GRAD NIGHT STEERING COMMITTEE

CHAIR POSITION DESCRIPTIONS


Chairs recruit Leads to help manage and execute responsibilities under their supervision. Chair positions may also be shared between two individuals acting as co-chairs.


Main Chair - LEE ANN WADE

  • Establish Budget
  • Select AV/Photo/Activity Vendors, collect bids
  • Liaison for vendor(s) and LGHS for all electrical/load/safety coordination
  • Establish and communicate responsibilities and deadlines to volunteer chairs.
  • Serves as the final authority on all matters relating to Grad Night
  • Set up and execute 4 parent meetings over the school year and own all steering committee meetings
  • Lead the Chair recruitment effort for Grad Night.

Fundraising Chair - OPEN

  • Conducts community outreach to secure cash, service, facility or food donations for Grad Night
  • Establishes donation link with ticket purchase


Facilities Liaison and AV CHAIR - Scott Nelson Owner,  Totally Wired

  • Liaises with LGHS Facilities and Maintenance Department 
  • Secure school provided items (tables, chairs, etc) that may be available
  • Obtains estimates and provides all AV sourcing for event
  • Coordinate w LGHS to set up a network for admissions and any other wifi scenarios at the event
  • Oversees delivery and placement and removal  of school available items and memory board stands (which we own) according to site plan


Volunteer Chair - BETH STARK

  • Primary point of contact to collect and post in Pinwheel all parent volunteer opportunities to do with Grad Night, including: Decor, Work Week Set-Up, Activities, Food/Beverage, Facilities, Security, Senior Museum, Admissions, Technology
  • Regularly monitors sign ups and partners with Comm Chair to share updates with parent community


Rental Coordinator Chair - SHELLEY SULLIVAN

  • Spreadsheet creator to collect needs from Decor, Activity, Facility and Food and Beverage Chairs
  • Oversee order, contracts, delivery, placement, and return of all rental items 
  • Confirms budget with Main Chair and Finance Chair on budget for all rentals prior to placing order


Food and Beverage Chair - IRINE DIBOWITZ

  • Sources and selects food and coffee vendors according to site plan and budget (2025: two food trucks + soft serve truck at entrance), 
  • Sources water stations,  candy stand, snack wall, donut wall, parent volunteer lounge food/bev
  • Executes all needed paperwork and contracts with all food vendors
  • Coordinates all table linen requirements for every food and beverage station with the Rental Coordinator Chair


Decorations Chair  - COURTNEY BRENNAN

  • Oversees all aspects of Grad Night related to decorations, according to site plan
  • Identifies volunteer needs and submits needs to Volunteer Chair for posting
  • Sets up and facilitates all decorations clinics/workshops
  • Identifies a source for decorations work space


Activities Chair - LEE ANN WADE

  • Oversees all dealing with arcade, large games, fortune telling, tattoo, and teacher band performance
  • Search and select vendors for outside games and activities at Grad Night - arcade, Inflatable activities - deliver needs to Rental Chair for overseeing
  • Works with Decor Chair  for decorating inside and outside areas - Tattoo, & Fortune Telling booths, Arcade Entrance and large gym, chill zone, lobby, entrance, and bathrooms
  • Oversees Photo Booth, Hypnotist (or other headliner entertainment)
  • Obtains appropriate insurance certificates for activities on campus and shares documents with Main Chairs/Treasurer


Senior Museum Chair Co-Chairs - STEFANIE JOHNSTON and STACY HEIN

  • Oversees all aspects of the Senior Museum - memory boards
  • Staffs museum for work week to accept memory boards and let kids/parents look at boards
  • Submits volunteer needs to Volunteer Chairs
  • Coordinates with Decor Chair decoration requests, if any

Grad Bags Chair - CATHLEEN BANNON

  • Oversees Grad Bags - stuffing, coordinating, distributing
  • Grad Notes - oversees collection and distribution of them inside the Grad Bags which are given out after grad rehearsal the morning of Grad Night. (STACY SABATINO)
  • Produce small gift to go inside grad bag - get budget for Grad Bag items from Main Chair and Finance. Work with Wildcat Donation for their contribution.
  • Advise/Coordinate with Decor Chair to ensure the gift aligns with the event decor.


Admissions Chair - OPEN

  • Oversees all aspects related to ticket sales and admission to the event.
  • Sets up and manages online ticketing component of our Grad Night platform (Pinwheel) and coordinates with Fundraising Chair to include donations info/levels on same page.
  • Submits Admissions volunteer needs to Volunteer Chair 
  • Confirms table, chair, lighting, power needs on site plan at admissions and confirms order with Facilities Chair. 
  • Confirms  decorations at admissions with the site plan and Decor Chair. 


Treasurer Chair - LEE ANN WADE

  • Partners with decor and main chairs to set budget for decor, activities and food and beverage teams
  • Tracks spending and balances to budgets
  • Reimburses for expenses
  • Pays large sum vendors with LG Grad Night card
  • Balance checking account monthly
  • At year end, sends information to LGHS H&SC to file taxes
  • Monitor reserves to carry over year to year
  • Ensure insurance riders are in place and uploaded into Facilitron for LG H&SC parents and most activity vendors


Security Chair - ADRIENNE MCGRATH and TAMMY ILLGES

  • Oversees professional security team for the event
  • Leads parent volunteers
  • Point of contact for LG Police & Fire


Technology Chair - Michael Tkachuk

  • Oversees all aspects of technology required for event