday. No
guidelines are available from past events but we think it involves pizza
for lunch, sodas, water, and munchies for breaks. Concessions are usually
handled by Indoor Ensemble to earn the money for travel. Adults needed to
purchase goods, order and coordinate the student workers from IE.
STAGE SETUP on SUNDAY: Mark Bumala will coordinate. Let Mark know
if you can help: mark.a.bumala@saic.com
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| Notes |
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2003 notes provided by Linda Gillen |
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