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Briar Woods
Activities Manual
*Some of our Clubs and Organizations
2013 – 2014
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Introduction to the Activities Manual
Faculty and Staff Members:
Welcome to the Briar Woods Activities Manual. This document is intended to be a
reference for all topics pertaining to Briar Woods Clubs, Organizations, and Activities. An
electronic copy of this manual will be located on the Activities webpage as well as the Staff
drive at Briar Woods.
This is a living document and as I receive suggestions and comments from faculty and
staff members the Manual will be updated. Additionally, as new clubs are added or expanded,
meeting times and locations will be updated. Please refrain from printing this document for
your own records because it will be changing fairly often and it will require a large amount of
school resources to do so. If you would like a copy for your own files, please consider saving it
to a flash drive but be mindful of checking back often for updates.
If you have a question that is not answered in this manual please contact me directly
and I will do my best to assist you with finding solutions and clearing up any confusion. The
most efficient way of communicating with me is GroupWise email, but I am also available for
meetings if you would prefer a face to face discussion. To request a meeting time, please send
me an email with an overview of your questions and what days or times work for you. I will do
my best to promptly get back to you and address your concerns.
I wish you the best of luck in the upcoming school year and want to thank you for all the
work that you put in with our students. Additionally, I would like to thank you in advance for
the positive working relationship that I hope we will have this year.
Sincerely,
Kristen M. Develli
Activities Coordinator
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Table of Contents
General Activities Information ......................................................................................................... 4
The Activities Coordinator ...................................................................................................................... 4
Clubs, Organizations, and Sponsors ....................................................................................................... 5
Responsibilities of Activity Sponsors ...................................................................................................... 8
Group Activity Period Guidelines ........................................................................................................... 9
Meeting times and locations ................................................................................................................ 10
Showcase Usage ................................................................................................................................... 11
Electronic sign Guidelines .................................................................................................................... 12
Using the Colored Paper Cart............................................................................................................... 13
Posting Information around the School ............................................................................................... 13
Fundraising Guidelines............................................................................................................................ 14
General Guidelines and Information .................................................................................................... 14
Handling Money
Cash Box Information
Managing Accounts
Purchasing Materials and Making Deposits ......................................................................................... 15
Using the Building for an Event .............................................................................................................. 17
Requesting the building
Obtaining equipment
Set-up and Custodial Needs
Starting a new club or organization ....................................................................................................... 18
Appendices (with Sample Forms) ........................................................................................................... 19
Appendix A: Fundraiser Request .......................................................................................................... 19
Appendix B: Check Request Form & Deposit Slip ................................................................................ 20
Appendix C: Internal Building Use ........................................................................................................ 21
Appendix D: New Club/Organization Application ................................................................................ 22
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General Activities Information
The Activities Coordinator: Kristen Develli
The activities coordinator performs the following jobs in the building:
Planning and maintaining the FLEX Schedule.
Creating the activity A club meeting locations and activity B club meeting
locations
Scheduling internal building use. (external building use is the responsibility
of the Athletic Director)
Coordinating with athletic director on after school building use.
Scheduling and assisting with assemblies and special programs.
Approving new club/organization applications. (the principal has final say on
this)
Obtaining sponsors for non-stipend positions.
Monitoring club activities, and fundraising.
Assisting in the planning and coordination of homecoming activities.
Assisting in the planning and execution of student government elections.
Communicating with community groups.
Serves as a member of the pep-rally committee (other members include the
Varsity Cheerleading Coach, Band Director, SCA sponsor, and Mascot
Sponsors)
Assist in supervision of school activities.
Any additional tasks as assigned by the principal.
