This year I volunteered to be the teacher in charge of Student Council which also means I’m the teacher in charge of organising the school discos. Officially the student council run disco but there are limitations to 11 and 12 year olds organisational skills.
Organising permission slips, tickets, posters, food sales, lighting, music, prizes, decorations not to mention cleaning up afterwards is a big job. I must admit that I was expecting the weeks leading up to disco to be frantic.
Ticketing has always been a logistical nightmare. 18 classes to keep tabs on and each kid needs to be issued with an individual ticket so we know how many kids we’ve got inside in case of an emergency.
So I set up a google spreadsheet. Each classroom teacher filled out their student names on separate tab. I filled in the ticket number and then mail merged the information into a ticket. The result was that each child was issued a ticket with their name on it.
When the night came, the teachers in charge of ticketing could easily cross off kids on the master list so we knew how many kids were at the event very quickly.
I also had a google doc going for the student councillors. Music is the most important thing for disco so each student had to go back to their class and get the top five songs. From there I could share that doc with the teacher coordinating the playlist. The kids designed posters which they then shared across the network.
The week of the disco I circulated a google doc with some of the jobs I needed teachers for. The teacher put their names next to the duties and added other jobs I had forgotten about to the doc. In short I was able to tap into the collective knowledge of the teachers in the school without having a giant meeting.
While having nice weather and some awesome staff does help to keep events running smoothly, I’ve found technology helps so much in helping to keep big school events manageable.