PURDUE ATHLETICS

SPONSORED TEAM BANQUET POLICY

Recommended by: Roger BlalockNancy Cross Tom Reiter

Approved by: Morgan J. Burke

Effective: October 19, 2011Revised March 2012

TABLE OF CONTENTS

Revenue Sport Banquet Policy and Procedures …………………………………………….3

Olympic Sport Banquet Policy and Procedures …………………………………………….10

Complimentary Ticket List and Miscellaneous Information ………………………..15

Complimentary Letter Samples ………………………………………………………………….18

Check List …………………………………………………………………………………………………..21

Staff Who Need Banquet Dates and Information ……………………………………….26

PURDUE ATHLETICS BANQUET POLICY(Football, Men & Women’s Basketball, Volleyball)

PRINCIPLES OF ATHLETICS BANQUETS

1. Insure that banquet sponsors are aware that the purpose of the event is to celebrate and honor Purdue’s student-athletes (with emphasis on seniors), team and parents.

2. Event should reflect Purdue in a positive image, as a first-class operation.3. Event should be fun, festive, and positive for all who attend.4. Create a working team atmosphere with the sponsors, banquet coordinator, coaches and

student-athletes so that we have a win-win situation.5. Event should be financially reasonable and feasible for the department, sponsors, media

partners and fans attending.6. All coaches and staff agree that banquets should be kept between 2 to 2-1/2 hours with

meal included.7. The athletics department oversees banquet planning via banquet coordinator, Jim Vruggink,

in conjunction with the office of respective head coach.

BANQUET PRE-PLANNING

In the preliminary stages of planning the banquet, the sponsor and media partner should consult with the sport coach to discuss the following items:

1. The date and time of the banquet and facilities.a. Consult with the sport coach on his/her preference date/time b. Facilities should be determined by consensus of the sponsoring organization, sport

coach and banquet coordinator BEFORE A DATE IS SELECTED, THE ICA DEPARTMENT CALENDAR SHOULD BE CHECKED FOR POSSIBLE CONFLICTS.

2. Length of banquet.a. Set up a time management schedule to keep the event contained within a limit of 2

to 2-1/2 hours (with the meal included)b. To assist in staying within this time frame it has been requested that there be no

door prizes3. Price of the tickets for the revenue sport banquet.

a. This should be discussed and agreed upon by the sponsor and banquet coordinatorb. Ticket price should include the total cost of the meal plus an additional amount to

cover some of the sponsor’s costs.i. Sponsor costs to include in ticket price:

1. Volleyball – 22 comp tickets (for team and head table)a. Assume 100 paid ticketsb. If price is $24, calculation should be:

i. 22 comps * $24 = $528/100 total =$5.28+24=$29.28ii. Round price to $29

2. Women’s Basketball – 22 comp tickets (for team and head table)a. Assume 150 paid ticketsb. If price is $24, calculation should be:

i. 22 comps * $24= $528/150 total = $3.52+24=27.52ii. Round price to $28

3. Men’s Basketball – 22 comp tickets (for team and head table)a. Assume 200 paid ticketsb. If price is $24, calculation should be:

i. 22 comps * $24 = $528/200 total = $2.64+24=$26.64ii. Round price to $27

4. Football – Pre-Season – $1,000 (to cover cost of head table and speaker’s travel)

a. Assume 250 paid ticketsb. If price is $24, calculation should be:

i. 22 comps * $24=$528+$1,000 =1,528/250=$6.11+24=30.11

ii. Round price to $305. Football – Post-Season – 65 comp tickets (for seniors on the team, the

head table and 30 band members)a. Assume 250 paid ticketsb. If price is $24, calculation should be:

i. 65 comps * $24 = $1,560/250=$6.24+24= $30.24ii. Round price to $30

4. Emcee (and possible entertainment).a. Should be discussed and agreed upon by sponsor, media partner, head coach and

banquet coordinatorb. Select a back-up person for emergency purposes

5. Other details.a. Seating arrangements for student-athletes, seniors, members of the sponsoring

groups, John Purdue Club, athletics department staff and mediab. Arrangements for printing of banquet program

SPONSORING ORGANIZATION RESPONSIBILITIES

1. Sponsor will be responsible for the general arrangements of the banquet with assistance from the banquet coordinator, coaches’ offices, and media partners (i.e., food, facilities, seating arrangements, entertainment, emcee, program, ticket printing, etc).

