Difference between revisions of "Volunteer BBQ Checklist July 2011"

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(New page: ===Volunteer BBQ!!!!=== *Date: July 9th *Time: 3pm-8pm *Location: Market Studios Parking lot ==Schedule (tentative)== Time could possibly be pushed back to 4pm *3-4: Food *4-4:30pm: ...)
 
 
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==To Do:==
 
==To Do:==
−
*Check in with staff on what they think about presenting big awards to volunteers ________
+
*Check in with staff on what they think about presenting big awards to volunteers-Sarah - done
−
*Check in with Market Studios___________
+
*Check in with Market Studios-Sarah - done
−
*Create Trivia game___________
+
*Create Trivia game-Jahsie
−
*Designate Trivia MC__________
+
*Designate Trivia MC-?
−
*Find out which area of Free Geek will be open and who can help__________
+
*Find out which area of Free Geek will be open and who can help-Sarah
−
*Check with Blaine about Chess contest and set up________
+
*Check with Blaine about Chess contest and set up-Liliana
−
*Do we need portable toilets? (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)_________
+
*Do we need portable toilets? (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)-Sarah
−
*Design Poster for BBQ to post all over (make sure this includes schedule of events)________
+
*Design Poster for BBQ to post all over (make sure this includes schedule of events)-Eliz
−
*Talk to volunteer about building superbox and cool A/V stuff___________
+
*Talk to volunteer about building superbox and cool A/V stuff-Eliz
−
*Invite Board members to BBQ!_______
+
*Invite Board members to BBQ!-Sarah - done
−
*Confirm a band and work closely with them on what they need__________
+
*Confirm a band and work closely with them on what they need-Eliz
−
*Schedule folks to help in different areas__________
+
*Schedule folks to help in different areas-Sarah
−
 
 
−
==Tasks==
 
−
 
 
−
BBQ'rs (1pm-5pm):
 
−
Food Prep (1pm-3pm):
 
−
 
 
−
 
 
−
 
 
−
Set up  - including tent, tables, chairs, food tables, art tables, etc! (11pm----) - have sign up sheet week before to folks to help with this:
 
−
 
 
−
Block Parking lot:
 
−
 
 
−
Chess station set-up (in the shade) – 5 boards (2:30pm):
 
−
Food Servers (3pm-6pm):
 
−
 
 
−
Bartenders (3pm-8pm):
 
−
Secret Service:
 
−
2 Greeters to hand out raffle tickets and name badges – will need a small table.  Make sure the name is legible – have to be present to win?(3pm-5pm):
 
−
 
 
−
2 Floaters (2pm-6pm):
 
−
Trivia (4-4:30pm)MC:
 
−
Awards and Raffle presenter (4:30pm-5pm):
 
−
Art Contest Presenter (5pm-5:15pm):
 
−
Desert “keeping it legal judges” Board member, staff member, and (star?) volunteer(5:30pm):
 
−
Band (6:30pm-8pm):
 
−
*
 
−
Stage crew (6:30pm-9pm:
 
−
 
 
−
Clean-up crew (8pm-9:30pm):
 
−
 
 
−
 
 
−
 
 
−
Items We Need:
 
−
BBQ – how many do we have?  Where are they?  (Ask Darryl or Santiago)
 
−
 
 
 
*
 
*
 +
==Run Sheet For BBQ==
  
−
Tent – How many do we have? How big is it? Who knows how to set it up? Where is it?__
+
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
−
 
+
|- style="background:black; color:white"
−
 
+
!| Time
−
 
+
!| Task
−
Tables and Chairs – how many do we have? Where are they? (Ask Darryl) – Need at least 8 tables and 50 chairs
+
!| Who
−
 
