SPORTS BANQUET PROCEDURES

1. The chairperson of a sports banquet at DeKalb High School should coordinate with the coach of the team and set the date, time and location of the banquet. This should be done as early as possible in the season.

2. It is recommended that the banquets be held at the high school. The Main Commons can be used for banquets. There are times; however, when due to other school activities and banquets, this area is not available. In that event, a home, restaurant, or park shelters have been used. The Park District does charge a rental fee for the use of a shelter. When asked, they may waive the fee for a school activity. If a banquet is held in a restaurant, since this is a school activity, adults should not purchase alcohol.

3. Contact the Athletic Director’s secretary, Marianne (754-2148) to reserve your date and location. Also let the secretary know if there is anything you need such as a microphone, podium, etc.

4. Letters of invitation are to be made up by you. The athletic director’s secretary will make the copies, address and mail them. Please give the secretary a couple of days to get this done. Try to give parents at least one week’s notice prior to the banquet.

The following individuals should also be invited: superintendent, principal, assistant principals, athletic director assistant athletic director, coaches and spouses or guest, trainer(s) and any additional individuals who have made a contribution to the team. Please provide the secretary with a guest letter and she will send those letters for you also. Guests are not expected to provide food, and table service should be provided for them.

5. It shall be up to the chairperson to determine if siblings shall be invited. Space limitations sometimes prohibit including them.

6. Generally, most banquets are a potluck where each family brings a meat dish and one other dish to pass. However, some have chosen to charge a fee to pay for a catered meal or meat. Other suggestions would be to have dessert only or have a restaurant dinner. Fundraisers prior to the season might offset the costs.

7. Barb Boosters will provide orange & black tablecloths & balloons. The Boosters will also provide helium to inflate the balloons. For the location and access to these supplies, please contact the Athletic Department secretary.

8. Small momentos or gifts have been given to the seniors in the past. This is not mandatory but a nice idea. The team members usually collaborate to select gifts for their respective coaches.

9. As a banquet chairperson, it is easiest to organize the banquet if you delegate other parents to take charge of various duties, for example: decorations, collecting newspaper articles, creating placemats, invitations, RSVP’s, set-up and clean up.

Your group will be responsible for organizing the Commons area with a head table, food tables and participants seating as you like it. Everything must be cleaned up and returned to its original place before you leave the school.

10. Thank you for volunteering to plan a DeKalb High School Sports Banquet. It is a fun and rewarding evening for the athletes, coaches and parents!

Updated 8/07