Grande Gala Job Descriptions

Transcription

1 Grande Gala Job Descriptions Friday Setup Help set up silent auction tables, decorations, and registration tables at Savannah Center, West Chester. Many hands make light work, and with plenty of volunteers we will likely finish by 1pm. Arrive at Savannah Center 9:00 am Friday, March 1 Come in comfortable clothes and ready to work! Light refreshments will be available that morning. Registration Check in guests who have pre-registered, explain contents of guest packets, and answer guest questions. Check in at Volunteer Check-in table at 4:30 pm, on Saturday, March 2, as Registration opens at 5:30 pm. There will be early arrivals. Meet up with Connie Mattei, who will provide additional direction on check in procedures. Registration tables will close when dinner begins at 7:30pm. Mini Raffles Tickets Guests purchase tickets for one of the special packages in our Mini Raffle area. (Note this is a change from last year, as we have had lower priced tickets for baskets.) There will be limited tickets for each basket, making the odds great. Winning tickets will be drawn before the Live Auction starts. Winners will be notified during dinner. Supervising students who are walking around selling raffle tickets before the auction starts. Girls need to be able to describe the packages (a cheat sheet will be provided), and keep circulating and selling raffle tickets until sold out. The should be instructed to turn in money when they ve accumulated a lot of cash. Raffle tickets will be sold from 5:30 pm until 7:30 pm (or until sold out) Meet up with chairperson, who will have the raffle tickets and additional instructions for accounting procedures.

2 Cougar Cards Girls will be selling gift cards which are inside an envelope. The gift cards are worth $25, $50 and $100. A guest can buy as many gift cards as they like. Every guest should be approached at least once! Emphasize that ALL gifts cards are worth at least $25 and there are some as high as $50 and $100. Supervising students who are walking around selling gift cards. Girls need to have a clear understanding of what they are selling. Adults will refill the trays with the cards on them and keep the girls moving. Girls will need to turn in money when they ve accumulated a lot of cash. Sales continue until they are sold out. (Usually takes about an hour or hour and half to sell out.) Check in at Volunteer Check in table at 5:00 pm Meet up with Games Coordinator Heads and Tails * THIS IS BEING RE-VAMPED AND MAY HAVE DIFFERENT INSTRUCTIONS Supervising students, who will be walking around selling glow in the dark necklaces. At the start of the live auction, the Auctioneer will lead a game where participants choose whether to place their necklace on their head or their tail. Those who chose the correct placement that the auctioneer calls stay in the game, others sit down and are out. Game continues until one person is left standing, and they win $500. Supervising students who are walking around selling necklaces before the auction starts. Girls need to be able to explain the game, need to keep circulating and selling necklaces, and need to turn in money when they ve accumulated a lot of cash. Necklaces will be sold from 5:30 pm until 7:30 pm (at the start of dinner). If there are necklaces remaining, there may be a call for one final chance to purchase. Meet up with Game Coordinator. Supplies and instructions will be in that area. Liquor Game How it works: Three Liquor Barrels will be played at the same time, all work the same way. Guests purchase a small shot glass, which will have a number on the bottom. When all shot glasses that make up the game for that liquor game is sold are sold, a winning number will be pulled from a bowl, and the winner receives the large bottle of liquor on display. There will be separate games for a Bourbon, Vodka, and Tequila. Explain the game to guests (adults only), sell shot glasses, collect money, drive

3 enthusiasm to entice participation. When the flight or board is sold, ensure winning number is pulled, find guest with the winning number, and be sure winner gets prize bottle.

4 No students will work this game. Meet up with Games coordinator, who will have the materials and explain the logistics of the game. Grande Raffle *THIS IS BEING RE-VAMPED AND MAY HAVE NEW INSTRUCTIONS Puller Helpers All raffle ticket sales will be complete before the Gala evening starts, for prize totals to be calculated. Raffle Winners will be pulled throughout the evening, beginning at 6:00, with the grand prize pulled at the completion of the Live Auction, expected to be about 10:00pm. The logistics of pulling the winners, posting/notifying winners, paying out funds, etc. Volunteers will support the committee, of Sandy Hoffman and Sandy Nelson in the secure process of pulling tickets, recording and paying guests that may be present. Meet up with Sandy Hoffman or Sandy Nelson, who will provide direction on the logistics of pulling the Grande Raffle winners and recording the winners. Volunteer Dinner Hostesses Food will be provided to the volunteers in the assigned room at the Savannah Center. We need adult volunteers/hosts in the volunteer dining room to help move volunteers through the line, fill containers as they empty, and discourage students from staying too long in the volunteer dining room. We feed approximately volunteers. We will also need leftovers packed up and room cleaned up a bit at the end of the evening. Check in at Volunteer Check-in table at 6:00 pm Meet up with Games chairperson, who will provide more details on the logistics. Silent Auction Table Monitors Silent auction items will be on display at 4-5 separate tables. Guests will bid electronically on the items. Student volunteers will be trained and available to help guests bid, either by helping the guests on the guests smartphones or entering the bid for them on special ipads the students will use that night.

5 Table monitors will walk around the tables and be available for questions, make sure items don t walk away from the tables prematurely, keep an eye on the student helpers. Since this job spans several hours, we ve split it into two shifts, but the job is the same for both shifts. This volunteer can also help with Checkout if they can stay another hour or so (see below) -7:30pm Meet up with Silent Auction Chairperson who will oversee the Silent Auction and provide more direction. Silent Auction Checkout Stand by your assigned tables, and help guests retrieve their auction item once they have paid (this will show on their phone, or they will pay cash/check at the Accounting table and receive a paper receipt). This work will happen quickly once the Live Auction is over but will keep you busy for that short time as guests will all pick up their winnings at the same time. Silent Auction Monitors can help with this job too. Check in with Bob Edwards at the Technology Table BEFORE the end of the Live Auction or 9:00pm. Silent Auction Table Captains Be familiar with the silent auction items assigned to your table. Help set up the Auction Items on Friday, March 2. Ensure any certificates are also present and labelled correctly, help ensure Checkout goes smoothly and guests take everything they won, but only what they won. (props often disappear!) Plan to set up your table Friday morning, March 2. Be near your table BEFORE the end of the Live Auction, or 9pm. Introduce yourself to your checkout helpers. Tear Down/Pack Out Crew While the Savannah Center will clean up their facility, we need to take down all decorations, and pack decoration items and all unclaimed auction items into vans/cars that will take them back to school. This is not expected to include heavy lifting or climbing ladders or anything difficult just lots of trips outside and back. Many hands make light work. Check in at Registration Table at end of Live Auction for specific assignment Meet the gang near the Technology table after the Gala for instructions.