WIZARD OF OZ CAST/CREW PARTY
Hamel Community Center (contact person Suzie 763-475-0244, $250)
Notes:
The facility worked out great.
We were very happy with it.
You may want to use a web site like www.mysignup.com to coordinate the volunteers and
donations.
Activities:
Karaoke, Music, DDR, Games
Food:
Fruit - apples, bananas, red/green grapes
Veggie/dip trays
Hot dogs/buns
Catsup, mustard, relish, pickles
Chips - various individual sized bags
Cupcakes
Lollipops
Plates/napkins
Volunteers:
6 volunteers worked about 2 hours to set up the party.
There were 2 shifts of chaperones, about 10 each shift. The chaperones served the food,
supervised the activities and made sure the kids stayed in the building. The last shift
helped with the 1 ½ hours of clean up. (Vacuuming and washing floors, cleaning the
kitchen and bathroom, and taking out the trash)
Drinks:
Bottled Water(put name on it with sharpie)
Decorations
Cast Party Coordinator
Tasks: 1. Make arrangements for the party location. Hint: keep the party length to about 2 hours. 2. Notify
cast and crew members and their parents of the arrangements and collect any money needed to cover the
cost of the party place. 3. Coordinate parent volunteers to help with set up, chaperoning and clean up at the
party. 4. Coordinate food and activity donations from parents (if needed). Some venues provide food as part
of the party.
Time Frame: Planning should begin as soon as the cast and crew are chosen. The party usually occurs
following the last performance.
Task Detail
Party Location
A. Parties have been hosted in peoples’ homes and at off-site venues (Medina Bowl, Hamel Community
Center). Send out a notice to see if any of the parents are interested in hosting and/or begin looking
for another location that will accommodate all the kids and parent chaperones.
B.
Discuss your options with the WWTB and come to final decision. The WWTB treasurer will be
depositing the money collected to cover the cost of the venue and pay for the party space if needed.
Time Frame: Complete by the end of the second or third week of rehearsals.
Notification
A. Decide who will be keeping track of the cast and crew RSVP’s, collecting the money for the party and
getting it to the WWTB treasurer. Monies collected will cover the cost of a rented space. If it hosted in
a home and all the food is donated, there won’t be a cost.
B.
Decide who will be coordinating the parent volunteers for the party.
C.
Decide who will coordinate the food/activity donations (if needed).
D. Send a note home with each cast and crew member letting parents know about the time and
location of the party, the cost of the party, who to send their child’s party money to, the deadline for
turning in the money, who to contact about volunteering to help with the party and how to sign up to
provide food/activities for the party (if needed).
E.
Send a reminder email out to the cast and crew families.
Time Frame: Volunteers for the above positions and the notifications should go out as soon as possible after
the venue is chosen and booked.
Volunteer Coordinator
A. Ask for parent volunteers to help with set up, chaperoning and clean up at the party.
B.
Determine how many volunteers you will need. Plan on about 1 chaperone for every 8 kids. Set up
and clean up will depend on the venue.
C.
Assign the volunteers to a time slot and task.
D. Send out reminders to the volunteers about times and tasks about 1 week before the party.
Food Donation Coordinator (if needed)
A. Work with the party coordinator to plan the menu and food needs for the party.
B.
Ask cast and crew parents for donations.
C.
Assign specific food to donors.
D. Send reminders to donors one week before the party.