Life Starts Now HOW TO PLAN A DRY GRAD

Transcription

1 Life Starts Now HOW TO PLAN A DRY GRAD

2 THIS RESOURCE IS INTENDED AS A GUIDE TO ASSIST PARENTS, PARENT GROUPS, SCHOOL ORGANIZERS AND STUDENTS ORGANIZE A SAFE, ALCOHOL AND DRUG FREE AFTER GRADUATION CELEBRATION. THIS GUIDE PROVIDES SUGGESTIONS AND GUIDELINES ONLY AND IS IN NO WAY CONSIDERED A DEFINITIVE RESOURCE. THE PROVINCE OF BRITISH COLUMBIA IS NOT RESPONSIBLE FOR ANY HARM RESULTING FROM ANY PERSON OR PERSONS ADOPTING SUGGESTIONS CONTAINED IN THIS PUBLICATION, OR FOR ANY COSTS THAT PROCEED FROM ACTIVITIES SUGGESTED OR RELATED TO THE MATERIAL CONTAINED IN THIS DOCUMENT. COPYRIGHT 2012 PROVINCE OF B.C. ALL RIGHTS RESERVED.

3 Table of Contents INTRODUCTION... 3 QUESTIONS AND ANSWERS... WHAT IS A DRY GRAD PARTY?... WHO ORGANIZES THE DRY GRAD?... HOW DOES A DRY GRAD WORK?... WHERE DO DRY GRADS TAKE PLACE?... WHAT HAPPENS AT A DRY GRAD?... WHAT IS THE DRY GRAD PLANNING TIMELINE?... FIVE ESSENTIAL ELEMENTS... GETTING ORGANIZED FINANCES COMMUNICATIONS FUNDRAISING EVENT MANAGEMENT ACTIVITIES, PRIZES AND FOOD... A ROAD MAP TO SUCCESS... MASTER CHECKLIST... APPENDICES... APPENDIX A: BC LIQUOR DISTRIBUTION BRANCH SUPPORT DRY GRAD CAMPAIGN... APPENDIX B: APPLICABLE LAWS... APPENDIX C: POWERPOINT PRESENTATION... APPENDIX D: COMMUNICATIONS PLAN TABLE OF CONTENTS... APPENDIX E: ACKNOWLEDGEMENTS... APPENDIX F: USEFUL LINKS AND INFORMATION

4

5 Introduction For Grade 12 students across Britis Columbia, ig scool graduation parties are an important rite of passage and jumping off point into adultood. Te convocation, te banquet, and te dance are te social events tat define were ig scool ends and te rest of life begins. It is a time to celebrate, a time to say goodbye to cildood, and a time to look to te future. Immediately after te formal ceremonies and events, many graduates continue teir celebrations by attending aftergrad parties, and, since te mid- 1990s, more and more scools and parents are coosing to stage an after-grad party tat is dry. A dry grad is an all-nigt supervised party for graduating students and teir guests, wit absolutely no alcool or drugs allowed. A dry grad party immediately follows te formal convocation, banquet, and/ or dance, and typically ends at 5:00 or 6:00 AM te following morning. Te party generally features enticing activities, prizes, and entertainment designed to encourage graduates to attend. Since te drinking legal age in B.C. is 19, te only option available to organizers is to ost a dry grad. A dry grad requires parents, sponsors, and communities to work togeter to commemorate te success of te graduating students and to send tem on teir way in a safe and celebratory style. By elping to plan and stage an unforgettable dry grad, parents and teacers give grads te opportunity to reap te rewards of responsible beaviour, and to recognize tat alcool is not essential for fun. Tis guide covers dry grad planning from start to finis, incorporating ideas and suggestions for success from previous dry grad organizers, information on specific B.C. legislation relevant to dry grad planning, and more. In te end, tere is no rigt way to plan a dry grad. Successful dry grad events ave been bot large and small. Te common tread tat runs troug tem all is tat tey are organized by a committed and caring group of volunteers, and tey don t permit te use of alcool or drugs. Tis guide was written to support parents, teacers and grads in teir efforts to plan a celebration for a very special, one-of-a-kind moment; a moment were eac grad can truly reflect tat... Life Starts Now! LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 3 ]

6

7 Questions and Answers Te aim of a dry grad party is primarily to reduce te risk of arm to te graduates, and te community at large, on a nigt wen tat risk is unusually ig. It is an event were graduates can ave te time of teir lives witout risking teir lives and witout breaking te law. Te size and scope of dry grad parties is intended to reflect te graduates acievement, and acknowledge te years of ard work tey put into completing teir ig scool education. Wat is a Dry Grad Party? In its strictest and simplest sense, a dry grad party is an all-nigt after-grad celebration were a complete proibition on drug and alcool use is enforced. Dry grad parties typically offer an exciting and absorbing variety of fun activities, compelling entertainment, and valuable prizes, in order to entice graduates and teir guests to attend and experience a fun time witout alcool and oter drugs, including tobacco. Dry grads ave establised a new tradition of drug- and alcool-free celebrations because tey demonstrate tat a great party at any time doesn t need drugs and alcool to be fun. Wo Organizes te Dry Grad? Dry grads require te energy and devotion of a core group of parent volunteers wo do te overall planning and presentation of te party. Wile students, teacer advisors, and scool administrators are te primary organizers of te formal graduation ceremony, it is parents wo normally take responsibility for organizing a dry grad party. For te event itself, as many as 100 volunteers can be required to supervise partygoers, run and organize activities, and serve food. Students of te graduating class sometimes become involved in organizing dry grad in various ways. For instance, tey migt be representatives on te organizing committee or a sub-committee, act as liaisons between te dry grad organizers and te graduates, or assist wit fundraising events and oter sub-committee work. However, many successful dry grad parties are organized witout any assistance from students. How Does a Dry Grad Work? Te dry grad party sould immediately follow te formal graduation ceremonies, wic may include te convocation, banquet, and dance. If te formal part of te graduation (wic is also a dry event) concludes at 11:00 pm, te dry grad sould start at tat time, so tat tere is no unsceduled or unsupervised time for te graduates to fill between te parties. To make sure tat no outside alcool or drugs make teir way into te party, and to transport te grads from te dance to te dry grad venue, some dry grad organizers arrange to ave buses standing by, and volunteers in place to searc bags before te grads board te buses. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 5 ]