2. Sponsor will cover the cost of meals for the head table at each banquet as well as the guest speaker at the pre-season football banquet, senior student-athletes at the post-season football banquet, and all student-athletes at basketball and volleyball banquets.

3. Sponsor will assist the sport support staff (SSS) with preparation of an invitation and ticket information to be sent to the student-athletes’ parents. The Athletics Department will be responsible mailing and associated costs.

4. Sponsor and media partner will be responsible for promotion of the event, making the event visible to the general public through public service announcements (PSA’s), flyers, Gold & Black Illustrated, etc. (Athletics Department can provide list of advertising/PSA options and suggestions).

5. Sponsor will be responsible for outside ticket sales and are allowed to use the Athletic Ticket Office (ATO) as an outlet for ticket information. Sponsor will need to provide necessary information to the Ticket Office. Tickets must be designed and printed by the sponsor, but approved in advance by the banquet coordinator.

BANQUET COORDINATOR & SPORT COACH RESPONSIBILITIES

As banquet coordinator and sport coach, your primary functions will be determining what type of event will take place and working with the sponsor to facilitate a successful banquet; keeping in mind the principles of athletic banquets mentioned above.

SPORT SUPPORT STAFF (SSS) RESPONSIBILITIES

As SSS, you will assist in communication, organization, and coordination of the event, alerting those involved of deadlines and/or problems that may occur, and will be the main contact in your office about the event to staff, student-athletes, student-athletes’ parents and banquet coordinator.

Event Scheduling

1. The sport coach will:a. Select preferred dates (first choice and alternative date), working with the

banquet coordinatorb. Select timec. Suggest a facility

THIS SHOULD BE DONE AT LEAST 6-9 MONTHS IN ADVANCE SO FACILITIES CAN BE RESERVED. CHECK ICA DEPARTMENT CALENDAR FOR POSSIBLE CONFLICTS. Important --- If coaches have special requests (such as selection of guest speaker, entertainment, etc.), please inform banquet coordinator at this time so that arrangements can be made.2. The banquet coordinator will:

a. Work with with all parties to secure facilities for preferred datesb. Inform coaches, administrators, emcees and others with significant roles

3. AFTER your sport coach receives confirmation of the event from the coordinator, it will be the SSS’s responsibility to communicate the confirmed date to:

a. Sport Administratorb. Administrative Assistant for Athletic Directorc. Office Staffd. Student-athletes & Managerse. Student-athletes’ Parentsf. Booster Club (if applicable)

Banquet Organization

It is important for the sport coach to give special attention to the sponsoring organization and media partner in the planning and organization of their team’s banquet.

1. The coach should communicate to banquet coordinator:a. Seating arrangements

i. Where do you want your student-athletes to sit?ii. Head table arrangements?

b. Entertainmenti. Student-athletes perform?ii. PMO?

iii. Pep Band?iv. Nothing?

c. Program of eventd. Awardse. Food/menuf. Ticket priceg. Any other special ideas

Complimentary Tickets & Student-athletes’ Parents Tickets

1. The head sport coach will be allotted six complimentary “wild card” banquet tickets to distribute to anyone he/she chooses. ADDITIONAL “WILD CARD” COMPLIMENTARY ADMISSIONS MUST BE REQUESTED AND APPROVED BY THE SPORT ADMINISTRATOR.

2. The sport coach and/or SSS will be responsible for distributing complimentary tickets. This should be done at least two weeks prior to the banquet.

3. The SSS will handle the mailing of the banquet ticket information to the student-athletes’ parents. This should be done at least one month prior to the banquet. The sponsoring organization will prepare the information regarding purchasing of tickets for the parents.

4. The SSS will handle outside tickets sales to student-athletes parents. Checks should be made payable to the sponsor.

5. The SSS will maintain a record of all ticket sales and store all monies collected in a locked file until reconciliation.

