Volunteer for the Party!

VOLUNTEER INFORMATION

We could not do it without the generous donation of time and talent from our volunteers! Volunteers are always needed. Please review the opportunities listed below and contact our Community Engagement Coordinator, Christy Glime, cglime@saintjohnsprogram.org to volunteer for this year's Party for Change!

All volunteers, please wear black pants, comfortable shoes and we will provide you with a Saint John's Volunteer t-shirt. Thank you!

PLEASE ONLY SIGN UP FOR 1 VOLUNTEER ROLE AS THERE IS OVERLAP. THANK YOU!

Set-up

Friday & Saturday (heavy table set-up and main linen drops on Friday), plates, etc and tableware Saturday
• Duties include setting up tables and chairs – some heavy lifting required.  Additional tasks include prepping venue for the event, setting tables with linens, serving ware and decor, display of signage and posters within venue, display of auction items, raffle/sales tables, setting out of glasses, plates, etc.
• Unlimited number of people
• 9:00am-5:00pm
A detailed timeline with duties will be provided each morning, once one job is done, check back in for the next task(s) to be completed

Clean-up

• Packing up of all décor items, displays, signage and linens.  
• Moving tables and chairs to one location, sweeping floors and emptying all trash bins. May require heavy lifting, a lot of walking and willingness to do dirty work.
• Unlimited number of people
• 11:30pm-2:00am
Volunteers are to meet at the main stage following the event for instructions and flow for tear down.

Registration Attendant: Fulfilled!

Checking in guests and assisting guests through the complete registration process, answering questions and reporting on updates to Nicolette Velazquez (Registration lead). Must bring own laptop.  Must be comfortable under pressure and handling computer system to process check in.
Training provided at a future date at Saint John’s Program for Real Change.
8-10 people
5:00pm-8:00pm

Registration Assistant:

Assisting Registration with checking in and completing the registration process. Preparing programs and getting bidder numbers ready for guests. Must be comfortable under pressure.

8-10 people
5:00pm-8:00pm

Greeter: Fulfilled!

Greeting guests as they arrive and directing guests to check-in table. Once the event starts, be comfortable answering questions and directing guests to restrooms, tables, etc.
4 people
5:00-11:00pm

Checkout Attendant:

• Computing purchases and generating invoices for winning bidders and Fund-A-Need participants. Must bring own laptop. Must be comfortable under pressure, accurate with data input and handling the computer system. May incur cash handling.
• Training provided at a future date at Saint John’s Program for Real Change.
• 8-10 people
• 8:00-11:00pm
• Your role will be to input guests purchases throughout the night and constantly update the main system with sales. These will include wine sales, golden tickets, live auction purchases and fund a need donations
• Carefully input the sale(s) you have, be sure to mark the correct bidder number and amount. If guest paid with a different method of payment (cash or check), mark this in the system as well so that they receive their receipt detailing all of their purchases.
• When guests arrive to check out, ask for their bidder number and look up their record on the system.
• Reconfirm with them what we have listed that they purchased during the evening. If everything looks OK, process their card they have on file, or ask for their preferred method of payment (card, check or cash). Mark them as paid and their appropriate method of payment and either print or email them their receipt.

Live Auction Spotter:

• Assisting the auctioneer spotting bids during the live auction.
• Must be outgoing, focused and attentive throughout auction.
• Training required with David Sobon day of event.
• 12-16 people
• 6:00-9:00pm
• During the live auction, ‘spotters’ will be keeping an eye on who the bidders are and who the final winning bid is.
• Watch the room for guests bidding, raise your flag or your arm in the air to call out that you have a bidder. Monitor a certain area of the guests tables/room
• Must be visual and loud for the auctioneer.

Live Auction Recorder:

Recording bid numbers for live auction and Fund-A-Need.
Must be focused and attentive throughout auction.
6 people
6:00-9:00pm
• The auction follows the numbers of the items listed in the program
• Each item has a bid sheet
• The recorders will sit and watch for the final bid amount and bidder number
• This will be recorded on the bid sheet
• Once the item is sold / i.e. auctioneer has closed it out, hand the bid sheet to a runner who will take it to the cashiering station.
• There will be two additional recorders, who will be writing down the item/bid amount/bid #. This is just to ensure we have the correct information to go to the cashier station.
• For the Fund A Need. This is when the auctioneer will offer up an amount that someone will donate, he will start high ($25,000+), record the amount, and then write all the bid numbers within that amount. Once all the numbers are recorded, he will move down to a lower level. i.e. 25k, 20K, 15k, 10k, 5k, 2.5k, 1k, 500, 250, 100. The lower the amount, the more bid number you will see raised by guests. All three recorders should listen for the numbers and record all you hear.
• After each level, hand your sheet to the runner to take to cashiering.

