WHAT & WHO of the Scholarship Banquet DENTON LULAC BANQUET - WHO DOES WHAT?
WHAT? WHO DOES THIS? BY WHEN or other Data
This is the President's night—It is the
night YOU highlight yourself
-contact Media
Who is in charge of -contact friends
PRESIDENT -contact politicians
Scholarship Banquet? -contact family
-YOU are the Highlight
The Scholars &family are YOUR
Guests.
Who makes major President does in emergencies.
decisions about PRESIDENT President should discuss all that is
possible at the council meeting and
banquet? with her/his board.
Reserves Banquet Current President& May-June for the next year's banquet
Room President Elect
President confirms the#of
Banquet Confirmation President attendees/layout/tables/meal/dessert
Coffee/water/table
outside/microphone
At least 144
Round tables-8 to a table
How BIG should Hall Current President& 18 tables
be? President Elect (this is the least)
Remember the larger you get,the
more you will have to sell & promote.
MC Current President January
SPEAKER Current President January or prior year
Assign a committee
February 201n
We are a non-profit with limited
INVITATIONS Current President funds. Prior to expenditures council
approves. Beneficial if President prints
them.Assign someone to oversee&
mail. Distribute online.
Who creates
email/online Invoice Treasurer Create an invoice order form that can
be used to email out.
for Banquet?
Who receives the Treasurer checks PO Box& deposits
Treasurer checks. All deposits should be done
banquet reservations? individually per reservation & name.
DENTON LULAC BANQUET — WHO DOES WHAT?
Treasurer keeps track in order to
make sure all have paid and/or to
Who keeps track of the receive payment at the door.
attendee #'s and Treasurer Treasurer keeps track of names&#of
reservations? scholarship dinners &the $500+
being paid by council.
Treasurer assigns Seating Chart
Based on the amount of funds the
council sent to Nationals,the
Who informs Scholarship Treasurer fills out Part A&B of Natl
Chair on the # of form & can estimate the#of
Treasurer s that will be awarded.scholarships scholarships that will be p
awarded? Scholarship chair then informs
treasurer of the number of seats to be
reserved.
Who promotes & raises President reviews all who have
funds for the President &Scholarship donated and promote funding.
Chair Scholarship Chair follow-up with the
scholarships? prior year donors.
Who sends out prior year
Thank you Letters & IRS Treasurer Mailed out January 30`h
for donors taxes of the previous year
letters?
March 1 Part A& B
Who fills out the May 1 Part C& D
Treasurer Part A& B -President signs
National Partnership Scholarship Chair Part C&D -Secretary signs
Form to be mailed? Copy of form to Treasurer to write check
to Nationals
Who reviews scholarship Scholarship Chair&
5-6 weeks before banquet
applications? committee
1 week after deadline
Student should have:
Who informs students & -application completed
-essay
makes sure all Scholarship Chair SAT or ACT scores
documents complete? High school transcript (unofficial)
-Univ acceptance Letter
(any missing-student is disqualified—there
isn't enough time for a turnaround)
Paper certificate : Printed one week prior
What are students given to banquet signed by President&Scholarship
the evening of the President &Scholarship Chair(donated no expenditures)
Chair banquet? Paper weights or?—Discount Trophy
order 2 weeks prior to banquet
DENTON LULAC BANQUET - WHO DOES WHAT?
Gives to Archive person:
ARCHIVE President photos/council Certificate for the
year/ Names of Scholars
Paper weights or?— Discount Trophy
What do $500 + donors Inscribed $6.00 or$8.00 ea
receive & who orders President approval LULAC NATIONAL SCHOLARSHIP
Treasurer $500+DONOR
them? NAME OF DONOR
Denton LULAC Council#4366
20XX
Who pays for the high Denton LULAC Scholar&one guest(parent).Add'I
school scholar? tickets are purchased by parents.
Who deposits
scholarship donations It's important that Treasurer deposits
Treasurer all to keep accurate data records.
and/or banquet ticket p /
funds?
1 week before banquet
Who organizes/prints the President can assign someone to do
7 President the layout and order the printing of
Banquet Program. y p g
the program.
President should organize the script
for the evening.
Scripts President -Place in a black binder in order
Script for:
MC/President/Speaker/Scholarship
Chair
1 weeks before banquet
Student Scripts Scholarship Chair Email—form to student scholars to fill
out information on self.
PRINT in order of awards given out
PHOTOGRAPHER President Assigns or asks council members
Gives scholarship application/
WEB President photography etc. to WEB Master
and/or others who have access to
upload
Or Assigns someone to "write up" a
media story. Note:if we write it we
MEDIA President are more accurate on information.
SEND photo to DRC before the
following Tuesday to post on the
following Sunday.
Scholar - Applications May 1
Scholarship Chair Any information missing will disqualify
and data to Nationals a student keep a copy for archive)
DENTON LULAC BANQUET - WHO DOES WHAT?
August 1
January 20
Distribute Scholar Checks Treasurer or President& Bank signature authority&
Scholarship Chair scholarship chair
(Scholar chair emails informs students of
distribution date/time/place)
Silent Auction President Per President request at banquet
President assigns or acquires
Donation Box/Checks at Scholarship Chair Leads the donations at the end of
Banquet banquet before ending banquet.
Report of Banquet Deposits funds after banquet
Treasurer Pays for fees after banquet—
expenses & profit Reports to council May meeting
President is responsible to report
IRS President/Treasurer along with treasurer. President may
assign treasurer to report filing:
http://epostcard.form990.oEg
As soon as outgoing president
receives the new National Form—the
scholarship chair updates the front
NEW Scholarship Form President/Scholarship Chair page with Council #4366 information.
-creates pdf or form fill doc
—emails to Denton ISD &each
campus &all members.
-WEB—master uploads to website
As needed—President is to evaluate
Banquet DECOR President banquet hall & report what is needed.
The least amt of funds should be used
since we are a non-profit organization