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Clubs and Organizations
Governing Organizations
*Student Council Association
*Senior Class Council
*Junior Class Council
*Sophomore Class Council
*Freshman Class Council
Honor Societies
National Honor Society
National Mathematics Honor Society
Alpha Theta)
German National Honor Society
Science National Honor Society
Spanish National Honor Society
Publications
Literary Arts Magazine*
Newspaper
Yearbook
Service Organizations
Key Club
Fine Arts
Art Club
Drama
International Thespian Society
Chorus Club
Foreign Language
French
German
Latin
Spanish
Hispanic Student Alliance
American Sign Language
Career & Technical Education
DECA
Family, Career, and Community Leaders of
America (FCCLA)
Future Business Leaders of America (FBLA)
Technology Student Association (TSA)
Future Educators Association (FEA)
Sponsors
Laura Noselli
Susan James & Michelle Hoffmann
Nina Peyton, Maryanne Valleau
Bill Maher and Megan Bowman
Evan Rodgers, Keri Haluska
Jessica Berg, Ty Osborne
Dee Muesse, Earl Thompson, & Vandana Ahuja
(Mu
Mike Bladel
Rick Heupel
Tammy Celis
Gene Legg
Kelly Colebank
Cristina Mai co-cur
Kirsten Barger, Pati Blackwell, Matt Smith,
Stephanie MacLeod
Heathre Schmitz
Marilyn Gilligan
Marilyn Gilligan
Nigel Tangredi
Anne Neimann
Mike Bladel
Michelle Lindo
Shannon Graham, Mellany Corbin
Lourdes Lelo
Nicole Warnock
Martha Belote & Heather VanDyke
Christy Hendrickson, Diane Breinig, Maryanne Valleau
Nancy Cooley
Erik Kittelson & Charles Scudder
Diane Breinig
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Miscellaneous Clubs & Organizations
Animation Club
Anime Club
Asian American Society
Battle of the Books
Bible Club
Book Club
Briar Woods Bhangra Team
Briar Woods Equestrian Team
CAMPUS-meets 10:38-11:15 in L503every flex
Chess Club
Change for Charity
Comic Book Club
Computer Club
Crew
Steve Kennedy
Erin Underwood
Claudio Sarmento
Marilyn Clerkin, & Donna Armani
Gene Legg
Marilyn Clerkin, Linda Gross
Nellie Mohajer
Amy Oldknow, Walter Devine
Molly Zimple, Susan James
Lucas Kosbob
Claudio Sarmento
Paula Brizzi
Cristina Mai
Amy Oldknow
Dance Team
Debate
Amanda Smith
Laura Noselli
Environmental/Ecology Club
Falconaires
Falcons Alliance
Falcon Drumline
Falcon Friendly Faces
Falcon Mascot
Fellowship of Christian Athletes (FCA)
Field Hockey
Film Club
Forensics
French Club
Pati Blackwell
Duane Minnick, Tracy Nichols
Madeline Lane
Bob Roche
Michelle Hoffman and Maryann Valleau
Emily Ciullo & Susan Fitzgerald
John Crittenden & Shannon Powell
Josh Mosser
Nancy Jackson
Meredith Wood
Anja Niemann
Glee Club
Global Outreach
Nina Peyton
Jessica Richardson
Harry Potter Fan Club
History Club
Hockey Club
Tymean Osborne
Andre Pelletier
Michelle Hoffmann
I-APP
International Club
Interact Club
Jazz Band I
Jazz Band II
Dee Meusse
Janet Muller & Nancy Jackson
Emily Ciullo & Meredith Schimmel
Duane Minnick
Duane Minnick
Keep It Local
Kikbo Club
Angela Woodward
Claudio Sarmento
Library Club
Literary and Film Association
Happy McCown & Janet Muller
Amanda Massey
Math & Science Club
Multimedia Club
Rick Heupel
Walter Devine
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Muslim Student Association
Rick Heupel
Needlework Club
Happy McCown
Orchestra Club
Outdoorsmen Club
Operation Smile
Eric Maeshiro (ERMS)
Steve Celio & Andre Pelletier
Kim Berger
Peer Tutors
Philosophy Club
Photography Club
Psychology Club
Marilyn Clerkin & Linda Gross
Manish Shah
Meg McDyre
Manish Shah
Recycling Club
Red Cross
Rubix Cube Club
Edith Huffman
Julie Thill
Judith Cramer
Signet/Academic Competition Team
Science Olympiad
Science Lab Assistance Club
Share a Smile
Social Skills Club
Songwriters Guild
Soulbeat Dance Crew
RSVP Raising Student Voice & Participation
Step Team
Students helping Honduras
Steve Celio & Ben Scarboro
Daniel Buchanan
Tracy Nichols
Meredith Schimmel
Madeline Lane, Linda Marsh, Annamika Bowman, Robert Heberling
Laura Noselli
Nigel Tangredi
Laura Noselli and Nina Peyton
Gail Appling
Lourdes Lelo
Teens for Teachers Club
Alecia Durner
UNICEF Club
Cristina Mai
Virginia Future Educators Association (VFEA)
Diane Breinig
Young Democrats
Mike Bladel
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Responsibilities and Guidelines for Club or Activity Sponsors
Club and/or activity sponsors are integral to the success of BWHS organizations. Club or activity sponsors are
the supervising adult working with our students. Please read over the guidelines and expectations below:
No club, organization, or activity should meet without a sponsor present. Any activity that your
students plan on doing needs to have proper adult supervision to assure safety of the students and
security of the school grounds and building. This includes preparation for events like homecoming or
any fundraisers that your organization may be planning.