Student-athlete Awards

1. The sport coach and/or SSS will communicate with the equipment manager to order and secure all awards for student-athletes.

2. The sport coach and/or SSS will be responsible for organizing the presentation of the awards. (Basically, who is going to present what to whom?)

3. The sport coach and/or SSS will prepare a list of award winners/awards to provide to the sponsor for incorporation in the banquet program.

Maintain Banquet Time Line

Three to four months prior to event…

1. General things that will need to be arranged by the banquet coordinator:a. Program of Events – organization and printing of the programb. Emcee c. Entertainment – need to secure this (if desired)d. Food/Menue. Ticket Price f. Seating arrangementsg. Awards – arrange through Equipment Managerh. Communication of the event to the community (if the coach desires)

2. If SSS is to be involved in the banquet program, please be sure to notify the banquet coordinator as soon as possible.

Two weeks prior to event…

1. The sport coach, banquet coordinator, and sponsoring organization will discuss the final details of the banquet program. The SSS, if this is a post-season banquet, will make sure the sport coach has a prepared list of awards and names of the student-athletes receiving the awards at the banquet. He/she will need to give this to the sponsor for inclusion in the banquet program.

2. The SSS will need to confirm the following:a. Program printed?b. Awards ordered?c. Student-athletes and staff are informed of banquet specifics?d. Table decorations needed/ordered?e. Menu selected?f. Any miscellaneous items?

One week prior to event….

1. Confirm that tickets have been distributed to athletic staff, parents, complimentary, etc.2. A preliminary event script or an outline of the banquet program should be distributed by

the SSS to all people involved in the event – speakers, emcee, video provider, etc. It is important that all are prepared in advance and know what their part will be in this event and when their turn will be.

3. Basically, check and make sure all “loose ends” are tied up.

Evaluation of Event & Follow-Up

1. The sport coach should immediately follow-up with a letter of appreciation to the sponsor.2. Immediately after the banquet event, the sport coach should give his/her overall impression

and voice any complaints or compliments about the banquet directly to the banquet coordinator. This information should be communicated to the sponsor so that adjustments can be made for the following year. Also at this time, the sport coach may wish to select his/her next year’s banquet dates.

3. Within two weeks after the banquet, the sponsor and banquet coordinator will discuss/evaluate the event.

4. Within four weeks after the banquet, the banquet coordinator will reconcile ticket sales and submit recordkeeping and invoice from the sponsor to the Athletics Business Office.

ITEMS TO DISCUSS WITH SPONSORS

Today’s Date:

Sponsor: Contact Name: ______

Phone: Fax:

Sport Banquet: ______

Day, Date & Time:

Location:

SETTING/ROOM ATMOSPHERE

Seating arrangements Student-athletes out in audience or on riser near head table

Who are head table members?

Will special reserved seating be needed? If so, for whom?

JPC members seating:

Are room decorations needed? If so, what?

Food/menu:

Facility needs…audio/video equipment?

PROGRAM

Will there be a printed program for the event? Yes No

Who is the emcee?

Will there be entertainment? If so, who:

How many awards will be given and who are the presenters?

REMIND COACHES THAT THE BANQUET SHOULDBE KEPT TO 2-2 ½ HOURS MAXIMUM!!!

PURDUE ATHLETIC OLYMPIC BANQUET POLICY

PRINCIPLES OF ATHLETIC BANQUETS

1. Insure that banquet planners are aware that the purpose of the event is to celebrate and honor Purdue’s student-athletes (with emphasis on seniors), team and parents.

2. Event should reflect Purdue in a positive image, as a first-class operation.3. Event should be fun, festive, and positive for all who attend.4. Event should be financially reasonable and feasible for the department, sponsors, media

partners, and fans attending.5. All coaches and staff agree that banquets should be kept between 2 to 2-1/2 hours with

meal included.6. The athletic department will pay for one banquet/event for each team (preseason,

midseason, postseason).

SPORT COACH RESPONSIBILITIES

As sport coach, your primary function will be determining what type of event will take place as well as when and where; keeping in mind the principles of athletic banquets mentioned above.

Pre-Planning

Coaches have the freedom to decide whether they:

1. Would like a formal banquet and hold the event in a restaurant/banquet hall and invite parents, guests, and fans to attend.

