Difference between revisions of "Volunteer Appreciation BBQ 2010"
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Saturday, July 24th 4-7 PM | Saturday, July 24th 4-7 PM | ||
==Food== | ==Food== | ||
− | === | + | ===Trader Joes=== |
− | * | + | ** Veggie hotdogs (3) $8.97 |
− | * | + | |
− | * | + | |
− | * | + | ===NEW SEASONS=== |
− | * | + | *Gluten Free |
− | * | + | ** Hot Dog Buns (6) $6 |
− | * | + | ** Hamburger Buns (4) $6 |
− | === | + | * pickles (1)$5 |
− | * | + | |
− | * | + | ===PEOPLE'S FOOD CO-OP=== |
− | * | + | * Tofurky - faux meat beer brats (10 pks) $40 |
− | * | + | * Tomatoes - (7 lbs) $21 |
− | * | + | * Nayonaise (soy based) (2 x 24 oz) $11 |
− | * | + | * Lettuce |
+ | ** Red Leaf (4 bnch) $6 | ||
+ | ** Green Leaf (2 bnch) $3 | ||
+ | * Onions (7 lbs) $14 | ||
+ | * potatoes (20lb) $28 | ||
+ | * apples (2lb) $4.50 | ||
+ | |||
+ | ===GROCERY OUTLET=== | ||
+ | * Tortilla Chips (4 pks) $9 | ||
+ | * Salsa (2 jugs) $8 | ||
+ | * Potato Chips (4 pks) $12 | ||
+ | |||
+ | ===CASH & CARRY=== | ||
+ | * Soda (3 x 24 cans) $18 | ||
+ | * Lemon Syrup (1 jug) $5 | ||
+ | * Charcoal (huge bag) $14 | ||
+ | * Ketchup (2 x 64 oz) $6.50 | ||
+ | * Relish (3 sm jars) $5 | ||
+ | * Mustard (Big pump jar) $5 | ||
+ | * Hot Dog Buns (4 lg bags) $12 | ||
+ | * Hamburger Buns (4 lg bags) $14 | ||
+ | * Polish Dogs (2 x 10 lb boxes) $49 | ||
+ | * Hot Dogs (2 x 10 lb boxes) $25 | ||
+ | * Garden Burgers (big boxes) $51 | ||
+ | * Hamburgers (2 big boxes) $41 | ||
+ | |||
+ | TOTAL = $427.97 | ||
+ | |||
===Homemade=== | ===Homemade=== | ||
* Meredith sent out an e-mail asking staff members if they'd be willing to bring some homemade stuff | * Meredith sent out an e-mail asking staff members if they'd be willing to bring some homemade stuff | ||
* Liane will make her bangin' vegan potato salad | * Liane will make her bangin' vegan potato salad | ||
− | |||
===Keep it Legal Brownie Contest 2.0=== | ===Keep it Legal Brownie Contest 2.0=== | ||
* Meredith made signs & will post them | * Meredith made signs & will post them | ||
+ | ** done | ||
* We need judges | * We need judges | ||
− | ** Richard? | + | **''Last year we chose some well-known volunteers to be judges, including Nate. I recommend getting a Board member, staff member, and (star?) volunteer [[User:Ali|Ali]] 20:47, 15 July 2010 (UTC) '' |
+ | ** Richard? | ||
** Anyone who likes brownies? | ** Anyone who likes brownies? | ||
+ | ** Ended up using 4 volunteers & 1 tie-breaker. | ||
* We need to designate a prize for this | * We need to designate a prize for this | ||
− | ** T-shirt? | + | ** T-shirt? nope |
==Booze== | ==Booze== | ||
*Keg tap (reliable!!!) | *Keg tap (reliable!!!) | ||
− | *Servers | + | **We may have one. Morgan may bring one. Worst case is to rent it from Maletis for $5 +$60 dep. |
− | *Beer (Ninkasi?) Tony will call MMiller | + | *Servers Between Jeff R. Leah, RfS and Luiz should have enough legal servers to cover. |
− | *Other (wine?) | + | *Beer (Ninkasi?) |
+ | **<s>Tony will call MMiller</s> He said we should just go through Maletis | ||
+ | **7000 North Cutter Circle | ||
+ | Portland, OR 97217-3953 | ||
+ | (503) 735-2300 | ||
+ | **We would just pick it up day of. No need to pre order. Keg should be about $140 + $30 deposit. | ||
+ | *Also need receptacle for keg and ice | ||
+ | *Other (wine?) Could get case of $3 chuck at Trader Joes if desired | ||
+ | *Maybe a case of swilly cheap beer for those who prefer that? PBR? | ||
+ | *P/U and delivery needed. | ||
+ | |||
==Set Up== | ==Set Up== | ||
