2017-2018 SCHOOL St. Jude Up ‘til DawnRUN OF SHOW

Last Updated: 5/16/2023 5:00 AM

TIME ACTION LOCATION EXEC / VOLUNTEER(S) ASSIGNED NOTESSETUP: Meet at Venue ALL exec board membersExec Board Meeting Executive Director, Advisor, SJ Rep,

ALL Board membersGo over any questions about volunteer schedule/things that need to be addressed

SET UP To Dos Breakout each item that needs to be done (unloading, tables, chairs, decorations, first challenge set up, etc.) as SEPARATE actions with a time and person assigned

DJ & AV Setup AV Lead / DJAV TEST AV Lead / EmceeEmcee Rehearsal AV Lead / Emcee Practice run through of the script, challenge

descriptions, etc.Registration Setup SJ Rep

Assigned exec boardCheck-in, money collection, t-shirt and bracelet distribution

Registration TrainingChallenge 1 Setup

10:30 PM TEXT: Registration Time/Location

Text Lead Text message content

11:00 PM Music/DJ Begins11:15 PM DOORS OPEN

Registration BeginsAnnouncement Begin Stage Emcee

11:40 PM OPENING CEREMONY Begins w/ VIDEO

Stage/AV

11:45PM Welcome Remarks Stage Emcee Emcee introduction, program history, sponsor recognition

11:50 PM PATIENT VIDEO #1 (VIDEO NAME)

AV

11:55 PM Mission Remarks Stage Emcee About St. Jude & the importance of this event

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12:00 AM CHALLENGE #1 TEXT Text message contentChallenge Name Instructions

Emcee

Challenge Execution Emcee & Challenge Lead Itemize heats with start times;who is doing what/when

Challenge Judging Emcee & JudgesChallenge Winner Announcements

Emcee

Challenge Clean Up1:00 AM BREAK #1 Itemize the activities and who is doing what

Bracelet Pick Up Stage / pick up location

Emcee & Bracelet Lead Announcement for Team Captains pick up team’s second bracelet at designated area

Challenge #2 Setup2:00 AM PATIENT VIDEO #2

(VIDEO NAME)AV AV Lead

CHALLENGE #2 TEXT Text LeadChallenge Name Instructions

Emcee

2:05 AM Challenge Execution Emcee & Challenge Lead Itemize heats with start times;who is doing what/when

Challenge Judging Emcee & JudgesChallenge Winner Announcements

Emcee

Challenge Clean Up3:00 AM BREAK #2 Itemize the activities and who is doing what

Bracelet Pick Up Stage / pick up location

Emcee & Bracelet Lead Announcement for Team Captains pick up team’s third bracelet at designated area

Challenge #3 Set up4:00 AM PATIENT VIDEO #3

(VIDEO NAME)AV AV Lead

CHALLENGE #3 TEXT Text LeadChallenge Name Instructions

Emcee

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4:05 AM Challenge Execution Emcee & Challenge Lead Itemize heats with start times;who is doing what/when

Challenge Judging Emcee & JudgesChallenge Winner Announcements

Emcee

Challenge Clean Up5:00 AM CLOSING VIDEO AV AV Lead

Sponsor Recognition Remarks

Stage Emcee

Top fundraiser Awards Stage Emcee / Award HelpersWinning Team Awards Stage Emcee / Award Helpers

5:15 AM Exec Board Recognition Stage EmceeNO MORE CANCER VIDEO / Sing Along

AV AV LeadEmcee

5:30 AM Fundraising Reveal Stage Emcee & Exec BoardThank You Remarks Stage EmceeExec Board/Total Photo

6:00 AM Clean Up Breakout each item that needs to be done (trash, loading cars, tables, chairs, etc.) as SEPARATE actions with a time and person assigned

Ensure all of the following action items are included in your run of show Include time for exec board to eat dinner/rest before event All text messages you plan to deploy with times

o Assign person who is pre-trained on Mobile Commons to deploy all messages All videos / media you plan to play with time and person assigned Volunteer (non-exec board) training

o Walk through the volunteer schedule and how to complete each of their tasks assigned Time of arrival for all vendors (entertainment, tables, chairs)

o Assign a greeter to direct them and answer questions Food / supply pickups

o Assign volunteer; ensure ample time for pick up without double scheduling the volunteer Set up times for all food, activities, challenges, etc. with responsible persons assigned Start times of all major components in the script (opening/closing ceremonies, challenges, scheduled break activities, etc.)

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o Include notes on the types are remarks that are made during those timeso Break out all tasks that need to be done during those components and the people assigned to them (e.g., handing out awards)o Ensure all times correlate to the times in the script

If a challenge has multiple heats/rounds, ensure you have time limits and start times per round in the ROS Clean up times for all activities, challenges, and event components with assigned people

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