2. Or, would like to have an informal “Get Together” event (pizza party, picnic, bar-b-que) but must be held at a public place (for example: the sport’s specific venue, public park area, Purdue facility, restaurant, banquet hall, etc.) with attendance of coach, student-athletes and possibly parents. No alcoholic beverages will be allowed.

a. Coaches will handle all responsibilities of these areas:i. Agenda of programii. Emcee

iii. Entertainmentiv. Food Selectionv. Ticket Price (rounded up to nearest dollar to cover cost of meal)

vi. Seating Arrangementsb. Coaches will inform Sport Administrator of details, dates and seek assistance, if

necessary.3. Would the banquet be brunch, lunch or dinner?4. Would the event be a pre, mid or postseason banquet?5. Coaches will have the option if they would like to combine their banquets together with

partner sport, i.e. Men’s/Women’s Golf, Men’s/Women’s Tennis, etc.

Food & Facilities

Formal Banquet – While a coach is free to select the venue, special pricing has been established in the Ross-Ade Pavilion and should be checked first.

Informal “Get Together” Banquets

For these events the coaches should advise and seek approval from the sport administrator of details (when, where, etc.) Invoices should be forwarded to the Business Office for payment following approval by a sport administrator.

SPORT SUPPORT STAFF (SSS) RESPONSIBILITIES

As SSS, your primary function in this project will be serving as “watch dog” over the banquet event(s). You will assist the sport coach in organization and coordination of the event, alert him/her to deadlines and problems that may occur, and be the main communication person in your office about the event to the staff, student-athletes, and guests.

Event Scheduling

1. The SSS will work with the coach to select:a. Preferred dates (first choice and alternative date).b. Time of the banquet.c. Facility and caterer (put a hold on both dates).d. Style of banquet (whether the event is going to be formal or informal).

THIS SHOULD BE DONE AT LEAST 4-6 MONTHS IN ADVANCE SO FACILITIES CAN BE RESERVED. CHECK ICA DEPARTMENT CALENDAR FOR POSSIBLE CONFLICTS. 2. The SSS will submit all of the above information to the Administrative Assistant for the

Athletic Director who will confirm that the date/time does not conflict with any other event. 3. The SSS will need to finalize facility and caterer reservations and complete the “SPORTS

BANQUET APPROVAL FORM” secured from the Athletics Exchange Drive (S:).4. Once the “SPORTS BANQUET APPROVAL FORM” has been approved, the SSS will forward

an approved copy to the Athletics Business Office.5. The SSS will communicate the confirmed date to:

a. Sport Administratorb. Administrative Assistant for the Athletic Directorc. Office Staffd. Student-athletes & Managerse. Student-athletes’ Parents

Banquet Organization

1. The sport coach will work with the SSS to arrange:a. Program of eventb. Emceec. Entertainment

i. Student-athletes perform?ii. PMO?

iii. Pep Band?iv. Nothing?

d. Food/Menue. Seating Arrangements

i. Where do you want your student-athletes to sit?ii. Head table arrangements?

f. Awards ordered through the Equipment Roomg. Ticket price

i. The price of the ticket must cover all costs associated with the meal.ii. Ticket price may be increased over meal cost to cover any additional

expenses, such as the cost of the student-athlete team meals provided.h. Any other special ideas

Complimentary Tickets & Student-athletes’ Parents Tickets

1. The head sport coach will be allotted six complimentary “wild card” banquet tickets to distribute to anyone he/she chooses. ADDITIONAL “WILD CARD” COMPLIMENTARY ADMISSIONS MUST BE REQUESTED AND APPROVED BY THE SPORT ADMINISTRATOR.

2. All complimentary tickets should be listed on the “SPORTS BANQUET APPROVAL FORM” to be approved by the Sport Administrator.

3. The sport coach and/or SSS will be responsible for distributing all complimentary tickets. This should be done at least two weeks prior to the banquet.

4. The SSS will be responsible for mailing the banquet ticket information to the student-athletes’ parents. This should be done at least one month prior to the banquet.

