EHS Senior Party Committee Descriptions
Budgets are set at the beginning of the school year and each committee chair is responsible for maintaining their budget –
donations are preferred over purchases. Each Committee is responsible for decorating and cleaning up their own space.
Senior Party Leadership Team:
Responsible for scheduling meetings, setting budget, obtaining committee chairs, communications to senior parents,
making sure that committees know what they need to accomplish, finding warehouse space, keeping the planning
process moving smoothly and working with the EHS personnel. The Leadership Team involves the following positions:
Chair A (Entertainment, Prizes, Photography)
Chair B (Food, Hospitality, Security, Green Team)
Chair C (Decorations, Care Team, Warehouse)
Treasurer
Volunteer Coordinator
Communications & Meeting Coordinator
Treasurer (Leadership Team Member):
Treasurer is responsible for preparing the budget with Leadership Team, depositing checks, checking account, paying
bills/invoices and financial records. Treasurer also works with the Edina Community Foundation (501c3) regarding
donations that are tax deductible.
Volunteer Coordinator (Leadership Team Member):
Volunteer Coordinator works with the Leadership Team to recruit parents to serve as Committee Chairs for the Senior
Party. Volunteers are needed to serve on various committees prior to the night of senior party. Volunteer Coordinator
sets up computerized volunteer sign up (sign up genius) for parents to volunteer and take a shift the night of the party.
Care Committee:
Responsible for trying to making sure that each student is represented at the party with whatever personal decoration has
been chosen by the photo wall committee and/or bodies committee. These students are usually in the ABC (A Better
Chance) program. Care Committee also makes sure that the students have registered for the party and extend a
scholarship to attend the party if low income. Some of the families have a language & cultural barriers.
Clean-up Committee:
Work with individual committees and hall captains to organize cleanup of high school after the party; obtains dumpsters
for warehouse and school; work with Junior Transition Chairs for next year’s party to donate party props/art; help organize
clean up of warehouse.
Communications & Meeting Coordinator (Leadership Team Member):
Responsible for preparing agendas, conducting meetings, creating two newsletters (February and May), organize
mailings, create student invitations, prepare party announcements on monitors at school, provide senior party updates to
the Hornet Headlines.
Decorations (Leadership Team Member):
Overall artistic development of the theme -- work with individual committee chairs and hall captains to develop decorating
themes; oversee and coordinate use of warehouse by all committees for work. Work with the Decorations subcommittees
listed below to make sure that the theme is carried out and budgets are met in the various areas. Oversee decorations
installation in the high school. Work with Clean up Committee to ensure that the high school and warehouse is cleaned
out. Maintain budget.
Decorations-Bodies:
Supervise individual student mock-ups done by parents, help decorate/set-up/take-down. Works with Care
Committee to make sure that each senior is represented.
Decorations-Warehouse/Supplies Coordinator:
Work with decorations committee to order and supply decoration materials at the warehouse, arrange for transfer
of props/decorations to-from warehouse-school and back. Supervise warehouse space.
Date printed: 2/10/2016
Decorations – Outside Entrance:
Work with decorations chair to design and construct the outside entrance to the High School that is theme related.
Entertainment (Leadership Team Member):
Decide on and retain entertainment within established budget. Entertainment in Fick Auditorium and gym (hypnotist, DJ).
Food / Beverage Committee:
Plan menu (entrees, snacks, desserts, beverages) with the theme in mind, obtain and serve food to seniors and parent
volunteers during the event. Decorate/clean the food area(s) within established budget. Donations if possible!!
Fundraising Committees:
Individual fundraiser chairs supervise and implement fundraising opportunities.
Macy’s:
Sell $5 coupons “Shop For the Cause” in August and September.
Sally Foster/ Stationery:
Begin planning in August for September fundraiser. Promote SF products, distribute SF packets to homes,
receive and tally orders, arrange for delivery/pick up of product. Work with Treasurer on receipts and invoices.
Usually catalogs are delivered in conjunction with the SF sale in September. Work with SF committee on catalog
distribution, receive and tally orders, work with stationery rep, arrange for delivery of product with stationery rep.
Work with Treasurer on receipts and invoices.
Flower Sale:
Work with greenhouse in the fall to place order - estimate sales; promote flower sale in spring, arrange for order
forms to be delivered to homes, receive and tally orders, arrange for product delivery and customer pickup. Work
with Treasurer on receipts and invoices.
