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- 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.
- 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!
Ticket Committee Responsiblilities
- Print tickets and prepare student ticket packets.
- Run Student Training Assembly and distribute packets to students (3 weeks before)
- Collect packets one week before event, tally and count money for deposit.
- Sell tickets the night of the event.
- Do final tally, final deposit.
Chair managed the process, and had four parents on the committee. Committee members assisted in preparing student packets, tallying the returned packets, and selling at the door.
About the Tickets
Tickets have traditionally been sold by Seventh Grade Students, with each student receiving a standard packet of tickets (see below). In addition to student sales, tickets have been sold at Ferns Country Store, Back to School Night at at the door on the night of the supper.
Each packet has four labels:
Packet Contents:
Ticket Printing:
The 2014 Committee determined their numbers from previous years, they printed
All tickets print 8 tickets per page, so the sheets needed are:
While there may be left over or unsold tickets after the super, it is necessary to have more tickets than needed to fill each student sales packets and allow them the opportunity and motivation to sell a good number of tickets, and to have other tickets left over for the committee to sell (at Ferns, CSA fair, etc.)
It is important to keep a careful record of how many extra tickets you give out to students. This may be a good item to add to the student tally sheets in their packets.
Ticket Sales Locations
Consider asking Ferns to sell tickets outside the store on the Saturday before the Supper
NOTE from 2014: The Raffle committee also sets up in the foyer. We found it easier for Ticket committee to sell both meal and raffle tickets, rather than let them handle the raffles, as people usually bought both types of tickets and could pay once. The Raffle committee can help fill in six-pack information and remove staples. You will need to bring two bowls or boxes for the two types of raffle tickets. Raffle committee will tell you what time to stop selling tickets when drawings start. The Raffle committee needs a breakdown of all raffle ticket sales within 10 days of the Supper to pay the proper state tax.
Each packet has four labels:
- Student name and Homeroom teacher name
- Note saying: Please bring this envelope back to your homeroom teacher by Friday October X
- Contact info for ticket chair if they need more tickets or have questions
- “Make checks payable to CSA Class of 20XX
Packet Contents:
- Tickets - 12 adult meal, 12 child/senior meal5 six packs raffle12 single raffle6 golden raffle tickets stapled together (We paper clipped the loose tickets to keep them orderly). Suggestion: reduce the number of single raffles
- Tally sheet (see Sample)
- Newsletter with pertinent information (see sample)
Ticket Printing:
The 2014 Committee determined their numbers from previous years, they printed
- 1100 Adult meal tickets (green)
- 1100 child (orange)
- 3000 raffle (lime green)
- 400 Golden raffles (yellow).
All tickets print 8 tickets per page, so the sheets needed are:
- 138 sheets of adult
- 138 sheets of child tickets
- 375 sheets of raffle
- 50 sheets of golden raffles (two-sided)
While there may be left over or unsold tickets after the super, it is necessary to have more tickets than needed to fill each student sales packets and allow them the opportunity and motivation to sell a good number of tickets, and to have other tickets left over for the committee to sell (at Ferns, CSA fair, etc.)
It is important to keep a careful record of how many extra tickets you give out to students. This may be a good item to add to the student tally sheets in their packets.
Ticket Sales Locations
- CSA Fair at Elementary Back-to-School night:
- Ferns
Consider asking Ferns to sell tickets outside the store on the Saturday before the Supper
- The Transfer Station is another option for ticket sales on weekends before the Supper.
- At the door
NOTE from 2014: The Raffle committee also sets up in the foyer. We found it easier for Ticket committee to sell both meal and raffle tickets, rather than let them handle the raffles, as people usually bought both types of tickets and could pay once. The Raffle committee can help fill in six-pack information and remove staples. You will need to bring two bowls or boxes for the two types of raffle tickets. Raffle committee will tell you what time to stop selling tickets when drawings start. The Raffle committee needs a breakdown of all raffle ticket sales within 10 days of the Supper to pay the proper state tax.
Training Students for Ticket Sales
What to cover at the Student Training assembly:
Keep it simple and clear. Give them time for questions afterwards. They will have questions about their job as waiter/waitressing. Be ready to tell them a few basics about this, but this will be covered in another meeting. Turn focus to ticket sales.
Student Turn in Day - Collecting the packets:
Collect the packets from students at homeroom on the Friday before the Supper. Send an email reminder to parents several days before the due date, and emailed the teachers to remind students to bring them in that Friday. Send emails to those who forgot, asking them to drop them off over the weekend at Ticket Committee Chair’s home.