5. The SSS will handle all ticket sales. Checks should be made payable to “Purdue University”.6. The SSS will maintain a record of all ticket sales and store all monies collected in a locked

file until reconciliation.

Student-athlete Awards

1. The sport coach and/or SSS will communicate with the equipment manager to order and secure all awards for student-athletes.

2. The sport coach and/or SSS will be responsible for organizing the presentation of the awards. (Basically, who is going to present what to whom?)

3. The sport coach and/or SSS will prepare a list of award winners/awards for incorporation in the banquet program.

Maintain Banquet Time Line

Three to four months prior to event…

3. General things that will need to be arranged by the sport coach and his/her staff are:i. Program of Events – organization and printing of the programj. Emcee k. Entertainment – need to secure this (if desired)l. Food/Menu – need to select this to determine ticket pricem. Ticket Price – must cover complete cost of mealn. Seating arrangementso. Awards – arrange through Equipment Managerp. Communication of the event to the community (if the coach desires)

4. When making reservations with a restaurant or caterer, please make sure to:a. Set up billing to “Purdue Athletics”b. Arrange for billing to be sent to SSS for approval/processingc. Emphasize that the bill must indicate what sportd. Emphasize that the bill must be itemized and include sales tax

Two weeks prior to event…

1. The SSS will need to confirm the following:a. Program printed?b. Awards ordered?c. Student-athletes and staff are informed of banquet specifics?d. Table decorations needed/ordered?

One week prior to event…

1. Confirm that tickets have been distributed to athletic staff, parents, complimentary, etc.2. A preliminary event script or an outline of banquet program should be distributed by the

SSS to all people involved in the event – speakers, emcee, video provider, etc. It is important that all are prepared in advance and know what their part will be in this event and when their turn will be.

3. Basically, check and make sure all “loose ends” are tied up.

Evaluation of Event & Follow-Up

1. Immediately after the banquet, the sport coach and/or SSS should distribute a short evaluation form to randomly chosen staff and student-athletes who attended. It is important to get feedback so improvements can be made for next year.

2. Within one week of event, the SSS will submit all monies collected to the Athletics Business Office along with the “ATHLETIC BANQUET SUMMARY”.

Complimentary Ticket List

All complimentary tickets should be listed on the “SPORTS BANQUET APPROVAL FORM” to be approved by the Sport Administrator. Complimentary tickets may include but are not limited to:

Athletic Director & SpouseSport AdministratorOther Senior StaffAll Student-Student-athletesAll Coaches of SportSpouse or Guest of each CoachAdministrative Assistant/Secretary of SportEquipment ManagerSenior Team ManagersTeam TrainerTeam PhysicianStrength CoachAcademic CoordinatorMedia (table for 8 maximum – should include Radio Announcer)Athletics Communication Contact(s)Promotions RepresentativeFacilities SuperintendentGame Management RepresentativeTicket Office RepresentativeJPC RepresentativeSpirit Squad and Head Coach (table for 8 maximum)Banquet EmceeBanquet CoordinatorAthletic Affairs CommitteeCoca-Cola (table for 8 maximum)Other Staff Members who are speaking or presenting award(s)

Seating Arrangements

In some banquets, the student-student-athletes may be seated among the crowd. However, the student-athletes should be at tables near the front so when introductions are made they are close to the podium. (For the awards banquets, the seniors should always sit at the head table. This will need to be re-discussed with the coach in the pre-planning stages). In addition, the athletic department will have control of some of the prime seating to be used for guests, staff, student-athletes’ parents and John Purdue Club members.

Entertainment

Highlight Videos - For post-season banquets, coaches agree that videos are the highlights of the banquet and the audiences seem to enjoy them.

PMO Groups - The coaches prefer not to have groups perform. However, if the sponsoring group feels this is important, let’s keep the performance time to 10-15 minutes during dessert.

Pep Band - The only function of the Pep Band is to play “Hail Purdue.” It would be more economical to just have “Hail Purdue” and other Purdue miscellaneous songs (“Victory” and “Honor”) piped in via a cassette recording on speaker system. However, this will be at the option of the sponsoring group and coaches.

