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Event Planning
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Event Planning Team
We are calling on all parishioners to bring our SS. Peter & Paul Community Events to life! We provide three social events each year:- Italian Dinner (October)
- Crab Feed (February)
- St. Patrick's Day Dinner (March)
Has overall responsibility for one or more of the following events: Crab Feed (February), St. Patrick’s Day (March) and Italian Dinner (October)- Responsible for recruiting Coordinators to serve on planning team
- Facilitates planning meetings with Coordinators
- Determines ticket price for events
- Creates and maintains budget for events
- Works with office staff to reserve space for events and planning meetings
- Submits event dates to our parish Office Manager when requested
- Responsible to unlock and lock hall as needed for meetings and events
- Responsible for event supply reimbursements
- Responsible for procuring and returning cash box and microphone for events
- Publishes event wrap-up notes and detailed income/expense report
Here are some specific Coordinators that we need for each event:
Publicity and Volunteer Coordinator:
(Can work from home and does not have to attend the event)- Responsible for creating advertising for bulletin, flyers, and posters
- Creates, recruits and monitors all volunteer sign ups via Signup Genius
- Must be comfortable and competent with computer work and have good written communication skills
- Attends planning meetings
Kitchen Coordinator- Filled
(Works on the day of the event. Will not be able to be a guest at the event.)- Develops timeline for distribution of food and bussing of dishes
- Works with Cooking Coordinator and Server Coordinator to follow timeline
- Oversees kitchen process including pots & pans cleanup
- Attends planning meetings
Kitchen Cleanup Coordinator
(Evening of the event, 7:30-until complete).- Instructs and supervises volunteers washing dishes, and cleaning kitchen
- Ensures that everything is put away into its proper place
Hall Cleanup Coordinator
(Evening of the event, 8:30-until complete).- Supervises volunteers in removing/putting away decorations, dishes, and tablecloths
- Ensures tables are wiped down
- Supervises volunteers in breaking down tables, putting chairs away
- Supervises volunteers in sweeping and mopping floor
Beverage Coordinator- Filled
(Able to attend the event)- Purchases needed beverages
- Acquires ABC license if alcohol is served
- Becomes RBS (Responsible Beverage Server) certified
- Sets up and dismantles the bar
- Instructs and supervises bar ticket sales and bartenders
- Responsible for storage of beverages
- Attends planning meetings
Cooking Coordinator
(Works on the day of the event. Will not be able to be a guest at the event.)- Responsible for determining menu, ordering food
- Responsible for cooking the entire meal
- Responsible for distribution of leftovers
- Works with kitchen coordinator to determine food service timeline
- Attends planning meetings as needed
Server Coordinator- Trains servers immediately prior to the event
- Supervises servers throughout the event
- Works with Kitchen Coordinator to follow timeline
Decorations and Set Up Coordinator-Filled- Plans event décor
- Supervises volunteers during setup, takedown, and storage of tables, chairs, centerpieces and décor
- Attends planning meetings
Registration Coordinator-Filled- Handles online registration and seating assignments
- Provides printout of table assignments to greeters
- Attends planning meetings