1. List of Parent Helpers on the day
1.1. Uniform for Parent Helpers - dressed in black if possible for those there for 6.30pm to 9.30pm
1.2. Karen S - 4.30pm
1.3. Paula M - 4.30pm
1.4. Kirsten I - 4.30pm - 9.30pm
1.5. Debbie - 4.30pm
1.6. Mikey - 4.30pm - 6.30pm
1.7. Louise R - 5pm - 9.30pm
1.8. Lesley - 5.30pm - 9.30pm
1.9. Richard I
1.10. Laura C - 6.30pm
1.11. Gail - 6.30pm
1.12. Karen M - 6.30pm
1.13. Michaela - 6.30pm
1.14. Mandy C - 6.30pm
2. Food & Drink Requirements
2.1. mocktails
2.1.1. Procure 50 x Plastic martini glasses from Sainsburys
2.1.2. Louise R is supplying all the drinks for the mocktails - she will collect and bring to BRFC
2.1.2.1. Kirsten has umbrella's etc for decoration on mocktail
2.1.3. People required are Louise and 1 other to make the mocktails. The bar staff may assist.
2.1.4. Garnish for cocktails - obtain from supermarket. What should garnish be?
2.2. drinks
2.2.1. Drinks Supplied by club (£1 per can). Ask if can provide cordial as an alternative.
2.2.2. Buy raffle tickets for drinks vouchers (2 tickets per child so 100 tickets)
2.2.3. Can use rugby club glasses
2.2.4. Bar staff to make mocktails using any leftover umbrella's etc from mocktails
2.2.5. Ask BRFC for jugs of water to be laid out
2.3. pizza
2.3.1. Pizza being ordered from Dominos on Slateford Road
2.3.2. Order pizza online at 6.30pm. Shop don't take pre-arranged bookings. Arrange new account to use for order so get 25% off as well as 2 for 1 Tuesday offer.
2.3.3. Duncan to drive to collect Pizza and deliver to BRFC for ~7.30pm
2.4. Costco cakes
2.4.1. Order 2 x Costco cakes ready for pick up on Sunday 26th June / early Monday 27th June. Each Costco cake serves 48 people hence only require 2 x cakes.
2.4.2. Costco cake delivered to PaulaM at Hotel Residence Inn at Quartermile (EH3 9GG)
2.4.3. Cake will be decorated at the Hotel Residence Inn on Monday 27th June.
2.4.4. Cake to be picked up from Hotel Residence Inn and stored at Karen S's house overnight.
2.4.5. Cake cut at end of evening & put in foil
2.5. Snacks
2.5.1. Ready to eat Cocktail Sausages
2.5.2. Ready to eat Sausage Rolls
2.5.3. Ready to eat vegetarian sausage rolls etc
2.5.4. Crisps
2.5.5. Buy bowls for snacks
3. Venue Requirements
3.1. Red carpet
3.1.1. Purchase red carpet
3.1.2. Produce Laminated stars
3.1.3. Laminated stars to be attached to front of bar rather than red carpet. Means kids can get to take them home in party bag.
3.2. Room Decor
3.2.1. Supply Film Posters
3.2.1.1. how are they hung?
3.2.2. Supply Hanging decorations
3.2.2.1. how are they hung?
3.2.3. Procure Bluetac
3.2.4. Arrange venue to decorate ceiling with blue lights
3.2.5. Ballloons
3.2.5.1. Gail to blow up balloons. KarenS has a electric/manual pump if required
3.2.5.2. where are balloons going?
3.2.5.3. how many balloons do we need?
