I just found out that I'm going to be in charge of the high school fine arts teachers appreciation luncheon in May. I haven't ran anything like this in a very long time. I need help with making a sign up sheet for people to sign up to bring different items of food/drinks/etc. I need it by Tuesday night. We're having a meeting then and I'd lke to pass it around for everyone to sign up to bring something. If you have any ideas or can email me something you might already have, that would be great. Thanks! I'm mega stressed these days...My friend who is co-President with me for the high school orchestra is going through alot of personal problems right now and she's not available to help me. So I'm really a bit overwhelmed. Any help would be appreciated. There will be about 20 people there. ~Lisa

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I think the best way is to decide what you need and list those things on the sheet so people can decide what, from your list, they want to bring and sign up for it. Prevent you ending up with 12 bags of chips and a bunch of plastic cups.

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Have you thought about the type of food you want to serve at the luncheon? Some ideas can be a baked potato bar, taco bar.

For a taco bar have people signed up to bring the meat, cheese, shredded lettuce, chopped tomatoes, taco shells, taco sauce etc. Perhaps include nachos, if so you will need people to bring chips, nacho cheese and you will need a crock pot to keep the cheese warm.

For a baked potato bar, have people volunteer to make/heat 5 to 10 potatoes a piece, Have people bring, butter, butter spray, cheese, chili, etc.

Have people bring salads to go along with the bar.

Have someone bring chips, pretzels, etc.

Have desserts such as brownies. cookies, pre-sliced cakes, etc. (so if the teachers are eating on the run, the can quickly pick up the dessert and not have to take the time to slice it)

Also, have parents bring various soft drinks, water bottles, punch.

Than for the parents that do not have time to cook, have them bring napkins, plates, plastic forks, spoons, knives.

If you are going to have a little gift bag, think of what items to include and have parents sign up to bring those items.

Are you doing table decorations, if so, it will be another opportunity for someone to do that.

Create the sign up sheet in Word or Excel.

Good Luck!

First, relax...you said May....it's February....you have plenty of time!

Do you have a budget for the luncheon? If not, I'd suggest that the first order of business is to get one or get some donations. I would look to have a budget to cover a main dish (a 3' or more party sub is festive and simple), fresh flowers/centerpiees, tablecovers, papergoods, and small gifts for the teachers - things that you want to make sure that you have and can't really "wing it" without - unless you have someone totally reliable to bring those items. That's just me, but I've been room mom too many times and had parents fail to bring in their sign-up item, so now I plan around that. The other thing this works around is teachers or others who are leery of food prepared by others. This doesn't really bother me, but I've read a lot of notes where teachers and others throw away homemade food.

I'd be fussy about the paper goods, because I think part of the teacher appreciation thing is to set up a pretty room and I'd want to be sure there were matching plates, napkins, tableclothes, etc. I think this would be even more important for fine arts teachers who by their very nature appreciate beauty! Maybe consider nice background music, too, or have some of the kids come in and sing as a surprise.

Then I would do a sign up for side dishes (appetizers, fruit and pasta salads, baked beans, meatballs), chips/snacks, desserts, and drinks. Here, I wouldn't be too specific and instead let people use their imagination and/or bring their favorite tried and true items. Your sign-up list could list the main dish that is being provided and then have lists (name, contact info, what they'll bring and how many it feeds) of appropriate length for the categories depending on the size of the function.

Good luck! Though you have to have your list for Tuesday - you have plentry of time to tweak it!

cj/

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We just did a nice appreciation luncheon for a group -- not teachers but we did get a lot of compliments on how the attendees felt appreciated...

Excellent suggestions above. We provided the main dish (sliced ham), drinks, paper goods, and decor. The invitees were mailed an invitation on which the date, location, beginning and ending time etc. were printed and we requested that they provide a side dish or dessert. We left it wide open as far as what they wanted to bring but our main dish was sliced ham from Costco so it could go with any side dish -- our theme was 'western round-up' and ham suited that well...

