Banquets

I am a senior parent for the varsity boys soccer team. I understand that the senior parents help organize the end of the season banquet. What do I need to do?

Below is a copy of the “Banquet Information” letter distributed to senior parents during the course of the season:

MEMO TO: Senior Parents of HS Teams
SUBJECT: Banquet Information

Each year the senior parents organize an end of the season banquet for the respective sport in which their son or daughter participates. In the past, the football, girls soccer, boys soccer and boys basketball programs have had their banquets at the Elks, while the field hockey, girls basketball, wrestling and baseball programs have gone to the Moose. While this is past tradition, both clubs have welcomed us and either one can be used. You are also welcome to entertain plans for other locations, although neither the Moose or the Elks charge a fee for use of their facilities.

All three teams (Varsity, JV and Freshman) of each sport are honored at these banquets. Generally, the players, coaches and spouses and other guests are invited free of charge while parents and other family members and guests are charged $8.00-$10.00 per ticket (depending on the meal) to offset the cost of the free tickets.

We will sell tickets here at the Activities Office up until the day of the banquet. The tickets will be labeled with the banquet information and we will check off the names of the families as they pay. This way you can get a number of the tickets sold and the names of the families who have not yet indicated if they are coming.

After you have decided where, what time (usually 6:00) and what night, call Angie or myself at 447-1899 to let us know so we can have tickets printed up and get them ready to sell.

Each head coach has an activity account from fund-raising money. If you wish to tap into some of this money to offset banquet expenses (decorations, etc.), make sure to contact the coach ahead of time to find out how much money is available. They are the only ones who can access money from these accounts.

On the reverse side is a checklist to help assist you. If you have any questions, feel free to call me. Also enclosed is a roster list for calling families to remind them to purchase tickets at the high school Activities Office.

Sincerely,
Tim Brown, MAU Activities Director

Banquet Checklist

• Determine Location.
  Moose Lodge: 442-9728; Elks Lodge: 442-2736
• Determine a night (avoid Fridays, Saturdays and Sundays). It would be a good idea to call Angie or myself to check possible conflicts. Make sure to confirm with head coach before booking it.
• Determine starting time (6:00 is usually good)
• Determine if you are going to have one of the lodges fix the meal and charge a ticket price, or if you are going to have a pot luck dinner (no charge). The lodges can help you with this decision.
• Determine if you are going to have one of the lodges fix the meal and charge a ticket price, or if you are going to have a pot luck dinner (no charge). The lodges can help you with this decision.
• Call Angie or Tim at 447-1899 to give them information on tickets (night, time, location and ticket price).
• Contact head coach of program to finalize the date and have them get the word out to the sub-varsity coaches. Check with them about available money for decorations, etc. Ask them for a count of guests, spouses for a head table count. (Coaches take care of the expense and ordering of any team or individual trophies).
• Use roster list to make call home to families to notify them of banquet information.
• Keep receipts of ALL expenses that you wish to have reimbursed by the school account.
• A few days before the banquet date, call the Activities Office to get an update on ticket sales. Then call the Moose or Elks to give them a head count. Ask them if it is okay to sell additional tickets at the door.
• If you have any questions, call Tim or Angie at 447-1899.

Print Banquet Checklist

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