o A note to Class Sponsors: All class sponsors are expected to attend the homecoming activities
and assist with supervision. This includes the Homecoming Parade and the Homecoming dance.
Sponsors of Juniors and Seniors should also plan on attending the Prom to assist with
supervision.
It is the sponsor’s responsibility to complete and manage all internal and external paperwork in
relation to fundraising, building use and meeting locations.
Please read over all documents pertaining to Finances, Accounting, and Fundraising for your
organization. Any collected monies must be handled according to county accounting policies. See
Wendy Smith for more details or if you have questions.
Sponsors whose organizations meet during the Activity periods should plan on keeping their students
for the ENTIRE activity period. Do not dismiss organization members if a meeting ends early. Students
must stay in their activity club meeting until the end of the period.
Any sponsor who teaches a class during 5th or 7th block will need to make arrangements within their
department for a cover during Activity club periods that correspond with your club or organization.
If at any time you have questions regarding activities, fundraising, or approval of activities do not
hesitate to ask. You can email Mrs. Develli or see members of the administration in the main office.
Field Trips: If you think you might want to take your group on a field trip, see Chris
O’rourke before you begin any planning or make any reservations. You will need to
check on funding, transportation, and fill out relevant paperwork to obtain approval.
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Club Activity Period Guidelines
In order to make the best use of club meetings, the Administration would appreciate the full
cooperation of faculty, staff, and students in carrying out the following procedures:
1) Club activity periods will be used for GROUP A CLUBS and GROUP B CLUBS to meet during school
hours.
2) Group A and Group B clubs will each meet one time per month.
3) Each club will be assigned a permanent meeting location.
a. Students must present their laminated club passes to their 1st/5th block teachers in order to
leave for a scheduled club meeting.
b. Any student not participating in a club must stay in their 1st/5th block class.
c. Any student attending a club meeting must remain in that location until the end of the
activity period.
4) Students may not leave their 1st or 5th block class for any reason other than club meetings. If using the
restroom or water fountain, students must have a written pass, in their agenda.
5) It may be necessary for teachers without 1st or 5th block classes to cover club sponsors’ classrooms and
for some sponsors to send their 1st or 5th block students to neighboring classrooms.
a. Please check the Group A and Group B club schedule for your organization’s meeting times
and locations and cross reference that with your teaching schedule.
b. If you teach a class during your scheduled meeting time, it is your responsibility to find
another teacher in your department who can cover your class or who will allow your students
to move to their room during your club meeting time.
i. Please send an updated class roster to the covering teacher for attendance and
tracking purposes.
6) The list of clubs and their meeting locations will be announced during the morning announcements of
Group A and Group B club meeting days. Please post one of these copies in your classroom.
7) It is important for all teachers to adhere to this schedule.
8) The Activity Schedule calendar is subject to changes as the need arises due to weather or other
conflicts.
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Club Activity Period Meeting Locations
Activity A clubs
LOCATION
German Club
Room L206
Spanish Club
Cafeteria
French Club
Room L204
American Sign Language
T3
Latin Club
T2
Drama Club
Auditorium (front half)
Battle of the Books
Room 309
Jazz Band I
Room 807
Recycling Club
Room L400
International Club
Auditorium (back half)
Psychology Club
Room 211
Science Lab assistants
Assigned AP chem. Class
Teens for Teachers
Room 305
Falcons alliance
Room L511
TSA
Room L605
FCCLA
Room L506
Chorus Club
Choral Room
Literary and Film Association
Room 208
Activity B clubs
Freshman Class Council
Sophomore Class Council
Junior Class Council
Senior Class Council
Math and Science Club
Jazz Band II
Literary Arts Magazine
Art Club
Virginia Future Educators Association (VFEA)
FBLA
Library Club
Hispanic Student Alliance (HSA)
Philosophy Club
DECA
Science Lab Assistants
Environmental/Ecology Club
Falcon Friendly Faces
LOCATION
Room L601
Room 204
Room L603
Guidance Conference Room
Room 502
Room 807
Room 602
Room 806
Room L505
Room L516
Library
Cafeteria
Room 211
Room 403 & 405
Assigned AP Bio Classroom
Room 500
Room 311
All clubs that do not appear on this schedule meet either before or after school.
