Event/Activity Planner for Pancake Tuesday

Pancake Tuesday is celebrated by students with a pancake breakfast in the gym.

Timeline of Event Actions Completed?

One month before Purchase pancake mix, syrup, paper plates, etc. See List of Items attached.

Two weeks before Letter to parents requesting helpers and griddles

Two days before Confirm with custodial staff or office the availability of electrical cords as needed

One week before Email to parents reminding of need to volunteers and grills

Day before Setup tables and decorations. Need about 5-6 volunteers.

See attached diagram/pictures for layout of tables.

Place utensil at each station.

Arrange for and place extensions cords as needed.

Arrange food recycle bins/garbage containers

Request office prepare list with class order and handle calling of students to gym

(Count number of seats in gym to have # per sitting. Advise office of number per

sitting for class assignments to be sorted*.)

Morning of event Start cooking by 8 am to be ready for first sitting of students at 9:00 am.

Ensure first sitting has enough pancakes, re # per sitting.

Prepare cleaning buckets with hot, soapy water and cloths

Prepare foil pans for holding pancakes

Prepare peach juice in dispensers

Clean up by end of event

After Event Submit expenses to office for reimbursement

Mail coupons for pancake mix reimbursment

• 2013 The number of students per sitting were 70, 77, 50, 53 approx.

Date: Shrove Tuesday Location: Gym

Volunteers needed: 20+ day of event Custodial Staff Needed: Yes

Time Commitment for Organizer:

Before Event: Shopping time

At Event: 2 half days

After Event: 1 hour paperwork

Documents:

Volunteer Letter to Parents

Email to parents

14 Tables with 6 seats each = 84 students per sitting or less

Allergy Free Zone: use cards to designate area for allergy free pancakes to be distributed from and for students to eat

them. Designate utensils, plates, napkins, etc.

For 2013 – Total Number of students is 265.

Item Have at school Total Needed Need to Buy

Pancake mix** For 2013 = 6 bags

For 2014 = 6 bags

6 bags

6 bags

Syrup 12 litres

Cups 400

Plates 500

Forks 500

Napkins 500

Foil pans 6 large pans 6 large pans

Foil wrap Lots Lots

Cooking spray 6 6

Juice crystals See below See below

Pancake flippers 7 7

Bowls 6 6

Pitchers 10 10

Spoons/ ladels 6 6

Whisks 6 6

Pizza cutters 5 7

Buckets 1 1

Cloths Few

Dish soap Some Some

Griddle 1 owned by school 6 Need to borrow 5 from

parents

Table decorations 20 + beads/ Wall décor 20 + beads/ Wall décor

Tongs 4 6

Measuring cups 2 6

Note: ** about pancake mix: for 2012 there were approx.. 280 students and 6 bags of Krusteaz pancake mix were used.

Each bag contains 4.53 Kg of mix. Krusteaz is bought at Costco. So, overall amount of pancake mix needed is just over

27Kg of mix. If Costco is not selling this brand anymore, this is the amount of pancake mix needed. For 2013, 6 bags were

bought (2 left from 2012 and 4 additional new ones). For 2014, 6 additional bags are in storage which expire Dec 2014..

Juice crystals: Iced Tea = 9 pkgs are in box = 1 pkg = 4.55 litres = 1 gallon

Peach drink = 13 pkgs in box = 1 pkg = 4.55 litres = 1 gallon

Orange drink coolers are 10 gallon to top = 36 litres

2013: In practice used 5 packages of drink crystals to 8 gallons of water. Used 2 orange coolers of drink with a couple of

pitchers leftover.