Difference between revisions of "Volunteer Appreciation BBQ 2009"
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Date: Saturday, July 25th, 2009 | Date: Saturday, July 25th, 2009 | ||
− | Time: | + | Time: 4 to 8 PM |
Free Geek open 11 AM - 3 PM | Free Geek open 11 AM - 3 PM | ||
BBQ starts at 4 PM - 8 PM | BBQ starts at 4 PM - 8 PM | ||
Line 11: | Line 11: | ||
==Roles== | ==Roles== | ||
− | * | + | * Event Leaders: MK, Liane, Michael, Evan |
* Liane & Michael - Grocery shopping | * Liane & Michael - Grocery shopping | ||
* Laurel 1.0 - face painting | * Laurel 1.0 - face painting | ||
Line 29: | Line 29: | ||
* MK - acquire raffle & brownie contest supplies & awards | * MK - acquire raffle & brownie contest supplies & awards | ||
* Meera - make brownie crown & sashes | * Meera - make brownie crown & sashes | ||
− | * Kathie/Leslie/Wizzard - Food prep | + | * Kathie/Leslie/Wizzard/Leo - Food prep |
* Ezra - on call tour guide (not utilized) | * Ezra - on call tour guide (not utilized) | ||
* Evan/Tim/Santiago/Steven/Michael/Luiz/others - bartenders | * Evan/Tim/Santiago/Steven/Michael/Luiz/others - bartenders | ||
Line 85: | Line 85: | ||
food, beverages, live music, face painting, raffle & more! | food, beverages, live music, face painting, raffle & more! | ||
− | ==Expenses for BBQ== | + | == Expenses for BBQ == |
===Food & Beverage=== | ===Food & Beverage=== | ||
* food by LK: $330.08 (including some drinks) | * food by LK: $330.08 (including some drinks) | ||
Line 97: | Line 97: | ||
===Other=== | ===Other=== | ||
− | * Amerisanican - 2 portable toilets = | + | * Amerisanican - 2 portable toilets = waiting for receipt |
===Non-Monetary Expenses=== | ===Non-Monetary Expenses=== | ||
Line 107: | Line 107: | ||
* Staff time, effort & sanity ;) | * 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=== | ||
+ | * "Keep It Legal" Brownie Contest - confused about when okay to eat 'em | ||
+ | * video game helped with wait in line | ||
+ | * raffle was fun and successful | ||
+ | * 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 | ||
+ | |||
+ | - need more next time, or lemonade/cooler, etc. - don't spend more | ||
+ | |||
+ | thank you cards: | ||
+ | - morgan | ||
+ | - ethel deatherage | ||
+ | - blaine | ||
+ | - laurel 1.0 | ||
+ | - pagan jug band | ||
+ | - bad apple | ||
+ | - concentrates - done! | ||
+ | - dirk! | ||
+ | - evan & dick, leslie, too! | ||
+ | - meera hayes (sp?) | ||
+ | |||
+ | costs: | ||
+ | liane put hers into wiki | ||
+ | Mk, Michael do the same | ||
+ | include Evan's reimbursements | ||
== History and other resources == | == History and other resources == | ||
* Notes from our 2008 [[BBQ | BBQ ]]. | * Notes from our 2008 [[BBQ | BBQ ]]. |
Revision as of 18:00, 29 July 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 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
- Thank ALL Volunteers - MC 5 min.
- Select Brownie Judges & lead tasting - Ali 5 min.
- Announce T-shirt winner - Luiz 5 min.
- Draw Raffle winners & Award Prizes - 15 min.
- Announce Brownie Winners & Award Prizes - 5 min.
- 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
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
- raffle with kick-ass A/V prizes from Dirk
- brownie contest & prizes
- select judges & bring them onstage with MC
- back-up plan: all ages movie projected onto wall if bands end early or other unforeseen issue
food, beverages, live music, face painting, raffle & more!
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
- "Keep It Legal" Brownie Contest - confused about when okay to eat 'em
- video game helped with wait in line
- raffle was fun and successful
- 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
- need more next time, or lemonade/cooler, etc. - don't spend more
thank you cards: - morgan - ethel deatherage - blaine - laurel 1.0 - pagan jug band - bad apple - concentrates - done! - dirk! - evan & dick, leslie, too! - meera hayes (sp?)
costs: liane put hers into wiki Mk, Michael do the same include Evan's reimbursements
History and other resources
- Notes from our 2008 BBQ .