Volunteer Appreciation BBQ 2009

Date: Saturday, July 25th, 2009 Time: 4 to 8 PM Free Geek open 11 AM - 3 PM BBQ starts at 4 PM - 8 PM

Your Planning Team

• Michael
• Evan
• MK
• Liane

Roles

• Event Leaders: MK, Liane, Michael, Evan
• Liane & Michael - Grocery shopping
• Laurel 1.0 - face painting
• Blaine - Chess Challenge
• Sean Morgan - stage crew electrical - NO LIFTING!
• Luiz & Tony - Secret Service (building security)
• MK & Luiz - MC's
• Ali/Renee/Richard - Raffle & Brownie Contest
• Michael - keg acquisition
• Dirk - prepped amazing A/V prizes
• Liane & Michael - day of ice run
• Sergio - tent set-up
• Block parking lot - Liane
• Liane & volunteer crew - sofas/tables/chairs set-up outside
• MK - script, Schedule of Events
• MK - logistics: bands/toilets/activities/staff sign-up sheet
• MK - acquire raffle & brownie contest supplies & awards
• Meera - make brownie crown & sashes
• Kathie/Leslie/Wizzard/Leo - Food prep
• Ezra - on call tour guide (not utilized)
• Evan/Tim/Santiago/Steven/Michael/Luiz/others - bartenders
• Darryl/Tim/Luiz/others - BBQers
• Caitlin/Evan/Tim/others - Line servers
• Laurel 2.0/George - Closers
• MK - Thank you cards
• Liane/MK - band rewards
• Sophia/Ezra/Santiago/Leo & others - general helpfulness throughout event

Stage Schedule

• 2:30 PM - 3:00 PM Bad Apple sets up
• 3:00 PM - 5:00 PM Bad Apple plays
• 5:00 PM - 5:30 PM MC Announcements

1. Thank ALL Volunteers - MC 5 min.
2. Select Brownie Judges & lead tasting - Ali 5 min.
3. Announce T-shirt winner - Luiz 5 min.
4. Draw Raffle winners & Award Prizes - 15 min.
5. Announce Brownie Winners & Award Prizes - 5 min.
6. T-shirt toss (too many people for manageable Trivia contest)

• 5:30 PM - 6:00 PM Bad Apple Tears down, Pagan Jug Band Sets up
• 6:00 PM - 8:00 PM Pagan Jug Band plays
• 8:00 PM - 9:00 PM Shut down & clean-up

Raffle Prizes

• Bose Tabletop Wave Radio
• Sony Boombox
• Sony Digital 8 Camcorder Kit
• Xbox
• Handmade quilt by Ethel Deatherage
• Ultra Awesome Computer

- dual core, 500 GB HD, 4 GB DDR RAM, 2 video cards, flat screen monitor, rhinestone mouse, etc.

• Compost from Concentrates

Menu

• burgers - veggie & meat
• hot dogs - veggie & meat
• burger buns
• hot dog buns
• condiments
• beer
• non-alcoholic beverages
• coleslaw
• corn chips
• salsa
• baked beans
• homemade potato salad
• homemade brownies
• utensils: forks, plates, napkins, cups, knives, spoons

Game Plan

• post Schedule of Events day before so Volunteers know what to expect
• begin cooking at 1:30 or 2 PM (ended up being late, 3:30 PM)
• have snacks on all tables to appease the masses
• food & BBQ run behind table
• ready food put on table in stages for all to get a chance at some
• staff/volunteers manning table & food prep area & bar (aka keg) at all times

Activities

• Face painting: Laurel 1.0
• Chess challenge: Blaine
• Trivia T-shirt toss
• Raffle with kick-ass A/V prizes from Dirk
• Brownie contest & prizes
  • select judges & bring them onstage with MC
• Bands: Bad Apple & Pagan Jug Band
• Video game with 2 controllers set up
• Back-up plan: all ages movie projected onto wall if bands end early or other unforeseen issue!

Expenses for BBQ

Food & Beverage

• food by LK: $330.08 (including some drinks)
• more food and ice by LK: $38.16
• utensils by LK: $45 (we now have enough to last us 4 BBQ like events, actually paid $180)
• home brew & ginger ale by EP: $69.73
• food & ice by MW: $68.18
• food & ice by MW: $2.92
• food by MK: $7.47
• total food/beverage expenses: $561.54

Other

• Amerisanican - 2 portable toilets = waiting for receipt

Non-Monetary Expenses

• Gave away 7 freekboxes to band members (1 to Bad Apples, 5 or 6 to Pagan Jug Band)
• Gave away four $50 gift certificates to rest of band members
• Gave away 6 t-shirts
• Lots of A/V items from F.G.
• FG mondo system from Build
• Staff time, effort & sanity ;)

Post BBQ Notes

General Statistics

• approx. 200 attendees + 2 dogs
• 120 meat burgers
• 60+ dogs and veggie patties
• From Evan: 57 bottles home brew - 12 oz./24 bottles ginger ale (1/5th)
• From Morgan: 1 barrel Ninkasi (15.5 gallons) - approx. 1 gallon or less left
• soda (6+ cases & 6+ six-packs) - went quickly, was out hours before beer
• went through 4 full round coolers of ice water

Positives/Went Well

• Owen Walz's amazing BBQ poster!
• "Keep It Legal" Brownie Contest - confused about when okay to eat 'em
• video game helped with wait in line
• raffle was fun and successful
• raffle prizes were fabulous and appreciated
• lots of people brought side dishes so there was plenty of food!
• folks brought vegan/veggie and other types of sides, so all were fed!
• serving meat/veggie burgers/dogs to people allowed everyone to get food!
• speed of line was based on meat/dogs/patties ready - was a good speed
• easy shut down - lots of staff stayed to help!
• Blaine's chess challenge

- approx. 100 games played - most popular activity - no wins or draws!

• T-shirt toss - got folks jumping/shouting/waving their arms - fun!

- too many folks to use trivia questions to disperse t-shirts

• $20 gift certificates for t-shirt design winner & brownie winner were well received
• raffle prizes were well received
• Secret service worked well

For Next Year

• purchase 10 big onions - ran out early
• start grills in am and precook some food
• make sure all tent sets are together week before the event
• check/clean grills week before the event
• condiments take to long for people to use, put them at the end of the tables
• label dishes as: vegan/wheat free/veggie/gluten free, etc.
• separate veggie food line and meat food line, 2 grills?
• set up/start grills earlier
• set up stage/tents for band 1st & early in day
• have Serge teach others how to set up tents so he doesn't get stuck with this forever
• starting late was what made the line long at the start of food serving,fine once moving
• better/more obvious compost bins
• better/more obvious labels on compost, garbage, recycling
• music a little quieter
• more helpers for food prep with food experienced supervisor
• hard to get people to set up chairs/tables once outside
• do NOT schedule BBQ staff at the last minute on floor shifts
• not enough leader bodies to be everywhere needed
• could use 2 more leaders to help direct bands/help/heavy lifters day of
• do not spend more $$ on pop next year, instead, get lemonade or other beverage mixer into round coolers

History and other resources

• Notes from our 2008 BBQ .