pancake tuesday event planner 2013 - schools.hcdsb.orgschools.hcdsb.org/raph/school council...
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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.