Difference between revisions of "Volunteer BBQ Checklist July 2011"

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*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)_________*
 
*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)________
−
*Talk to volunteer about building superbox and cool A/V stuff___________
+
*Talk to volunteer about building superbox and cool A/V stuff___________||||
 
*Invite Board members to BBQ!_______
 
*Invite Board members to BBQ!_______
 
*Confirm a band and work closely with them on what they need__________
 
*Confirm a band and work closely with them on what they need__________
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Time
+
!| Time||||
 
!| Task
 
!| Task
 
!| Who
 
!| Who
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|-
 
|-
 
||  ||Set up||Sign up sheet||Parking Lot|| tent, tables, chairs, food tables, art tables, etc!||
 
||  ||Set up||Sign up sheet||Parking Lot|| tent, tables, chairs, food tables, art tables, etc!||
−
|-
+
|-Hot Dog Buns
 
|| 1:00pm-5:00pm ||Block Parking Lot||  ||  ||
 
|| 1:00pm-5:00pm ||Block Parking Lot||  ||  ||
 
|-
 
|-
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|| 4:00pm-4:30pm ||Trivia Contest|| MC ||  || Trivia questions, answer sheets||
 
|| 4:00pm-4:30pm ||Trivia Contest|| MC ||  || Trivia questions, answer sheets||
 
|-
 
|-
−
|| 4:30pm-5:00pm ||Awards and Raffle|| Presenter ||  || Prizes||
+
|| 4:30pm-5:00pm ||Awards and Raffle|| Presenter ||  || Prizes||||||
 
|-
 
|-
 
|| 5:00pm-5:30pm ||"Keep It Legal" Brownie Contest|| Board member, staff member and volunteer ||  || ||
 
|| 5:00pm-5:30pm ||"Keep It Legal" Brownie Contest|| Board member, staff member and volunteer ||  || ||
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|| 6:30pm-8:00pm ||Music|| A Band ||  || ||
 
|| 6:30pm-8:00pm ||Music|| A Band ||  || ||
 
|-
 
|-
−
|| 6:30pm-9:00pm ||Stage Crewing||  ||  || ||
+
|| 6:30pm-9:00pm ||Stage Crewing||  ||  || ||via Volunteers who are building it
 
|-
 
|-
 
|| 8:00pm-9:30pm ||Clean Up||  ||  || ||
 
|| 8:00pm-9:30pm ||Clean Up||  ||  || ||
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|}||
 
|}||
  
−
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
+
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 via Volunteers who are building itwidth=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
 
!| Item
 
!| Item
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!| Notes
 
!| Notes
 
|-
 
|-
−
|| Infrastructure ||
+
|| '''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?||
 
|| Tent||||  ||  ||How many do we have?  How big is it?  Who knows how to set it up?  Where is it?||
 
|-
 
|-
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|-
 
|-
 
|| Chairs ||50 |||||| how many do we have?  Where are they?  (Ask Darryl)||
 
|| Chairs ||50 |||||| how many do we have?  Where are they?  (Ask Darryl)||
−
|-
+
|-||||via Volunteers who are building it
 
|| Clearly marked recycling bins and compost bins ||||  ||  ||
 
|| Clearly marked recycling bins and compost bins ||||  ||  ||
 
|-
 
|-
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|-
 
|-
 
|| BBQ ||2||  ||How many do we have?  Where are they?  (Ask Darryl or Santiago)||
 
|| 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)||
 
|| Jugs for water||  ||  ||  || how many do we have?  Where are they?  (Possibly look in tree house)||
 
|-
 
|-
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|-
 
|-
 
|| Serving trays||  ||  ||  || ||
 
|| Serving trays||  ||  ||  || ||
−
|-
+
|-||||
 
|| Serving spoons and folks ||||||  ||
 
|| Serving spoons and folks ||||||  ||
 
|-
 
|-
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|-
 
|-
 
|| Napkins||||  ||  || ||
 
|| Napkins||||  ||  || ||
−
|-
+
|-via Volunteers who are building it
 
||Forks ||||  ||  || ||
 
||Forks ||||  ||  || ||
 
|-
 
|-
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||Ice and coolers ||||  ||  || ||
 