8 Celebrants are not allowed to leave and return once tey ave entered te venue were te party is being eld. Some dry grads ave police present at te door and as te partygoers arrive tey are screened to make sure tey are not under te influence. Te dry grad runs straigt troug until te next morning, typically until 5:00 or 6:00 AM, to ensure tat graduates do not leave to go to anoter party. Wen graduates are kept occupied until te early ours of te morning, tey are more inclined to call it a nigt by te time te party ends and go ome safe and sober. Parents or oter responsible adults pick grads up at te end of te party, so no one drives ome after a sleepless nigt. So tat grads can cange out of teir formal party wear into more casual cloting tat is better suited to te dry grad activities, a cloting ceck is set up at te scool eiter te day of, or te day before te party. Grads can drop off bags and backpacks wit fres cloting, were tey can be cecked for drugs or alcool, and be waiting for tem to cange into once tey arrive at te dry grad venue. Tickets are sold for te event to graduates, teir escorts, and guests. Some dry grads require ticket buyers to register contact information in case a parent or guardian needs to be called. Tis information may be needed in various situations: for example, if ticket olders come to te grad already drunk or ig, tey will not be admitted. Also if a partygoer wants to leave te party and go ome early, te organizers will telepone teir contact person to pick tem up. In some communities, parent groups from two or tree scools work togeter to present a joint dry grad. Te dinner and dance are separate, and ten a combined dry grad is offered for te graduates and teir guests. Wile students enjoy a friendly rivalry between scools during sporting events and te like, tere is typically a ig level of friendsip and camaraderie between te scools at te dry grad. A dry grad is designed to be an overwelmingly positive experience for te graduates. A fun party will generate word-of-mout interest and entusiasm among future graduates (and will lead to future dry grad parties) for years to come. Accordingly, te party sould feature great entertainment. To encourage graduates to remain at te party until te very end, special prizes are given away trougout te nigt, usually culminating wit a grand prize draw as te festivities are drawing to a close. Were Do Dry Grads Take Place? Since dry grad parties last all nigt, organizers sould consider te impact of te event on te surrounding area wen coosing a location for te party. Issues suc as traffic, noise, and parking availability sould be taken into account. Te venue sould ave enoug space to accommodate a number of different activities and entertainment. It sould also feature controlled access so all entrances and exits can be monitored by security volunteers. Locations tat would be appropriate for a dry grad party include a local recreation centre, a scool or college facility, an amusement park or water park, or a convention centre. Wat Happens at a Dry Grad? Tere is no single prescribed event or activity tat must take place as part of a dry grad. Since one of te goals of a dry grad is to provide graduates wit an evening of exilarating entertainment, te activities cosen are usually igly original, unusual, and compelling. Many organizers survey te senior class to find out wat events and entertainment tey would like to ave at teir party. However, some organizers like te idea of surprising te graduates; in tat case, it can be elpful to look at wat oter dry grad events ave done to excite and capture te imagination of teir graduates. Some popular dry grad entertainment ideas include live music, poto boots, inflatable games (suc as Obstacle Course, Gladiator Joust and Sumo Wrestling), swimming and oter sports, magicians, fortune tellers or ypnotists. In addition to te entertainment, free food and beverages are served trougout te party. Te menu generally consists of finger foods, tus reducing te need for cutlery and oter more formal dining arrangements. [ 6 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

9 Holding prize giveaways at dry grads as proven to be an effective way to entice graduates to attend and stay trougout te evening. Some dry grad organizers try to ave one prize for eac person attending te party. Wat is te Dry Grad Planning Timeline? As wit any oter big party, te sooner planning begins te better. To ensure tat te location of coice is secured, organizers may need to book one year before te event. Also, organizers need to keep in mind tat many donors and sponsors may need monts of advance notice in order to prepare and deliver teir donations or services. In addition, large companies and corporations will often require applications for funding to be submitted long before te actual event in order to fit donations witin teir fiscal year (see cart below). september groundwork october november planning december january promotion february marc preparation april may final days june te event july afterwards LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 7 ]

10

11 Five Essential Elements Planning a dry grad requires attention to an extraordinary number of details, and lots of work is required to make it all come togeter. As long as organizers focus on eac of te five elements in tis section, tey will ave a good cance of pulling off a great party. Eac sub-committee can ten focus on te details related to teir piece; all coming togeter via te organizing committee to complete te ig level planning, manage and identify overlaps (see cart below). organizing committee communications fundraising event management activities, prizes & food Getting Organized It is a good idea for groups getting started on planning a dry grad to structure temselves into an organizing committee, and a number of sub-committees eac responsible for one component of te dry grad. Te organizing committee would:» Determine te terms of reference for te subcommittees teir vision, mission and goals;» Play te secretariat role for te dry grad planning effort, surveying grads to find out wat tey want at te event, recording event planning activities and evaluating te event;» Establis sub-committee membersip elect cairs and identify members, ensuring to include student and scool representatives were feasible;» Manage dry grad finances, create and manage te budget;» Arrange for appropriate event insurance; and» Write te evaluation report to guide next year s organizing committee. 1. Finances Financial considerations sould be addressed by te organizing committee early on. A treasurer/bookkeeper sould be appointed, a budget developed, bank accounts opened and clear guidelines on ow monies are collected and dispersed communicated to all committees. A well planned and regularly monitored budget will mitigate te risk of te dry grad committee not being able to pay bills. Te organizing committee will need to decide weter to incorporate as a non-profit society, register as a carity or operate as a committee under te parent advisory council (PAC) or te scool. Tis decision can be a complicated and time-consuming process, and sould be addressed early in te planning process. Caritable status wit Revenue Canada is required in order to be able to provide a tax receipt for donations. If te dry grad organizers do not ave caritable status, ten it could be elpful to ask for te support and partnersip of a local community carity. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 9 ]