+ | '' Advice from previous years: use a Sharpie and write on the table (underneath side, of course) where the table came from, e.g "Meeting Room", "Laptops Recycling Table". [[User:Ali|Ali]] 20:53, 15 July 2010 (UTC)'' | ||
* We need ~8 tables (We have 2 that Meredith could find) | * We need ~8 tables (We have 2 that Meredith could find) | ||
+ | ** use meeting room tables, | ||
* We need ~50 chairs (We have ~30 that Meredith could find) | * We need ~50 chairs (We have ~30 that Meredith could find) | ||
+ | * add some couches, meeting room chairs | ||
* We need grillz (Liane will check into this) | * We need grillz (Liane will check into this) | ||
+ | ** Big grill(meat) near warehouse: confirmed | ||
+ | ** small round webber grill: will be at FG before party | ||
+ | ** small barrel grill : matteo has one, Sergio will ask if we can borrow | ||
* Last year Liane bought a ton of compost-able paper plates, she will try to find them or buy more | * Last year Liane bought a ton of compost-able paper plates, she will try to find them or buy more | ||
+ | ** got them, Kathie checked ,they're in the closet | ||
* We will need to set up trash/recycling/compost bins & make everyone aware that they can compost paper plates & plastic utensils | * We will need to set up trash/recycling/compost bins & make everyone aware that they can compost paper plates & plastic utensils | ||
+ | * Porta Potties | ||
+ | ** ordered 2 PP from Americansan, they'll get delivered around 2 pm on Saturday, should sit next to steel bin, doors facing away from party | ||
==Live Music== | ==Live Music== | ||
− | * | + | * Billy K & friends will be playing for us |
* Sean Morgan will be setting up - Liane is working with him | * Sean Morgan will be setting up - Liane is working with him | ||
==Raffle Prizes== | ==Raffle Prizes== | ||
* Super system made by Build volunteers (Caitlin will talk to Alan) | * Super system made by Build volunteers (Caitlin will talk to Alan) | ||
+ | ** Done | ||
* AV prizes? (Meredith will ask Dirk about this) | * AV prizes? (Meredith will ask Dirk about this) | ||
* T-shirts (Laurel has ordered them) | * T-shirts (Laurel has ordered them) | ||
+ | ** nope | ||
+ | ** T-shirts will probably not be ready by the 24th, certificates instead? | ||
* Cellar Door coffee/gift certificates (Liane will ask Luiz to do this) | * Cellar Door coffee/gift certificates (Liane will ask Luiz to do this) | ||
+ | ** done | ||
* Nosh gift certificates? (Meredith will ask them) | * Nosh gift certificates? (Meredith will ask them) | ||
− | * Classic Game stuff (Tony | + | **Done |
+ | * Classic Game stuff (Tony has a Classic NES +games package) | ||
* $20 Starbucks gift card | * $20 Starbucks gift card | ||
+ | * Could do a lappie, too | ||
+ | * Citybikes will have a basket of goods ready for p/u soon | ||
+ | ** done | ||
+ | * WAiting on reply from Next Adventure | ||
+ | |||
+ | ==Raffle logistics== | ||
+ | *Tony has 300 tickets made up | ||
+ | *Need a scheme for distributing tickets (how to dole them out?) | ||
+ | * part of the buffet, volunteer hands out tickets to each eating person | ||
+ | *Propose having all prizes on a table and first person drawn gets first pick, second pick, etc. Allows for preferences. | ||
==Blaine Chess Challenge== | ==Blaine Chess Challenge== | ||
− | * Tony | + | * Tony has 5 chess boards lined up. Should be good. |
* We should make sure he's in the shade | * We should make sure he's in the shade | ||
+ | |||
+ | ==Post-BBQ Notes== | ||
+ | ===Statistics=== | ||
+ | * We bought 100 meat burgers & hot dogs | ||
+ | * Box of Gardenburgers (~$50) | ||
+ | |||
+ | ===What went well/Positives=== | ||
