I hope everybody had a Merry Christmas.

I found myself thinking too much about this event instead of enjoying my time with the family. It’s becoming a little bigger than I was expecting, but I think I’m up to the challenge. I have a lot of help.

I’ve begun working on my Thank You list.

I figure at the end of the event, I’m going to have to get up on the microphone and thank those who contributed the event.

This is a very important part of the ceremony. I’ve been in the position before where I’ve put in a lot of work toward some project, and never even received a simple thank you. I know it’s not required, but a little gratitude goes a long way, especially if I might need help in the future.

Anyway, here’s my list so far. I expect to add more and even delete some names if they don’t come through.

1. The donors / participants

2. The volunteer staff – identifying the separate groups or clubs who helped, along with their advisers.

3. The Fire Department

4. The custodial staff

5. The DJ

6. The T-Shirt guy

7. The principal

8. The district dignitaries

9. Any other dignitaries- city, county, etc.

10. My student and her mother who came up with the idea and helped promote it.

11. Who am I missing?

Like I said, this is probably one of the most important parts of any ceremony or event. It would be great if I was able to hand out some kind of certificate or plaque, but since I can’t, I need to do the next best thing – publicly show my gratitude.

Again, if you would like to donate to this cause, it would be greatly appreciated. The information can be found at the website I set up:

http://www.teamc8.com/cfisps.html

Thank you,

Sam

I sent out my first “Please Donate” Letter.

Actually it was an email.

I am looking to get my t-shirt person to donate t-shirts for the staff. We have no budget, so if we are going to have t-shirts, they will have to be donated.

When I sat down to write the letter, I wanted to have a plan. I just didn’t want to ask for free t-shirts.

Here is what I wanted to do with  the letter:

1. Get to the point quickly.

2. Explain the purpose of the event.

3. Describe how he will benefit.

4. Answer his questions before he even asks. (How many? What size? What color?)

5. Ask for a quick reply.

6. Provide a web page where he can see the legitimacy of the event.

7. Include a final thank you.

Here is the letter:

Merry Christmas!

So what do you need now, Sam?

Here is what I am going to need in order to pull of this event:

1. Banners - I figure I can get my students to create these using butcher paper and paint.

2. Balloons – I’m going to see if there is a balloon company that will donate their services in exchange for some publicity. If not, we’ll have to buy some balloons and blow them up ourselves. I think our school Leadership team has a helium tank that we can use.

3. T-Shirts for staff – I have a company that we use to make our club t-shirts. I’ll see if they can donate about 40 shirts for us. They will be able to put their company name on the back.

4. Security for the money that will be collected on that day – I’ll just find a large, scary-looking parent or teacher who will volunteer to stand by the collection table. Any volunteers? Just kidding.

5. A Stage – I’ll have to ask the custodians to bring our school stage out for the event. Not too big a deal.

6. Sound System – We have this. Again, the custodians will help set this up. Note: One of the best pieces of advice I ever received was to be nice to your custodial staff. You never know when you’re going to need them. Here is a good example of how I’m going to call in a few favors from them.

7. a DJ - I figure I can call a DJ to come and play some music for us for free. Normally DJ’s are busy in the evening for parties and such. A mid afternoon gig will be something that he/she will be available to do for free. It will be good publicity.

8. Water for the participants – Working on getting this donated.

9. Help with parking – This may be an issue since my school doesn’t have a parking lot. We may have to use the basketball courts for parking. If that is the case, we will need some help directing traffic. We may be able to use some students for this. They’re going to need those reflective vests.

10. Cones to outline the course – We don’t have a track, so we’ll need to mark off the course. We can borrow cones from PE.

11. Staff for set up and tear down/clean up – There are a couple of service clubs on campus that offer service hours to those who help out.

12. Copies of flyer – This is too expensive to do at a copy place. I’ll use the school’s copy machine. That’s free.

I’m sure I’m missing stuff.

Can anybody think of anything else I will need?

Thanks,

Sam