12 Ask scool administration or te PAC for advice on te best way to operate. Te BC Centre for Non-Profit Development provides a great Fact Seet on ow to start a non-profit: Non-Profit+Development/Factseets/ Starting_a_Non_+Profit_+Society.pdf 2. Communications HAVE A COMMUNICATIONS PLAN Planning a dry grad involves more tan simply coosing a venue, booking entertainment, and arranging for food and drinks. Altoug te concept of a dry grad is now a common one, and support from parents, scools and communities can generally be counted on, one group will often require a strong sales effort; te graduating class. It is important for organizers to be able to reply to any questions or concerns wit persuasive facts and information, suc as success stories about previous dry grads at te scool, in te community, or in oter communities. It is elpful to distribute information about te dry grad concept early in te scool year by conducting presentations for teacers, parents, students, and oters in te community. A Facebook page linked to te scool s web site sould be set up as early as possible in te scool year. If te scool as a Twitter account, it sould be used to elp spread te word. Talk to te scool to find out ow best to communicate wit parents and grads. Freedom of Information and Protection of Privacy laws will need to be considered, and all scools in Britis Columbia ave policies and procedures tat will elp. A communications plan documents te key messages tat will elp to promote te dry grad, as well as te communications activities tat can take place to spread te word. See te appendices for a Communications Plan Table of Contents. RECRUIT ALLIES If a dry grad is a new concept for te scool or community, it will be good to find and engage allies wo sare te same vision, understand its benefits, and can elp make it a reality. Potential allies migt include local police, te Centre for Addictions Researc of B.C., Police Victim Services of B.C., te local capter of Moters Against Drunk Driving Canada, area addictions counsellors, educators, scool trustees, first aid staff, sports organizations, oter parents including PACs, fait communities, and te graduates temselves. Again, aving clear facts and information on and will be a powerful tool wen trying to convince oters to elp create a dry grad. ADVERTISE AND PROMOTE Organizers will need to advertise te event itself and convince graduates to attend. Tey will need to solicit donations from a variety of sources and fundraise in te community. Te best strategy at tis stage is to promote dry grad plans to as large an audience as possible, using tools suc as te scool website and newsletter, Facebook, Twitter, press releases and article submissions to local newspapers, and interviews on a local radio station. Despite organizers best efforts, attracting people to support and attend a first dry grad party in a community or at a scool may be very callenging. Many dry grads ave started small and, over time, ave developed into major community events. Wen tis appens, it is usually te result of te best promotion of all word of mout. A successful first party will blaze te pat for successful dry grads in subsequent years. If your community or scool as eld dry grads in te past, promoting your event will be muc easier, especially if previous events were successful. If you can talk to prior dry grad organizers, you gain te opportunity to learn from teir experiences, and can ten focus your efforts more effectively. [ 10 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

13 3. Fundraising Te cost associated wit trowing a dry grad currently ranges from approximately $10,000 to $30,000. Ticket sales generally cover one-tird to one-alf of te costs, but te remainder will usually need to be obtained troug fundraising and community sponsorsips. Organizers will need to plan, promote and run fundraising events; keep an accurate accounting of all funds received and spent; and actively approac businesses and oter potential sponsors for donations and support. Effective fundraising and sponsorsip strategies will vary, depending upon te presence of businesses and service clubs in eac area. Organizers can ask for cas, volunteers, gifts for door prizes, free or reduced-cost food, party supplies, entertainment or services suc as bus transport. Consider offering tose students wo provide lots of elp wit fundraising reduced-cost tickets to te event. MUNICIPAL COUNCILS AND LOCAL SERVICE CLUBS Tere are many organizations tat ave an interest in ensuring te safety and well-being of yout, wo would be appy to support a dry grad event, demonstrating to te public tat yout safety is an important consideration in teir business pilosopy. LOCAL BUSINESSES Some communities receive a lot of support from doctors, lawyers, and ealt care professionals. Oter groups to consider could be car dealersips, local curces, area colleges or universities, or local trade unions. Fundraising sub-committee members can pone, write letters, present at board meetings, etc. CORPORATE SPONSORSHIP A number of large corporations and grocery cains provide sponsorsips for community events tat benefit yout and cildren. To secure sponsorsip of a dry grad event, organizers can approac local outlets of larger cains and ask for information about teir gift-giving programs, or searc online for te addresses and contact information for national corporate offices. ALUMNI AND PAC Approac scool alumni and PAC for contributions; many PACs budget for tis expense annually. Some scools ask teir alumni to contribute to dry grad and distribute funds collected as scolarsip prizes of around $100 $200 for grads attending te event. B.C. LIQUOR DISTRIBUTION BRANCH Support Dry Grad is an annual community-based fundraising campaign sponsored by te BC Liquor Distribution Branc tat provides financial support to public scool districts and te Federation of Independent Scools. Te funding is ten disseminated to local ig scools and dry grad planning committees by te scool district or federation. See Appendix A for full details. RAFFLES Raffles can be a great way to raise funds. To operate a raffle as a fundraiser in B.C., groups must first obtain a raffle licence. B.C. gaming information can be found at: CONTESTS Some companies or organizations old on-line contests were participants can win prizes or funds for a particular project, suc as te BC Automobile Association Dry Grad Video Callenge or te Catter Hig virtual fundraiser for scools. See Appendix F for more information. OTHER Bottle drives, car wases, fasion sows or oter fundraising events can be eld, especially wen te dry grad organizers ave a large group of entusiastic students wo want to elp raise funds. Parents, families and friends can be encouraged to use teir Air Miles, Canadian Tire money or oter loyalty program points to obtain and donate prizes. Sales of cocolates, flowers and services can assist wit raising funds. Social Media a donate button can be added to te dry grad Facebook page, scool or PAC or oter website using Pay-pal or Canada Helps.org. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 11 ]