At the luncheon, we had a door prize raffle and people loved it! We handed out half of a two-sided ticket at the door. People in charge of the luncheon were asked to bring $5-10 range items in new condition and we had all sorts of funny stuff on up to really nice things (ie laptop bags, stuffed frogs, restaurant gift certificates, tee-shirts, etc.). Most local businesses (ie Chili's, theaters, etc.) are willing to donate gift cards and so you could be sure to have enough nice things so that EVERYONE gets something. We laid them out on a table and called ticket numbers for them to come and choose an item off of the table. It really was fun.

We also handed out certificates. You could think up creative artsy things about each person (ie for a first year teacher -- "willing to try new things", for the pregnant teacher -- "always ready for a sub", for the tenor -- "the Luciano Pavarotti", etc.). I think that the kids could help with coming up with these ideas.

Party supplies, crafts, party decorations, toys: Oriental Trading has nice certificate paper to run through the computer and certificate covers to put them in as well as a lot of trinkety gifts and they often have coupons for free shipping, etc.

Walmart carries 8 1/2 x 11 cardstock paper that you can use for printing postcards (then cut) and or certificates... Lots of things can be done with a computer program and printer!

A cute individual table setting gift would be a smallish 8x8 square of fabric (go with the theme... music, fine arts?) with chocolates/kisses inside and a string or ribbon holding it closed in a little bag. Everyone usually likes chocolate -- it makes them feel special!

Centerpieces could tie together with the theme as well... Tablecloths can be picked up at party supply stores.

I like the idea of getting the kids involved in any way possible. They always have fantastic ideas and love doing things secretly behind the teachers' backs... LOL


**For Tuesday, I'd be sure to ask for a budget of $10-20 (go high, they can always bring it down!) per person as well as donations for gifts for the door prize raffle. Also, ask for volunteers to help you -- two or more heads together can come up with some pretty fantastic ideas! To me, that is mainly what you'd want to request at the Tuesday meeting and then spend some time between now and May setting this up and fine-tuning it. 20 is a very manageable number... Have fun!

What a nice idea on the ham! Pre-cooked and sliced.... did you have fixings to make sandwiches with it or as a buffet meat with side dishes - or both?

cj/

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Forgot to say that we also provided rolls, mustard, mayo... Costco saved us but we had 179 people but only spent a little over $200 on food!

We set up as a buffet with the rolls, ham, condiments and then the side dishes. We put the drinks and desserts in a separate side area.

I agree with having a set menu. When our school does it the PTA just tells people to send things in, with no direction. We usually wind up with 30 desserts and no main dishes.

When we did ours, the PTA paid for it. I'm not sure if that is an option for you or not. We did a 6foot sub from Subway. If I'm remembering correctly, we also had fruit trays. It's been a while. If you don't have a PTA, but, can get donations, I would go that route and get all the food done that way. See if you can get a discount on the food, too. Lots of places will be happy to donate or give you a break on it.

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At my school the PTO just did a lunch for all the staff and teachers and we had soup and everyone LOVED it.
There was Brocolli cheese, chicken noodle, chili and barbeque sandwiches. The Barbeque sandwhiches were donated by a local restaurant, and the soups were brought in crock pots.
There was also 2 liters of soda and chips and pretzels.

We did a salad bar once -everyone just brought whatever salad they wanted and a few brought breads-plain, sweet and fruit. There was a nice salad assortment from green, to pasta, to fruit, some with meat, most without. It was really good and easy.

Lisa

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Oh my... while re-reading my post, I hope that I didn't stress you out with all the ideas?! I listed a lot of ideas and I'd certainly hope that you'd pick and choose ideas, or skip ALL of the extras... and make it as easy or as difficult as you want for it to be. I don't think that the teachers would want for you to stress over them. I hope that your club (or whatever you are working with) will help you out financially and physically since your co-worker has kind of left you in a lurch. All I know is there is usually someone in groups who would LOVE to help out so keep your eyes and ears open! I am sure that you will feel better after the Tuesday meeting...

