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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==Tasks==
 
==Tasks==
  
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BBQ'rs (1pm-5pm):
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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Food Prep (1pm-3pm):
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|- style="background:black; color:white"
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!| Time
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!| Task
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!| Who
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Set up - including tent, tables, chairs, food tables, art tables, etc! (11pm----) - have sign up sheet week before to folks to help with this:
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!| Where
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!| Items Needed
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Block Parking lot:
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|| 1:00pm-3:00pm ||Food Prep||  ||  ||
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Chess station set-up (in the shade) – 5 boards (2:30pm):
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Food Servers (3pm-6pm):
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|| 1:00pm-5:00pm ||BBQr's||  ||  ||
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Bartenders (3pm-8pm):
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|| 1:00pm-5:00pm ||BBQr's||  ||  ||
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Secret Service:
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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):
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||  ||Set up||Sign up sheet||Parking Lot|| tent, tables, chairs, food tables, art tables, etc!||
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|-
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2 Floaters (2pm-6pm):
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|| 1:00pm-5:00pm ||Block Parking Lot||  ||  ||
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Trivia (4-4:30pm)MC:
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Awards and Raffle presenter (4:30pm-5pm):
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|| 2:30pm ||Chess station set-up|| ||In the shade ||5 chess boards ||
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Art Contest Presenter (5pm-5:15pm):
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Desert “keeping it legal judges” Board member, staff member, and (star?) volunteer(5:30pm):
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|| 3:00-6:00pm ||Serving Food||  ||  ||
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Band (6:30pm-8pm):
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*
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|| 3:00-8:00pm|| Bartenders ||  ||  || Keg, keg cups||
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Stage crew (6:30pm-9pm:
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|| 3:00-8:00pm|| Secret Service ||  ||  || Numchucks||
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Clean-up crew (8pm-9:30pm):
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|| 3:00-5:00pm|| Greeters: handing out name tags and raffle tickets || 2 ||  || Raffle tickets, name tags, pens||
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|-
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|| 2:00pm-6:00pm ||Floaters|| 2 ||  ||
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|-
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|| 4:00pm-4:30pm ||Trivia Contest|| MC ||  || Trivia questions, answer sheets||
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|| 4:30pm-5:00pm ||Awards and Raffle|| Presenter ||  || Prizes||
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|| 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 ||  || ||
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|| 6:30pm-9:00pm ||Stage Crewing||  ||  || ||
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|| 8:00pm-9:30pm ||Clean Up||  ||  || ||
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|}
  
  
 
Items We Need:
 
Items We Need:
 
BBQ – how many do we have?  Where are they?  (Ask Darryl or Santiago)
 
BBQ – how many do we have?  Where are they?  (Ask Darryl or Santiago)
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*
 
  
 
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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garbage cans and bags_____
 
garbage cans and bags_____
 
Clearly marked recycling bins and compost bins_____
 
Clearly marked recycling bins and compost bins_____
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Ice and coolers_____
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Ice and coolers_____*
  
 
Food We Need:
 
Food We Need:
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burger buns_____
 
burger buns_____
 
hot dog buns_____
 
hot dog buns_____
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chips_____
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chips_____*
 
onions_____
 
onions_____
 
pickles_____
 
pickles_____

Revision as of 14:46, 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
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
8:00pm-9:30pm Clean Up


Items We Need: BBQ – how many do we have? Where are they? (Ask Darryl or Santiago)

Tent – How many do we have? How big is it? Who knows how to set it up? Where is it?__


Tables and Chairs – how many do we have? Where are they? (Ask Darryl) – Need at least 8 tables and 50 chairs


Jugs for water – how many do we have? Where are they? (Possibly look in tree house)


OLCC license for beer and keg? (Ask Richard)


Serving trays_____ 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: Burgers – veggie and meat_____ hot dogs – veggie and meat_____ burger buns_____ hot dog buns_____ chips_____* onions_____ pickles_____ tomatoes_____ lettuce_____ condiments_____ keg and keg tap_____* water_____ soda_____ salads_____ watermelon_____ Sides – staff bring sides?_____ Brownies - contestants_____

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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