14 4. Event Management VENUE Te coice of venue can go a long way in determining te success of a dry grad event. Te venue needs to be workable for a dry grad entrances and exits need to be easily controlled so tey can be monitored over te course of te evening. Campgrounds and oter open spaces are not good coices for a dry grad celebration. Te venue sould be able to accommodate all te graduates and teir guests, wile providing enoug space to ave fun and make te best use of all te activities tat will be offered. Venues tat offer special facilities like ice rinks, swimming pools, gymnasiums, media rooms, pool tables or kitcens are especially suitable. Floor plans of te facility may be required if organizers need to map out te locations of various staffing stations and entertainment. In some instances, contracted electrical work may be required to meet te minimum code standards for some larger entertainment pieces. Tis information sould be provided at te time te equipment is booked, and coordinated wit te facility s management. Organizers may need to arrange an insurance policy to cover te liability of using specific facilities, equipment, and entertainment. Do not assume te scool or venue s insurance is enoug; ceck wit an insurance broker. FIRST AID First aid providers sould be available all nigt long to ensure te safety and well being of te participants and volunteers and to respond if tere are any accidents or illnesses. If no parent or scool volunteers wit appropriate training are available, contact local first aid training organizations (suc as St. Jon s Ambulance or te Red Cross) wo may be able to provide volunteers and/or equipment. SECURITY Te fundamental premise of a dry grad event is tat alcool and drugs will not be allowed. Dry grad parties feature security rules tat are designed to accomplis tis goal. Te main security features of a dry grad are:» Te party must be completely contained witin a closed venue;» Tickets are required for entry;» No in-and-out privileges once someone leaves, e or se can t come back in;» All entrances, exits, and events must be supervised by adult volunteers; and» All attendees are strongly encouraged to be picked up by an adult. As far as security issues go, most organizers report tat tere are very few problems at te dry grad. It is best to ave only a few actual rules just enoug to allow graduates to be safe and maintain a respectful environment. For te most part, te participants are encouraged to get active, ave fun, and celebrate teir graduation. AT THE DOOR To ensure tat no drugs or alcool make it into te party, some organizers ave instituted searces at te entry point wen party participants arrive. If alcool is found, it is immediately confiscated and disposed of. Te students contacts are called, and tey are sent ome. If any graduates or guests appear to be under te influence of drugs or alcool wen tey arrive, teir contacts are likewise notified and admission refused. To prevent students from leaving to use alcool or drugs, and ten coming back to te dry grad party, dry grad events proibit guests leaving and re-entering te party. In most cases, tis as proven to be no problem. However, if someone tries to break tis rule, tere are different ways to andle te situation organizers sould ave clear protocol drawn up beforeand so teir volunteer staff knows wat to do. [ 12 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

15 Some organizers acquire wristbands to identify attendees wen tey arrive. If tey leave, te bands are cut and te students are not allowed back in. VOLUNTEERS VOLUNTEERS RESPONSIBILITIES Security personnel and oter adult supervisors sould remain in te background as muc as possible so as not to intrude upon te event, and to give te yout a great deal of room to enjoy temselves. It is important not to convey te impression tat te adult organizers do not trust te grads, or want to treat tem like cildren. Of course, te adult volunteers attending te event must follow te same rules as te grads. All adult volunteers sould be given clear instructions to abstain from alcool temselves on tis important nigt and any wo fail to do so sould immediately be requested to leave te site. Setting a good example is critical. VOLUNTEER SHIFTS A dry grad event is most manageable wen tere are two to four our sifts for volunteers, if numbers allow. It is recommended tat volunteers leave te facility as soon as tey ave finised teir sifts, so tere are not too many adults around. Te nigt is really for te graduates. Te number of events or activities, te number of guests, te lengt of te sifts, and te requirements for te facility determine te number of volunteers required. One large event wit approximately 700 guests may require 12 organizers, 25 security personnel, 20 game supervisors, 2 first aid attendants, 6 cleaners and at least 6 food servers. A great solution is to ave final set-up activities completed by a group of Grade 11 parents. Tis strategy contributes to te continuity of te event as well, since tese Grade 11 parents often form te nucleus of te next year s organizing committee. As well, it is best if Grade 11 parents fill te caperone roles at te party. It can t be overstressed tis event is for te grads, not teir parents, and most grads won t welcome teir parents anging around. VOLUNTEER ID If T-sirts ave been printed for te dry grad, volunteers sould be given sirts wit food, security, clean-up or first aid boldly printed across te front or back. Eac volunteer sould add a name tag to teir t-sirts wit a fabric marker. Clean-up crews will work trougout te evening, and are usually expanded wit te last sift of volunteers, along wit fres volunteers wo ave ad some sleep and can close te facility. VOLUNTEER STAFF REQUIREMENTS As volunteers are recruited at te beginning of te year, it is recommended tat one organizer be te primary contact until a few weeks before te dry grad. Confirmation calls for volunteers sould occur four to six weeks prior to te dry grad. Witin two weeks of te event, te coordinators in eac staff area (food, security, etc.) sould call eac volunteer to provide detailed instructions. Te nigt before te event, final confirmations sould be made. Te following is te suggested staffing levels and volunteer assignments for a function of 200 and can be scaled up or down in proportion to te size of te event (see cart on page 16). Most of te adult volunteers for a dry grad tend to be te parents of te graduating class. Tis poses a sligt problem for tose parents wo want to attend te ceremony, or wo may be already volunteering for te banquet or caperoning te dance, because tey can t be in two places at once; participating in te formal graduation events, as well as setting up te facility for te dry grad. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 13 ]

16 SUGGESTED VOLUNTEER STAFFING LEVELS AND ASSIGNMENTS 1 a r e a / p o s i t i o n # o f p e o p l e r e q u i r e d a s s i g n m e n t s General reception area Te door or entrance gate Security at all entrances and exits Food main concession First aid Air games Sports, games, callenges Prizes Set-up crew Clean-up crew 2 positions 2 positions positions as required to staff all doors of te facility 2 positions 2 positions 2 positions for eac 2 positions per event, or as required by safety codes 2 positions positions positions Give out information and site maps, oversee volunteer ceck-in, old prizes (larger prizes tat are won migt be stored ere). Take tickets; prepare and and out packets wit coupons, program guides, and oter giveaways; award door prizes. Monitor traffic in and out, maintain and enforce te rules; searc and seize alcool or drugs at entry point. (Note: local police representatives could be useful during entry times to assist in screening at admission. Any bag searces must be done by volunteers.) Prepare food, put out food, and pick up discards trougout sifts. (Note: additional concessions suc as cotton candy or popcorn will require more volunteers.) Provide first responder emergency services as required. (Note: some facilities may ave a first aid room and or supplies tat can be utilized as needed. In oter cases, organizers will need to source first aid equipment and supplies and set up an area in a quiet corner.) Ensure te safe use and smoot operation of te inflatable games. To safely monitor and operate te specified sport, game, or callenge. (Note: If swimming is available, ten facility safety guidelines must be followed and lifeguards may be needed.) Keep all prizes on site secure and give away prizes as awarded. Meet vendors and equipment rental providers at te facility to ensure set-up; organize prize stores and reception area; prepare fres food and beverages; prepare oter areas (e.g. movie teatre, dancing/music area, dining tables and cairs). To conduct clean-up; meet rental crews coming to retrieve equipment; gater all left-over materials, prizes, food, and decorations for storage or return; gater and sort recyclables. 1 ALBERTA HEALTH SERVICES A GRAD TO REMEMBER, ALBERTA ALCOHOL AND DRUG ABUSE COMMISSION. (2003). [ 14 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

