Site Management

 The Site Management Committee's basic jobs are to maintain inventory of equipment needs for the party, maintain a Site Map listing the location of all equipment, and provide overall coordination for set up of the party. 

The equipment needs list must contain both of rented equipment and games, and equipment borrowed from the school. The Site Map is a map of the school grounds indicating where vendors' equipment, booths, tables and chairs for eating areas, etc. are to be set-up. This will be done with input primarily from the following committees:
  1. Executive and school admin (to determine what parts of the school grounds are available)
  2. Entertainment, Games & Booths, Special Activities
  3. Casino
  4. Food
  5. Decorations
  6. Security
  7. Electrical
Other committees may need tables, chairs, carts, or other equipment from the school as well.

The Site Manager also contacts the Fire Marshall to arrange the walk through. 
​
Site Management provides overall coordination for the Set-up Phase at the school in the week prior to the Party. As items from vendors arrive on the school site, the Site Management Committee will provide maps indicating where to set-up. As areas of the Party are set up, Site Management will direct the movement of school equipment. 

Summary of Tasks
Before the party:
  • Solicit from the committees and keep inventory of 
      ➔ their need for school items (chairs, tables, coffeepots, BBQs, carts, 
          etc.)
     ➔ vendor items and their delivery schedules (and vendor contact      
         information)
     ➔ where the committees need/want the items set-up or delivered to
  • Keep a Site Map updated with the designations for the booths, vendor's equipment, off-limits area fences, eating pavillions, etc. 
  • Work with school administration to locate and “reserve” school equipment; perhaps even putting labels on tables, etc. saying “Staff Room table; reserved for Food Committee”.
Before the party, during Set-up Phase:
  • Provide a copy of the Site Map and of the set-up/vendor delivery schedule to the chairs of the committees involved, the Executive Committee, and the Security Committee.
  • Work with MV staff on directing where equipment should go.
  • Coordinate with Security the truck access routes into the school grounds during Set-up and also for truck access for equipment which will arrive and/or be taken out during the Party.
  • Greet and direct volunteer workers who are helping with Set-up.
  • Oversee vendor and school equipment deliveries and set-up.
  • Provide the Take-Down Committee with information on where to return school or privately loaned equipment. If you have labeled the tables, carts, etc. with their source and the committee, this will also help Take-Down return things to their proper place.
After the party:
  • Return your binder to the Executive Committee after you have updated it and included any and all relevant information from this year's Party experience.