I personally would be leery eating food from someone's kitchen that I didn't know. If it were me I think I would go with the store bought sub sandwich idea or something like fried chicken, store bought salads, like potato salad , cole slaw, green salad, macaroni salad, chips, cookies and brownies. You could make up the list and tell people you want it store bought (that would eliminate any food getting thrown away). You would be assured (hopeully) that the food would be prepared in a clean environment and you could also check with the people a few days before and if they for some reason couldn't bring something then you could just say "oh, I'm sorry you can't make it, can you bring me the money and I will pick it up for you" (at least you will have the item). You could solicit different stores for items or GC's for door prizes, just be aware that if you do this alot of stores require 1-2 months notice and in writing on letterhead (the chain stores) local stores you get get fairly quickly. Don't forget items like paper/plastic table coths, paper plates, napkins, silverwear, cups, and ice if you can't cool the drinks ahead of time. How many people do you have that will bring items in?

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The easiest route I've found is asking a local restaurant to donate the food. I had a locally owned mexican restaurant donate all the food last year. All PTA had to provide were the paper goods and drinks. It was so easy and there's no question about the quality of the food or where it was prepared. March is not too early to ask since you need to be the first to ask the restaurant for them to help you.

Maybe it's just me...and not being freaked out over germ/dirt issue. If someone is willing to take the time to make something and donate it to the luncheon one should be gracious and accept it. I work at an elem school and all our teacher appreciation stuff us usually homemade. I never give it a thought as to what someone's kitchen looks like.

I once overheard a teacher comment something to the effect of what you said, and I also saw how hurt the PTA ladies were that put on the luncheon for us when they overheard it.

I want to thank everyone for the great ideas! I'm going to run some of these ideas by the board at the meeting on Tuesday night. I think that we have to donate everything...I don't think that the PTA will pay for anything. I like the idea of the getting something such as a ham or giant subs...I'll see what they want to do. Instead of trying to take all of this on myself, I'll just ask for ideas. After they decide, I can make up a sign up sheet specifically asking for things...so we don't end up with 20 desserts. Keep the ideas coming! ~Lisa

Technically, home made cookies and treats are not allowed in my school district. However, it is done. In fact, I often had teachers request my chocolate chip cookies. That being said, I've also heard teachers say that they throw out home baked treats that students bring as a gift for the teacher.

Yeah, they aren't allowed in my district either, for the classroom. However for the teacher luncheon, we eat it all! LOL

Well...here's an update...I went to the meeting last night and ran ALL of your ideas by them (I printed the thread out...lol) After all of that, we decided to have the lunch off site at a country club nearby...I did mention that some people may not like eating others food, even though personally it doesn't bother me...I suggested the taco and salad bar...They did like those ideas...Anyway, I think that just having it out somewhere would eliminate alot of the work...We're all going to just chip in and pay for the teachers and our own meals...We just have to try to reserve the place that week in May when they want to have it. We also have to get approval from the principal to have this off-site. All that worrying for nothing I guess...oh well. Hopefully some of the great ideas helps someone else. Thanks again. ~Lisa

Off campus for teachers lunch?? Then you'll have to have subs or volunteers in the classrooms to cover while the teachers are gone. I've never heard of teachers having lunch off campus since time is so limited.

That's the first thing I thought also, you would have to provide substitute teachers to cover their classes during lunch ( I am assuming the lunch times are not all at the same time and they vary?) if it is off site. Also do they actually have enought time to get to and from a place off site and eat? I don't know how long their lunch times are, I know our lunch times here in DD's school are 30 minutes.

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Ooppps...forgot to mention...We're having the luncheon AFTER school at 1:00...The kids have half days the last week of school, due to exams...So no need to worry about subs and lack of time. ~Lisa