Banquet Planning Best Practices

Banquet Planning Tips

The end of the season team banquets have been a tradition at Pentucket for many years.

Here is a list of some things to do and/or consider when planning a banquet:

  • Book a date, time, and the venue for the banquet.  When selecting a date/time, it is important to plan and clear the date/time with the Varsity coach and the high school administration for use of the cafe.   Visit the main office and fill out a Facility form.
  • It is important to keep in mind the type of banquet you are considering, what it will cost and what is available in the team booster account. Usually having the banquet in the high school cafeteria and having a pot luck style banquet is most cost effective.
  • Obtain an email roster from the coaches.  All players on Varsity, Junior Varsity, and freshman should be included in the banquet.  The Sign-up Genius application is often used to communicate information and facilitates food sign-ups for the banquet.
  • A tech request form must be filled out for a microphone, speakers and podium and submitted on-line. This form can be found on the PRSD web-site.
  • The PAA provides a $100 banquet stipend to help cover costs of paper products, cake, decorations, etc.. This will be deposited directly into a sports team booster account.
  • Invitations to the banquet should be send out at least two weeks in advance to the Superintendent, Principal, Athletic Director, Trainer, and Coaches.
  • It is nice to have some balloons, tablecloths, and decorations for the HS café.
  • Slideshows capturing the season are usually put together and shown at the banquet.
  • Some teams have a banquet program printed.  This typically includes a list of all players and schedule for the evening.
  • A Master/Mistress of Ceremonies should be selected (parent or friend of the team) that will help facilitate the evening.
  • When it is time to eat, the order is typically:  Head table, Varsity, JV, Frosh, Parents, and guests.
  • Thank you gifts are often presented to coaches and donations are collected from parents/players ahead of time.
  • The graduating seniors usually receive a special gift to thank them for their commitment to the sport and team over the years.  This is typically paid out from the individual sport team booster account.  The purchase of these is usually coordinated by a booster team parent rep and/or captain parent.  It is always a nice gesture to ask an active PAA member present the gifts to the senior students.

The Day of the Banquet:

  • Set up is the responsibility of the parents (tables, chairs, balloons, etc.).  It is good to arrange athletes to meet after school on the day of the banquet to help set up the tables & chairs with adult supervision
  • Clean up: The cafeteria should be returned to its prior condition. All team athletes should help with the cleaning of the cafeteria.