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☆ BID DAY preparation checklist… ☆

Q: So myself & 2 other sisters are in charge of bid day. I was wondering if you have a plan/document/template to follow of all the things that need to be done, or that are needed? Any advice on how to make a list would be amazing! Thank you!

A: I am very happy to make a TO DO list for bid day planning! If I missed something, followers are welcome to add to this list via the “notes.” 

☆ preparing for bid day checklist: ☆

  • Pick a fabulous theme! 
  • Order bid cards & envelopes for each new member. These are filled out when your final new member list is confirmed.
  • Order bid day tee shirts/tank tops for actives and pledges. 
  • Make notifiers/name signs for each new member. 
  • Make name tags for all the active sisters and the new pledges.
  • Craft flower headbands, or other “accessory” that brings your theme to life.
  • Make several hand-held ‘photo frames’ for pictures. 
  • Create ‘door decor’ for each new member’s dorm doors if needed. 
  • Paint posters to welcome your Rho Gammas back. 
  • Order fanny packs if your chapter uses them on bid day. 
  • Spruce up your lawn letters for display. 
  • Craft hand-held sized greek letters for photos. 
  • Order helium balloons, streamers and other decorations. 
  • Coordinate how everyone is going to get from the bid announcement site back to your sorority house. Book transportation if needed. 
  • Plan a big social for after the bid announcement!
  • Plan a buffet of food & drinks for the party. Order catering or determine who will cook the food. Have plenty of water and soft drinks on hand. 
  • Consider offering a candy bar for dessert. Cupcakes or a themed cake are also wonderful. 
  • Order tables and folding chair rentals if needed. This includes basic linens as well (paper or cloth tablecloths). Decorating folding chairs with fabric bows looks cute too. 
  • Order all of your paper & plastic goods such as plates, cups, utensils and napkins. 
  • Plan props for your party area, such potted palm trees, or large Tiffany boxes that match your theme.
  • Determine the trash capacity for your party. Make several XL ‘lined’ trash cans available though out the event space.  
  • Order new member tote bags and small bid day gifties to place inside. Typical gifts include: decals, cap, key fob, stickers, magnet, tumbler, koozie, etc. 
  • If your sorority has a tradition of a cap, lei, feather boa, single sorority flower, or other special item to present on bid day ~ order those.
  • Order flowers and decor for your celebration room, a centerpiece for the buffet table and plan centerpieces for additional tables. 
  • Paint signs & posters for the bid announcement and your party room.
  • Paint a backdrop banner for your photo booth. 
  • Set up a photo booth with fun props.
  • Purchase props for your party such as inflatable animals or sorority symbols. 
  • Order a balloon arch for the front of your sorority house.
  • Paint a large bid day banner to hang on the front of your house. 
  • Arrange for a photographer for group photos and photo booth shots.
  • Plan any interior table displays for your sorority house on bid day.
  • Invite alumnae and other special guests if it’s your chapter tradition. 
  • Arrange for music, a serenade, or entertainment for your party.
  • If your chapter does an activity like bid night roller skating, book the venue. 
  • If your mascot makes an appearance on bid day, confirm who is going to wear the costume. Make sure that the costume is in good shape, or make repairs. 
  • If the chapter President, Rush Chair and New Member Chair give speeches, plan and time their presentations.
  • Coordinate the ‘look’ for all the actives. Everyone wears matching shorts or white pants for example.
  • Plan lighting if your party is held at night outside. Candles, portable lights, twinkle lights and walkway lights might all be necessary. Keep safety in mind. 
  • Rent several portable heaters if it’s going to be cold outside. 
  • Determine if you need a sound system and microphone for speeches and announcements. 
  • Schedule a deep cleaning of the sorority house right before bid day. Stock up on lots of extra toilet paper, kleenex and feminine supplies. Place some fresh flowers and air freshener in all of the rest room facilities. Make sure plenty of paper towels are available for hand washing. 
  • Make a TIMELINE in 30 minute increments to keep yourself on schedule and keep the pace of the event on track. 
  • Double check that there is a stocked first aid kit handy for emergencies. 
  • Assign duties for everything that needs to be done, from carrying your lawn letters to the sports field ~ to who sets up the food on the buffet table. 
  • Instruct the chapter to welcome all of the new members on facebook immediately following bid day. Encourage the members to promote bid day on their social media and share photos. Time to brag. 
  • Communicate with your chapter about what to wear, when to arrive, who should help set up & clean up and all the details of pulling off a spectacular bid day. Schedule everything in your timeline. Have sisters assist in every area of your bid day extravaganza. Delegate! 

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