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February Meeting
Broad Run High School
Band Boosters Association
2015-02-10
CalendarFebruary 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
Chin Chin Dining for
Dollars
3 4 5
All District Band
@ Champe
6
All District Band
7
All District Band Concert
@ Champe
8 9 10
BBA Parents Meeting
11 12 13 14
WG & IDL@ Mt. Vernon
15 16
Buffalo Wing Factory Dining
for Dollars
17 18
All District Jazz Auditions
FAFSA Workshop
19 20 21
IDL @ West
Potomac
22
“Thirty One” Fundraiser
23 24 25
After School Band Rehearsal
4-6pm
26
Pre Assessment Concert
27 28
Winter Guard @ New Jersey
All State Auditions @
JMU
CalendarMarch 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
Dining for Dollars
@ Chin Chin
3 4 5 6
Concert Assessments
7
Concert Assessments
8 9 10
BBA Parents Meeting
11 12 13 14
Winter Guard @ Norfolk
15
Dining for Dollars @
Chipotle
16 17 18 19 20
Spec Set Up
21
SPARTAN SPECTACULAR
22 23 24 25 26 27 28
WG & IDL @ AIA
Championships
29 30 31
CalendarApril 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5 6 7
BBA board meeting
8 9 10 11
12 13 14
BBA Parents Meeting
15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30
Online Payment Options
Background• Academic Year 2013:
– 194 Invoices ($66k) - $340 avg per– 312 Payments ($52k) - $167 avg per
• QBO integrated functionality:– VISA/MasterCard, Checking Acct/ACH– Paypal is not integrated
• Paypal:– Not being integrated, requires more effort
for every transaction– Cheaper than QBO (2.9% + $0.30), but
significant more onerous for parents
• Two Options:– Monthly Fee– No Monthly Fee
Annual CostVisa/MC ACH Total
3.40%Of payment total $
0%Of payment total $
$0.30per transaction
$ 0.50per transaction
2/3d $ 1,865.03
1/3d $ 156.00
$ 1,243.35 $ 52.00 $ 1,295.35
Assumptions:• AY 2013 is representative of future years• I understood the data and any error is immaterial• 2/3rds of payments will be credit card• No paypal – if paypal and CC share (1/3d each), then the
Total cost goes down by approx. $85 (~7%)
Option: To recover costs, the fees for MB, CG, WG and IDL would have to increase by $11 to
$13
1st Vice-President• Martin Thurn• [email protected]
2nd Vice-President• Jodi Lutz• [email protected]
Fundraising Updates & Events
Product Sales
• Citrus - Cancelled
Group Participation Events
• FOCUS on Spartan Spectacular (March 21)
SPARTAN SPECTACULARMarch 21
WE ARE SOLD OUT! 60 Teams Registered! 17 Drumline and 43 Guard
Next Update Meeting: March 10, after Booster Meeting
Friday night 3/20:
School open all evening for set-up
Gym available by 9pm for install
Saturday 3/21:
Doors open for volunteers by 6am
Open to public and first team arrives 8:30am
Last team arrives 8:30pm
Awards over about 10:30
Clean up will run midnight/until
Wear spirit wear for your job; volunteers get re-usable volunteer badges
Logistics Teams
Exterior: Outdoor Traffic, Parking, and Competitor Equipment
Flow and Use of Parking Lots consider construction (question
pending)
Map in development, must be finalized ASAP!
Interior Logistics Team: Flow of Traffic Inside the School
Flow and Use of Hallways dependent on Exterior Map
Met 1/20 and formed initial plan; walk-through next week
Map needed by 2/27!
Corporate and Program Teams
Corporate Partnership and Vendor Team
Ad sales WAY UP! 12 ads already, with a month to go!
Tribute Ads – selling to other teams, contact Michelle Hall for yours
Gifts in Kind for raffles
Vendors
Do you have or know a local business for ads, gifts, vendors?
Big help/little work: send me leads!
Program and Awards Team: Printed Program and Awards Ceremony
Program: Content finalized and approved by 03/06 (menus, maps, etc.)
Awards:
Old Guard performances requested, pending response
Jodi organizing awards/trophies on day of
Nominate people to present awards – send me names!
Promotions and Spectator TeamWebsite will be SpartanSpectacular.BRHSBBA.org
Info for performers and spectators
Showcase BRHS teams
Video invitation
List program ad purchasers/corporate partners
Publicity underway: Press, FB page and FB invite
Publicity next: Emails/Invitations, Flyers, Vouchers
Day of Event
Ticket sales: 12.50/10/free
Booster Table
Raffle donated items
Sales of stadium seats
Sales of paper/online messages to students
Hospitality and Concession Teams
Concessions Team: Food Sales
Done: Menu Set
Volunteers for major jobs set
LCPS contacted RE staff support (grounds, cafeteria)
Next: Pricing, signage, shopping list/estimates
Special Hospitality Team: Judges, Directors and Tabulation
Spaces
Next: Finalize rooms to use when interior map done, Signage,
Coordinate shopping list with Concessions team.
Volunteer and Finance Teams
Volunteer and Archives Team:
Volunteer Matrix set up – how many people does your team
need?
Google Docs: file sharing set up; accept invite; use it!
Finance Team: Tracks Income and Expenses
Invoicing system for ad sales in place
Need heads up on estimated expenses
Need to coordinate if your team needs cash box on day of
event
All Teams All Teams OK with written roles 8 of 9 teams have leads or co-leads 6 of 9 teams/leads in contact on progress
8 of 9 teams have met/put heads together
Use the shared files!
We still need 1 team to determine lead! Keep me updated on your work/ask questions! Make sure your team is in touch as best works Speak up if you need more resources (people,
supplies, input, leadership support) to get the planning and preparation done!
Meet the following deadlines….
DEADLINESITEM DUE
Resources: tell me if your team needs input, resources, or more people to get the job done
ASAP
Ad and Tribute Sales approved and finalized March 6
Program Contents approved and finalized March 6
Request number of “day of” support from Volunteer team Feb. 28
Estimate and request supplies, request payment checks; submit to Event Coordinator and CC Finance team
Feb. 28
Thorough To-Do List for Set Up, and Day-of Processes and Procedures written and archived on Google Drive
March 13
Large Sign Printing on plain paperLarge specialty sign printing (banner, outdoor)
March 13Feb. 28
Dining For DollarsNext Event: Buffalo Wing Factory (Ashburn Farm)
Monday, February 16 from 4-9 pm• Need volunteers to help collect receipts
March Opportunities• First Monday of the Month at Chin Chin• Mid-March at Chipotle
Year-to-date income: $1112.00
No-Frills EventsNext Event: Thirty One Gifts Party Fundraiser
Sunday, February 22 at 3:30• On-line and at the party• Contact: Michele Hall on Facebook• Portion of sales goes to BBA
Year-to-date income: $636.00
• Assemble a committee • Would like an off-site event, parents only• Suggest Mills Recreation Center• Possibly weekend day in late April / early May
Recognitions
President• Lamar Wilson• [email protected]
Band Director
• William “Bram” Smith
Old Business• Tax forms / Nonprofit status
New Business• P O BOX 1822, Ashburn VA 20146• Overdue accounts
Committees
• Spartan Spectacular• Nominating
Adjournment
• Next meeting: Tuesday, Mar. 10th