17 5. Activities, Prizes and Food ACTIVITIES To encourage and promote attendance, entertainment sould be compelling, varied, and unique. Te idea is to provide graduates and guests wit a stream of fun and exciting activities. Tere sould be enoug amusements to keep te celebrants occupied all nigt long. Here are some entertainment ideas. INFLATABLE AMUSEMENT EQUIPMENT A number of promotional companies rent amusement equipment tat is created by inflating it wit air from a constant blower. Te equipment requirements are usually a separate power source like a portable generator, or specially rigged electric connections. Also referred to as air games, te inflatable entertainment includes Obstacle Course, Gladiator Joust, Bungee Run and Velcro Olympics. Tis is competitive entertainment, encouraging participants to be pysically active and involved. Rentals are available from party suppliers. SPORTS AND RECREATION Wen dry grads are eld in facilities tat ave amenities like swimming pools, ice rinks, gymnasiums, racquetball and volleyball courts, tese are often made available for te graduates to enjoy. Some coordinated activities migt include relay races, water ockey, snorkeling, kayaking, basketball, or ockey games. Oter recreational equipment tat can be rented include dunk tanks, Velcro or climbing walls, orizontal bungee jumping, Sumo Wrestling, obstacle courses and ot tubs. Money macines are also sometimes available (a glass boot wit wind blowing up from te bottom, scattering money and coupons for contestants to grab). CONTESTS Some dry grads old a air guitar contest, a talent contest or battle of te bands aead of te big nigt. Te finalists are given te opportunity to perform at te dry grad, wit te winner taking ome a significant cas prize. Tere are some tips for olding a successful contest.» Scedule dry grad performances trougout te course of te evening so as to prevent contestants from performing early in te nigt and ten departing.» Establis rules and conditions for performances, suc as: no swearing; participants must be students attending te scool; participants must purcase dry grad tickets (no free passes). PERFORMING ARTISTS Tese include live performers suc as ypnotists, caricature artists, magicians, and temporary tattoo artists. Offered in conjunction wit more active sports and competitions, tis type of entertainment is a great way to keep te interest of te graduates as tey take breaks. MUSIC No great party is complete witout music to dance to, listen to, sing to, or be part of. Live bands, pre-recorded music, and karaoke ave all made a sow at dry grads. Many organizers express a preference for music played by disc jockeys (DJs), allowing for a wide variety of entertainment wit minimal set-up and tear-down activity. Te popular rave style music format is to ave a variety of DJs performing over te course of te nigt wit te eadliners playing teir sets at strategic points in te early morning. Tis will reenergize te partygoers and encourage everyone to stay until te end. Te breaks between DJs can be utilized for prize giveaways. MOVIES A movie teatre set up in a quieter part of te facility gives students and guests a cance to rest and enjoy a good movie. VIDEO GAMES Anoter quiet pastime is a gaming room wit a number of Xbox or Wii consoles set up and running popular games. Some facilities will even ave te capability to connect gaming consoles to large wall screen display units. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 15 ]

18 MEMENTOES Most dry grads ave t-sirts printed for all attendees, as well as for all volunteers. Te t-sirts are often produced in te grad or scool colours, and include te scool name, grad year, sponsors and major donors. Activity stations were partygoers can ave a caricature drawn, or a painting or temporary tattoo applied to teir skin are popular. Anoter very popular idea is an Autograp Boot were a variety of coloured permanent fabric markers, secured to a large board wit strings to prevent loss over te course of te evening, are at te ready for attendees to decorate and sign eac oters t-sirts. To ensure tat tere are pictures to record te event, one dry grad employs te talents of two Grade 11 students from te yearbook or potograpy club of te scool. Te students are given free admission to te dry grad, and are provided wit equipment to soot pictures all nigt long. Poto boots and caricature artists can also provide memorable mementoes. FOOD AND DRINK Wen arranging food for dry grads, try to offer a variety of finger foods tat don t require plates or cutlery. Some options are fres vegetables or fruit and dip platters, pizza, popcorn, nacos, submarine sandwices, donuts, cips, and candy. Any foods tat require refrigeration or may spoil overnigt are not recommended. Ensure tat te coices include ealty items, not just junk food. Most organizers of previous dry grads recommend tat te food and drinks be made available trougout te nigt. Few event planners include breakfast at te dry grad party, primarily because te yout eat all nigt long, and most don t ave an appetite for a large breakfast at te end of te party. Some fun foods, suc as cotton candy or fres popcorn, can be made on site wit te appropriate macine. A cocolate fountain wit plenty of fres fruit for dipping is always popular. At least one selfserve water cooler wit recycled paper cups or reusable water bottles is a must. Some dry grad events ave slus macines, soft ice cream macines or juice/pop/sport drink dispensers set up for students to elp temselves. Large grocery stores, cain restaurants, and pizza francises are good sources for gift certificates, discounts, or food donations. Wile tese contributions migt not cover te entire cost of te food, tey will elp defray muc of te overall expense. It is important to sop locally wen trying to gain support for a dry grad, as businesses will be more interested in building goodwill in teir own community. PRIZES Everybody likes getting someting for free, so it isn t too surprising tat offering prizes as turned out to be an immensely popular way of convincing graduates to attend a dry grad party so muc so, in fact, tat many organizers try to ave one item for every graduate attending te event. Prizes sould be as plentiful and spectacular as possible, and may include anyting from ligt sticks, to music CDs, to gift cards, to personal electronics, to DVD players and sound systems, to laptops and tablet computers, to a grand prize of cas or a car. Te only requirement is tat items must all be desirable to, and popular wit, students in te graduating class. Prizes are typically anded out over te course of te evening, wit winners selected troug simple ticket draws. To be eligible to win a prize, te student must be present at te dry grad. Tis reduces te likeliood of attendees leaving before te end of te nigt. Te largest and most expensive items (suc as expensive personal electronics, a car or a large amount of money) are given away at te end of te event. Tese items are usually awarded only to graduates. A GRAND PRIZE CAR An extremely popular dry grad prize is a like new automobile, donated by a car dealersip, and reconditioned wit te support of te area s businesses, te scool s trade programs, and related suppliers. Since 1998 wen te first car was given away at a dry grad in Langley, many cars ave been won at dry grad parties in B.C., and te concept as greatly increased te attendance and popularity of tese events. [ 16 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