Miscellaneous Entertainment

Pre-Season Banquets - Some coaches would like to have keynote speakers, who could be former Purdue student-athletes or coaches, or current and former professional student-athletes and coaches. However, the purpose of a pre-season banquet is to introduce all student-athletes.

Senior Farewells - We should give the senior student-athletes the option of their farewell speeches to be a 3-5 minute video segment. As a group, ALL seniors would have to agree to either the video farewell or do a live farewell at the banquet. The advantage to the video route is the time containment aspect and it will allow the student-athletes a broader creative aspect for their farewells.

Additional Miscellaneous Comments

1. Arrange for background music during mealtime…nice touch.2. Make announcement near end of meal session that program will start in 10 minutes so that

people have a chance to get up without embarrassment and go to restroom if necessary and relax during program.

OLYMPIC SPORTS BANQUET RECOMMENDATIONS

Since the Olympic sport banquets do not involve sponsors nor the large number of attendees as the revenue sports, flexible options should be given to accommodate their needs. The Athletic Department is to pay for one banquet/event for each sport team. All Olympic sports should have at least one banquet during each athletic year (pre-season, mid-season or post-season).

COMPLIMENTARY LETTERS

Here are some tips on what the coaches’ letters to the various groups receiving complimentary tickets should reflect. Please see the attached sample letters.

Basically, there are four groups of people you will need to send letters or information to:

1. People on the complimentary ticket list OUTSIDE Athletics.2. People on the complimentary ticket list INSIDE Athletics.3. Information letter or flier to Athletics retirees.4. Information letter or flier to parents of that team’s student-athletes.

Here’s some guideline information on what the complimentary ticket letters and information fliers should contain.

A. Complimentary ticket letters to people INSIDE and OUTSIDE the department must Include:

1. Name of the sponsoring organization and media partner, if applicable.2. What sport and specific name of banquet (kickoff, tip-off, post-season, awards, etc.)3. Banquet’s day, date, time, specific place where it will be held.4. Date you REQUIRE THAT THEY RSVP to you by (usually two weeks prior to the event

so you have time to send them their tickets).5. “Yes, I will attend” and “No, I cannot attend” line on each letter for them to check

off.6. Ticket price at which they can purchase additional tickets.7. Who they need to make checks payable to.8. Phone number where you may be reached.

(SEE SAMPLE LETTER)

B. Letter to Athletics retirees and parents must Include:

SAME ITEMS AS #1, #2, #3, #4, & #5 under previous subhead6. Ticket price at which they can purchase tickets.7. Who they need to make checks payable to.8. Phone number where you may be reached.

(SEE SAMPLE LETTERS)

COMPLIMENTARY TICKET LETTER TO PEOPLE INSIDE OR OUTSIDE THE DEPARTMENT

Date

NameAddressCity, State, Zip

Dear ?:

The Lafayette Lions Club is sponsoring the Basketball Awards Banquet for the 2010-2011 team. This year’s dinner will be held on (state day, month, date) at (time) at the Purdue Memorial Union. I would like to invite you to be a guest of the Athletic Department for this event.

If you would like to attend, please complete the items below and return this letter to me before April 1, 2011, and a ticket will be forwarded to you. No tickets will be available after April 9, 2011. Should you find out after receiving the ticket that you cannot attend, please return the ticket so that we may get credit. These tickets are not transferable.

___________ Yes, I will attend___________ Additional tickets needed @ (ticket price)___________ No, I will not be able to attend

For the additional tickets needed, please make check payable to the LAFAYETTE LIONS CLUB and return with your order.

I hope to see you there! If you have any questions, please call me at 494-3214.

Sincerely,

Matt PainterHead Basketball Coach

LETTER OF INVITATION TO RETIREES

Date

NameAddressCity, State, Zip

Dear ?:

The Lafayette Lions Club is sponsoring the Basketball Awards Banquet for the 2010-2011 team. This year’s dinner will be held on (state day, month, date) at (time) at the Purdue Memorial Union.

If you would like to attend, you may purchase as many tickets as you like at cost of $ . These tickets may be purchased by completing the items below and returning to me by April 1, 2011, and your ticket (s) will be forwarded to you.

