Whaley-Original+To+Do+List

Here's my old to-do list. Obviously some things are specific to West High and to my room/kids, and the list is a few years old, but you can tweak it!

Supplies list and things to do:

Do in the Fall Make t-shirts (2008 will be 20th anniversary of Olympiada in Alaska) Set the date and check with all regions. Reserve meeting spaces (library, CRR, conference room, cafeteria, auditorium, Eagles Cache, Romig Presentation Room, Mac Lab, my room) Tweak rubrics for each level. Reserve room for judging training Saturday before competition Start collecting judges as I meet them. GET E-MAILS, not just phone #s. Write grants for artists. Follow up sooner. Maybe: write a grant for equipment? Try again to contact Russian Video folks. Coordinate getting Russian food for kids. Contact artists. Contact potential performers: Russian-American Colony Singers, Dmitri Sidorov (poet, balelaika, Michael Fenster Russian dancers, other?) Solicit donations from Costco, Walmart, business partnerships

Do in January Invite dignitaries…Susan Kalina, principal, school board, Carol Comeau? Ask teachers to start collecting judges. Ask for help creating the sessions and finding presenters. Check with grant organizations.
 * Patrick Henry was a great MC. Try to get West involved more.

Do in early February Ask Fyodor Solovyev to send out the request to judges to the entire Russian community; contact all former judges by e-mail Write the request. Announcement for Russian exchange students at UAA. Send teachers the overview. Ask them for help. Register students. Find prizes for passports Discuss food. Equipment needs?

Do one month before Buy art supplies (call artist to ask advice) as needed Invite judges to meeting Get Purchase Order for Costco and/or Walmart Reserve equipment as needed through library and AK lab for presenters Write an overview of the event to send out to teachers Ask parents to search for judge/presenter/passport gifts: chocolate, coffee cards Eagles Cache/ re: staying open late Gym teachers re: using Eagles Cache Verify using the CRC for judges’ lunch Send out permission slips Collect judges Get local student exchange volunteer last names from Linda Okland Request colored paper (!) Need 9 colors: passports, programs, hall signs, 5 levels, student nametags on bright orange Mail payment to George!!! Solicit extra West High volunteers (teachers, aides) Contact parent volunteers Order sub Note to Romig librarian re: use on April 14 Write duties for registration folks (and copy) Write duties for classroom helpers (and copy) Make bileti for the native speakers to draw Write duties for runners (and copy) Write the PR with Michelle Egan/Heidi Embley and send out. Remind schools to send videos of kids who can’t attend. Need to create rules (draw at 3-4 level, show speaker and interviewer, just one take, print out names of kids, use microphone if possible).

Do in the last week Make judging folders with directions and Olympiada packets. Send out a press release Copies for presenters Copy signs for the halls. Make signs for registration. Make signs for the library (program and registration) Students need to get passports completely filled out with stamps from all three commissions and three activities to enter the drawing. Copy passports (don’t delegate out…need 250) Copy assembly program Copy and cut out name tags. Call parent helpers (get e-mail and home addresses for thank-you notes) Write sub notes Pick up gift certificates Check out projectors for use as needed for presenters Try out scoring to see whether it works Remind home school principals about the date Remind Janice Gullickson. about the date Excusal lists Make sure that presenters will be welcomed Copy rubrics on one color for each level (need 6 colors: MS, level 1, level 2, level 3, level 4-5, native speakers) Make signs for judges in the same colors. Write every student name for all schools on three tickets in advance. Make signs for tables (commissions) … in colors of judging levels Copy the program List of participants to attendance Send e-mail to home school and make announcement about the contest for the daily bulletin Create big size posters for program and assembly (Remember to include sponsors) Check for microphones and screen as needed. Have kids make Russian-based posters (2008: maybe another teacher could run a poster contest? The “why I take Russian” posters were great in 2006) to put up at the library. Go to Costco/Walmart

Get PO for Costco and Walmart paper supplies and drinks rolls and dessert tea and sugar and lemons Plates Napkins Hot cups—preferably not styrofoam Tablecloths (paper type) Drinks—some Capri Sun, some fizzy drinks Rolls (those white potato rolls) Dessert of some sort Muffins one bouquet of flowers (???)

Do the day before Create judge sign-in sheet Bring camera Re-check with all stations (esp. cafeteria, presentation room and E.Cache) Call the TV stations and paper.

Do the day of Get projectors to CRC, to auditorium, to library. Get TV/VCR to conference room Put up welcome signs Have extra paper to identify tables for each level Get coffee in the morning Get drinks and lunch for the presenters Chairs on stage Put up signs in halls Put up program posters in library and on auditorium Make signs for the tables. Make signs for whom to see at the library: parents, judges Bring videos for pre-session entertainment (could be delegated)

PR tactics by Heidi Embley When you call the tv stations, you should ask for the assignment desk. They keep track of the stories. Channel 11 is 274-1111 Channel 2 is 762-9260 Ed Bennett Channel 13 is 762-8802 Anchorage Daily News is 257-4300. Or Katie Penzenick 257-4589

A sample script could be something along the lines of … Hi, this is __(name)__ from __(school/dept)__. Did you receive the press release we faxed over yesterday on the Russian Olympiada? The event is tomorrow form 8am-1pm at West High. It should be a great feature story. As you know, there is a large group of Russians in Alaska. Students have been working hard in preparation for the competition and we’re exciting about tomorrow. If you have any questions, you can call __(name)___ at __(number)____.

Supplies

paper clips for name tags pens and paper extra colored paper for signs videos rubrics for all levels name tags for judges and parents 250 paperclips for student name tags flower pens (50?) to not get lost “visitor” passes for judges and teachers tape: masking and scotch tea sugar cream

Delegating

Wendy: auditorium Valerie: food Michelle: computer class Cherie: sing Gregory: AK places Parent to organize the volunteers Judge to teach the latecomer judges Food set-up: Parent (David L) Cherie Koss: wrap gifts ☺ Russian food samples for kids (?) Prizes for passports (and final round students???)

Thank you notes (could we get them onto tables with appropriate notes so that kids sign them in advance??)

Julia (artist) Eagles Cache Parent helpers Mrs. McKay Library