Act as a liaison between the Eastlake Drama Director, Eastlake WolfPack Association, the student Drama Officers, the Board, Committees and Parents. Work with Director to set the show/event schedule for the year. Attend monthly WolfPack Association meetings. Manage email accounts [email protected]. Pass credentials onto the incoming president. Serve as co-signer on bank account along with the Treasurer. Ensure end of the year meeting minutes reflect anyone being removed or added to the bank account as required by the bank. Lead executive board with budget considerations and day-to-day running of the Booster Board. Recruit to fill empty committee positions. Set the Booster Board and general meeting schedule. Send meeting reminders, call for agenda items, run meetings. In the Spring, recruit and nominate Board Members for the year ahead. As needed, establish and define roles with the assistance of the Board and new Committee members.

Currently acts as Coordinator for the following but would like a Committee Lead: Holiday Bazaar in November, Fundraiser (typically during the musical), Student Recognition Banquet in the spring, Merchandise (ongoing), etc.

Oversees predetermined committees. Assist the president as needed. Run meetings in their absence. Ideally, the Vice President is ready and willing to step into the President position next year.

Take notes at both Booster Board meetings and General meetings. Send out meeting notes for review and save to digital repository when approved. Booking locations like commons for different events.

Can be done from home. Background in accounting not required but helpful. Attention to detail and deadline-driven reporting. Keep an accurate record of all financial transactions. Maintain EHS Drama Booster checks. Accurately document all receipts by donor, noting donor restrictions if any, and ensuring IRS-compliant acknowledgements are prepared/sent as necessary and per IRS thresholds. Accurately document all disbursements, ensuring they are authorized by either the EHS Drama Director or another board officer. Reconcile all receipts and disbursements to the bank account monthly (at a minimum) including all donations/fess from any source and all expenses via check and/or authorized debit cards.

If third-party processors are utilized (Stripe and Zelle), reconcile all transactions and report to Drama Director and/or Board. Track all expenses by purpose, i.e., by show, fundraiser, ITF, admin, etc. This will also be necessary for year-end reporting to EWA re: IRS Form 990 preparation. Act as liaison to EWA (Eastlake Wolfpack Association) Treasurer on all financial matters and overarching issues related to governance. Prepare itemized and correctly summarized results for the year (per EWA-provided format) to EWA Treasurer in April/May to support EWA’s preparation of the IRS Form 990. For each production, count and provide Drama Booster cash box at each for concession sales. Have a secondary adult volunteer (preferably two) count cash box before and after each show for an accurate running total until the show’s end. Ensure cash box is properly locked in a secure place each night during a show’srun or take the cash box home. Deposit all excess funds from cash box into EH

Sign-Up Genius Lead (Margret Caufield)

• Done from home. Create sign-up geniuses to recruit front-of-house volunteers for shows (Ticket booth, Will Call table, and Stargrams/Concessions volunteers and donations). Might also be asked to create sign-up geniuses for tech dinners.

Tech Rehearsal Dinners Lead (Margret Caufield)

• Organize dinners for the long rehearsals during “tech weeks”. Includes food purchase, set up, and clean up. To save the drama boosters money, you can ask for donations of water, paper goods, and dessert (send a Sign-Up genius to show parents). Coordinate timing of dinner with Director. Confirm booking of cafeteria/commons with Booster Vice President. Recruit parents to help with set up and clean up.

Fundraiser Lead (Needs to be filled)

• Working alongside the board, determine a theme and location that works with the fall show. Establish sub-committee members for the following areas:
  • Hosting
  • Auction Procurement
  • Sponsorship requests at the event
  • Advertising and ticket sales
  • Food Coordinator
  • Entertainment (Seth Hughes will run a behind the scenes video created by Drama Officers)
  • Decor (Mary Hughes)

Sponsorships Lead (Needs to be filled)

• Done mostly from home. New this year. Establish a sponsorship program with the board and organize and sell “Shout Outs” for playbills which is also new. Sponsorships “Friends of the Theater” would include tiered donations sold and published on our website as well as acknowledged the playbills. Shout Outs would be kudos for participants in the current show added to the playbill. This would require some coordination with Tech Communications, Publications, and the Treasurer.

Concessions & Stargrams Leads (Needs to be filled)

• Recommend a team of two. Need to have some storage at home to keep bins between shows. Purchase candy for drama boosters. Purchase (or ask for donations of) roses/flowers and water bottles. Coordinate with Sign-Up Genius lead to recruit volunteers to sell at each show. Organize volunteers to set up, sell, and take display down for each performance. Bring signage, rubber bands, and pens for Stargrams (Stargram cards provided by Publications Lead). Remind Treasurer to bring cash boxes with small bills for change. Set up Stripe point of sale for accepting credit card payments. All financial transactions must be completed by an approved booster volunteer. Students may not handle monetary transactions per EWA guidelines.

Publications Lead (Needs to be filled)

• Done mostly from home. Need some availability during the day to run to the LWSD Print Shop during business hours. Coordinate playbills, posters, yard signs, and Stargram cards for each production with student artists and director. Communicate with the Sponsorship Lead regarding all Sponsorships and Shout Outs purchased and submit them to students producing the playbill before production date. Prepare yard signs (you may get to design) & Stargrams for printing. Stargrams can be printed at the LWSD Print Shop. Shop around for yard sign pricing. Also, promote upcoming productions via Peachjar submissions.

• Directions for submission on LWSD website: https://www.lwsd.org/services/print-center/submit-a-job-ptsa-and-non-profit

• Print Center location: 15212 NE 95th St Redmond, WA 98052 Hours: Monday – Friday: 8:00 a.m. – 4:00 p.m

Senior Banners Lead (Needs to be filled)

• Done mostly from home. Coordinate with the director regarding the seniors working on the current production. (Is this done at Staples? One for each show? Can photographer take headshots instead of one per show) Apply current photo and create 1.6’ x 3’ banner at Staples. Keep current with seniors regarding each show. During each production, hang banners of senior participants from the second floor over the commons open area in front of the theater doors. Distribute banners at the end of year Banquet.

Tech / Communications Lead (Seth Hughes)

• Done from home. Maintain EHS Drama website (EastlakeDrama.org) throughout the year. Keep the site up to date with information about auditions, shows, and drama events. Add new sponsorship members provided by the Sponsorship Committee. Keep pages current with images from the current school year. Also maintain our Stripe payment system and iOS POS (point of sale) system for concessions and product.

MOD Pizza Fundraiser Lead (Needs to be filled)

• Done from home. Organize and promote MOD Pizza fundraisers. It works well to do one shortly after each production so it can be advertised in the playbills. Coordinate with Publications and Communications leads. Submit flyers to Peachjar for broader advertising. Access can be gained using our email address. [email protected]