19 Te program works by aving a local car dealersip donate a used veicle to te dry grad program. Te dealer ten seeks out te services of body sops, mecanics, upolsterers, detailers, and tire sops, asking tem to donate teir services to restore te car to nearly new condition. After any needed work is done, te car is given final certification by te dealersip s mecanics. Some organizers ave even secured brand new veicles for teir events from local businesses. Wit te cars as te draw, dry grad parties in Surrey and Langley now ave an extraordinary 90% attendance rate. At te end of te dry grad party, one lucky graduate s name is drawn and announced as te winner. Te make and model of te car itself is kept secret until te next day, wen te presentation of te veicle is made at a special ceremony in front of te entire student body, te scool administration, te press, and local community leaders. Tis is one of te most powerful draws for a dry grad, and can elp make te event te most anticipated and popular party of te year. DOOR PRIZES One dry grad party distributes door prizes as te guests arrive. For example, a small door prize like a glow stick or reusable water bottle may be given away to every tent guest, wit te 50t arrival, te 75t, or te 100t person to pass troug te front door (or all tree!) receiving a digital camera. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 17 ]

20

21 A Road Map to Success Te following master cecklist is intended as a roug guideline. Organizers sould adjust te cecklist to fit teir needs and special considerations. Master Cecklist GROUNDWORK SEPTEMBER, OCTOBER o r g a n i z i n g c o m m i t t e e Review evaluations/reports from previous years. Recruit key volunteers (Grade 11 and Grade 12 parents primarily, but oter parents welcome) and set up core organizing committee. Determine committee structure (i.e. non-profit, carity, or PAC committee), decisionmaking process (consensus, majority vote, etc.), decision recording process, meeting scedule and oter guidelines for functioning (terms of reference). Appoint a treasurer and signing autority and set up bank account. Figure out ow te group is going to receive and spend money set up account or go troug scool s account. Designate sub-committee cairs (fundraising, communications, activities and decorations, event management, evaluation) and reporting requirements. Meet wit scool administration and Parent Advisory Council (at te first PAC meeting of te year) to promote dry grad and ask for teir support. Confirm dates for formal convocation and book a facility for te same nigt. Arrange to ave dry grad organizing committee presence at eac Graduation Information meeting trougout te scool year to a) present progress reports; b) promote event; and c) distribute and/or post volunteer sign-up seets. Advertise te opportunity for students to prepare entries for te BCAA Dry Grad Video Callenge ( or oter online contests. Prepare summary of lessons learned from evaluations/reports from previous years and educate everyone involved. Conduct a survey of te senior class to find out wat activities tey would like to see at teir dry grad. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 19 ]

22 PLANNING OCTOBER, NOVEMBER, DECEMBER o r g a n i z i n g c o m m i t t e e Estimate volunteers required and develop list of roles and responsibilities. Meet wit student representatives and teacer advisors interested in assisting wit dry grad. Ask te scool administration for assistance in contacting Grade 11 and 12 students and all parents. Hold an inaugural planning meeting and set initial volunteer commitments amongst te subcommittees (volunteers may move between groups as need dictates over te course of te scool year). Identify cairs for eac sub-committee and assign action items. Review sub-committee volunteer requests and allocate resources. Make major coices and decisions suc as te dry grad name and logo, colours or temes, and major goals of te party. Review and finalize eac sub-committee s plans in conjunction wit facility floor plans and amenities. Decide on activities and performers. Decide wat refresments will be offered. f u n d r a i s i n g Plan fundraising campaign soliciting donations, funds, and sponsorsip. Start fundraising as quickly as is practical at te start of te year. Prepare fundraising letter (using dry grad letteread stationery). Identify potential sponsors and assign committee members to solicit sponsorsips. Identify potential donor groups and assign committee members to solicit donations of goods, services and/or funds. c o m m u n i c a t i o n s Prepare communications plan. Begin a master list of all participants identified by category (volunteer, grad, sponsor, scool administration, etc). Set up a Facebook page for te dry grad and advertise. Ask questions, ask for elp, ask for ideas, keep te audience engaged. e v e n t m a n a g e m e n t Identify required work crews (nutrition, reception, activity supervision, security, first aid, clean-up, etc). Develop job descriptions for various types of volunteers. a c t i v i t i e s, p r i z e s & f o o d Develop options for activities and performers. Develop options for memento products. Develop options for decorations. [ 20 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

