rev 4/07

Volunteer Coordinator:

You will be responsible for recruiting, organizing, and otherwise managing both student and adult volunteers for the craft show. Attendance at show planning meetings will be requested. As this job will require some extra time, you may wish to consider sharing some of the workload with another band parent with whom you work well.

Sign-ups should be circulated at December, January, and February booster meetings. In December you'll also need to find coordinators for the following: Parking, Admissions, and Hospitality/Raffles. Collect names, phone numbers, and e-mail addresses for these. For other volunteers, a schedule should be printed and shifts claimed on a first-come, first-served basis. Some parents will sign up their students as well: make sure student shifts are separate in the sign-ups. It would be a good idea to include students' names in the adult sign-up, as well, so we know who goes with who.

Incoming eighth graders are not generally allowed to earn shares. Solo and Ensemble competitions may be a problem; encourage people to sign up anyway, and reschedule as needed when performance times are announced.

Contact the Food Concession about how many people they'd like scheduled to work at the show, and when. Add these requirements to the sign-up schedule.

It's a good idea to transfer the names on the sign-up to a master list on your computer as they are collected at each meeting. Pass along the names and contact information of coordinators to the Ways & Means person, the show chair, the Artist Manager, and each other. Detailed job descriptions are included in this packet and should be distributed as people sign up.

Another thing to ask for at Booster meetings is any other sources/connections for publicity. Some parents may have access to, for instance, a company bulletin board or a church newsletter. See that these people get a master copy of the flier (which should be available from the Artist Manager). Have a box of flier bundles and posters (provided by Publicity) ready at the January meeting for people to hand out. Also, yard signs (if they are being used) should be issued at the January meeting—I recommend that they be signed out so recovery is possible.

At the January meeting you might also need to ask for some loans of equipment, such as extension cords and power strips (both should be brought in by artists, but are often needed nonetheless) and 2-way radios (the band owns several; more are handy).

A sign-up schedule should be placed in the band room in late December. Transfer students’ shifts already signed-up-for (at booster meetings) to these sign-ups. Make sure that when this is done, student slots are blocked on the sign-in sheets circulated at booster meetings--this avoids having parents sign students up when the shifts on the student sign-ups in the band room are already filled.

Two weeks or so before the show, have Mr. Schoenherr give the kids a last chance to sign up to work, then collect the sign-ups from the bandroom.

A week or so before the show, call volunteers and remind them that they're signed up to work, where, and when. (This is where help will come in handy.) Make sure that they understand the share system (6 hours required, per band student, to earn a share), and if possible, check to make sure that everyone has enough hours scheduled to receive their share (if all empty shifts are filled, you may add workers to setup/teardown as needed). Remind them to wear warm outerwear and gloves if they'll be assisting with setup or tear-down, or a sweater if they'll be working admissions, and ask them if they have any questions. Handle any scheduling problems (including those due to Solo and Ensemble) at this time.

You will need to provide sign-in sheets for use at the show, and nametags for volunteers. “Free pop” and “Free lunch” tickets should be provided by the Food Concession; each shift entitles a volunteer to a free pop, and those working consecutive shifts should be given a free lunch. Pizza is generally provided to volunteers staying from Layout to Setup on Friday (NOT to incoming setup volunteers!).

There should be a “Volunteer Sign-In” sign stored in the bandroom. If not, a new one will need to be made. The boosters own clipboards which can be used. Nametags should be pre-printed with the names of chairpersons; Student Volunteer tags should include a space for the student's supervising adult. Please report any expenses to the band treasurer and save receipts if you want to be reimbursed for supplies.

Please also have several copies of the list of volunteers ready for the show, so we know who to expect when. Contact chairs of Parking, Hospitality, and Admissions and let them know who'll be working with them. Call those working Volunteer Sign In and let them know, precisely, how you'd like the sign-in process handled; their attention to detail will make tallying hours much easier on you. STRESS (to everyone!) that people must sign in AND out, and that all volunteers should have a nametag.

You will not need to be present at the show, though of course you're welcome to come! Make sure that someone has the volunteer lists, sign-ins, tickets, etc, in time for layout after school Friday.

After the show, the sign-in sheets will need to be tallied up by family, and given to the band treasurer ASAP. This report should include the names of all who worked and the names of the students to be credited with hours. Please report your own time to the treasurer—especially if you did not sign in at the show—and make sure to include anyone else whose time in prepping for the show would not be reflected in the sign-in sheets.

Thanks for volunteering to help with this very important job; if you have any questions make sure to contact us!