___________ Yes, I will attend___________ Tickets needed @ (ticket price)___________ No, I will not be able to attend

Please make your check payable to the LAFAYETTE LIONS CLUB and return it with your order.

I hope to see you there! If you have any questions, please call me at 494-3214.

Sincerely,

Matt PainterHead Basketball Coach

LETTER TO STUDENT-ATHLETES’ PARENTS

Date

NameAddressCity, State, Zip

Dear ?:

The Lafayette Lions Club is sponsoring the Basketball Awards Banquet for the 2010-2011 team. This year’s dinner will be held on (state day, month, date) at (time) at the Purdue Memorial Union. Tickets can be purchased at the cost of $ each.

If you would like to attend, please complete the items below and return this letter to me before April 1, 2011, and a ticket will be forwarded to you. No tickets will be available after April 9, 2011. Should you find out after receiving the ticket that you cannot attend, please return he ticket so that we may get credit. These tickets are not transferable.

___________ Yes, I will attend___________ Tickets needed @ (ticket price)___________ No, I will not be able to attend

If you are attending, please make your check payable to the LAFAYETTE LIONS CLUB and mail to the address below before April 1. Deb Hayworth will either mail the tickets to you or have your tickets at the door the night of the banquet.

I hope to see you there! If you have any questions, please call me no later than April 1 at 494-3214.

Sincerely,

Matt PainterHead Basketball Coach

CHECK LIST OF THINGS TO DO FOR EACH BANQUET…

Sport Banquet:

NINE MONTHS PRIOR TO BANQUET

1. The sport coach will:a. Select preferred dates (first choice and alternative date), working with the

banquet coordinatorb. Select timec. Suggest a facility

THIS SHOULD BE DONE AT LEAST 6-9 MONTHS IN ADVANCE SO FACILITIES CAN BE RESERVED. CHECK ICA DEPARTMENT CALENDAR FOR POSSIBLE CONFLICTS. Important --- If coaches have special requests (such as selection of guest speaker, entertainment, etc.), please inform banquet coordinator at this time so that arrangements can be made.

2. The banquet coordinator will:a. Work with all parties to secure facilities for preferred datesb. Inform coaches, administrators, emcees and others with significant roles

3. AFTER your sport coach receives confirmation of the event from the coordinator, it will be the SSS’s responsibility to communicate the confirmed date to:

a. Sport Administratorb. Administrative Assistant for Athletic Directorc. Office Staffd. Student-athletes & Managerse. Student-athletes’ Parentsf. Booster Club (if applicable)

FOUR MONTHS PRIOR TO BANQUET –

• Talk with head coach regarding his/her preferences for the banquet (fill out coach’s preference information).

• Get coach’s input on emcee and try to secure the person for the event.• Contact Sponsoring Organization and Media Partner (if applicable) and meet with them

and complete the items to discuss with sponsor.

ONE MONTH PRIOR TO BANQUET –

• Meet with the SSS and go over letters that should be sent to different people.• Secure tickets from sponsor (if applicable).• Distribute to SSS their share of tickets and the ticket accounting sheets.• Secure fliers to be sent to retirees and student-athletes’ parents.• Do memo on banquet info to distribute to Athletic Department staff.

• Complete Sports Banquet Approval Form (see attached).

TWO WEEKS PRIOR TO BANQUET

1. The sport coach, banquet coordinator, and sponsoring organization will discuss the final details of the banquet program. The SSS, if this is a post-season banquet, will make sure the sport coach has a prepared list of awards and names of the student-athletes receiving the awards at the banquet. He/she will need to give this to the sponsor for inclusion in the banquet program.

2. The SSS will need to confirm the following:g. Program printed?h. Awards ordered?i. Student-athletes and staff are informed of banquet specifics?j. Table decorations needed/ordered?k. Menu selected?l. Any miscellaneous items?

ONE WEEK PRIOR TO BANQUET

1. Confirm that tickets have been distributed to athletic staff, parents, comps, etc.2. A preliminary event script or an outline of the banquet program should be distributed

by the SSS to all people involved in the event – speakers, emcee, video provider, etc. It is important that all are prepared in advance and know what their part will be in this event and when their turn will be.