23 PROMOTION DECEMBER, JANUARY, FEBRUARY o r g a n i z i n g c o m m i t t e e Continue to recruit volunteers. Write letters to recruit volunteers from local yout groups if needed. Display volunteer sign-up seets at grad planning and PAC meetings. Continue to manage volunteer requirements across te sub-committees. Design and print admission tickets. Clearly print te opening and closing times of admittance on te tickets, along wit te no re-entry and no drugs or alcool policies. Leave space on tickets for names to tear off for door prizes. Design and print tank you certificates for use wit all sponsors, donors and volunteers. Arrange for dry grad potograpers (e.g., Grade 11 potograpy students/newsletter or yearbook staff). Deliver tickets to scool offices to be put on sale alongside te formal banquet and dance tickets. Develop evaluation plan: Review major goals of te party; Determine ow to best to measure ow well goals are met; and Design reporting metods (ow and wen you will capture evidence). Prepare an evaluation form to be added to te Dry Grad Facebook page tat asks grads if tey will be attending and if so, wy; and if not, wy not. f u n d r a i s i n g Solicit sponsorsips. Solicit donations. Complete tank-you cards or certificates for eac donor or sponsor. c o m m u n i c a t i o n s Publicize contact information for anyone interested in approacing te dry grad committee wit offers of assistance. Launc regular communications beginning wit dry grad Facebook page. Arrange for web presence linking from scool web site to dry grad Facebook page. Write regular scool newsletter articles, community newspaper articles, etc. Ensure tat everyone knows tey are not required to pay for anyting on site. Look for oter opportunities to publicize te dry grad in te community (posters, etc). Ask scool Arts teacers to encourage students to create promotional posters, etc. CONTINUED ON NEXT PAGE... LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 21 ]

24 ...CONTINUED FROM PREVIOUS PAGE e v e n t m a n a g e m e n t Recruit security volunteers (parents). Contact local police to ask for volunteer members to provide security at te event. Determine required furniture and infrastructure for eac work crew (e.g., Reception will need table, cairs, full eigt coat racks and angers suitable for storing formal grad wear, ticket receptacle; Nutrition will need kitcen facilities, First Aid will need a first aid kit, a stretcer or room wit a cot, etc). Order T-sirts wit staff position titles suc as volunteer, security, and first aid. Make sure sponsors names are on te sirts. Make sure volunteer coordinator t-sirts are a different colour from volunteers and grads so tey are igly visible. Order equipment. Clearly state te delivery and pick up times for equipment suppliers. a c t i v i t i e s, p r i z e s & f o o d Finalize development of programming for te evening, and draft a scedule of events. Book equipment for activities and performers. Review facility floor plan and confirm locations for eac activity (ensure infrastructure in place to support eac activity (power, ligting, sound, etc). Plan facility decorations. Identify prize assignments for te door and activities. Identify required volunteer supervision requirements for eac activity. Order t-sirts for grads and fabric pens in complementary colours for autograping t-sirts. Ensure to order various sizes of T-sirts. [ 22 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

25 PREPARATION FEBRUARY, MARCH, APRIL o r g a n i z i n g c o m m i t t e e Purcase liability insurance from a local broker. Confirm te scedule of events. Arrange secure storage location for dry grad donations and materials. Prepare ceques as needed. Ensure ordering of supplies is coordinated (e.g., t-sirts for grads and t-sirts for volunteers). Provide dry grad information to parents and new students touring te scool eac spring. Prepare evaluation forms to be used for attendees te nigt of te event to identify wat improvements are required for next year s dry grad. Put a site map on te back of te evaluation form. f u n d r a i s i n g Confirm and pick up donations and sponsors contributions, deliver tank-you certificates. c o m m u n i c a t i o n s Make te last pus to promote te event and ticket sales. Organize a sneak peek promotional presentation or event, booking one piece of equipment for use at te scool over te lunc our. Sell tickets at tis event. Ensure te list is up to date. e v e n t m a n a g e m e n t Make arrangements for cleaning equipment (brooms, mops, etc). Finalize volunteer assignments for te actual dry grad event, establising te sifts for eac work crew. Implement a volunteer ceck-in procedure: te volunteer coordinator sould be on site early and te different area supervisors sould be igly visible. Review food arrangements, place orders. Make sure tere are enoug garbage cans and recycling bins at te site. a c t i v i t i e s, p r i z e s & f o o d Contact artists and performers to confirm booking, and double ceck any requirements tey ave regarding equipment, ligting, etc. If possible, provide a locker room for teir costumes and props. Finalize volunteer assignments for decorating and activity set-up and supervision, establising te sifts for eac work crew. Make up a large banner saying Welcome (or Congratulations) Graduates. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 23 ]

26 FINAL DAYS APRIL, MAY o r g a n i z i n g c o m m i t t e e Secure insurance certificate and provide a copy to te facility manager and oters as required. Pick up unsold tickets from scool along wit a ceque for sold tickets. Confirm te scedule of events and volunteer assignments. Secure some door prizes tat will be specially drawn from te returned evaluations. f u n d r a i s i n g Wind up fundraising. c o m m u n i c a t i o n s Stage a final promotional stunt at te scool. At te commencement practice, try to arrange for a dry grad student representative to update graduates on te event and promote ticket sales. Issue a press release recognizing all sponsors and donors and acknowledging te contributions of parents, students and teacers. e v e n t m a n a g e m e n t Make final confirmations for all event equipment (coat racks, tables, etc). Re-confirm food equipment (popcorn makers, pop macines, etc), arrange pick-up and dropoff times and verify supply needs wit rental company (popcorn, salt, sugar, syrup, etc). Sop for food supplies. Ensure tat all work crew coordinators ave a list of te volunteers in teir crew (security, food, games, etc.) and ave tem call to confirm eac volunteer s assignment. Arrange pick-ups of T-sirts and oter memorabilia or products. Make name tags for te volunteers. a c t i v i t i e s, p r i z e s & f o o d Make final confirmations for all activity-related equipment rentals. Sop for supplies (game supplies, decorations, etc). Review floor plan and create clear signage identifying were to go and were events are located. [ 24 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

27 THE EVENT JUNE o r g a n i z i n g c o m m i t t e e Meet wit all organizers and volunteers prior to gate opening to confirm plans and attend to last minute adjustments. Remind coordinators to tank volunteers at eac venue over te course of te evening. Hand out evaluation forms to attendees upon entrance and let tem know tere are door prizes reserved especially for respondents. Close to te end of te event, make an announcement pusing for completion of forms. Award door prizes for evaluation respondents. If you plan on selling tickets at te door, prepare a cas float. Complete admissions and close te gate. e v e n t m a n a g e m e n t Do final set-up (Grade 11 parents to do so Grade 12 parents can attend formal graduation ceremonies). Confirm and meet all sceduled drop-offs for equipment and food: ensure payment for all required. a c t i v i t i e s, p r i z e s & f o o d Decorate and post signage and scedule of events. Confirm and meet all sceduled drop-offs for activities equipment: ensure payment for all required. Set up volunteer ceck-in, post volunteer assignments and direct volunteers to assigned duties. AFTERWARDS JULY o r g a n i z i n g c o m m i t t e e Pay any remaining outstanding bills, send evaluation forms to all volunteers, and review attendee evaluations. Submit any applications for funding from large corporations for te next year s event. Debrief te event wit all committee cairs. Hold a post-event meeting tat includes: Final reports from all sub-committees; and A round table to collect lessons learned for te evaluation report. Identify key points learned and record canges for next year. Prepare final evaluation for next year s committee. Assist next year s organizing committee to get tings started and book te facility for next year s event. f u n d r a i s i n g Ensure all tank-you notes ave been sent. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 25 ]