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Showcase Usage
We have a total of seven showcases in the building: The names of the showcases are as follows:
Upstairs:
Main Foyer 1: This showcase is permanently reserved for the Drama Department
Main Foyer 2: Showcase on the diagonal wall.
Library: Showcase located directly outside the library.
School Store: This showcase is permanently reserved for the school store and CTE
curriculum.
Concession Stand: This showcase is permanently reserved as a trophy case for
athletics.
Downstairs:
L600 1: Located in the L600 hallway, closest to the parking lot.
L600 2: Located in the L600 hallway, furthest from the parking lot.
L500: This showcase is permanently reserved for FBLA and CTE curriculum.
Reserving a Showcase:
1. To see if a showcase is available or to reserve showcases for your particular month please email
Mrs. Develli.
Showcase Decorating Guidelines:
Showcase reservations are for 1 month only: please promptly remove your decorations and
items from the showcase before the last day of the month so that the next organization can
begin assembling their showcase.
Be mindful of copyright laws and infringement: Use of copyrighted images without permission
is illegal. Please be sure to approve all designs by students before allowing them to be placed in
the showcases.
Showcase designs and content should be school appropriate and follow all LCPS handbook
policies.
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Electronic Sign Guidelines
Purpose: To communicate Briar Woods High School Events to community members and to generate revenue for Briar
Woods High School organizations.
The sign will be used for the following purposes only
1.
2.
3.
4.
5.
Important upcoming school events
Announcement of home sport events
Advertising for team and club fundraising events that entail community member’s involvement
To congratulate individuals and teams for MAJOR honors or awards
Emergency messages
Keep in mind: The sign is not a primary source of communication with the student body. Instead, it is a way to garner
the support and interest of the Ashburn community. Therefore, the following items will NOT be displayed.
Regular season away sporting events
Fundraisers taking place in the building during school hours. ex: candy sales, lollipop sales, etc.
Interest meetings or tryouts
“Shout outs” or Happy Birthdays
Congratulations for honor roll, college acceptance, etc.
Business advertisements
o
(Apt Orthodontics is the only exception to this because of their sizeable monetary donation)
How to post a message
To post a message on our school sign email Emily Ciullo at [email protected] with your request.
Messages will be posted on a first come, first serve basis and will be run as long as possible.
We will do our best to accommodate for your request; however, we may not be able to accommodate all requests. We
appreciate your cooperation.
If you have questions or concerns please feel free to contact Activities Coordinator, Kristen Develli.
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Using the Colored Paper Cart
The colored paper cart will be located in the library. The librarians will monitor the colored
paper to be sure that we always have plenty available for use.
Checking out the Cart:
Teachers or club sponsors can check out the colored paper if you need it for
multiple days. The cart will be bar-coded just like a library book. Please be mindful that
many groups and organizations need access to this resource so please check out the
paper for short periods of time only.
**Note: We do not have an unlimited paper budget. Consider this when
you are making plans for using the colored paper.**
Posting Information Around the School
If you would like to “get the word out” about an event or activity that your club is
hosting you should post your flyer on a Falcon 4-1-1 boards located in each stairway and at
major hallway intersections.
We are no longer allowing clubs, organizations, athletics, and activities to place flyers
around the building.
All flyers posted on the Falcon 4-1-1 board should be approved by the club sponsor and
should have the sponsor’s initials or signature located on the posted flyer.
We will have two additional bulletin boards located outside the cafeteria that will be reserved
for Service Organizations and Athletics. These bulletin boards follow the same procedures as
the Falcon 4-1-1 board.