3. Basically, check and make sure all “loose ends” are tied up.

PURDUE ATHLETICSSPORTS BANQUET APPROVAL FORM

NAME OF SPORT:

TWO WEEKS PRIOR TO BANQUET—

• Remind VIDEO STAFF to produce the highlight videotapes (usually post-season banquets only).

• Provide sponsoring organization (if applicable) with a list of Athletic Department staff members who will be sitting at the head table (athletic director, coaches, senior student-athletes, senior managers, etc.).

• Check to see if SSS has sent out tickets to parents and staff.

ONE WEEK PRIOR TO BANQUET –

• Confirm details with coaches.

THREE WORKING DAYS PRIOR TO BANQUET –

• Check on ticket situation with SSS.

DAY OF BANQUET –

• Confirm video plans with VIDEO STAFF.• Facility set up…deliver highlight tape for sound testing, put out programs, place

promotional items on table.

AFTER BANQUET –

• Send the sport coach a list with addresses of people to thank.• Ask sponsor (if applicable) to send invoice for the tickets that the Athletic Department

needs to pay.• Get money and tickets from SSS and reconcile tickets…then send to Business Office.• Send out evaluations of the event.• Type up notes and comments taken during the banquet.• After receiving all evaluations, type up comment information sheet.• Send a copy to the sponsoring organization (if applicable).• Complete Athletic Banquet Summary Form (see attached).

THE FOLLOWING NEED BANQUET DATES AND INFORMATION(as of October 2011)

Morgan Burke, Athletics Director

Roger Blalock, Sr. Associate Athletics Director

Nancy Cross, Sr. Associate Athletics Director

Barb Kapp, Associate Athletics Director

Chris Peludat, Assistant Athletics Director

Tom Reiter, Associate Athletics Director

Steve Simmerman, Associate Athletics Director

Glenn Tompkins, Sr. Associate Athletics Director

Calvin Williams, Assistant Athletics Director

Griffith Watson, Academics

Tiffany Britten, Academics

Tanya Foster, Academics

Todd Foster, Academics

Nicole McKinney, Academics

Seth Schwartz, Academics

Nick Terruso, Video Coordinator

George Ade, Ticket Manager

Cindy Bailey, Associate Ticket Manager

Dan Mason, Events Coordinator

Michael Turner, Events Coordinator

Dr. France C. Córdova, President

Janice Beard, Board of Trustee Secretary

Jim Vruggink, Marketing & Media

ALL SPORT COACHES

Doug Schreiber, Baseball

Matt Painter, Basketball – Men’s

Sharon Versyp, Basketball – Women’s

Adam Soldati, Diving – Men’s/Women’s

Danny Hope, Football

Devon Brouse, Golf – Men’s & Women’s

Rob Klatte, Soccer

Kim Maher, Softball

Dan Ross, Swimming – Men’s

John Klinge, Swimming – Women’s

Pawel Gajdzik, Tennis – Men’s

Laura Glitz, Tennis – Women’s

Jack Warner, Track/Field and Cross Country – Men’s & Women’s

Dave Shondell, Volleyball

Scott Hinkel, Wrestling

SPORT SUPPORT STAFF LISTING

Mary Moore, Administrative Assistant for Athletics Director

Angela Pickett, Baseball

Deb Hayworth, Basketball – Men

Dee Phelps, Basketball – Women

Kristy Brewer, Football

Foxy LaFon, Football

Vacant, Football

Pam Bales, Golf – Men’s and Women’s

Angela Pickett, Soccer

Angela Pickett, Softball

Darlene Renie, Swimming/Diving – Men’s & Women’s

Lisa Braden, Tennis – Men’s & Women’s

Toyinda Wilson-Long, Track/Field and Cross Country – Men’s & Women’s

DeEtta Hawks, Volleyball

Viki Taylor, Wrestling

Debbie Cole, ATO

Carolyn Galema, ATO

Susan Hall, ATO

Nancy Calahan, John Purdue Club

Kim Harris, John Purdue Club

Stasia Harris, John Purdue Club

Lisa Perry, John Purdue Club

Athletic Affairs Committee Roster – please contact Mary Moore for the most recent roster