Restaurants:
Contact area restaurants to get their approval for a restaurant of the month. Seniors, families, friends attend the
restaurant on a designated day and a portion of the sales goes towards Senior Party. Try to arrange one
restaurant a month.
Bachman’s Gift Cards:
Make arrangements to sell Bachman gift cards and a portion of sales goes towards Senior Party.
Schwan’s Cares:
Coordinate online advertisement about sales of Schwan’s food, a portion of sales goes towards Senior Party.
Small Games Chair:
Oversee budgets for individual games selection and installation of equipment. Work with individual games co-chairs with
plans to staff, decorate/clean games areas.
The following individual game co-chairs work together to plan their room decorations relative to the theme, equipment
needs, work with Entertainment Chair to stay on budget, decorate/clean their game area; schedule decorations installation
and staff party.
- Boxer Bingo
- Cake Walk
- Edinaopoly
- Coffee Shop
- Dos & Tattoos
- Edina Trivia
- Movie Room
- Boxer Bingo
- Musical Chairs
Date printed: 2/10/2016
Large Games Chair:
Plan and order large games/inflatables equipment for gym and commons area and order arcade games near Fick
Auditorium. Work with Entertainment Chair to stay on budget. Meet with “Fun Jumps” the day of graduation to make sure
install is correct, oversee volunteers running the games at the Senior Party.
Green Committee:
Work with all committees regarding the use of paper products, composting food items, recycling and garbage.
Health Services Committee:
Provide medical staff during the party (usually parent volunteers who are doctors/nurses).
Host Committee:
Choose and obtain gift(s) for each student for “going away” bag; check seniors in/out of the party; provide organized
space for seniors’ personal belongings that can’t be brought into the party. Receive any prizes won and place in senior's
bag or laundry hamper. Decorate/clean their space. Staff party. Maintain budget.
Junior Transition Committee:
Work with the next year's Senior Party committee to preserve props and decorations for their party. Arrange for current
junior parents to staff Junior Security the day of graduation, through the Open House and until senior parents arrive from
graduation.
Photographer/Video:
Take pictures during party set up and during the entire night of the party for website. Upload photos on Edina Senior
Party website. Oversee parent volunteers as photographers during the night of the party. Provide photo slideshow in Fick
Auditorium by 3 am so graduates can watch photos when entering the hypnotist show.
Photo Walls
Baby-Senior Photo Wall Committee:
Obtain senior and baby pictures of each senior and incorporate them into a display within the theme idea. Determine
display theme. Return items to senior's through Host Committee which will place these souvenir items in their
respective bags to take home. Decorate/clean space. Maintain budget.
Kindergarten Photo Wall:
Obtain pictures of each student; design and incorporate theme idea into picture display using student's kindergarten
pics. Return items to senior's through Host Committee which will place these souvenir items in their respective bags
to take home. Decorate/clean space. Maintain budget.
Prize Committee:
Select/obtain prizes – donations preferable or purchase – staying within pre-set budget. Determine how to disperse
prizes, decorate/clean prize area. Staff party. Ensure thank you notes for donations are sent to donors, SunCurrent ad is
placed working with the Communications Chair. Ensure that a BIG sign listing donors is at the open house.
Decorate/clean prize area.
Security Committee:
Responsible for building security during set-up, public open house and during event. Work with Junior Transition to staff
security prior to party. Help with general decorating and cleaning after the party.
Senior Records:
Receives and keeps spreadsheet on receipt of grad baby/kindergarten pics, ticket fees; to track who has submitted
requested items. Gives Treasurer the ticket checks, photo wall/kindergarten wall committees the requested pictures and
alerts committees to remind parents who haven’t responded with items yet. Work with Care Team and talk with parents
that need a scholarship for the ticket fee.
Service Committee:
Agree on an appropriate service project to be completed during the party by the seniors. Stay within budget. Arrange for
delivery of completed service project if necessary. Decorate/clean space. Staff party.
Date printed: 2/10/2016
Transportation Committee:
Work with District to ensure that seniors get from graduation ceremony to the party. Check grads’ dressing rooms at
Graduation Site & buses for forgotten items, bring items to Host Committee so they can get items back to students.
Arrange for volunteers to ride buses from Graduation Site with seniors. Arrange for water/snack and bags for personal
items to be on the buses.
Web Designer / Webmaster:
Initial design and edit website over the course of the year. Work with General co-chairs on content.
Date printed: 2/10/2016