Richard Vaughan
Hillview Music Director

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Hillview PTO

Disney Magic Music Days

Volunteers needed!

Hillview's Disney Magic Music Days are scheduled for:
March 30-April 1, 2007. Departing 5:30AM and returning 8PM.

Volunteers needed:

• Disney ChairRegistrar Chair (plus jobs below)
• Copy person
• ID Tag Lead
• Miscellaneous helperTravel Coordinator (plus jobs below)
• Check-In table (Lead)
• Chaperone packet organizers (need 3)
• Passenger bus monitors (need 4 only at departure)
• Intinerary and schedule creatorMeal Coordinator
• Shopper/packer
• Food Team (lead & helper)Miscellaneous helpers (need 3)TreasurerScholarsihp coordinator
  
  

Disney Job Descriptions:

DISNEYLAND CHAIR

The chair oversees and coordinates the entire planning process.
Specific responsibilities include:

• 
  Reports directly to Mr. Vaughan and ensures that he is kept informed of the planning process and that he has the ultimate vote on changes
• Fills the committee positions
• Schedules and runs all meetings with Mr. Vaughan, other than the sub-committee meetings
• Attends the chaperone trainings
  Gives direction to the team leaders, including providing a schedule
• Maintains an accounting ledger and approves all expenditures
• Submits the ticket order and payment to Disneyland
• With Mr. Vaughan's and the lead chaperone's input, determines the buddy pairings, chaperone groups, bus assignments and rooming assignments
• Coordinates all communications with the student/parent groups, other than individual follow-up calls
• Submits a thank you letter to the "Hillviewer" at the end of the trip

CHAPERONES

The lead chaperone is responsible for recruiting, screening, and training group chaperones, for coordinating scheduling with the chaperone floaters, medical staff and Hillview staff, and for interfacing with the at-home-contact.

AT-HOME-CONTACT

There will be a parent at home who will be the contact person between the parents and the trip participants. It is preferable that all communication from the parents goes through her, and she will call the lead chaperone when needed. This person will also be the point person at home in case of an emergency on the trip. She will be given a master list of the students with their emergency contact info and medical info, a list of all adults on the trip with their cell phone and home numbers, a list of the on-call schedule for the lead chaperone and chair, the medical staff and Hillview staff, a detailed itinerary, and a list of the chaperone, room and bus assignments.

FOOD

The food team in 2005 consisted of 3 people - a coordinator and 2 helpers - who acted as floater chaperones on the trip when they weren't busy with meals.

The food coordinator must plan, shop, and load supplies on the bus for the following meals: snacks on the bus, breakfast at the hotel Saturday and Sunday mornings, a group dinner on Saturday night, and dinner on the way home on Sunday evening. They prepare the food for a self-serve breakfast in the mornings, and clean up afterwards. The group provides meals for the bus drivers during the bus trips, but not while in Anaheim.

The team is not responsible for Friday lunch and dinner, and Saturday and Sunday lunches. The participants bring bag lunches on the bus for Friday, and are given $15 in Disney Dollars on Friday to buy dinner, and Saturday and Sunday to buy their lunches in the park. The chair purchases the Disney Dollars.

TRAVEL

The travel team is made up of the travel coordinator, an assistant, 4 helpers who were available to make up the chaperone packets, and the departure team of 7.

The travel coordinator contracts for the lodging and transportation for the trip. In addition she oversees the departure team, and coordinates the packets of info and supplies for the chaperones and trip leaders.

Bus Monitors:

• Buses should arrive at least 45 minutes before departure.
• Give bus driver a copy of the schedule.
• Put BUS 1, BUS 2, or BUS 3 sign on the bus window.
• Put box labeled MUSIC by the cargo area.
• Block off seats for the chaperones with a CHAPERONE sign - 1 pair in front for Hillview staff member, and the others seated in pairs scattered through the bus.
• Distribute 2 videos to each bus and either put on the Hillview staff members seat or by the VCR.
• Be ready outside the door with the checklist on a clipboard to check off passengers as they board. No one can board until the bus monitor is ready.
  

REGISTRAR

The registration team consists of the registrar and 4 helpers.

The registrar is responsible for collecting registration forms, miscellaneous forms and payments. A master spreadsheet is created from the information on the forms and is later used to print the various travel documents. Deposits of payments and refunds are coordinated with the PTO treasurer.