parade time line

Date

Action

December 2005

	First "Green Team" meeting. Review any new information that may impact next parade (new developments, traffic changes, construction of roads, houses etc.).
	Review Parade budget.
	Review Sponsorship/donor list and identify any potential title sponsor.
	Develop Parade theme.

January 8

	Green Team meeting. Contact City Officials (Jim Windham, Development Services Supervisor) on special use permit and any City issues related to the parade. Submit Special Use permit.
	Reserve grandstand bleachers (Sloan Rentals, Phx.)
	Confirm Parade commitment with Arizona Highlanders & Ganado HS Band.
	Send out Parade Sponsorship Letters (Green Team).
	Prepare Parade "Fact Sheet"
	Reserve Wayside Chapel parking area, Historical Park & Overflow parking areas (Green Team).

January 25

	Revise Parade Entry Forms & Cover letters and mail to last year's participants and give Holly 100 copies of Entry Forms.
	First Parade press release distributed
	Dignitary Letters sent out with Dignitary Reply Form
	Confirm Public Restrooms early morning access (Marie Brown/ Green Team)
	Reserve traffic barricades & helium tank
	Reserve West Sedona Elementary School Gym (Green Team)

February 5

	Send out Reply Letters to parade entries & dignitaries (On-going).
	Contact parade judges.
	Order Parade awards (Sedona Engraving)
	Arrange for trash receptacles (40) and port-a-potties (4) (Green Team)
	Gift certificates for Master of Ceremonies.
	Arrange for judges lunch certificates (donations/Green Team)
	Identify the Grand Marshal (Sedona Citizen of the Year).

February 19

	Revise and distribute School Flyers
	Second Press Release
	Recruit Parade volunteers (40)
	Order Parade T-shirts (Flag-T).

March 4

	Sedona Scene Cover and article
	School Flyers (500 - no later than two weeks before the Parade)
	Sedona Library Parade Exhibit (taken down the Monday after the Parade).
	Prepare draft of parade bios.
	Final Press release.
	Reserve Judges table (1) and chairs (4) & get decorations for Judges table.
	Make No Parking signs (100) get stakes for signs.
	Purchase CAUTION tape for Parade route.
	Locate shovels for horse entries.
	Make Dignitary banners on plotter.
	Contact Parade route residents/businesses with Parade Notification sheet.

March 11

	Prepare Parade Program (Green Team).
	Check PA system
	Prepare Judges Information and Judging Sheets
	Complete Parade Bios.

Day Before Parade

	Arrive Sedona 3:00 PM meet Green Team at Jordan Historical Park.
	Post No Parking signs on Jordan Road, Van Deren, Smith etc.
	Place traffic panels along Jordan (but not in the roadway)
	Collect traffic and event signs from Holly.
	Pick up Parade awards from Sedona Engraving.
	Set out trash receptacles along Parade route.
	Pick up pizza's for Parade staff and bring to WSES around 6:00 PM.

Parade Day

	6:00 AM close Jordan Road & place traffic panels w/ CAUTION tape.
	6:00 AM: Look for Mike Sloan and Bleachers for Grandstands.
	7:00 Am: Meet volunteers at at Jordan & Mesquite Rd. Give assignments.
	7:00 AM: Staging crew (6) to Staging Area to meet Ray & John.
	7:30 AM: Trolley hosts (2) to Wayside Chapel Parking lot.
	7:30 AM: Traffic crews to assigned locations.
	8:30 AM: Place Judges table and decorate it. Have Judges Packets, awards and lunch certificates at Judges table.
	9:00 AM: Set up PA system in Grandstand area, meet Bob McAlister (MC) and give him the Parade Bios.
	9:30 AM: Meet Dignitaries behind Sedona Main Street office.
	9:30 AM Meet Judges corner Jordan & Mesquite.
	10:30 AM Parade begins
	12:00 AM Parade ends.
	12:00 AM: Award Ceremony in Grandstand Area.
	Record all award winners and give a copy to Holly & Chuck.
	12:00 AM: Pick up all traffic panels and return to rental business.
	12:00 AM: Pick up all No Parking signs and return to PRM.
	12:00 AM: Have Grandstand bleachers removed by Mike Sloan.
	12:00 AM: Walk parade route and pick up all trash.
	12:00 AM: Pack up PA and Judges table and return PA to Holly.
	12:00 PM: HAVE A GREAT SPRING BREAK!

March 23

	Parade review and evaluation.
	Complete Parade budget.
	Send out Thank You letters to donors and sponsors. (Green Team)
	Provide all files for next year's Parade committee to Chuck.