Timeline Calendar for the 2008 Parish Carnival
December 2007
17 - Solicitations mtg – Corp. Co’s, media kit, finalize list. 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.
February 2008
05- Send contract Kemsley
15 - Solicitations meeting - go over database
20 -School/staff carnival mtg
26 - Food Warehouse mtg
27 - Send out plea for help in bulletin
March 2008
13 - Solicitations mtg. letter draft meeting. Fr. Mike contact Coke.
16 - Warehouse committee one on one meeting
20 - Entertainment mtg. Need sponsor for raffle tix next mo.
April 2008
03 - Raffle ticket design, People Power meeting, ? O.I. Commitment Sunday
10 - Print Raffle Tickets (3-4 week turnaround). Mock up for media packet
13 -Stewardship letter out
21 - Sol. mailing 11-2 and 3-4
23 - People Power
28 - Sol. Letters to be posted (Confirmation). Can Loyola alumni help? Inventory?
May 2008
08 - Give Kemsley copy for posters
11 - Sylvia wants raffle tix
15 - Plot Plan, Raffle & Solicitations meeting
22 - Solicitations follow up calls
June 2008
11 - Kemsley posters in
26 - Entertainment mtg
26 - Solicitation, Food, People Power, Promotions, Inventory (go over final plot Plan, change and submit to city). Raffle tix in
July 2008
01 - Put ad in bulletin for Collectors Galleria, Spanish Loteria. Drop banners for date changes to AAA and Sylvia SanMiguel
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
August 2008
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. 3,500 save the date postcards & p/u raffle tix @ rectory. 2,700 send 1 book, 800 = 2 books
13 - Stewardship packet mailing
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 2008
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 & Selma school parking letter.
11 - Back to School Night (7:00 pm) Get room parent list. 6pm sign ups
13 - Russ b'day
15 - 6:45p CCD Parent meeting, mail postcards
16 - CCD 1st class
18 - Call re: parking lot, large street banner should be hung. Place orders Tent Co. etc. .
23 - Carlos vacation.
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. Entertainment mtg. Order all food. 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 1 pm Thursday, get more tables and umbrellas, extra fryer and griddles
28 - 1,200 Entertainment posters delivered
29-30 - Start pricing Collector’s Galleria. Send CCD letter to parents
October 2008
02 - Deadline for all ads in program. 6:00pm Meet with Kemsley (he brings 100 tix to be used as incentives) And Porter. 7:30 LAPD, Acctg. Security
09 - Yolanda needs to call St. Vincent De Paul for pick up on Fri. prior. Publicity letters out, Chamber newsletter online insertion
09 - 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
12 - Rope off basketball court, Kemsley parks 3-4 trailers @ 3pm. All - Please Email flier to all friends. Finalize program and take to printer.
16 - 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. Start buying food. Put up No Parking signs – rope off lot
17 - 6:30 - 9am Manny Parking lot must be cleared - security must keep cars out. School traffic. 9am Cordell & Alex needed cars park on lower lot. I will call LAPD Watch Commander to get uniformed cop. Val In 8:30am. Kemsley begins ride set up 9am-4pm. Vegetables, rice and beans delivered to room 1. Hook up stove & XL fridge in PC – 4pm Pupusas start cooking in school (rice, beans). 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 . Meet Orlando for checks. Get money counter & change for booths $5,000 (Jan) petty cash, $3k. Teachers vacate rooms 1, 2 & 3. When do food captains come in each day? Clean and move refrigerators to room 1 inc. Tyrone’s and Parish Center. By 3pm call Costco with any changes. Coco in 5pm
18 - School closes ½ day, p/u cones & barricades 6640 Romaine. Clean propane tanks - umbrellas. Manny 6:30-9am till Kemsley arrives school traffic. then Thurs. 18 noon-4pm. Parish Center security and front lot keep locked. Alex & Cordell 9a-4pm. Virginia starts to distribute food. Coco in 7am will need helper. Rosario in 8:30-9:30am. Carlos in today thru Monday 8:30am. Val in 10am-5pm. Ava in 9:30am-4:30am. School parents and parishioners begin 10am – Linda Polus? 10am check in parents – Carlos & I or Flora 9-1 Lourdes 1-5. 8th graders, Renee Lopez & Sylvia decorate. Kemsley begins ride set up 9am-4pm upper lot. By noon should have W. side game & food booths set up. CCD starts cooking. Need areas cleared out for Carnival staging. Hook up popcorn machine – theatre to deliver products Friday. Coke donation in 25 total - Classic 15 Sprite 10 (Brian) Niki 626-744-833. 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 26 walkie talkies w/surveillance kits, 2 voice amps). Walkie talkie disbursements: 2 LAPD w/2 headsets ,6 Security w/4 headsets, 5. Jan w/3 headsets, Kathy, Valerie, 3 Carlos, 1 People Power Booth, 3 warehouse, 1 rectory, 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, Villalbos 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 Rick Enterprises 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). Irma in 5pm. 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 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-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
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. Rosario in 8:30-9:30. 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 William 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. Decorating . 4:00 p.m. Food & Game Captains & people Arrive. 4pm Kemsley arrives to start evening. Pick up Goldfish 300. Drop containers @ Yum Yum donuts every night (Highland & Melrose). 5pm popcorn & supplies in. 5pm Katalina. 6pm Celia (Pupusas). Security
20 - Security (see colored schedule). Rosario in 8am. p/u Yum Yum donuts (Melrose & Highland. Carlos in noon. Augie in 10am. Val in 11:30. Ava in 9:30am-4:30am. JW in noon-1am. 4pm p/u Starbuck’s (Highland & Franklin). 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. Rosario in 8am. Val in 8am. JW in 8am-5:30, then 6:30-1am. David P. in 8am-10pm. Carlos in 8am. 9am Augie in. 2-5pm William (Social Svcs) works. 10am Burger Capt. In. 10am p/u Starbucks. 2pm security mtg. 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). 8:30-9:30am Rosario and Maria In. Val in 8:30 & David in 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 2008
14 - 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