3.2.5.4. Mikey is making the balloon arch
3.3. Tables
3.3.1. 4 x tablecloths purchased (2 red, 2 gold) 120cm x 180cm
3.3.2. Procure Table Decorations
3.4. Entrance details
3.4.1. Karen S to organise entrance at rear of BRFC straight into bar.
3.4.2. Balloon Arch over the entrance door
3.4.3. Red ropes & stands Hollywood style to be supplied by Paula M and whatever is at BRFC
3.4.4. Tinsel door?
3.5. Picture Slideshow
3.5.1. Arrange for parents to send photos to richard via email
3.5.2. Richard to find out how to run the slideshow at venue
3.5.3. Compile slideshow of pictures of kids over the years
3.5.4. Get p7 camp photos
3.6. Health & Safety
3.6.1. Check level of cover of PLI that BFRC have
3.6.2. Arrange Public Liability Insurance
3.7. Clear up
3.7.1. Need people to do clear up at end
3.7.2. What level of tidy up is required? as far as level of sweeping floor etc or do club do that?
3.7.3. get black bags
4. Entertainment
4.1. Casino
4.1.1. Procure Roulette wheel - Karen S to pick up from Laura Wed 15th June
4.1.2. Procure Pontoon cloth
4.1.3. Chocolate coins as gambling chips - already purchased
4.1.4. Book & pay £50 deposit
4.1.5. Kirsten & Karen to run the casino. Instructions to be provided so others can take over at some point
4.2. Magician
4.2.1. Book Magician
4.2.2. Will perform 7.00-8.30pm
4.3. DJ
4.3.1. Book DJ
4.3.2. £90 to be paid by FCC - Gail to contact Heather at FCC to arrange payment
4.3.3. Confirm with DJ when he should arrive
4.3.4. Requests? Any particular tracks to start/end with? Can we email requests
4.4. Photobooth
4.4.1. Arrive to setup 5.30pm
4.4.2. Runs from 6.30pm to 9.30pm
4.4.3. Will get digital copies the day after - need to drive to him to get
4.4.4. Copy onto 50 USB sticks and distribute at P7 Leavers Assembly
4.4.5. Need to get consent to give everyone copies? Parentmail to go out
5. Party Bags
5.1. Design Logo for bag
5.2. Order bags
5.3. Procure 50 x USB sticks
5.4. Define bag contents
5.4.1. Chocolate bars from Waitrose to go in bag
5.4.2. voucher for usb stick
5.4.3. voucher for world of bowling
5.4.4. hollywood star
5.4.5. something to put the photo booth photos in
5.5. Can they be filled before the day? Who is filling them?
6. Party Timetable
6.1. 4.30pm
6.1.1. Blow up balloons
6.1.2. Hang film posters
6.1.3. Set out casino
6.1.4. Dress tables
6.1.5. Blackout windows
6.1.6. Hollywood stars
6.1.7. drinks tickete
6.1.8. store party bags somewhere
6.2. 5.30pm
6.2.1. Setup mocktails, glasses, prepare fruit
6.2.2. Photobooth arrives to setup
6.2.3. DJ arrives to setup
6.3. 6pm
6.3.1. Bouncers arrive
6.3.2. Photographer ready
6.3.3. Put snacks out
6.4. 6.30pm
6.4.1. Order pizza
6.4.2. Kids arrive
6.4.3. Serve 50 mocktails
6.5. 7pm
6.5.1. Magician starts performance
6.5.2. Start to layout main food in serving area
6.6. 7.30pm
6.6.1. Pizzas arrive thought we were going 7.45 for food
6.7. 8pm
6.7.1. Cut cake and wrap 50 portions in foil
6.8. 9.15pm
6.8.1. Parents arrive 9.15pm - possible opportunity to get photo with kids but don't advertise this as may disappoint!
6.9. 9.30pm
6.9.1. Kids depart
6.9.2. Dismantle & Clean up
6.10. Mocktail is Tequllia Sunrise - the lemonade and orange is mixed together in a large jug and poured into each of the glasses. Then a capful of grenadine on top so it sinks to the bottom and starts to separate forming the 2 tone orange and red. Garnish.
7. Supermarkets
7.1. Tesco
7.1.1. £15
7.1.2. Foil for cake
7.1.3. If any money left over, buy more sweets for party bags
7.1.4. Balloons
7.2. Sainsburys
7.2.1. 60 x Square napkins - 20 red, 40 gold - already collected
7.2.2. 50 x round white plastic plates - already collected
7.2.3. 60 x Plastic Martini glasses - already collected
7.2.4. 4 x tablecloths (2 red, 2 gold) 120cm x 180cm - already collected
7.3. Morrisons
7.3.1. £30
7.3.2. Cocktail Sausages
7.3.3. Sausage rolls
7.3.4. Crisps
7.3.5. Veggie stuff
7.4. Waitrose
7.4.1. Chocolate bars for party bags already collected
7.4.2. Doughnuts to be collected on Tue 28th June
7.4.3. Haribo and other misc sweets - already collected
8. Communications / Admin
8.1. Parentmails
8.1.1. Consent for Photo Booth photos
8.1.2. Ask for parent helpers
8.1.3. Guidance on dress code?
8.1.4. Ask for photos of kids over years for display during party ONLY
8.1.5. Mention P7 Parents Night out @ Blue Goose