+ | * We started setting up & getting ready right at 11, which made things less frantic later on. | ||
+ | * Overall we kept it simple (live music fell through) but volunteers seemed to really enjoy themselves nonetheless | ||
+ | * Having a sign-up sheet for volunteers to help with set up the week of the BBQ ensured there were folks to help out | ||
+ | * Raffle went well! We gave one ticket to each volunteer and one extra to each volunteer who participated in the brownie contest. Raffle prizes were awesome & well-received: | ||
+ | ** "Raffle box" - super-awesome high-end system made by Build instructors | ||
+ | ** Mini-DVD player (from Dirk) | ||
+ | ** Original NES with games | ||
+ | ** CityBikes package with bike-related goodies | ||
+ | * People *loved* Blaine's chess challenge & no one beat him | ||
+ | * Shaun Morgan was awesome with helping to set up the sound equipment so we could have music & mic action. | ||
+ | * Watermelon was an excellent choice on this toasty day. | ||
+ | |||
+ | ===For next year=== | ||
+ | * Create a checklist to make planning this easy! | ||
+ | * Announce during the BBQ that you must be present to win the raffle | ||
+ | * Schedule staff tasks way ahead of time to even it out | ||
+ | * Post schedule of events ahead of time | ||
+ | * Designate brownie contest judges ahead of time | ||
+ | * Sandbags to secure the tents! Volunteers got creative & hung recycled system from the top bar with a cord. | ||
+ | * Get a more universal prize for the brownie contest - we gave away coffee & the winner didn't drink coffee | ||
+ | * Notify and invite our neighbors (Market Street Studio tenants & Mcguire) | ||
+ | * Make sure to invite the board well in advance | ||
+ | * Make sure to cancel the middle shift of Hardware ID - it cut into BBQ time | ||
+ | * Put jug of water in the fridge beforehand | ||
+ | * Make sure lemonade is not too strong! | ||
+ | |||
+ | [[Category: Events]] |
Latest revision as of 11:27, 3 August 2010
Saturday, July 24th 4-7 PM
Food
Trader Joes
- Veggie hotdogs (3) $8.97
NEW SEASONS
- Gluten Free
- Hot Dog Buns (6) $6
- Hamburger Buns (4) $6
- pickles (1)$5
PEOPLE'S FOOD CO-OP
- Tofurky - faux meat beer brats (10 pks) $40
- Tomatoes - (7 lbs) $21
- Nayonaise (soy based) (2 x 24 oz) $11
- Lettuce
- Red Leaf (4 bnch) $6
- Green Leaf (2 bnch) $3
- Onions (7 lbs) $14
- potatoes (20lb) $28
- apples (2lb) $4.50
GROCERY OUTLET
- Tortilla Chips (4 pks) $9
- Salsa (2 jugs) $8
- Potato Chips (4 pks) $12
CASH & CARRY
- Soda (3 x 24 cans) $18
- Lemon Syrup (1 jug) $5
- Charcoal (huge bag) $14
- Ketchup (2 x 64 oz) $6.50
- Relish (3 sm jars) $5
- Mustard (Big pump jar) $5
- Hot Dog Buns (4 lg bags) $12
- Hamburger Buns (4 lg bags) $14
- Polish Dogs (2 x 10 lb boxes) $49
- Hot Dogs (2 x 10 lb boxes) $25
- Garden Burgers (big boxes) $51
- Hamburgers (2 big boxes) $41
TOTAL = $427.97
Homemade
- Meredith sent out an e-mail asking staff members if they'd be willing to bring some homemade stuff
- Liane will make her bangin' vegan potato salad
Keep it Legal Brownie Contest 2.0
- Meredith made signs & will post them
- done
- We need judges
- Last year we chose some well-known volunteers to be judges, including Nate. I recommend getting a Board member, staff member, and (star?) volunteer Ali 20:47, 15 July 2010 (UTC)
- Richard?
- Anyone who likes brownies?
- Ended up using 4 volunteers & 1 tie-breaker.
- We need to designate a prize for this
- T-shirt? nope
Booze
- Keg tap (reliable!!!)
- We may have one. Morgan may bring one. Worst case is to rent it from Maletis for $5 +$60 dep.
- Servers Between Jeff R. Leah, RfS and Luiz should have enough legal servers to cover.
