Pops & Pastries Decorating Committee

Responsibilities and Process

Overview

The decorating committee is responsible for making 135 table centerpieces, determining what backdrop will

be used behind the band stage and then decorating said backdrop. Also consider decorating the

entrance/hallway to the gym and the back wall of the gym (bleacher "wall").

The committee is also responsible for setting up the decorations. Prior to the day of the event you must

coordinate with GPN Facilities (current contact is Art Pasha) to hang the stage backdrop. Try to plan on

decorating the backdrop before the day of the event. On the day of event you will place centerpieces and

any other hallway decorations in coordination with the set up crew (who are responsible for table, chair, and

tablecloth set up). NOTE: The 3 tables center front need to be 'reserved' for School Board and

Administration, and Band Booster Platinum members.

Details

General

Get this year's theme from Mr. Cleveland. It is usually determined by the end of the previous school

year. The current themes in rotation are:

• Myths, Heroes, and Legends

• Hollywood or Broadway

• Salute to America

• Disney

Review what was done in any prior, same -themed concerts, for ideas. As soon as possible, decide

on a color scheme and notify Setup Chair on color scheme (Setup Chair will purchase the

tablecloths). It is recommended to go with darker colored table cloths due to the condition of the

tables (the dark color hides the flaws!).

Confirm / Determine budget (i.e. what was spent in prior years and what is acceptable). Is there

anything to repurpose from previous years?

Obtain names of committee members from Pops&Pastries chairperson. Coordinate and schedule

craft nights (usually 2 or 3, each approx. 3 hours in duration). If using the cafeteria or commons you

will need to check with the main office (313-432-3230) to see if it is available. If so, a reservation

form will need to filled out.

Determine which stage background you will be using. This area is 18ft tall and 90 ft wide.

• Green background - is very heavy (the facility guys DON'T like putting up) and it looks sort of

faded under the lights on the gym. It does not cover the wall of bleachers and you cannot

attach anything to this background — not even pinning. It will be necessary to decorate the • bleacher area showing on either side of the "green".

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• • Black background — is actually many, very long fabric panels. These we borrow from

Crosspointe Christian Church (on Yorktown just east of Mack Ave). The minister, and our

contact there, is Mr. Wyrick. We usually have several booster members that are also church

members if a connection is needed. In the past, the decorating committee has hang these up

BUT that may have changed, so check with GPN Facilities (Art Pasha) to see how he would

like to handle this. There is enough fabric to cover the entire wall of bleachers. Please be

mindful of attaching decorations. If it paper, pins will be fine. If it is anything heavier and

may "pull" on the fabric — please suspend from the top of the bleachers using fishing line (Spyder wire is one brand name).

• Theatrical backdrop — must go through Art Pasha to use and to hang up. It does not cover

the entire bleacher section so you may opt to also use some black panels on each side (see

2015 "Salute to Broadway" in the top picture, right side, you can see a glimpse of bleachers

in the picture). You cannot put anything on this backdrop.

Items saved from previous years (see Mr. Cleveland for whereabouts)

• Disney centerpieces and large background decorations. This includes top hats, Minnie and

Mickey attire, and logo.

• Giant lighted Mickey ears (?)

• Tea lights (119)

• Broadway marquee entrance sign for gym entrance

• red fabric panels

• Large "Hollywood" letters

Centerpieces

Make 135 theme coordinated centerpieces. Centerpieces need not be identical; in fact, it may be

more interesting to have 2 different designs. Also, 3 'RESERVED' signs need to be made.

Sketch out ideas and make prototypes to work out problems. Work towards finding the easiest and

quickest method to make. It would be advantageous to design centerpieces that can be made in

an "assembly line" fashion by your committee members during crafting nights. Reminder: Suggest

supplies to bring for craft night (scissors, glue, etc....). Also, some volunteers prefer to take the

materials home and work there.

Tips: Be mindful of the height of the centerpieces so as not to become unstable or obstruct the view

of tablemates. Also, to make a smaller centerpiece seem more substantial, you can "anchor" it by

using a square of paper underneath it. Several methods of lighting centerpieces (using tea lights or

glow sticks) have been tried with varying degrees of success.

Any extra centerpieces can always be used at ticket sales, food, and drink tables. •

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Backdrop Decorations

The gym is very big (remember the bleachers behind the stage are 18 feet tall and 90 ft wide) and the

decorations will need to be seen from all the way back across the room. The individual items should

be 3-4 feet each (3x3 or 3x4). These decorative items can be made out of paper or other materials

(cardboard, foam sheets).

Sketch out a design/layout to determine the type, size, and location of the decorations. Consider

adding bunting or large vertical banners (use vinyl table covering rolls for both). Rolled color paper is

available from the student activities director (see 'Material Sources' on last page)

Tips: An overhead projector can be used to enlarge your design and then traced onto your paper.

Insulation board (found at Lowes/Home Depot) can be cut with an Exacto/utility knife. Styrofoam

needs to be cut with a hot knife or the little beads will break off everywhere and make a mess.

Additional Decorations

Consider making a few extra of the larger design elements from the backdrop to be hung on the

bleacher wall opposite the stage. The people in the back appreciate it.

If time/budget permits, consider decorating the entrance to the gym. There are panels of red fabric

available.

Make a few (4-6) posters for hallway as well as put some other type of decoration that ties into the

theme (may be on walls or on the tables in the hall). Suggestion: take some of the promotional

posters and mount those on poster board and add 'Welcome' to the top. In addition, you can make

smaller copies of the promotional posters (8.5 x 11) and mount those on smaller poster boards.

Tip: Use Gorilla tape to secure posters to wall.

Day of Concert

• The Decorating Chair and available committee members should arrive at the GPN gym at 11:000 to

put out the centerpieces, posters, and other remaining decorations. Do not decorate the 2 front

rows of tables as the kids put their instruments there. Wait until the evening to decorate those

tables. Put the reserved signs on the 3 tables in the evening as well.

• Remember to take pictures of the decorations, backdrop and centerpieces.

• If you want to save any of the decorations, ask the emcee to announce it at the end of the concert

when they are doing the 'thank yous'.

Questions?

Everyone that has been involved in the past is very helpful and willing to provide information. Ask

the P&P chair, the Band Boosters president, or any of the committee chairs.

Have Fun!!

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Material Sources

• Joann's — they have a big sale Columbus Day and for the Fourth of July.

• Dealers Discount (8199 East 10 Mile Rd, Center Line, MI) -

(Debra Donnellon can provide the tax exempt letter for use at the store. You will be asked

to provide the Tax ID # 38 3564346 and the GPN phone # 313-432-3200). This store has an

abundance of supplies for crafts, decorating, etc.... This is where to buy the vinyl table covering

rolls (much cheaper than Party City).

• Hobby Lobby

• The student activities Director at Grosse Pointe North (Pat Gast retired in 2016, her replacement

TBD). They can provide colored paper (large sheets off a roll) for use in making the large decorations

for behind the stage. This person can also provide access to a copying machine to blow up pictures

and laminating.

• Oriental Trading Company (orientaltrading.com ).

• Shingdigz.com

• Dollar Tree

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