+
!| Where
−
 
+
!| Items Needed
−
Jugs for water – how many do we have? Where are they? (Possibly look in tree house)
+
|-
 +
|| 1:00pm-3:00pm ||Food Prep||  ||  ||
 +
|-*
 +
|| 1:00pm-5:00pm ||BBQr's||  ||  ||BBQ||
 +
|-
 +
|| ||Set up||Sign up sheet||Parking Lot|| tent, tables, chairs, food tables, art tables, etc!||
 +
|-
 +
|| 1:00pm-5:00pm ||Block Parking Lot|| ||  ||
 +
|-
 +
|| 2:30pm ||Chess station set-up|| ||In the shade  ||5 chess boards ||
 +
|-
 +
|| 3:00-6:00pm ||Serving Food|| ||  ||
 +
|-
 +
|| 3:00-8:00pm|| Bartenders ||  ||  || Keg, keg cups||
 +
|-
 +
|| 3:00-8:00pm|| Secret Service ||  ||  || Numchucks||||
 +
|-
 +
|| 3:00-5:00pm|| Greeters: handing out name tags and raffle tickets || 2 ||  || Raffle tickets, name tags, pens||
 +
|-
 +
|| 2:00pm-6:00pm ||Floaters|| 2 ||  ||Food-Related Items
 +
|-
 +
|| 4:00pm-4:30pm ||Trivia Contest|| MC ||  || Trivia questions, answer sheets||
 +
|-
 +
|| 4:30pm-5:00pm ||Awards and Raffle|| Presenter || || Prizes||||||
 +
|-
 +
|| 5:00pm-5:30pm ||"Keep It Legal" Brownie Contest|| Board member, staff member and volunteer || || ||
 +
|-
 +
|| 6:30pm-8:00pm ||Music|| A Band ||  || ||
 +
|-
 +
|| 6:30pm-9:00pm ||Stage Crewing||  ||  || ||
 +
|-
 +
|| 8:00pm-9:30pm ||Clean Up|| || || ||
 +
|-
 +
|}||
  
 +
==Items We Will Need==
  
−
OLCC license for beer and keg? (Ask Richard)
+
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 via Volunteers who are building itwidth=100%
 +
|- style="background:black; color:white"
 +
!| Item
 +
!| Quantity
 +
!| Source
 +
!| Who
 +
!| Notes
 +
|-
 +
|| '''Infrastructure''' ||
 +
|-||||via Volunteers who are building it
 +
|| Tent||||  ||  ||How many do we have?  How big is it?  Who knows how to set it up?  Where is it?||
 +
|-
 +
|| Tables ||8||  ||  ||
 +
|-
 +
|| Chairs ||50 |||||| how many do we have?  Where are they?  (Ask Darryl)||
 +
|-
 +
|| Clearly marked recycling bins and compost bins ||||  ||  ||
 +
|-
 +
||''' Food-Related Items''' ||
 +
|-
 +
|| BBQ ||2||  ||How many do we have?  Where are they?  (Ask Darryl or Santiago)||
 +
|- ||||
 +
|| Jugs for water||  ||  ||  || how many do we have?  Where are they?  (Possibly look in tree house)||
 +
|-
 +
|| OLCC license for beer and keg||  || ||  || (Ask Richard or Darryl)||||
 +
|-
 +
|| Serving trays||  ||  ||  || ||
 +
|-
 +
|| Serving spoons and folks ||||||  ||
 +
|-
 +
|| Tongs and spatulas to grill with ||||  ||  || ||
 +
|-
 +
|| Charcoal ||||  ||  || ||
 +
|-
 +
|| Serving bowls ||||  ||  || ||
 +
|-
 +
|| Plates ||||  ||  || ||
 +
|-
 +
|| Napkins||||  ||  || ||
 +
|-
 +
||Forks ||||  ||  || ||
 +
|-
 +
||Cutting knives for brownies ||||  ||  || ||
 +
|-
 +
||Knives for condiments ||||  ||  || ||
 +
|-
 +
||Ice and coolers ||||  ||  || ||
 +
|-
 +
||'''Food'''||
 +
|-
 +
|| Burgers (meat) ||||  ||||
 +
|-
 +
|| Burgers (veggie)||  ||  ||  || ||
 +
|-
 +
|| Hot Dogs (meat)||  ||  ||  || ||||
 +
|-
 +
|| Hot Dogs (vegan)|| ||  ||  || ||
 +
|-
 +
|| Burger Buns ||||||  ||
 +
|-
 +
|| Hot Dog Buns ||||  ||  || ||
 +
|-
 +
|| Chips ||||  ||  || ||
 +
|-  ||||Tasks
 +
|| Onions |||| ||  || ||
 +
|-
 +
|| Pickles ||||  ||  || ||
 +
|-
 +
|| Tomatoes ||||  ||  || ||
 +
|-
 +
|| Lettuce ||||  ||  || ||
 +
|-
 +
|| Cutting knives for brownies ||||  ||  || ||
 +
|-
 +
|| Condiments ||||  ||  || ||
 +
|-
 +
|| Keg and keg tap ||||  ||  || ||
 +
|-
 +
|| Water ||||  ||  || ||
 +
|-
 +
|| Soda ||||  ||  || ||
 +
|-||||
 +
|| Salads ||||  ||  || ||
 +
|-
 +
|| Watermelon ||||  ||  || ||
 +
|-
 +
|| Sides ||||  ||  ||staff bring sides? ||
 +
|-
 +
|| Brownies ||||  ||  ||Contestants will bring||
 +
|-
 +
||'''Prizes For Raffle'''||
 +
|-
 +
|| Superbox ||1|| Build Volunteers ||Eliz.||
 +
|- via Volunteers who are building it
 +
|| Game Systems||2|| Thrift Store (Mike Millar) ||Eliz.||
 +
|-
 +
|| LCD Monitors||1|| Production ||Eliz||
 +
|-
 +
|| Gift Certificates to other places||8|| ? ||Eliz.||
 +
|-
 +
|| Free Geek T-Shirts ||3|| via Volunteers who are building itThrift Store ||Eliz.||
 +
|-
 +
|| Cool AV Stuff ||2?|| Dirk ||Eliz.||
 +
|-
 +
|-
 +
|}
  
