Volunteer Appreciation BBQ 2009
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Date: Saturday, July 25th, 2009 Time: 3 or 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
- Planners/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 - write script
- MK - make schedule of events
- MK - acquire raffle & brownie contest supplies & awards
- Meera - made brownie crown & sashes
- Kathie/Leslie/Wizzard - 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 =
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 ;)
History and other resources
- Notes from our 2008 BBQ .