Movie Night

Description:An event held to foster community among students and parents, to entertain students, and to raise funds for CSPC.

When:Throughout the year (coinciding with seasonal events (ie Halloween, Christmas, Valentine’s Day and Easter).

Budget: $200 (approximately 120 participants) and expenses to be reimbursed from proceeds of event.[1]

Permit: Required. School Administrative Staff acquire permit once notified of confirmed date and time.

Movie Licence:blanket licence held by TCDSB through or Confirm title on list and advise board of use.

Volunteers: Approximately12-15 volunteers are recommended. See Chart below for suggested activities, description of involvement and time commitment.

Activity / Description / Time / # of Volunteers
Pre-Movie /
  • Confirmation of date, time etc. with principal/ CSPC
/ ½ hour / 2-3
  • Communication/ recruitment of volunteers
/ 2 hours
  • Procurement of movie licence and movie
/ ½ hour
  • Development and distribution of promotional materials (flyers)/ communication with parent community
/ 3-4 hours
  • Distribute pre-purchased movie tickets to teachers
/ 1 hour
  • Shopping for hotdogs, buns, condiments, napkins, table cloths and other supplies, incl. food tickets
/ 2 hours
  • Get float
/ ½ hour
Set-up Day of /
  • Set up gym(with help of custodial staff) – mats, benches and chairs
/ 1½ hours / 8
  • Set up entrance ticket table, food ticket table, and food tables, cover food table with table cloths

  • Put out napkins and condiments

  • Boil hot dogs, place pans &cover with foil

  • Make popcorn

  • Put out rice crispy treats and water

  • Put hotdogs in buns and display for distribution

Ticket Collection /
  • Collect movie tickets at the door
/ 1 hour / 2
Food Sales /
  • Sell food tickets
/ 2 hours / 2
Food Distribution /
  • Cooking & handing out hot dogs
/ 2 hours / 3
  • Handing out popcorn, crispy treats and water
/ 2 hours / 2
AVSupervision /
  • Set-up and operate projector, sound etc.
/ 2½ hours / 2
  • Supervise students in gym and ensure no entry/exit from back doors

  • Disassemble projector etc.

Clean-up /
  • Clean up gym, entrance/hall and kitchen
  • Return and wash platters, pans, utensils to kitchen
  • School custodial staff will help with garbage and putting away tables and garbage bins
/ ½ hour / 5-6
Financial /
  • Count money
/ ½ hour / 2
Post Movie /
  • Provide an update on expenses and submit receipts for reimbursement
  • Thank-you communication to parents, volunteers, teachers
/ 1½ hours / 2

Suggested Supplies and Quantities:

Item / Quantity / Comments
Tables / 6 rectangular / Available from school along with support from custodial staff for set up
Garbage Bins/ Containers / 4 / Available from school along with support from custodial staff for set up
Utensils / Utensils as needed / Available from school kitchen
Pots and Deep Pans / 2 large pots
4 Deep aluminum pans/trays / Boil hotdogs. Boiled hotdogs placed in pans, covered in foil, and kept in oven. Volunteers have access to school stove.
Foil / 1-2 large Boxes / Used to wrap pans with boiled hot dogs.
Table Cloths / 2 rectangular
Napkins / 500 Large Napkins / Large napkins used instead of paper plates.
Plastic Gloves / 1-2 boxes
Name Tags / 15 / For Volunteers
Hot Dogs (incl. veggie) / 150
Hot Dog Buns / 150
Condiments / 2 Ketchup & 2 Mustard / Large ketchup from Costco but smaller mustards. No relish needed
Water Bottles / 80 bottles
Popcorn / 150
Rice Crispy Treats / 108

Suggested Set-up for Hall and Food Area:

Main Entrance




VOLUNTEER SHEET

Activity / Description / Time / # of Volunteers / Volunteers
Pre-Movie /
  • Confirmation of date, time and other decision points with principal/ CSPC
/ ½ hour / 2-3
  • Communication/ recruitment of volunteers
/ 2 hours
  • Procurement of movie licence and movie
/ 1 hour
  • Development and distribution of promotional materials (flyers)/ communication with parent community
/ 3-4 hours
  • Distribute pre-purchased movie tickets to teachers
/ 1 hour
  • Shopping for hotdogs, buns, condiments, napkins, table cloths and other supplies, incl. food tickets
/ 2 hours
Set-up Day of
(4-6pm) /
  • Set up gym(with help of custodial staff) – mats, benches and chairs and decorate
/ 1½ hours / 5-6
  • Set up entrance ticket table and food ticket table

  • Set up food tables and cover tables with table cloths

  • Put out napkinsand condiments

  • Boil hot dogs, place pans &cover with foil

  • Make popcorn

  • Put out rice crispy treats and water

  • Set up platters

Ticket Collection
(6-7pm) /
  • Collect tickets at the door
/ 1 hour / 2
Food Sales
(6-8pm) /
  • Sell food tickets
/ 2 hours / 2
Food Distribution
(6-8pm) /
  • Handing out hot dogs
/ 2 hours / 3
  • Handing out popcorn, crispy treats & water
/ 2 hours / 2
AV & Supervision
(6-8:30pm) /
  • Set-up projector, sound etc.
/ 2½ hours / 2
  • operate movie/projector

  • Disassemble projector etc.

  • Supervise gym

Clean-up
(8-8:30pm) /
  • Clean up gym, kitchen, and food distribution stations
  • Return and wash platters, pans, utensils to kitchen
  • School custodial staff will help with garbage and putting away tables and garbage bins
/ ½ hour / 6
Financial /
  • Count money
/ ½ hour / 2
Post Movie /
  • Provide an update on expenses and submit receipts for reimbursement
  • Thank-you communication to parents, volunteers, teachers
/ 1½ hours / 2

[1]Note that for the Oct 30/15 movie night there was aone-time additional expense of $372.89 (incl. taxes) for purchase of popcorn machine.