 +
==Raffle==
  
−
Serving trays_____
+
Places to ask for donations from:
−
Serving spoons and folks_____
 
−
Tongs and spatchulas to grill with_____
 
−
Charcoal_____
 
−
Serving bowls_____
 
−
plates_____
 
−
napkins_____
 
−
forks_____
 
−
cutting knives for brownies_____
 
−
knives for condiments_____
 
−
name tags for volunteers and staff with sharpies_____
 
−
Band equipment
 
−
garbage cans and bags_____
 
−
Clearly marked recycling bins and compost bins_____
 
−
Ice and coolers_____
 
  
−
Food We Need:
+
*NOSH
−
Burgers – veggie and meat_____
+
*City Bikes
−
hot dogs – veggie and meat_____
+
*Next Adventure
−
burger buns_____
+
*Burgerville
−
hot dog buns_____
+
*Living Room Theatre
−
chips_____
+
*Community Cycling Center
−
onions_____
+
*Voodoo Donughts
−
pickles_____
+
*Cellar Door
−
tomatoes_____
+
*Common Ground Wellness Center
−
lettuce_____
+
*Float On
−
condiments_____
+
*Milagro Theatre
−
keg and keg tap_____*
+
*Broadway Rose Theatre
−
water_____
+
*Northwest Children's Theatre
−
soda_____
+
*Portland Zoo
−
salads_____
+
*OMSI Tickets--don't need
−
watermelon_____
+
*Trimet
−
Sides – staff bring sides?_____
+
*Portland Taiko
−
Brownies - contestants_____
+
*Lotus Seed
 +
*Leach Gardens
 +
*Red and Black Cafe
 +
*Japanese Garden
 +
*Chinese Garden
 +
*Lucky Lab
 +
*Green Dragon
 +
*Roadside Attraction
 +
*Paradox
 +
*Po'Shines
 +
*Alberta Food Coop
 +
*Alberta Street Pub
 +
*Pambiche
 +
*Zupan's
 +
*New Seasons
 +
*Nike
 +
*Adidas
 +
*Fit Right Running
 +
*Everyday Music
 +
*Powell's
 +
*El Palenque
 +
*World Forestry Museum
 +
*Portland Children's Museum
 +
*Portland Art Museum
 +
*Zenger's Farm
 +
*Portland Farmer's Market
 +
*Moonstruck Chocolates
 +
*Rimsky-Korsakoffe House
 +
*The Tao of Tea
 +
*Friends of Trees
 +
*Portland Nursery
 +
*Portland Playground Gym
 +
*Climbing Place on my bike route
  
−
Prizes*
+
[[Category: Inreach]]
−
Free Geek T-Shirts?  Give to band members?
 
−
Thrift Store Gift Certificates?
 
−
Cool AV stuff?
 
−
Super box?  (last year made by build volunteers)
 

Latest revision as of 11:09, 15 May 2012

Volunteer BBQ!!!!

  • Date: July 9th
  • Time: 3pm-8pm
  • Location: Market Studios Parking lot

Schedule (tentative)

Time could possibly be pushed back to 4pm

  • 3-4: Food
  • 4-4:30pm: Trivia
  • 4:30pm-5pm: Awards and Raffle (for super box)
  • 5:00-5:15pm: Art Contest
  • 5:15-6:30pm Desert – Keeping it legal brownie contest
  • 6:30pm-8pm: Band!