||Ice and coolers ||||  ||  || ||
 
|-
 
|-
−
||Food||
+
||'''Food'''||
 
|-
 
|-
 
|| Burgers (meat) ||||  ||||
 
|| Burgers (meat) ||||  ||||
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|-
 
|-
 
|| Chips ||||  ||  || ||
 
|| Chips ||||  ||  || ||
−
|-   
+
|-  ||||
 
|| Onions |||| ||  || ||
 
|| Onions |||| ||  || ||
 
|-
 
|-
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|-
 
|-
 
|| Soda ||||  ||  || ||
 
|| Soda ||||  ||  || ||
−
|-
+
|-||||
 
|| Salads ||||  ||  || ||
 
|| Salads ||||  ||  || ||
 
|-
 
|-
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|-
 
|-
 
|| Sides ||||  ||  ||staff bring sides? ||
 
|| Sides ||||  ||  ||staff bring sides? ||
−
|-
+
|-||||
 
|| Brownies ||||  ||  ||Contestants will bring||
 
|| Brownies ||||  ||  ||Contestants will bring||
 
|-
 
|-
−
||Prizes For Raffle||
+
||'''Prizes For Raffle'''||
−
|-
 
−
|| Superbox ||1||  ||Eliz. via Volunteers who are building it||
 
−
|-
 
−
|| Game Systems||  ||  ||  || Eliz. via Mike Millar||
 
−
|-
 
−
|| LCD Monitors|| 2 ||  ||  || ||Eliz.||
 
−
|-
 
−
|| Gift Certificates to other places|| 5? ||  ||  || Eliz. ||
 
−
|-
 
−
|| Free Geek T-Shirts ||||||  ||
 
−
|-
 
−
|| Hot Dog Buns ||||  ||  || ||
 
−
|-
 
−
|| Chips ||||  ||  || ||
 
−
|-  (vegan
 
−
|| Onions |||| ||  || ||
 
−
|-
 
−
|| Pickles ||||  ||  || ||
 
−
|-
 
−
|| Tomatoes ||||  ||  || ||
 
 
|-
 
|-
−
|| Lettuce |||| || || ||
+
|| Superbox ||1|| Build Volunteers ||Eliz.||
 +
|- via Volunteers who are building it
 +
|| Game Systems||2|| Thrift Store (Mike Millar) ||Eliz.||
 
|-
 
|-
−
|| Cutting knives for brownies |||| ||  || ||
+
|| LCD Monitors||1|| Production ||Eliz||
 
|-
 
|-
−
|| Condiments |||| ||  || ||
+
|| Gift Certificates to other places||8|| ? ||Eliz.||
 
|-
 
|-
−
|| Keg and keg tap |||| ||  || ||
+
|| Free Geek T-Shirts ||3|| via Volunteers who are building itThrift Store ||Eliz.||
 
|-
 
|-
−
|| Water |||| ||  || ||
+
|| Cool AV Stuff ||2?|| Dirk ||Eliz.||
 
|-
 
|-
−
|| Soda ||||  ||  || ||
 
−
|-
 
−
|| Salads ||||  ||  || ||
 
−
|-
 
−
|| Watermelon ||||  ||  || ||
 
−
|-
 
−
|| Sides ||||  ||  ||staff bring sides? ||
 
−
|-
 
−
|| Brownies ||||  ||  ||Contestants will bring||
 
 
|-
 
|-
 
|}||
 
|}||

Revision as of 15:43, 2 June 2011

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 ________
  • Check in with Market Studios___________
  • Create Trivia game___________
  • Designate Trivia MC__________
  • Find out which area of Free Geek will be open and who can help__________
  • Check with Blaine about Chess contest and set up________
  • 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)_________*
  • Design Poster for BBQ to post all over (make sure this includes schedule of events)________
  • Talk to volunteer about building superbox and cool A/V stuff___________||||
  • Invite Board members to BBQ!_______
  • Confirm a band and work closely with them on what they need__________
  • Schedule folks to help in different areas__________

Tasks

Time Task Who Where Items Needed
1:00pm-3:00pm Food Prep
1:00pm-5:00pm BBQr's BBQ
1:00pm-5:00pm BBQr's
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
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 via Volunteers who are building it
8:00pm-9:30pm Clean Up

||

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.

||


Prizes* Free Geek T-Shirts? Give to band members? Thrift Store Gift Certificates? Cool AV stuff? Super box? (last year made by build volunteers)

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