Tablecloths and Centerpieces

Tables

Set Up and Clean Up

Timeline

Photos

Hay

Kristie Martin (2nd grade teacher) donated the hay
Debbie and Tom Hall transported it and provided the trailer for the Hay Ride

Volunteers

Set up
Booths
Clean Up

Budget

Dinner Buffet

Beverly Smith and Bettie Berkhouse were the main contacts this year.

Layout of Event

table arrangement
placement of booths
dance floor

Band

Angie and J.D. Slaughter were the main contacts for the band.

http://www.wildriverband.com/
Click on the Audio link on the left side of the page to listen to some of their music.

The price was $1200 for the evening. Per our research, that is about mid-range for a band and on the lower end for this type of Western Swing band with a fiddle player.

We provided a meal for each band member. In addition, Angie set up an ice chest full of bottled water for them behind their stage.

Tickets

Sheryl Harris was the main contact for tickets this year.
cost
how many
preselling
ticket booth during Hoedown
Problem: No one selling tickets at the end

Posters/Flyers

About 2 weeks prior to the event we hung one large poster on the front door and 2 smaller ones inside the school.

I printed out an 8x10 photo of the flyer off of my computer. Then, I took the flyer to Office Depot (the one on 1960 at Stuebner Airline) and had it blown up to an 11x14. It took them about 5 minutes and cost $1.00. I also asked them to laminate the poster since it hangs outside and could get ruined by rain. I think that cost about $1.00 as well. Any larger than 11x14 will cost closer to $10.00 and take a week to receive.

 This flyer is intended to be copied and sent home with every student in their backpacks. I didn't think the dark background would show up well on a regular copier, so I created a similar copy only with a white background. Color copies are very expensive, so we ran these in black and white.

I made these myself using Photoshop. I saved the files, so it would be very easy to simply adjust the date for the next year. Even if I'm on the other side of the world, I would be glad to alter the dates/times/details and email someone the file. That way, all you would have to do is print it out. However, if you want a completely new design for a new year, then I understand.

Booths

MILK BOTTLE KNOCK DOWN

COKE BOTTLE RING TOSS

where stuff is located
who was in charge in 2208
pictures of each

Rentals

All of the rentals came from one company called Laser Maze
http://www.lasermaze.com/index.html

Our main contact was a man named Stewart McAllen (281-288-6565)
He owns the company and was great to work with.

We rented :
an inflatable slide
a mechanical bull
inflatable ponies
texas tumbleweeds/human spheres
a dunking tank
The total for all of these was $2,450

I researched and talked to just about every company that provides inflatables in this area. Some of the companies were cheaper, but didn't seem to have as much experience or professionalism.
I have to say that Laser Maze was great. I can't think of anything negative to say about them. If the cost is too high, then I would consider eliminating some of the rentals or replacing them with a cheaper altenative. Laser Maze can get you pretty much anything you want.