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Fundraising Guidelines
Fundraising is a very important part of running your organization. In fact, funds are necessary for many of the
organizations at Briar Woods to function. Whether you simply collect club dues, or allow the students to help design
fundraisers throughout the year it is extremely important that you follow the procedures outlined below. Since all clubs
and organizations are non-profit groups under the Loudoun County Public Schools we have to be careful how money is
handled and be sure that all accounting of funds is up to date through our bookkeeper (Wendy Smith).
The most important thing to remember about fundraising or collecting money is that
YOU CANNOT HOLD ONTO THE MONEY.
It must be turned into Wendy Smith as soon as possible to be deposited or locked in the vault.
Please read over the steps below for a summary of how to get started with your fundraiser:
1. Fill out the Fundraiser Approval Form: This form is required of all fundraisers at least 2 weeks in advance of
your estimated start date. This allows the activities coordinator to check that no two groups are conducting the
same fundraiser and also allows us to internally track which fundraisers are current in the building. Once you
receive confirmation that your fundraiser is approved and on the Fundraising Calendar, you may proceed with
step two.
a. This form can be found on the Activities Website as well as the Staff drive: please submit the form
electronically to Mrs. Develli as an attachment. Rename the file with the title of your fundraiser when
you send as an attachment. (See Appendix A, pg 17 to view this form)
2. See Wendy Smith in the Main Office: You will need to talk with Ms. Smith about setting up an account for your
fundraiser to allow for withdrawals and deposits during the course of your fundraiser. She can also help you
with setting up a cash box and discuss options for purchasing any items you may need for the fundraiser.
3. Requesting a Cash Box: If you are collecting money during your event, you will need a cash box for storage. In
many cases, you will need to have a cash box with starter money in the event that you will need to provide
change to your customers. Please read the following information pertaining to a cash box.
a. Request for Set-Up: In order to request your cash box, simply email Wendy Smith (bookkeeper)
requesting the cash box. In your email, include how much money you would like to start the fundraiser
with and how you would like that money divided. (i.e. 20 dollar bills, 1 dollar bills, etc)
b. Cash Box Storage: DO NOT HOLD ONTO THE MONEY. As soon as you can, turn in the cash box or the
money from the cash box to Wendy Smith in the main office. If she is not available, another
administrator can help you to lock the money in the vault until Wendy returns.
i. If you are running a fundraiser that takes place over several days or weeks YOU MUST TURN IN
THE MONEY AFTER EACH DAY OF THE FUNDRAISER.
ii. This is a Loudoun County Public Schools Policy.
**Note: If Wendy Smith or Jerry Carter are not available when you need to turn in money, there is a small safe
located in the mail room. Please use the proper forms located on top of the safe and deposit money. Wendy Smith
will check the safe each morning. **
c. Turning in the Cash Box: At the conclusion of your fundraiser, return the cash box, the original set-up
money and all profits to Wendy Smith in the main office.
i. Set-up money and Profits must be turned in with 2 separate deposits.
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Purchasing Materials and Making Deposits.
Purchasing Materials: Often when preparing for a fundraiser you will need to purchase items to get started.
Additionally, you may want to purchase decorations for an event, or food for a meeting. Any forms required
can only be found in Wendy Smith’s Office.
General Purchasing Guidelines:
In order to make a purchase using a school account or credit card OR to be reimbursed for a
purchase you need to have money in your Organization’s account.
All expenses for a particular fundraiser MUST come from that fundraiser account.
o For example: If you sponsor Latin Club and Recycling club, you cannot use Latin Club
funds to purchase a Recycling Club fundraiser materials.
o “You can’t rob Peter to pay Paul”
If you are purchasing items for your organization there are two very important rules to keep in mind:
1. You must have an itemized receipt: each item purchased must be listed on the receipt.
Good Example:
Bad Example:
Falcon Mart
Falcon Mart
Ashburn, VA
Ashburn, VA
5 red table covers
1 pkg. 500 Solo Cups
10 pkg. streamers
Ind.
1.00
2.99
2.00
Total:
5.00
2.99
20.00
Party Supplies
SubTotal:
Tax:
27.99
1.40
SubTotal:
Tax:
27.99
1.40
Total:
$ 29.39
Total:
$ 29.39
2. Your receipt can only have your organization’s items listed. For example, if you purchase
groceries at Wegman’s for your fundraiser, you cannot also add your own groceries to the same
receipt. You must pay separately for any personal items.
