Entertainment Committee Timeline

As Early As Possible

• Organize the Entertainment Committee. Many schools assign a sub-chair for each activity such as carnival games, main entertainment, casino, face painters and tattoo artists, etc.
• Decide on the major entertainment.
• Submit a proposed budget to the Treasurer for approval.
• Determine your equipment needs. Decide which items will be purchased, rented, borrowed, or made. Begin making plans for every activity. Reserve items to be rented or borrowed as early as possible (a year in advance is not too early!).
• Submit a list of materials for games that you intend to build.
• Locate and contact entertainers (caricaturists, magicians, DJ, band, etc.). Check to see if last year's committee made agreements (verbal or written) with any vendors. Get a quote from potential vendors and decide whom you will book. Have the Treasurer prepare a contract for each vendor (using last year's contract as a model).
• Ensure you know who on your committee has authorization to sign a contract (ANP Treasurer). Remember, when you sign this contract it is a legal, binding document
• Go over each detail of the contract with each vendor before signing. Make sure there is no misunderstanding about your policies as stated in the contract regarding proper dress, conduct and payment.
• Confirm that each vendor has liability insurance.

About Six Months Before ANP

• Ensure equipment is reserved, ordered, or under construction.
• Check with Treasurer to ensure deposits have been made to reserve equipment and entertainers.
• Finalize the list of games and activities.

About Three Months Before ANP

• Meet with entire committee to reconfirm the list of games and activities.
• Prepare a list what you need such as volunteers, equipment, decorations, etc.
• Ensure you have obtained a copy of all liability insurance verification (Hold Harmless) forms from the vendors. Ensure each verification form is unique to your ANP and names your ANP and your event site as an “Additionally insured.”

About Two Months Before ANP

• Confirm items being constructed are on schedule.
• Arrange for volunteers to run each activity (Coordinate this with the Volunteer Coordinator).
• Reconfirm vendor contracts. Ensure they know the date and are committed to be at your ANP.

About One Months Before ANP

• Reconfirm all leased, rented, borrowed, built, or owned ANP games will be ready
• Reconfirm arrangements with the vendors and entertainers.
• Reconfirm payment arrangements for the vendors and equipment with the Treasurer.
• Ensure volunteers will be available at all games and activities. Recruit additional volunteers if necessary to run the activities in a safe and proper manner.

Two Weeks Before ANP

• Reconfirm final arrangements.
• Ensure any necessary licenses and contracts for equipment and entertainers are in the hands of the ANP Chairperson.
• Conduct volunteer training sessions (such as blackjack dealers...).

Week of ANP

• Pick up equipment and games.
• Check with volunteers to ensure they will be present to help set up equipment.
• Check with all vendors to ensure they have the correct time, date, and place.
  Note:  Remember, if your ANP begins on the evening of a certain day but if an entertainer is scheduled to perform in the early morning hours, the date will be different. The evening date is the date the ANP begins. The morning date will be the morning of the next day. Make sure the dates in your contract are correct.

The Day of ANP

• Set up equipment and games.
• Help put up decorations in the entertainment areas.

AT All-Night Party

• The Entertainment Committee Chairperson and sub-committee chairpersons should arrive early to handle last minute tasks and to start preparing for the arrival of the volunteers and graduates.
• Be prepared to handle problems like a game breaking or a vendor not showing up.
• Have a good time and enjoy watching the graduates having fun at their ANP.

After the ANP

• Breakdown the entertainment areas.
• Coordinate with the cleanup committee to ensure all items are returned to the owner, returned to the rental agency, or placed in storage for next year.
• Turn in lost and found items to the ANP Chairperson.

The Week Following ANP

• Submit a summary report to ANP Chairperson
• Check to ensure all vendors have been paid (have the receipt marked "Paid in Full") and the paperwork for all rented equipment shows returned and 'Paid in Full" and signed.

Modified: Friday, September 30, 2005