Volunteers

Event Managers
2 Volunteers needed
Duties

• Ensure that order of events happened as planned
• Remind emcee to mention sponsors regularly
• Troubleshoot and put out fires
• Make sure everyone is where they should be when they should be
• Employ “ad hoc” volunteers to assist

Commemorative Booklet Volunteers
5 volunteers need, one of whom will be the coordinator
Duties

• Sell 2-full page ads or Client Story Pages (Find application HERE)
• Get at least 20 patrons to donate at least $27 coordinator receives ads
• Coordinator keeps a list of patrons and categories of donation

Swag Bag Volunteers
5 volunteers needed, one of whom will be the coordinator
Duties

• Each volunteer finds at least 2 companies/individuals that are willing to donate 250 promo items plus $35
• Order gift bags
• Assemble swag bags (employ additional volunteers for this if necessary)

Auction Volunteers (Live and Silent)
10 volunteers needed, two of whom will be coordinators (one for live, one for silent)
Duties

• Solicit businesses and individuals to donate items for the auction
  • Destinations
  • Experiences (day with a local celebrity, studio time, etc)
  • Classes and lessons
  • Hotels stays
  • Restaurants
  • Private chefs
  • Sporting Events
  • Gift Cards
  • Dinner Cruises
  • Golf
  • Spa
  • Other unique and valuable gifts
• Organize donated auction items into packages for silent and live auction
• Coordinate with Auctioneer(s)
• Work with auction company
• Set up auction packages at GOL
• Monitor silent auction prizes
• Pick up donations, as needed

Entertainment Volunteers
2 Volunteers Needed
Duties

• Call to thank Entertainers
• Let them know that you are their point of contact if they have questions
• Receive them on the night of the event and show them where to set up/get ready
• Assist them with any needs/questions they may have on the night of the event
• Follow up with thank yous for them
• Get bios from them for the program

Sponsorship Volunteers
5 or more volunteers needed
Duties

• Solicit sponsorships from companies and individuals ($6,000 and up)
• Work to meet sponsorship goals ($172,000 in sponsorships)
• Call/visit/send letters to businesses
• Complete online sponsorship request forms
• Keep a list of sponsor requests, donors, and declines
• Keep a list of donor categories so that they receive the proper recognition
• Order printing of large donation checks for donors who donate $187K or more for parade of donors
• Follow up with sponsors after the event to thank them

Advertising and Media Volunteers
2-5 volunteers
Duties

• Place event on community calendars
• Write and/or send out press releases to local media outlets
• Call local morning shows to get slots to talk about BHNV and Garden of Light
• Create and post ads on social media
• Visit churches, businesses, organizations to tell them about GOL
• Find marketing sponsors
• Design and order signage

Decorations, Setup, and Breakdown Volunteers
5-10 volunteers
Duties

• Create/assemble any decorations beforehand
• Show up 2 hours before the start of the event to decorate and set up
• Break down after event
• Find companies/individuals who will donate decorations or donations for decorations (flowers/balloons/centerpieces/globos/)
• Collect tablecloths and runners from tables (they belong to BHNV)
• Set up uplighting

Ad Hoc Volunteers
5 – 10 volunteers
Duties

• Be on hand from now through the GOL to complete miscellaneous duties as needed

Ticket Sales Volunteers
10 volunteers
Duties

• Act as table captain responsible for filling a table (Sell 9 tickets and your ticket is free)
• Visit churches and organizations and encourage them to buy tickets

Check In Volunteers
6 volunteers
Duties

• Check in guests
• Have guests complete their contact info cards to be entered into drawing.
• Swipe credit/debit cards for auction
• Distribute auction instruction cards
• Give guests program and guide

Technology Volunteers
3-5 volunteers
Duties

• Create engaging PowerPoints for event that includes live auction slides and videos, Doris Ward honoree slide, and “about BHNV” slides
• Create a testimonial video with interviews from clients and former clients, staff members, volunteers, etc.
• Work the projector/computer during the event.

Post Event
3-5 volunteers
Duties

• Help process thank you letters
• Follow up thank you phone calls to sponsors and donors