Spaghetti Supper Chair Responsibilities
Spring
Ongoing
- Review web pages for committees you will oversee
- Confirm the date of the Spaghetti Supper (usually early release day in October) with school
- Recruiting/appoint sub-committee chairs – Raffle, Sauce, Publicity and Tickets all have duties over the summer
- Contact Nancy Donnelly in Physical Plant to book cafeteria, auditorium (in the event of rain for traffic purposes), and prep area for kids to get ready
- Email Sue Robichaud, Director of Food Services, with the date of the Spaghetti Supper. We hire the Food Services Director and two staff members of their choosing for the event.
- Contact Whole Foods for food donations – they require a lot of lead time, so the earlier the better. Check last year's report to know what they donated.
- Write request letter to Pastene for sauce ingredients
Ongoing
- Facilitating committee team staffing once chairs are in place
- Coordinate team roles and duties
- Conduct meetings when necessary
- Communicate event details and reminders to the class
- Attend ticket sales training for the 6th graders (this is led by the tickets chair)
- Write Spaghetti Supper newsletter and distribute via ticket packets and email
- Direct and assist committee chairs as needed during event planning phases
- Oversee final efforts the days prior and night of the Spaghetti Supper
Review the Massachusetts guidelines for food service here, http://www.mafoodsafetyeducation.info/cook/food-safety-for-food-workers/. You can print out the PDF below, although it is recommended that you check the link to be sure the guidelines are up to date. Print or email the PDF to share the guidelines with your team.
massachusetts_food_safety_for_food_workers.pdf |
General Guidelines for all Spaghetti Supper Chairs
- Please read and understand your role early and often! The Chairperson/s are happy to answer any questions you have. We only ask that you read this page all the way through, and that you review this committee's report from last year, a PDF file at the bottom of this page, before proceeding.
- Your committee members will bring all sorts of creative ideas to your committee. So try to recruit volunteers before the end of the school year as it may be hard to wrangle volunteers once school begins. Stay in touch with your volunteers over the summer.
- We would like to store as many of the Spaghetti Supper documents on this website as possible, so please keep an accurate electronic record of your progress as you go.
- Once the Chairperson/s set the first Spaghetti Supper meeting in late August or September, schedule your own committee meeting in September.
- Please attend all Spaghetti Supper meetings, sending a representative only if you cannot attend. Your attendance helps you and the rest of the committees.
- If you make use of you committee binder, add a printed coy of you report and copies of any documents and be sure to return it to the Chairperson/s at the wrap-up meeting after the supper.
- Remember that this year's Spaghetti Supper will be followed by other Spaghetti Suppers. It is imperative that we protect the relationships with local companies, donors and supporters. Other school organizations like the CEF and PTO may also depend on the relationships with these companies. Be sure your representative is professional, prepared and follows though to show our gratitude for support in years past and to keep the relationship strong for future years.
- Send an electronic copy of your report and any support documents including photographs, PDFs of documents and/or templates for future chairs to use, to the Spaghetti Supper Chairperson and Class Treasurer.
- Have a great time!
Grazie!
Chair Timeline
August
September
October
Saturday Before Spaghetti Supper
Monday Before the Spaghetti Supper
Set-Up on the day of the Spaghetti Supper
Follow Up
- Determine quantities of supplies needed
- Check Committee bin to assess supplies. Bin is housed in CSA/CEF Storage Shed at the school. Contact the PTO Presdient or Middle VP for access to the shed
- Start soliciting donations
September
- Create supply and needs list once you know which items will be donated or are already in the bin
- Give list of items to be purchased to Procurement Committee for approval
October
- Collect donated supplies
- Collaborate with Procurement Committee to determine what they will and will not attain for your committee
- Purchase remaining needs and supplies, other than those that will be purchased by the Procurement Committee
Saturday Before Spaghetti Supper
- Confirm volunteers via email
- Check supplies one last time
Monday Before the Spaghetti Supper
Set-Up on the day of the Spaghetti Supper
Follow Up
- Inventory remaining supplies and update list for chairpersons
- Transfer remaning (nonperishable) supplies back to storage shed
- Email Food Service Director to thank then for their help as well as student and parent volunteers
- Complete and submit final committee report to chairpersons
Summary and Recommendations
The 2019 Spaghetti Supper was successful despite the challenges of late organization and kick-off, small class size, and some parent volunteer absenteeism. The event met expectations in terms of presentation, organization, attendance, and fundraising. Suggestions for a successful event are as follows:
- Committee chairs should adhere to webpage suggestions and decided budgets. The Spaghetti Supper is a known quantity that produces a similar outcome year to year. “Reinventing the wheel” is not a recommended course of action. Striving to exceed perceived past performance can be expensive and drain resources, both physical and financial.
- Deviations from the standard, such as offering a gluten free dinner option or take-out meals, should be well planned and researched prior to execution. Financial impacts should be considered.
- Do communicate the roles of each committee chair and encourage chairs to stay on task.
- Do communicate to committee chairs that expenses incurred above budget thresholds are non-reimbursable.
- Do stay the course in terms of solicitations and be mindful of our relationships with our donors. The Raffle committee needs to exercise tact and graciousness at all times.
- Do make sure that budgets are distributed to all appropriate parties – class treasurer, procurement lead, event chairs and committee chairs.
- Do encourage collaboration amongst Ticket, Raffle and Publicity committees and hold a meeting to discuss coordination and planning. These committees should be in touch with the CSA Publicity Chairperson early in the process to understand available resources and deadlines for publications.
- Do recommend that Waitstaff and Decorations committees meet to discuss table layout and traffic flow. A final meeting should happen the day of the event to confirm floor plan.
- Do encourage Sauce, Salad, and Clean-up committees to meet with CPS kitchen staff in advance of the event.
Templates and Sample Documents
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PDF's of Past Committee Reports
Feel free to download and review any of these prior reports. We highly recommend that you at least review last year's report for the most recent notes.
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spaghettisuppernewsletter.pdf |