Timeline Calendar for the 2007 Parish Carnival
December 2006
15 - Mission & Vision
February 2007
05- Send contract Kemsley
27 - Solicitations, database & Publicity meeting. Send 1. form for permit to solicit 15 days prior to soliciting and 2. Report of Results of Activity year prior
28 - Send out plea for help in bulletin
March 2007
13 - Solicitations mtg. letter draft meeting
xx - Offertory Increase letter mailed
16 - Warehouse committee one on one meeting
20 - Entertainment mtg.
27 - Raffle ticket design, People Power meeting, O.I. Commitment Sunday
April 2007
28 - (Confirmation) 11am Champagne Solicitation envelope stuffing in rectory. Can Loyola alumni help? Inventory?
28 - O.I. Follow-up
May 2007
08 - Give Kemsley copy for posters. Print Raffle Tickets (3-4 week turnaround)
15 - People Power (Before CCD & School dismiss for summer), Plot Plan, Raffle & Solicitations meeting
22 - Solicitations follow up calls
June 2007
11 - Kemsley posters in
12 - Entertainment mtg (Jesuit retreat Los Altos)
26 - Solicitation, Food, DB, People Power, Inventory (go over final plot. Plan, change and submit to city). Drop banners for date changes to AAA and Sylvia SanMiguel
July 2007
01 - Put ad in bulletin for Collectors Galleria, Spanish Loteria
08 - Kemsley presale tix in. begin selling
18 - Kemsley needs plot plan (should be approved by this date). Send Gelson’s letter for poster hanging. P/u banners @ AAA
August 2007
04 - Hang banner and signs, start raffle sales outside church after masses
07 - Send Kemsley power list . Send raffle tickets or postcards to parishioners, to be mailed 28th
14 - Send letter to other churches to begin selling 25th announce in their bulletin
15 - Talent booked
28 - Food, Publicity, Solicitations, Religious Ed/School People Power, and Raffle
27 - School starts; send letters to parent’s re-carnival & raffle tickets, CCD
September 2007
05 - School student enrollment official, Submit newspaper ads/listings
04 - Food, Publicity, Solicitation, Raffle meeting. Start kemsley Presale
10 - Chamber deadline for hard copy insertion
8-19 - School gift wrap sales. Send Garcetti & HAC Paz parking letter.
11 - Back to School Night (7:00 pm) Get room parent list. 6pm sign ups
13 - Russ b’day
15 - 9am CCD Parent meeting 11am Spanish
16 - CCD mtgs continue
18 - Call re: parking lot, large street banner should be hung. Place orders Tent , Co. etc.
29 - Inventory 10am – Valerie, Kathy, Carlos, and warehouse
25 - Raffle tickets to students, Send out parent letters; print up flyers for bulletin insertion. Send Location Sound, ABC letters out, get incentives for school kids. Entertainment mtg. Order all food
25 - 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 more tables and umbrellas, extra fryer and griddles
29-30 - Volunteer Sunday. Start pricing Collector’s Galleria
October 2007
02 - Deadline for all ads in program.
09 - Yolanda needs to call St. Vincent De Paul for pick up on Fri. prior; 6:30pm Meet with Kemsley (he brings 100 tix to be used as incentives) And Porter; 7:30 LAPD, Acctg. Security. Publicity letters out, Chamber newsletter online insertion; Order food for Pupusa. Games contractor should deliver tickets 44 rolls (88,000) or more
13 - Kemsley parks 2 trailers
15 - deadline school raffle tix in. ?School assembly raffle ticket seller winner announced
14 - Rope off basketball court, Kemsley parks 3-4 trailers @ 3pm ; All - Please Email flier to all friends; Kathy will finalize program and take to printer.
