Timeline Calendar for the 2009 Parish Carnival
Dec. 2008
16 - Solicitations mtg – Corp. Co’s, media kit, finalize list
Feb. 2009
03 - Solicitaions mtg
05 - Send contract Kemsley
12 - meet w/Young Communications
17 - Solicitations mtg = go over database, need donor for raffle tix
20 - School/staff carnival mtg (I couldn’t make)
21 - Meet w/Orlando to go over Send 1. form for permit to solicit 15 days prior to soliciting and 2. Report of Results of Activity year prior
27 - Send out plea for help in bulletin for 1 mo.
March 2009
03 - Food Captains & Warehouse mtg
10 - Solicitations mtg. letter draft meeting. Get donor for raffle tickets
17 - Entertainment mtg. Need sponsor for raffle tix next mo.
April 2009
07 - Raffle ticket design, People Power meeting,
10 - Print Raffle Tickets (3-4 week turnaround). Mock up for media packet
13 - Stewardship letter out
25 - Sol. mailing 11a-2p and 3p-4p
28 - Sol. Letters to be posted (Confirmation)
May 2009
02 - Finish Solicitation mailing
08 - Give Kemsley copy for posters
11 - Sylvia wants raffle tix
18 - Ent. meeting
19 - Plot Plan, Raffle & Solicitations meeting
21 - Stewardship Commitment Sun. Announcment, finalized 28th
24 - Solicitations letters mailed by Meghan
June 2009
11 - Kemsley posters in (not 09)
30 - Entertainment mtg
July 2009
01 - Put ad in bulletin for Collectors Galleria, Spanish Loteria. Drop banners for date changes to AAA and Sylvia SanMiguel
07 - Solicitation, Food, People Power, Promotions, (go over final plot Plan, change and submit to city).
08 - Kemsley presale tix in. begin selling
14 - Send letter to other churches to begin selling 25th announce in their bulletin
18 - Kemsley needs plot plan (should be approved by this date). Send Gelson’s letter for poster hanging. P/u banners @ AAA
27 - Send out plea for help in bulletin for 1 mo.
August 2009
07 - Send Kemsley power list, Raffle tix sales @ mass & Start Kemsley presales, Hang banner and signs
13 - Stewardship packet mailing
15 - Talent booked
27 - School starts; send letters to parent’s re-carnival & raffle tickets, CCD
September 2009
01 - Food, Publicity, Solicitations, Religious Ed/School People Power, and Raffle
05 - School student enrollment official, Submit newspaper ads/listings
10 - Chamber deadline for hard copy insertion
8-19 - School gift wrap sales. Send Garcetti & Selma school parking letter.
13 - Russ b’day
13 - 6:45p CCD Parent meeting
20 - CCD 1st class
18 - Call re: parking lot. Place orders Tent Co. etc.
18 - Back to School Night (7:00 pm) Get room parent list.
25 - Raffle tickets to school & CCD students, Send out parent letters; print up flyers for bulletin insertion. Send Location Sound, ABC letters out, get incentives for school Kids
26 - Media Guide ad sales Sunday
27 - Send out plea for help in bulletin for 1 mo.
28 - 1,200 entertainment posters delivered. Media Guide Sales Sunday
29-30 - Start pricing Collector’s Galleria. Send CCD letter to parents
29 - Entertainment mtg. Order all food. Take photos of school King & Queen and their court. Give list of volunteers for name tags and parking passes to Joyce Marie. Milano donation. Order rentals add extra decks for stage to be set up before . 1pm Thursday, get 5 more tables, extra refrigerators, fryer and griddles
October 2009
02 - Deadline for all ads in program. Yolanda needs to call St. Vincent De Paul for pick up on Fri. prior, Email flier to all friends. Publicity letters out, Chamber newsletter online insertion
04 - Volunteer Sunday. Meet w/ Food chairs to go over food buying. 6 6:30pm Meet with Kemsley (he brings 100 tix to be used as incentives) And Porter. 7:30 LAPD, Acctg. Security
09 - Order food for Pupusa. Order 60 rolls tickets
11 - Rope off basketball court, Kemsley parks 3-4 trailers @ 3pm use Cassil gate. finalize program and take to printer.