Keep it simple and clear. Give them time for questions afterwards. They will have questions about their job as waiter/waitressing. Be ready to tell them a few basics about this, but this will be covered in another meeting. Turn focus to ticket sales.
- Date/time/location of the supper
- They will serve around 1000 meals that night. It has been a tradition for over 30 years, which the whole community attends and looks forward to.
- Ticket sales will raise between $12,000 to $15,000 for the class.
- Money raised helps pay for Outdoor Ed busses, 7th grade play costs, 8th grade trip, 8th grade graduation activities, and class gift.
- Who to sell to, safety – always sell with a buddy, sell to people you know, have parent nearby, be polite and organized (keep track of your tickets and money)
- What is in the packet: meal tickets and raffles (go over prices for each). Child ticket is for 8th grade and younger. Seniors are 65 and older. Raffle tickets need to be filled out completely (for six packs, they can fill out top one and you fill out the rest). YOU keep the raffle tickets, not the customer, to turn in for the drawing. Raffles will be drawn the night of the supper. They do not need to be present to win your prize – they will be contacted. Do not give out any ticket until you have collected the money: “No money, no ticket”. Checks are made out to CSA, Class of 20XX. You do not need to buy a ticket for yourself – 6th graders get to eat dinner before or after their shift. Fill in tally sheet carefully, ask a parent to review your record keeping and money count before you turn in your packet.
- Tell them the date to turn in the packets.
- Get them pumped up to sell!
Student Turn in Day - Collecting the packets:
Collect the packets from students at homeroom on the Friday before the Supper. Send an email reminder to parents several days before the due date, and emailed the teachers to remind students to bring them in that Friday. Send emails to those who forgot, asking them to drop them off over the weekend at Ticket Committee Chair’s home.
Ticket Committee Timeline
August
September
First week of school –
Second week of school
Four weeks before event
October
Day of the Supper
Follow Up
- Determine quantities of supplies needed (packet envelopes, labels, paper)
September
First week of school –
- Contact Class Representative to get a list of 6th grade students by homeroom. List can be provided by Claire Wilcox.
- Purchase 6 x 9 manila envelopes (packets) and labels for class if Procurement Committee did not attain them for you
- Be sure to use the PTO Tax Identification Certificate to save Massachusetts Sales Tax on purchases. The Spaghetti Supper Chairperson will have the certificate.
- Create labels for envelopes for each student with pertinent information (see sample).
Second week of school
- Decide on ticket design and colors with Supper chairs - see previous reports for ideas
- Updated artwork/wording for tickets including raffle prizes for Golden raffles
- Decide on number of tickets and get PDFs of tickets to printer. (Printer prints and cuts.) When ordering tickets be sure to take into account the number of kids per class. You need to have enough tickets to stuff the packets plus a few extra. Adjust per class size. Recommend to students to sell at least 6 single raffle and encourage to sell the 6 packages.
- Create/update tally sheet for student packets.
- Contact 6th grade teachers and schedule the student training assembly for 3 weeks before the event.
- Try to get student volunteers to sell tickets at Elementary Back to School Night. Tickets must be printed by then.
Four weeks before event
- Gather the committee to prepare the packets – stuff with four types of tickets, decide on how many tickets to give each child (we did: 12 adult, 12 child, 5 six-packs, 6 golden, 5 Gluten-free, 12 single raffles), tally sheet, newsletter for parents with pertinent information (prepared by Supper chairs).
- Go to Ferns and ask Robin if they will sell tickets (they cannot sell raffles – only meals). She has a contract outlining their process.
- Confirm that the Raffle committee has obtained a raffle permit before the students start selling (or even displaying) raffle tickets.
October
- One week before event: Collect student packets at homeroom. Tally, count and reconcile student ticket sales sheets. Count money and give to Treasurer. Track down any missing packets.
Day of the Supper
- Collect ticket sales information from Ferns Country Store
- Give two tickets to Robin and Larry at Ferns Country Store
- Supper Date: sell tickets at the door, manage the money and tally of sales.
Follow Up
- Post supper: do final tally, count money and pass to Treasurer
- Send thank you note to Robin and Larry at Ferns Country Store
- Send Raffle ticket breakdown to the Raffle Committee, they need to pay the proper sales tax to the State within 10 days of the Supper.
- Complete and submit final committee report to chairpersons
Ticket Committee Templates & Samples
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PDF's of Past Ticket Committee Reports
2015_spag_supper_tally_sheetfinal.docx |
2015_ticket_committee_report.pages |
ss_newsletter_5th_draft.docx |
2015_grade_spaghetti_supper_financial_summary.pdf |
spaghetti_supper_how_to_notes.docx |
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2012_ticket_committee_report.pdf |