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Understand Volunteer Roles, Leads and Tasks

It's important that you as the volunteer coordinator to understand all the difference volunteer needs, tasks and Roles. You will be the GO-TO person for volunteers the days of the event and will need to be prepared to LEAD and direct volunteers to coordinate all the moving parts of the event for a great event!

Summary of Volunteer Areas: 

Marketing / Production Volunteers ( Before event Volunteer Roles )

  • Assistant Marketing Volunteer Lead ( x 1 ) - Works with Marketing Director as right-hand-man
  • Marketing Volunteers ( x 4 ) - supports Marketing Team
  • Assistant Event Coordinator Lead ( x 1 ) - supports YOU as your right hand man
  • Sponsorship Volunteers - Finds and secures sponsors and donations for event materials and menu needs

Kitchen Volunteers

  • Sousa Chef Lead Volunteer ( x 1 )
  • Kitchen Helper Volunteers ( x 4 - 8 )
  • Food Donation Volunteers ( 3 - 6 ) - Picks up food donations from sponsors

Lobby / Dining Room Volunteers

  • Lobby Lead Volunteer - helps you manage all lobby systems ( x 1 )
  • Box Office Volunteers - ( x 2 ) smart, focused and organized
  • Sales Table Volunteer ( x 1 - 2 ) operates sales table
  • Auction Volunteer ( x 1 - 2 ) runs silent paper auction
  • Wine Bar Volunteers ( x 2 ) operates wine bar system
  • Seating Helper Volunteers ( x 4 )
  • Set up / Break Down Volunteers - ALL volunteers are required to help with set up as they participate and most important, they are ALL required to stay till the very very very end of the show to help with clean up and re-set for the next day.

*A lot of these roles, tasks, volunteers will over lap.


Volunteer Descriptions


Marketing / Production Volunteers

Assistant Marketing Volunteer Lead ( x 1 )

  • Signs up to work directly with our Marketing Director as her 'right-hand-man'. Marketing Director manages them completely.

Marketing Volunteers ( x 4 )

  • Supports Marketing Team and works with Marketing Director, she manages them.

Assistant Event Coordinator Lead ( x 1 )

  • Signs up to work closely with Event Coordinator to support in implementing all areas of the event. Your right hand man ;)

Sponsorship Volunteers ( x 1 - 4 )

  • Finds and secures sponsors and donations for event materials and menu needs, works with Event Coordinator and Chef, is provided with a list, then manifests MAGIC! :)

Kitchen Volunteers

Sousa Chef Lead Volunteer ( x 1 )

  • Supports Chef and over all food systems to best deliver GREAT food experience
  • Oversees Kitchen Helper Volunteers, Coordinates with Chef and Dining Room Lead for plating
  • Ideally someone with Chefing experience who has a desire to learn leadership and
    management skills.
  • Communicates with the Chef and volunteers for optimal deliver of great food!
  • Best if chosen BY the Chef, someone he/she knows well and trusts

Kitchen Helper Volunteers ( x 4 - 8 )

  • Helps with food prep and plating, cleans up kitchen area
  • ideally kitchen experience, closed toed shoes

Food Donation Volunteers ( 1 - 3 )

  • Picks up food donations from sponsors
  • Have a Car or truck

Lobby / Dining Room Volunteers

Box Office Lead ( 1 )

  • Conducts Will Call Check in as guests arrive and assigns seating.
  • Communicates effectively and works closely with Event Planner to ensure accurate seat count.
  •  Delegates to the box office helper as needed. (Ex. On the spot ticket
    purchases, allergy requests, disability needs such as wheel chair access, elderly seating near entrance for easy exit if needed )

Time Line: Arrives one hour before guests arrive to learn / organize system and stays till all guests are seated.

*Prioritize Volunteers who can volunteer multiple days, 2 -3 in a row. They don' t have to stay till the end for clean up if they are willing to come multiple days, otherwise they are required to stay till end for clean up. They must be organized and friendly persons.

 

Dining Room Lead ( 1 )

  • Oversees Set Up, Plating & Clean Up Crew
  • Ideally someone experienced with or who has a desire to learn leadership and
    management skills.
  • Communicates with the Chef to provide support and volunteer help
  • Set up tables / chairs according to seating chart. Coordinates with Box Office Lead for accurate seating chart. Sets up tables ( ideally rectangular ) in a clock formation creating walking space like in the middle of a clock for blind staff to navigate. Numbers these tables ALWAYS from left clockwise around 1 - 10 etc.
  • Prepares with setup volunteer approximately 130 place settings of napkins, plates, water bottle
  • Deliver plated food prior to darkness to seats and assures food is set properly
  • Checks all chairs and tables to make sure they are set up properly, aligned to plated food and that the chairs and tables are working and not broken.
  • Sets up Extra Water/Napkin Table in corner of room for Blind staff and informs Lead Blind Staff of it's location.
  • Designates volunteer table(s) to assure enough seating for volunteers ( usually 8- 15 ) depending on the volunteer count of that evening.
  • Leads Clean Up Crew immediately after the show to bus tables, compost food/plates/napkins, empty and sort plastic bottles in to separate bags for recycling. Wipes and cleans all table surfaces and chair seats. Brings compost out to bin and bottles to recycling bin. ( Event Planner should communicate with venue for proper disposal of event materials ). Sweeps and mops floors and dedicates 1 - 2 volunteers to scrub out the tough food spots on the floor that inevitably happen. ( One sweep and mop is NOT enough, need to make sure floors are very clean. Most important for final evening. )

Lobby & Seating Lead ( 1 )

  • Setups w/ volunteers Wine Bar, Box Office Registration, Sales Tables, Seating Process Numbers
  • Create welcoming environment for attending guests
  • Manages Sales, Wine Bar, Seating, Box Office Volunteers
  • Ensures all the bathrooms are stocked, clean and working.

Sous Chef Lead ( 1 )

  • Oversees Kitchen Helper Volunteers, Coordinates with Chef and Dining Room Lead for plating
  • Ideally someone with Chefing experience who has a desire to learn leadership and
    management skills.
  • Communicates with the Chef and volunteers for optimal deliver of great food!

Kitchen Helpers ( x 5 )

  • Helps with food prep and plating, cleans up kitchen area
  • ideally kitchen experience, closed toed shoes

Seating Helpers ( x 3 )

  • Works with Lobby Lead to gather and organize guests for smooth entry into the dark.
  • Ideally personable and friendly, good at speaking loud and to groups as needed.

Set Up Crew Volunteers ( x 5 )

  • Helps with set up of space, chairs, tables, plating and clean up of event

Sales Tables  ( x 1 )

  • Sells CD's and T-Shirts after event
  • uses Square for payments

Wine Bar  ( x 2 )

  • Manages Wine Bar, pours and sells wine, clean organized professional
  • cleans up and organizes bottles and trash to be recycled in bags

Marketing Assistant Helper  ( x 2 + )

  • Works with Marketing Director to hammer out our Marketing tasks.
  • Supports in the 'Marketing Volunteer Tasks' that are laid out in the marketing recipe