13 - Final meeting 6:30 in Auditorium (attendance of all committee heads . Mandatory) Joyce Marie delivers passes, give Coco Rosario’s parking pass etc. Last day Social Services. Teachers vacate rooms 1, 2 & 3. Start buying food. Put up No Parking signs – rope off lot, Clean and move refrigerators to room 1 inc. Tyrone’s and Parish Center.
14 - 1pm deadline school raffle tix in.School assembly raffle ticket seller winner announced. 6:30-9am Manny Parking lot must be cleared - security must keep cars out (upper lot). School traffic. Val in 8:30am. Kemsley begins ride set up 9am-4pm. Augie in 9:30am. Plaintain vegetables and beans delivered to room 1. Hook up stove & XL fridge in PC – 4pm Pupusas start cooking in school. Order from Costco. Call to order 300 fish & helium tanks. No cars to be parked inc. Jesuits, Edgar & Tyrone. Collector’s Galleria finishes pricing. Jose Pulido: padlock Rm. 1, PC change temp lock on office, cover on classroom floors. Petty cash needed. Meet Orlando for checks. Get money counter & change for booths $5,000 (Jan) petty cash, $3k. When do food captains come in each day? By 3pm call Costco with any changes. Coco in 6pm. Needs help with deliveries. Street signs put up “No Stopping Temporary TowAway” Fri. & Sat. 4:30p-11:30p, Sun. 8a-midnite.
15 - School closes ½ day. p/u cones & 30 barricades 6640 Romaine. Clean propane tanks 10am propane tanks to be filled. Ed Collins in to repair popcorn machine and bring inventory (may include burger, oil & French fries). Get ice, water and lunch (subway sandwiches) for workers. Manny 6:30-9am till Kemsley arrives school traffic. then noon-4pm. Parish Center security and front lot keep locked. Alex & ________ 9a-4pm. Augie in 9:30am. Virginia starts to distribute food. Irma in 10am (Noira Kabuto runner friend). Veronica & Jonathon in 10am-3pm. Coco in 5pm. Dennis &/or Maria in 8am. Rosario in 8:30-9:30am. Carlos in today thru Monday 8:30am. Val in 8:30am-6pm. Ms. Vansen in 9am to check in parents. Linda in 10am. Ava in 9:30am-4:30am. 8th graders @ noon & Renee Lopez decorate. Kemsley begins ride set up 9am-4pm upper lot. By noon should have W. side game & food booths set up. CCD starts cooking, Chicken & meat in. Corn in room 2 afternoon. Need areas cleared out for Carnival staging. Hook up & clean popcorn machine – theatre to deliver products Thurs. or Friday. All food inc. vegetables and meat to be delivered. Set up shelves & tables for Collector’s . 2-5pm Social Svc clean up works. p/u stage from Paramount. Needs to be set up by 3pm. 12:30pm Pick up walkie-talkies and voice amps:(reserved 28 walkie talkies w/surveillance kits, 2 voice amps) Walkie talkie. disbursements: 2 LAPD w/2 headsets ,6 Security w/4 headsets, Jan w/3 headsets, 2 Valerie, 2 Carlos, 1 People Power Booth, 3 warehouse, 1 rectory, 1 extra for breakdowns, 2 for Entertainment, 3 Gus Poncho. Electrical set up begins. 10-4 Galarza in. Villalbos meat delivery. Need help to unload & organize. Need tables from parish center for raffle area, organize school carnival paper Prods. Thursday. Need mostly men for set up, too many women, should have cold drinks & Pizza available. The Tent Company - 213-735-6394 C.O.D. Delivery of 35 umbrellas & stands and 70 chairs, Tent, Stage set up (2 ½ hrs. to be complete by 1pm). Irma in 10am. Hang back drop Arnold. Continue to set up shelves. Security Need overnight security. Order ice; 600 pounds 8/763-2237 to be delivered Fri. after beer truck. Finish Ticket booth set up & lighting. Install electrical for beer garden, TV & stage. Clear liturgy office for Jan. 6pm DJ in (Poncho). 6:30pm Entertainment committee meets.