There are three options for purchasing items:
1. Reimbursement: Provided you have money in your organization’s account, you can purchase needed
items using your own money. If you opt to use this method, please understand that you will not be
reimbursed for any tax that you might pay on a particular item. To be reimbursed for items that you
purchased for your organization:
a. Bring your Itemized Receipt to Wendy Smith’s Office
b. Attach it to a completed “Check Request” Form (these must be completed on Pink paper)
i. See Appendix B, pg 18 to view this form.
c. Submit to Wendy.
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2. Purchase Order: Some companies will allow you to use a school purchase order to buy supplies. They
will then bill the school at a later date. Usually these types of orders have to be completed on the
phone in order to give the company important school information. To make a purchase using a PO
(Purchase Order) number, see Wendy Smith to discuss your purchase and receive the PO number. She
will be able to tell you which companies will accept this type of purchase.
3. Use a School Credit Card or Corporate Account. If you are using a credit card or corporate account,
there are a few very important rules to keep in mind in addition to the receipt:
BWHS is Tax Exempt: You cannot charge sales tax to the credit cards
unless the company is providing a service (like a waitress).
You will need your LCPS ID badge to make purchases with these accounts.
You must have an itemized receipt: each item purchased must be listed on the receipt.
Turning in the Card and Receipt: Once you have made your purchases, bring the
card and your itemized receipt into the main office and fill out a
“Check Request” form. Give the form, the receipt, and the card to Wendy Smith.
a. School Credit Card: The school has a VISA that is for Activities Purchases. You can check out
this credit card from Wendy Smith in the main office.
i. When filling out the check request form, please write the initials “SAF” in the top left
corner so that Wendy knows the purchases were made with the VISA.
ii. See Appendix B, pg 18 to view this form.
b. Wal-Mart: Wal-Mart requires a special white account card in addition to the Activities VISA.
c. COSTCO: We have an account with Costco, but only Wendy Smith can make purchases using
the card. If you need items from Costco, make an appointment with her to shop together.
d. Corporate Accounts: The following companies have corporate accounts with Briar Woods.
See Wendy Smith to check out the credit cards for these stores.
i. Harris Teeter
ii. Home Depot
iii. Shoppers Food Warehouse
iv. Wegman’s
** For any additional questions or concerns, please see Wendy Smith in the Main
Office. She can explain all of the accounting procedures as you work through the
process the first time. **
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Using the Building for your Event
If you would like to use space in the building for an event or meeting for your organization you will
need to follow these steps:
1. Fill Out the “Internal Building Use Request” Form. This form can be found on the staff drive or the
BWHS Activities webpage. Any internal Briar Woods Group or Staff Member wishing to hold an
event in the building needs to fill out this form. All building use requests must be submitted to
Kristen Develli 2 weeks prior the date of your event in order to receive approval.
a. When Submitting this form, please save the file as the title of your event (ex. “Homecoming
Dance”) and then attach it to an email. (See Appendix C, pg 19 to view this form)
b. Kristen Develli will read over your request and send you a confirmation if you your event is
approved. If there are conflicts or comments, they will be added to the “comments” section
of your form and sent back to you via email.
2. Obtaining Necessary Equipment: Most of the equipment that you will need will be set-up by the
custodians if you indicate so on the Internal Building Use Request Form. If you would like to use
media or technology equipment such as projectors, computers, microphones, etc. you will need to
make those arrangements on your own. They are listed on the form for our knowledge of what you
will be doing at your event. The following list shows who to see for training and signing out
equipment you might need.
a. Microphone for gyms: Jerry Carter (gym or cafeteria)
b. Microphone or Auditorium equipment: Duane Minnick or Nigel Tangredi
c. Laptops or Computer Use/AV or media equipment: Janet Muller
3. HVAC and Physical Set-up: Based on the information that you provide to us on the Internal Building
Use Request Form, the custodians will be sure to turn on air conditioning or heat for your area of
the building and will also set-up the furniture, tables, chairs, etc. that you may need for your event.
a. If you need furniture set-up in a particular design or order, please specify on the form. If you
feel attaching a diagram would help with set-up feel free to do so.