Redemption Attendant:

• Deliver auction items to winning bidders, which may include transporting items to their car.
• 4 people
• 8:30-11:00pm

Facility Management: 

• Assist in maintaining the look and cleanliness of the event venue throughout the evening. Includes monitoring tables and clearing glasses, collecting ice for bars, monitoring trash bins throughout site and ensuring restrooms stay clean.
• 4-6 people
• 5:00-11:30pm
• Duties will vary but you will have a number of area to review and keep check on, these will include:
• Ice at the bars, checking in on the main bars for their ice levels and delivering more for them as needed
• Removing dirty glasses and old ice bags as needed from the bar areas
• Monitoring the trash bins and making sure that these do not overflow
• Checking in on the restrooms to ensure that these remain clean and sanitary – refreshing the mints, etc as needed.

Table Concierge: Fulfilled!

Assigned to a certain number and group of tables, you will monitor the guests at the table, bring waters and wine, bring table “add ons” to their table (such as champagne if purchased or won) and generally make guests are looked after. Must be a people person and be able to be on your feet throughout the event.
15 people
3:30-11:00pm
• You will be assigned to a group of tables to monitor and make sure your guests are doing well
• Each guest table will have two bottles of wine at their table, these will have been opened prior.
• Additional wines are located at the bars and you will be serving these to guests throughout the event.  Throughout the evening, monitor these bottles and pour to guests glasses after they have finished they bottle.
• If a guest wishes to have a bottle left at their table this is fine
• Watch for waters at the tables and refresh from the bar as needed where additional water bottles are stored
• Some guests will have purchased wines from the premium wine table, these will need to be delivered to their tables. The Wine Bar volunteers will be delivering these to the tables.
• Guests participating in the golden ticket may also win bottles of champagne during the event. A bottle of champagne will be ready to be delivered to the guests table along with champagne glasses.

Golden Ticket Sellers:

Responsible for selling grand prize tickets to guests. Role may require cash handling. Must have outgoing personality and be comfortable selling. Also requires attention to detail in recording guests numbers for purchase. Requires a lot of walking around event site throughout the event.
10 people
5:30-8:00pm
• Golden Ticket sellers will all be provided with:
• Clipboard
• Ticket sales log
• Details on the golden ticket
• Envelopes for cash/checks
• Forms guests can complete
• Pens
• You will be assigned a number of tickets to sell and a log that matches the numbers. Encourage the bidder to buy the ticket with their bidder number (although we will take cash/checks). White the information on the form detailing the guests bidder #, phone or email, name, payment method, # tickets purchased. If paying with cash or check, make sure you complete a form for these and place them and the money/check in your envelope.
• Hand the guest the larger stub and keep the smaller stub to place into the large bowl at the main ticket sales area.
• Once you have sold all the tickets you were assigned, go back to the main table, hand over the log sheet, stubs and envelope with any monies in it and take a new batch.
• Continue to sell tickets throughout the night up until we make the final announcement for ticket sales.  

Servers:

Serve food to guests at the tables assigned to you. Requires attention to detail and tasks assigned by the Chef, ability to work on your feet for several hours and stay on task with timing and delivery of courses.  Restaurant experience a benefit. 
15-20 people
3:30-8:30pm

Bussers: Fulfilled!

Monitor tables assigned to you clearing plates between courses. Requires attention to detail constant focus on tables and ability to work on your feet for several hours and stay on task.
15-20 people
3:30-8:30pm

Bar Staff:

Serve beverages to guests, wines, beers and mixed drinks. Requires ability to work under pressure and stand on your feet throughout the event. Must be a people person with a fun and outgoing personality.  Previous bar experience a benefit. 
12 people (4 per bar)
3:00-11:00pm

Tray passed Appetizers/Champagne: Fulfilled!

Assigned to either hand out glasses of Champagne to guests upon arrival at the event or walk around with appetizers for guests during reception. 
8 people
3:30-7:00pm

Prep-staff:

Working in the kitchen prepping and plating food under direction of Chef and Captains. Requires experience of working in a kitchen or restaurant setting. 
15 people