What Does The Committee Do ?

General Chairman
This chairman coordinates the activities of the entire project committee by providing guidelines and management of their responsibilities. Regular meetings must be scheduled in order to check on the progress of problems encountered by other committee members. A final meeting should be called just before the big event to assure completion of all details. The General chairman also keeps notes of overall progress and records this information to assist next year's fund raising committee.

Treasurer
The treasurer is in charge of the budget that will be set later in the meeting. All expenditures for food, prizes, equipment, etc. must be authorized and cleared by the Treasurer. All invoices and cash from ticket sales come to this department. The Treasurer provides change for ticket sales ( $25 to $50 is usually sufficient )
Rolls of tickets are purchased and the Treasurer establishes a cost per ticket. For example : if it's decided that each ticket sells for 25 cents, then the various games at the Carnival should be in multiples of 25, 50, 75 cents and so on.
Money is counted by the Treasurer, usually with the help of several assistants. Coin wrappers and deposit slips are kept handy. Bank deposits should be made as frequently as possible.
Finally, the Treasurer arranges to have containers placed at each booth to hold used tickets. This can be any type of sealed container or box with a slot at the top. At the end of the activities, the used tickets are matched against total money received,each ticket container is identified by number. this also serves the purpose of determining the most productive booths for help in planning future events.

Game and Prize Chairman
This chairman must evaluate available space, manpower and budget in order to determine the total number of booths to be used. The next step is to purchase or rent equipment. The game and prize staff has continuing responsibilities for the set-up, maintenance and return of the equipment. As you will observe later on this site, many ordinary household items can be effectively used for setting up games and booths.
Prizes should be ordered by the Game and Prize chairman as early as possible ( after getting approval for the expenditure from the treasurer ) Delivery should be absolutely assured at least two weeks before the event.
This merchandise must be safely stored.
Several hours before the carnival actually begins, the chairman distributes an adequate supply of prizes to each booth, keeping a detailed inventory.
A Preferred plan is to have a central prize booth. This method simplifies inventory control. It also enables the individual game booths to speed up play. Winners have special tickets signed by the booth worker and proceed to the central prize booth to select a prize.
Unused merchandise is collected by the chairman after the event. A final inventory list and a report, preferably with suggestions, is given to the General chairman.

Booth Workers Chairman
This chairman is in charge of seeing that booths are staffed and operating during all carnival hours. A tour should be conducted one hour before opening.
In most cases, at least two booth workers should be selected and trained  to operate each booth in shifts.
If there's a surplus of volunteers, assistants can be used, or additional shifts can be added. The booth workers chairman should take every precaution not to disappoint eager volunteers of reasonable age.
If the central prize booth concept is not used, the Booth workers chairman arranges to return all unused prizes at each booth to the game and prize chairman when the day ends. Collection of used ticket containers is also the responsibility of this chairman.
Training of booth workers should include a thorough description of how the game in that particular booth is played, instructions on issuing prizes and emphasis on the importance of promptly depositing tickets in the sealed containers.

Publicity Chairman
This chairman uses every available FREE advertising method possible. This includes posters in store windows, bulletin boards in churches and schools, stuffers etc.
In many communities, TV, radio stations and newspapers will provide a reasonable number of free spots to the advertising of events by charitable organizations. The Publicity chairman faces the challenge of "informing the entire community " with the benefit of a tiny budget.
This department prepares a list of expenditures and writes a summary of activities. Transcripts of broadcasts advertising and samples of other publicity should be kept in a scrapbook for next year's Publicity staff.

Maintenance and Decoration Chairman
This chairman determines the locations of each booth, entrance, exit, organizes parking spaces, etc. This requires a detailed operational layout of the carnival area. The entire committee should assist in this task.
Locations for electrical outlets must be planned with the assistance of an electrician or maintenance man.
Adequate power must be provided for each electrical device. Be sure that local safety codes and fire regulations are observed. this chairman consults with the Game and Prize people to get a report on the type of booths needed.
Schools, recreation or park districts may have suitable booths available. If not, custom building should begin as
soon as possible. A report is prepared and submitted to the General chairman. Information about booth sources will be extremely valuable to future committees.

Food Chairman
The Food chairman prepares a list of the quantities and types of food to be served. If they exist, previous records are the best guide to required quantities. If this is the first event, simple remember that too much is better than too little. A catering service can provide close estimates of your needs.
refrigeration facilities will be required. Sanitary conditions should be closely watched. Strategically located trash cans may be requested through the Maintenance chairman. The Food chairman schedules food preparation and arranges for any necessary help. Food is an area where records are extremely valuable. A comprehensive report on total food use, wastage and other problems should be given to the General chairman.