- Beer (Ninkasi?)
Tony will call MMillerHe said we should just go through Maletis- 7000 North Cutter Circle
Portland, OR 97217-3953 (503) 735-2300
- We would just pick it up day of. No need to pre order. Keg should be about $140 + $30 deposit.
- Also need receptacle for keg and ice
- Other (wine?) Could get case of $3 chuck at Trader Joes if desired
- Maybe a case of swilly cheap beer for those who prefer that? PBR?
- P/U and delivery needed.
Set Up
Advice from previous years: use a Sharpie and write on the table (underneath side, of course) where the table came from, e.g "Meeting Room", "Laptops Recycling Table". Ali 20:53, 15 July 2010 (UTC)
- We need ~8 tables (We have 2 that Meredith could find)
- use meeting room tables,
- We need ~50 chairs (We have ~30 that Meredith could find)
- add some couches, meeting room chairs
- We need grillz (Liane will check into this)
- Big grill(meat) near warehouse: confirmed
- small round webber grill: will be at FG before party
- small barrel grill : matteo has one, Sergio will ask if we can borrow
- Last year Liane bought a ton of compost-able paper plates, she will try to find them or buy more
- got them, Kathie checked ,they're in the closet
- We will need to set up trash/recycling/compost bins & make everyone aware that they can compost paper plates & plastic utensils
- Porta Potties
- ordered 2 PP from Americansan, they'll get delivered around 2 pm on Saturday, should sit next to steel bin, doors facing away from party
Live Music
- Billy K & friends will be playing for us
- Sean Morgan will be setting up - Liane is working with him
Raffle Prizes
- Super system made by Build volunteers (Caitlin will talk to Alan)
- Done
- AV prizes? (Meredith will ask Dirk about this)
- T-shirts (Laurel has ordered them)
- nope
- T-shirts will probably not be ready by the 24th, certificates instead?
- Cellar Door coffee/gift certificates (Liane will ask Luiz to do this)
- done
- Nosh gift certificates? (Meredith will ask them)
- Done
- Classic Game stuff (Tony has a Classic NES +games package)
- $20 Starbucks gift card
- Could do a lappie, too
- Citybikes will have a basket of goods ready for p/u soon
- done
- WAiting on reply from Next Adventure
Raffle logistics
- Tony has 300 tickets made up
- Need a scheme for distributing tickets (how to dole them out?)
- part of the buffet, volunteer hands out tickets to each eating person
- Propose having all prizes on a table and first person drawn gets first pick, second pick, etc. Allows for preferences.
Blaine Chess Challenge
- Tony has 5 chess boards lined up. Should be good.
- We should make sure he's in the shade
Post-BBQ Notes
Statistics
- We bought 100 meat burgers & hot dogs
- Box of Gardenburgers (~$50)
What went well/Positives
- We started setting up & getting ready right at 11, which made things less frantic later on.
- Overall we kept it simple (live music fell through) but volunteers seemed to really enjoy themselves nonetheless
- Having a sign-up sheet for volunteers to help with set up the week of the BBQ ensured there were folks to help out
- Raffle went well! We gave one ticket to each volunteer and one extra to each volunteer who participated in the brownie contest. Raffle prizes were awesome & well-received:
- "Raffle box" - super-awesome high-end system made by Build instructors
- Mini-DVD player (from Dirk)
- Original NES with games
- CityBikes package with bike-related goodies
- People *loved* Blaine's chess challenge & no one beat him
- Shaun Morgan was awesome with helping to set up the sound equipment so we could have music & mic action.
- Watermelon was an excellent choice on this toasty day.
For next year
- Create a checklist to make planning this easy!
- Announce during the BBQ that you must be present to win the raffle
- Schedule staff tasks way ahead of time to even it out
- Post schedule of events ahead of time
- Designate brownie contest judges ahead of time
- Sandbags to secure the tents! Volunteers got creative & hung recycled system from the top bar with a cord.
- Get a more universal prize for the brownie contest - we gave away coffee & the winner didn't drink coffee
- Notify and invite our neighbors (Market Street Studio tenants & Mcguire)
- Make sure to invite the board well in advance
- Make sure to cancel the middle shift of Hardware ID - it cut into BBQ time
- Put jug of water in the fridge beforehand
- Make sure lemonade is not too strong!