** NOTE: custodians will not be provided unless requests are made. **
Please remember to clean up after ALL events. It is the “supervisor” of the group who is responsible for lost or
damaged equipment.
18
Starting a New Club or Organization
As the school year progresses, students may approach you to sponsor a club that does not currently
exist. If this happens and you are interested in starting a new club or organization you will need to complete
the “New Club/Organization Application” and submit the form electronically to Kristen Develli.
The form is located in the staff drive and on the Activities Website. After your form is submitted it will
be reviewed by the Activities Coordinator (Kristen Develli) and by the administration. (See Appendix D, pg 20
to view this form)
Co-curricular clubs meet during the Activity Club Period.
Non-curricular clubs meet before or after school.
**If you prefer to meet before or after school, please indicate that on your application – it will
expedite the approval process.
Once you have received approval, you may begin meeting with your club/organization.
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Appendix A:
Fundraiser Request Form (Sample Only)
Fundraising Request Form
Briar Woods High School
**This form must be turned into Jennifer Traina, Activities Coordinator
2 weeks prior to the start of your Fundraiser in order to receive approval. **
Please submit this form electronically if possible.
Name of Club/Organization requesting Fundraiser:
Club/Organization Sponsors:
Start Date of Fundraiser: Click here to enter a date.
End Date of Fundraiser: Click here to enter a date.
Estimated Number of Participants:
Upfront Costs:
Estimated Profit:
Description of Fundraiser: (Please include a detailed description of the activity including any Items that will be sold – be
sure to include prices in your description)
Purpose for which profits are to be used:
Signature: ________________________
Approved:
Date: Click here to enter a date.
Not Approved:
Comments:
*Note: No fundraiser can begin until you receive an approved, signed copy of this form from the Activities Coordinator.
Any money collected from a fundraiser MUST be turned in each day to Wendy Smith in the main office. Do not hold
money overnight, in your classroom, or with your own personal belongings.
20
Appendix B:
Check Request Form & Internal Deposit Slip (Sample only)
**Copies of these forms can only be found in Wendy Smith’s Office**
21
Appendix C: Internal Building Use Request Form (Sample only)
Internal Building Use Form
Briar Woods High School
Please submit this form to Kristen Develli, Activities Coordinator,
Two weeks prior to your event
*Please submit this form electronically if possible*
Name of Organization:
Type of Activity:
Sponsor’s Name:
Date: Click here to enter a date.
Space Requested:
Number of people attending:
Please list the dates and times that you will need the requested space:
Set-up and take-down procedures
Please remember that planning for an event is your responsibility and certain equipment requests may require additional training.
Do you need technology equipment for your event? (media cart, lap top, screen)
If you answer yes to this question you must coordinate 2 weeks in advance with Janet Muller.
Yes
No
If you are using the auditorium, do you need a microphone or access to the auditorium equipment?
If you answer yes to this question you must coordinate 2 weeks in advance with Duane Minnick or Nigel Tangredi.
Yes
No
Please check if you need any of the following:
Tables
Chairs
Trash Cans
Bleachers* (See Jerry Carter or Duane Colebank to have the bleachers pushed in or out)
Other: please specify:
The above application has been reviewed in light of the Rules and Regulations governing school facilities and ground use
in Loudoun County and the application is:
Approved
Not Approved
Activity Coordinator’s Signature: _________________________
Date: Click here to enter a date.
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Appendix D:
New Club/Organization Application (Sample Only)
New Club/Organization Request
Briar Woods High School
This form must be submitted to Kristen Develli, Activities Coordinator.
Please submit this form electronically if possible
Name of person submitting application:
Date: Click here to enter a date.
Proposed name of club or organization:
Name(s) of Sponsor(s):
Will this club/organization be an affiliate of or sponsored by any other organization?
Yes: Name of Organization:
Briefly describe the goal or purpose of this club/organization.
Preference for Meeting Time: (Check all that apply)
Before School
Group Activities (during FLEX)
No
After School
Administrative Use Only: ----------------------------------------------------------------------------------------------------------Not Approved
Approved
Co-Curricular:
co-curricular club/org. Flex period meetings will be determined by the
Non-Curricular:
Activity Coordinator
meetings to be scheduled by sponsor during non-school hours
Signature of Activities Coordinator: ________________________
Signature of Principal: ______________________________
Date: ______________
Date: ______________