Grand Ball Task List

The following table is a guide and suggested timeline for tasks for managing the annual grand ball


Date Task Responsible
Establish Event Team
9 - 12 months ahead Event Chair Board of Directors
9 - 12 months ahead Food Chair Board of Directors
9 - 12 months ahead Dancemaster Board of Directors
9 - 12 months ahead Decoration Chair Board of Directors
2 months ahead Decoration Team Decoration Chair
2 months ahead Food Team Food Chair
1 month ahead Front Desk Volunteer(s) Event Chair
1 month ahead Floor Manager(s) Dancemaster
1 month ahead Master of Ceremonies Event Chair
1 month ahead Photographer Event Chair
Locate Venue
9 - 12 months ahead Determine budget Board of Directors
9 - 12 months ahead Examine dance floor Event Chair/Dancemaster
9 - 12 months ahead Determine food facilities Food Chair
9 - 12 months ahead Determine availability Event Chair
6 - 9 months ahead Negotiate and sign contract Event Chair
6 - 9 months ahead Create floor plan - tables/seating etc Decoration Chair
Per contract Pay deposit Treasurer
Hire Band
9 - 12 months ahead Determine budget Board of Directors
6 - 9 months ahead Determine availability Dancemaster
6 months ahead Negotiate & sign contract Dancemaster
2 weeks ahead Develop dance/set list Dancemaster
2 weeks ahead Coord dance list with band Dancemaster
Reservations
6 months ahead Establish ticket price Board of Directors
Up to closing date Take Reservations Treasurer
Up to closing date Collect fees Treasurer
Up to closing date Maintain attendee list Treasurer
1 hour ahead Deliver attendee list to front desk host Treasurer
Promotion
ASAP Determine budget Board of Directors
ASAP Post on web site Webmaster
ASAP Announce on Google Group Event Chair
3 months ahead Distribute fliers Volunteers
2 weeks ahead Radio promotion Event Chair
1 week ahead Newspaper promotion Event Chair
Decoration
9 - 12 months ahead Determine budget Board of Directors
9 - 12 months ahead Form Committee Decoration Chair
9 - 12 months ahead Determine theme Board of Directors
3 months ahead Inventory existing decorations Decoration Chair
1 - 3 months ahead Get decoration material as needed Decoration Chair
1 - 3 weeks ahead Prepare decorations Decoration Team
1 - 3 weeks ahead Design dance cards Decoration Team/Dancemaster
1 - 3 weeks ahead Prepare dance cards Decoration Team
3 hours ahead Set up decorations  Decoration Team
Food
9 - 12 months ahead Determine budget Board of Directors
2 months ahead Plan menu/cake Food Team
2 months ahead Plan food table arrangement Food Team
Manage Venue
1 - 2 hours ahead Manage floor layout, tables etc. Event Chair
1 hour ahead Examine dance floor Dancemaster
Per contract Pay for venue Event Chair
Conduct Event
1 hour ahead to intermission Host front desk Event Chair
1/2 hour ahead to closing Maintain food & drink Food Chair
1 hour ahead Oversee band setup Dancemaster
During event Manage schedule Event Chair
During event Announcements Master of Ceremonies
During event Manage band Dancemaster
After closing Oversee band takedown Dancemaster
After closing Pay the band Event Chair
After closing Venue cleanup Event Chair
Post Mortem
1 week following Ensure all bills paid Event Chair
1 week following Ensure all materials recovered Event Team
1 week following Critique food selection/preparation Event Team
1 week following Critique dance selection/execution Event Team
1 week following Critique venue Event Team
1 week following Critique music Event Team
1 week following How can we improve? Event Team