16 - No school. Street Parking signs 12-5 Thursday 12-11 Friday and Sat. 6-11 Sun. 9am Rick Enterprises to deliver griddles, 3 fridges & 2 deep fat fryer = $75. household, $150 commercial single, $225. Double door fridge no freezer. Paladin to install lighting; basketball; food and picnic areas. 10am Linda in. 9:30am Augie in. Jose in. Rosario in 8:30-9:30. Coco in 4:30pm. Irma in 10am. 8am Jose in. Raoul helps 8am-5pm - a to do list will be given to him (2 15min. breaks, 1hr. lunch). Val and Carlos in 8:30am. 9pm sound check Poncho. Ava in 9:30am-4:30am. 10:00 am finish setting up electrical for stage. Noon Orlando. Noon Renee Lopez in. 2pm Ice delivery. 3pm start balloon arch & Decorations. David P. 5:30-midnight. 2-5pm Social Svc. Clean up works. Roller ball set-up Jose Pulido. Waste Bin to be delivered. Set up all existing pop up tents. Early AM Beer truck arrives then ice COD. Other food people arrive. 3pm Burger capt. in. If walkies and equipment haven’t been picked up, do so. Put ice chests out in each food booth w/blocks under & ice chests in. Dressing rooms. 4:00 p.m. Food & Game Captain people Arrive. 4pm Kemsley arrives to start evening. Pick up Goldfish 300 (500 too many). Drop containers @ Yum Yum donuts every night (Highland & Melrose). 3pm popcorn & supplies in. 6pm Celia (Pupusas). Security.
17 - Security (see colored schedule). Rosario in 8am-11am, 3-6pm. Coco out to buy – call him with needs. 3pm p/u Yum Yum donuts (Melrose & Highland). 4pm p/u Starbuck’s (Highland & Franklin). Carlos in 11am. Augie in 10am. Val in 11:30. Ava in 9:30am-4:30am. CCD in 1pm. David P. in 3pm-11pm. Get helium tanks before noon (deliver to auditorium) 1pm Make double balloon arch to be hung before opening. 30 ft of rope for margarita area, 20 ft. for entrance on Selma. school kitchen open 8am. 11am p/u fish 200 (500 too many). 3pm Mobil closes for propane. 3pm Burger Captain in. Make copies of TY invite and pass out.
18 - Rosario in 8am w/Israel. Val in 8am. David P. in 8am-10pm. Carlos in 8am. Need ticket seller and Collectors Galleria to come in @ 8am. 9am Augie in. 2-5pm (Social Svcs) works. 2:30pm lock alley E. side of church. 10am Burger Capt. In. 10am p/u Starbucks. 8pm meeting w/Jan, Carlos, Gary, Arturo, Bobby, Gus, Rosario. Take decorations down after carnival. Security (see schedule).
19 - No School. Raoul helps 8am-5pm - a to do list will be given to him (2 15min. breaks, 1hr. lunch). 8:30-9:30am Rosario and Maria In. Val in 8:30, Carlos in 9am. All fridges to be returned. Sweep trash and p/u. Extra trash bin to be picked up. Social Services back in Parish Center. Noon sharp – return Location sound rentals. All school rooms to be cleared. School closed but begins tomorrow. Ty disc print post carnival for bulletin
Nov. 2009
13 - Thank you reception 7-11pm auditorium. Fill out city form.
* Need on call all weekend: electrician, plumber, carpenter
* Roller ball leaves materials in Carlos area for day play
For more information, please contact Valerie Milano, Carnival Chairperson, (323) 953-9853