Deja’ Brown DECA Event Checklist November 5, 2020

Part I: Questions to Consider

Will the school administration approve the event?
o Yes, Caldwell High is big on fundraising for activity funding. They’re also big on
working with local businesses and strengthening those relationships.
What makes it worthwhile or educational or both?
• Students get the experience of:
o Meeting members of the community by selling tickets
o Build relationships with local business owners and gain donations for the 3 raffle
baskets.
o Gain cash handling skills through selling the banquet tickets as well as the raffle
tickets
o Work on communication skills as they have to communicate with the advisor and
class treasure to turnover any funds received on a daily (or weekly) basis
Is it consistent worth your CTSO’s goals and purposes?
o Yes, DECA’s mission is to prepare students to become leaders and entrepreneurs
in marketing, finance, hospitality, and management.
o With this event, students will learn in every field.
Is it consistent with the community culture?
o Yes, especially for Caldwell High School. We are big on gaining donations from
local business owners and hold many family events at the school to raise funds.
Does it provide a service or just raise funds?
o Both.
§ Students will be preparing and serving the meal.
§ Students get the experience of selling tickets
Will it provide a strong ROI? (Return on Investment of time & Resources)
o Yes, if the event is a success, we can gain potential members through word of
mouth, possible donors, and potentially volunteers for the next year’s event.
Will the event involve strengths from all your members?
o Yes, members will need to be able to:
§ Follow cooking instructions
§ Be able to communicate with members of the community
§ Have the ability to stand and walk for long periods of time
 Deja’ Brown DECA Event Checklist November 5, 2020
Part II: Timeline
6 Months Prior to Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
q Research best Time and Date to hold the event. All Members
Have a proposal that includes a list of times,
Advisor & DECA
q dates, and locations to take to the principal for
Officers
approval
Follow up with principal for confirmation of
q Advisor
approval
Get cafeteria reserved for the banquet (go
q DECA Officers
through principal)
q Get event scheduled on calendar Advisor
Create marketing materials and distribute in
q All Members
order to spread the word
3 Months Prior to Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
Start communicating with local businesses to see If interested, can even
q if they are interested in donating items for the All Members start this process for
raffle bins. next year as well.
q Start obtaining necessary items for raffle bins All Members
1 Month Prior to Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
Follow up with businesses interested in donating
q All Members
items for raffle.
q Obtain necessary items for raffle bins All Members
q Put raffle bins together All Members
Post pictures of raffle bins on social media to
q help spread the word on the event and also see if All Members
anyone is interested in adding last minute items.
Week of Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
q Make sure all supplies are accounted for.
q Run to buy last minute items if necessary
Make sure all last-minute additions are added to
q
raffle bins.
Day Before Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
q Bake rolls & desserts All Members
Day of Banquet & Raffle Fundraiser
Task Responsible Parties Comments:
q Setup sign in area, tables, chairs, and raffle area
Start preparing batches of spaghetti (some rolls
q
and deserts should be done)
Have plates and utensils ready for families to go
q
down the line for food
Greet and collect tickets at the door. Explain
q raffle boxes and tall families how they can
purchase tickets if they haven’t already.
 Deja’ Brown DECA Event Checklist November 5, 2020
Part III: Day of Checklist:
**Jobs will be on rotation. Make sure to check the GroupMe app to see scheduled
rotation times and where you will be starting.
q Event Setup
o Sign in table
o Raffle bin table
§ Have boxes set in front of or next to each bin for parents to enter their
drawings during arrival or throughout the day.
o Dessert area – line desserts on a table
§ Make sure to check throughout the dinner to make sure table is
replenished
q Food Preparation
o Prepare spaghetti and set up line area for participants to walk down and receive
their food.
o Making the spaghetti will be a constant job throughout the night until we run
out or people are done coming to the line.
q During Event
o Greet and sign everyone in (collect tickets) upon arrival
§ Collect tickets
§ Get participant information (name, phone, email, and address – This will
be for the thank you cards to be sent out)
o Explain raffle ticket bins and show where to purchase if haven’t done so already
o Show families where to start receiving their food
o Walk around the cafeteria while people are eating and replenish water.
§ Other drinks will be available for purchase
o Near end of event call the raffle winners to collect their bins
q End of Event
o Clean up
§ Sanitize tables and chairs
§ Put away in correct areas
§ Sweep and mop areas
o Lock up
q Week After Event
o Write personal thank you letters for attending and supporting the program
o Send thank you letters to all attendees