To Do:

  • Check in with staff on what they think about presenting big awards to volunteers-Sarah - done
  • Check in with Market Studios-Sarah - done
  • Create Trivia game-Jahsie
  • Designate Trivia MC-?
  • Find out which area of Free Geek will be open and who can help-Sarah
  • Check with Blaine about Chess contest and set up-Liliana
  • Do we need portable toilets? (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)-Sarah
  • Design Poster for BBQ to post all over (make sure this includes schedule of events)-Eliz
  • Talk to volunteer about building superbox and cool A/V stuff-Eliz
  • Invite Board members to BBQ!-Sarah - done
  • Confirm a band and work closely with them on what they need-Eliz
  • Schedule folks to help in different areas-Sarah

Run Sheet For BBQ

Time Task Who Where Items Needed
1:00pm-3:00pm Food Prep
1:00pm-5:00pm BBQr's BBQ
Set up Sign up sheet Parking Lot tent, tables, chairs, food tables, art tables, etc!
1:00pm-5:00pm Block Parking Lot
2:30pm Chess station set-up In the shade 5 chess boards
3:00-6:00pm Serving Food
3:00-8:00pm Bartenders Keg, keg cups
3:00-8:00pm Secret Service Numchucks
3:00-5:00pm Greeters: handing out name tags and raffle tickets 2 Raffle tickets, name tags, pens
2:00pm-6:00pm Floaters 2 Food-Related Items
4:00pm-4:30pm Trivia Contest MC Trivia questions, answer sheets
4:30pm-5:00pm Awards and Raffle Presenter Prizes
5:00pm-5:30pm "Keep It Legal" Brownie Contest Board member, staff member and volunteer
6:30pm-8:00pm Music A Band
6:30pm-9:00pm Stage Crewing
8:00pm-9:30pm Clean Up

||

Items We Will Need

Item Quantity Source Who Notes
Infrastructure
Tent How many do we have? How big is it? Who knows how to set it up? Where is it?
Tables 8
Chairs 50 how many do we have? Where are they? (Ask Darryl)
Clearly marked recycling bins and compost bins
Food-Related Items
BBQ 2 How many do we have? Where are they? (Ask Darryl or Santiago)
Jugs for water how many do we have? Where are they? (Possibly look in tree house)
OLCC license for beer and keg (Ask Richard or Darryl)
Serving trays
Serving spoons and folks
Tongs and spatulas to grill with
Charcoal
Serving bowls
Plates
Napkins
Forks
Cutting knives for brownies
Knives for condiments
Ice and coolers
Food
Burgers (meat)
Burgers (veggie)
Hot Dogs (meat)
Hot Dogs (vegan)
Burger Buns
Hot Dog Buns
Chips
Onions
Pickles
Tomatoes
Lettuce
Cutting knives for brownies
Condiments
Keg and keg tap
Water
Soda
Salads
Watermelon
Sides staff bring sides?
Brownies Contestants will bring
Prizes For Raffle
Superbox 1 Build Volunteers Eliz.
Game Systems 2 Thrift Store (Mike Millar) Eliz.
LCD Monitors 1 Production Eliz
Gift Certificates to other places 8 ? Eliz.
Free Geek T-Shirts 3 via Volunteers who are building itThrift Store Eliz.
Cool AV Stuff 2? Dirk Eliz.

Raffle

Places to ask for donations from:

  • NOSH
  • City Bikes
  • Next Adventure
  • Burgerville
  • Living Room Theatre
  • Community Cycling Center
  • Voodoo Donughts
  • Cellar Door
  • Common Ground Wellness Center
  • Float On
  • Milagro Theatre
  • Broadway Rose Theatre
  • Northwest Children's Theatre
  • Portland Zoo
  • OMSI Tickets--don't need
  • Trimet
  • Portland Taiko
  • Lotus Seed
  • Leach Gardens
  • Red and Black Cafe
  • Japanese Garden
  • Chinese Garden
  • Lucky Lab
  • Green Dragon
  • Roadside Attraction
  • Paradox
  • Po'Shines
  • Alberta Food Coop
  • Alberta Street Pub
  • Pambiche
  • Zupan's
  • New Seasons
  • Nike
  • Adidas
  • Fit Right Running
  • Everyday Music
  • Powell's
  • El Palenque
  • World Forestry Museum
  • Portland Children's Museum
  • Portland Art Museum
  • Zenger's Farm
  • Portland Farmer's Market
  • Moonstruck Chocolates
  • Rimsky-Korsakoffe House
  • The Tao of Tea
  • Friends of Trees
  • Portland Nursery
  • Portland Playground Gym
  • Climbing Place on my bike route
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