Notes: March-a-thon

source: Sean O'Donnell-Brown

Timelines

  • as soon as marching schedule announced
    • apply for event permit from city
    • apply for temporary license from health department (website: www.mchdept.com/Services/EnvironmentalHealth/)
    • apply for food service permit from health department, if necessary
    • contact Chamber of Commerce and Downtown Development Corporation (about potential interference with Farmers Market)
    • contact Convention and Visitors Burea about Balloon Rally tie-in, if necessary
    • arrange for buttons, window clings, kazoos, other sale items
    • arrange for thank-yous
    • arrange for alternate venue (Washington Street Gym, Athletics Director)
  • 2-4 weeks before event
    • post event announcement to community calendars
    • MBB secretary invites celebrities via mail
    • post event announcement to community calendars
    • send press release to media outlets
    • distribute donation materials to students
    • arrange for sections list for sections challenge
    • send celebrity invitations (Boosters secretary)
    • arrange for awning
    • arrange for alternate water source
    • arrange for tables
    • arrange for extra coolers
    • arrange for sale beverages and food
    • arrange for MacombBands.org cards
    • arrange for membership forms
    • make courtesty contact with Farmers Market entertainment, if necessary
    • arrange for games or other diversions for band
    • arrange for volunteers, 2 for each table for duration of event (donations and membership, concessions
    • send March-a-thon materials home with students
    • post March-a-thon materials to website
    • send e-mail to parents about March-a-thon materials sent home and posted to website
  • 1 week before event
    • produce signage
    • arrange for change (Boosters treasurer)
    • arrange for marching hats
    • arrange for marching hats
    • arrange for means for recording laps
    • arrange for water coolers with Mr Wetmore
    • contact Community Service Officer to confirm barricades and parking
  • day before event
    • get ice
  • morning of event
    • get ice
  • during event
    • greet and assist celebrity marchers
  • following event
    • return leftover concessions as allowed by vendors
    • return coolers, if necessary
    • send thank-yous to celbrity marchers
    • send thank-you to media

Supplies

  • canopy (Bendas?)
  • tables (contributions, concessions, band water)
  • ice (cubes and blocks from milk jugs)
  • water jugs, ice, water, cups (for band)
  • concessions
  • if selling items from cooler
    • coolers, ice (store beverages cap up and out of ice) (beverage distributors may have "display" coolers
    • bleach (50 ppm, ~1.5 drops per gallon of water
    • bleach test strips (from school food service, beverage distributors) (perhaps beverage distributors can provide "sanitized" ice)
  • signage (include MacombBands.org on all signage)
    • Thank You for Supporting
      March-a-thon
      MacombBands.org
      (for tables and barricades at each end of inner ring)
    • Macomb Band Boosters
      Join Today!
      MacombBands.org
      (for contributions table)
    • membership levels
    • Water for Band (for water table)
    • Schedule of Events
      MacombBands.org
      (for contributions table)
    • Donations
      MacombBands.org
      (for hats)
    • concessions prices
    • MacombBands.org
    • band team-sections list
    • celebrity check-in
  • celebrities list
  • marching hat(s) for collections
  • change: 1s, 5s, 10s (lots of 1s)
  • money pouch
  • pens
  • kazoos
  • buttons
  • Boosters window clings
  • membership forms
  • pens
  • MacombBands.org cards
  • means for recording laps
  • sections list
  • utility knife (to remove block ice from milk jugs etc.)
  • hammer (canopy stakes)
  • markers (for ad hoc signage)
  • signage stock (for ad hoc signage)
  • tape
  • garbage bags for recycling and trash
  • garbage cans
  • garden hose
  • cups for band water
  • wash rags
  • wash pail
  • camera
  • packaged flavored ice (perhaps in conjunction with Farmers Market)

Comments

  • Sue Tex of Fudge & Floral (309/833-3999) suggested partnering with vendors on the Square (food vendors in particular) to set up booths and sell their goods during March-a-thon). Many Boosters thought that that would be a great idea for March-a-thon. We decided against doing it as part of the 2010 Concert of Appreciation.
  • arrange for source of additional water, ice
  • be conscious of, perhaps warn, other musicians who perform at Farmers Market
  • be conscious of appearance of celebrity marchers (minimize amount of waiting)
  • thank celebrity marchers as they leave the marching (token of appreciation)
  • post photos to website
  • send celebrity thank-yous
  • Courthouse Square provides excellent venue
  • kazoos and/or buttons for donations
  • window clings for memberships only
  • plan for breaks in marching and other performing

Suggestions

  • be conscious of celebrities and march schedule; don't keep celebrities waiting; be prepared to switch up schedule to accommodate celebrity march and allow celebrities to march as close to intended schedule as possible
  • allow 45-60 minutes between beginning of in-place performance and beginning of marching
  • ask contributors whether to designate contribution to a band member
  • refill water and ice while band is marching
  • begin band concert before Farmers Market ends (12:00-12:15)
  • post celebrity photos to website homepage
  • be explicit about differences between celebrity march and fantasy march
  • time event with Balloon Rally weekend and/or Second Saturday event
  • notify Chamber of Commerce and Balloon Rally organizers well in advance
  • fundraising sales
    • cool soda ahead of time, if possible
    • investigate required permits
    • concentrate on items that store well and can be sold (or used for band members) at other events (including half-time shows)
    • chilled water and other drinks (ask for donations or price breaks)
    • packaged flavored ice (perhaps in conjunction with Farmers Market)
    • food (11:00-1:00)?
    • band shirts
    • CDs
    • inscribed inexpesive sale items (Macomb School Bands, Macomb Band Boosters, MacombBands.org)
      • wrist bands
      • sunglasses
  • ask for cup donations for all events requiring water coolers (Coke, Hinckley Schmidt)
  • alumni/parents hospitality
  • permanent banner:
    Macomb Band Boosters
    & School Band Members
    Thank You for Supporting
    Macomb School Bands
    MacombBands.org

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