16 - Final meeting 6:30 in Auditorium (attendance of all committee heads Mandatory) Joyce Marie delivers passes); Last day Social Services
17 - I will call LAPD Watch Commander to get uniformed cop; Order from Costco; Call to order fish & helium tanks; No cars to be parked inc. Jesuits & Tyrone; Collector’s Galleria finishes pricing ; Petty cash needed for Kathy; Meet Orlando for checks; Get money counter & change for booths $5,000 (Jan) petty cash, $3; Teachers vacate rooms 1 and 2; When do food captains come in each day?; 7:00 am Parking lot must be cleared - security must keep cars out. School traffic; Kemsley begins ride set up 9am-4pm; Val in 8:30am; Clean and move refrigerators to room 1 inc. Tyrone’s and Parish Center; Put up No Parking signs – rope off lot; Sr. Virginia starts to distribute food; Vegetables, rice and beans delivered to room 1; Hook up stove in PC - Noon Pupusas start cooking in school (rice, beans); By 3pm call Costco with any changes
18 - School closes ½ day; 9am Security till Kemsley arrives school traffic. Manny 6:30-9am; Carlos in today thru Monday 8:30am; Val in 10am-5pm; Ava in 9:30am-4:30am ; 12:30 check in parents: Flora 9-1 Lourdes 1-5; 10am JW needed; 8th graders & Sylvia decorate; Kemsley begins ride set up 9am-4pm upper lot; By noon should have W. side game & food booths set up; Sr. starts cooking; Need areas cleared out for Carnival staging; Carlos picks up wheel and cotton candy machine Calif Attractions; Hook up popcorn machine – theatre to deliver products Friday; Coke donation in 60 Classic 20 Sprite (Brian); All food inc. vegetables and meat to be delivered; Set up shelves & tables for Collector’s; 2-5pm Mauricio works; 3pm Pick up walkie-talkies and voice amps:(reserved 23 walkie talkies w/16 head sets, 3 voice amps) Walkie talkie disbursements: 2 LAPD w/2 headsets ,6 Security w/4 headsets, 5 Jan w/3 headsets, Kathy, Valerie, 2 Carlos, 1 People Power Booth, Irma,? warehouse, 1 extra for breakdowns, 2 for entertainment; Cordell No parking; Electrical set up begins; 10am propane tanks to be filled; 10-4 Galarza in; 3pm Victor's, Liborio's meat delivery; Costco delivery @ 8am to room 1. (Give Orlando receipt); Need help to unload & organize; Need tables in parish center for raffle area, organize school carnival paper Prods.; Need mostly men for set up, too many women, should have cold drinks & Pizza available; 9am LA Party Rents to deliver griddles & deep fat fryer; 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); 4pm Russ Saunders to come in after stage set up (4 day rental) he stays for 1st show 1-2 hrs. 4 hr. min; Hang back drop; 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-u Set up ticket booths & lighting; Install electrical for beer garden, TV & stage; Clear liturgy office for Jan; 4pm DJ in; 6:30pm Entertainment committee meets; 7pm sound check
19 - No school; Street Parking signs 12-5 Thursday 12-11 Friday and Sat. 6-11 Sun.; Paladin to install lighting; basketball; food and picnic areas; Wonder Toys delivers games and prizes early. Need Augie and JW; 8am Jose in; Raoul helps 8am-5pm - a to do list will be given to him (2 15min. breaks, 1hr. lunch); Ava in 9:30am-4:30am; Val and Carlos in 10am; JW in 10am; Noon Orlando, KT in; David P. 5:30-midnight; 2-5pm Mauricio works; 10:00 am finish setting up electrical for stage; Noon Renee Lopez in; 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; Noon Ice delivery; Other food people arrive; 3pm Burger capt. in; AM deliver balance of equipment, prizes and set-up; 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; Decorating; 4:00 p.m. Food & Game Captains & people Arrive; 4pm Kemsley arrives to start evening. Pick up Goldfish 300; 5pm popcorn; Security
20 - Security (see colored schedule); Carlos in noon; Augie in 10am; Val in 11:30; Ava in 9:30am-4:30am; JW in noon-1am; 2-5pm Mauricio works; 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; 3pm Mobil closes for propane; 3pm Burger Captain in; Make copies of TY invite and pass out
21 - Hang parking signs at Hollywood Athletic Club; 8am Warehouse capt. Needed; Val in 8am; JW in 8am-5:30, then 6:30-1am; David P. in 8am-10pm; Carlos in 8am; 2-5pm Mauricio works; 10am Burger Capt. in; Take decorations down after carnival; Security (see schedule); Russ Saunders to uninstall
22 - No School; Raoul helps 8am-5pm - a to do list will be given to him (2 15min. breaks, 1hr. lunch); 8am Warehouse capt. 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
November 2006
16 - Thank you reception 7-11pm Rectory Patio; 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