Volunteer BBQ Checklist July 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-Sarah
- Check in with Market Studios-Sarah
- 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
- 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 | |||||
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 |
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Items We Will Need
ItemTasks | 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 | Tasks | |||||
Serving spoons and folks | ||||||
Tongs and spatulas to grill with | ||||||
Charcoal | ||||||
Serving bowls | ||||||
Plates | ||||||
Napkins | ||||||
Forks | ||||||
Cutting knives for brownies | Tasks | |||||
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. |
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