28

29 Appendices A dry grad is designed to be an overwelmingly positive experience for te graduates. A fun party will generate word-of-mout interest and entusiasm among future graduates (and will lead to future dry grad parties) for years to come. Accordingly, te party sould feature great entertainment. Appendix A: BC Liquor Distribution Branc Support Dry Grad Campaign Support Dry Grad is an annual communitybased fundraising campaign sponsored by te B.C. Liquor Distribution Branc (LDB). Eac year, BC Liquor Store customers can donate $1 in-store to Support Dry Grad tis donation provides local Dry Grad planning committees wit financial support to plan alcool-free ig scool graduation events and activities. Bot public and private scools are able to participate in tis campaign. All BC Liquor Store customer donations are distributed to eac participating public scool district or, in te case of private scools, te Federation of Independent Scools. Te donation reflects te total money raised in BC Liquor Stores located in tat scool district s catcment area. Support Dry Grad donations are sent by te LDB to eac scool district superintendent, wo is ten responsible for distributing te funds allocated to tat scool district. Individual ig scool grad committees must apply for tis funding troug te district superintendent. Te funds are dispersed to te districts and te Federation in late April or early May eac year. Te amount eac public ig scool receives depends on te amount raised in teir area and te policies of te scool district and superintendent. For more information, dry grad planners sould contact te local Superintendent of Scools or Federation. Appendix B: Applicable Laws Tere are some issues tat need to be clarified wen considering te different graduation options, or wen trying to make a public case for supporting a dry grad. LIQUOR LAW BASICS FOR PARENTS OF MINOR CHILDREN Te reasons beind te laws concerning minors access to liquor are public interest and public safety concerns about te effects of alcool on yout. Studies indicate tat cildren are currently consuming larger amounts of alcool, and at earlier ages, tan before. Alcool consumption by minors is associated wit unwanted pregnancies, sexually transmitted infections, smoking, violence, poor scool performance, suicide, and deat and injury from crases, drowning, falls, etc. Alcool can also ave negative developmental impacts on te part of te brain responsible for iger-level tinking. LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 27 ]

30 » Te legal drinking age in Britis Columbia is 19 years of age.» It s against te law to purcase liquor for or give liquor to a minor. An exception is made if you are a parent or guardian of a minor, in wic case you may provide liquor only to your cild in te privacy of your ome. Tis exception does not allow you to provide liquor to any oter minors wo may be in your ome.» It is against te law to sell or give liquor to any oter minor, or permit a minor wo is not your cild to drink liquor in your ome or business. Te fine for doing tis is a minimum of $500, and you may also be eld legally responsible for any damages or injury caused as a result.» If minors are caugt wit liquor in teir possession, if tey try to buy liquor, if tey are found inside a bar or pub, or if tey try to buy liquor using false ID, tey are breaking te law and may receive a $230 violation ticket fine.» Police ave te rigt to seize liquor if it is found in te possession of minors. Tey may also seize liquor from adults if tey believe te liquor as been purcased on bealf of a minor. For more information on B.C. s liquor laws, please see te Liquor Control and Licensing Branc website, available at: Appendix C: PowerPoint Presentation A PowerPoint presentation as been provided, wic can be used to gain support from students, teacers, scool administrators, parents, and potential volunteers and community sponsors. Te PowerPoint presentation answers te following questions.» Wat is a dry grad party?» Wo organizes a dry grad?» How does a dry grad work?» Were do dry grads take place? Appendix D: Communications Plan Table of Contents A well tougt out communications plan can elp significantly to mitigate te risk associated wit a dry grad event, including:» Poor uptake from grads;» Lack of community support wit funding, prizes and in-kind support could jeopardize te event;» Fundraising conflicts wit oter scool and/or parent priorities (band, scool trips, sports teams); and» Not enoug volunteer support to plan/run te event. Te following sample table of contents outlines wat a dry grad communications plan sould consider:» Objectives of te plan;» Key messages;» Target audiences;» Key communications metods and tools;» Opportunities;» Vulnerabilities/potential issues/ mitigation strategies; and» Communications calendar. Appendix E: Acknowledgements Tanks to Alberta Healt Services wose document A Grad to Remember provided useful background material. Tanks to te Spectrum Community Scool Dry Grad Committee (Cair: Susan Sea) for reviewing tis resource and providing valuable input prior to its release.» Wat appens at a dry grad?» Wat is te dry grad planning timeline? [ 28 ] LIFE STARTS NOW HOW TO PLAN A DRY GRAD

31 Appendix F: Useful Links and Information NOTES BCAA DRY GRAD VIDEO CHALLENGE commitment#tab-/campaigns/dry-grad/dry-grad JONKER AUTO GROUP AND THE COMMUNITY... DRY GRAD CARS THE BC CENTRE FOR NON-PROFIT DEVELOPMENT FACT SHEET Non-Profit+Development/Factseets/ Starting_a_Non_+Profit_+Society.pdf BC GAMING POLICY AND ENFORCEMENT BRANCH LICENCES CHATTER HIGH SERVICE BC GENERAL ENQUIRIES Can t find wat you re looking for? Contact us. Hours of operation: Monday troug Friday, 7:30am to 5pm PST. Victoria: (250) Vancouver: (604) Elsewere in B.C.: 1 (800) Outside B.C.: (604) Telepone Device for te Deaf (TDD) Vancouver: (604) Elsewere in B.C.: 1 (800) LIFE STARTS NOW HOW TO PLAN A DRY GRAD [ 29 ]

32