Volunteer Appreciation BBQ 2010

Saturday, July 24th 4-7 PM

Food

NEW SEASONS

• Gluten Free
  • Hot Dog Buns (6) $6
  • Hamburger Buns (4) $6

PEOPLE'S FOOD CO-OP

• Tofurky - faux meat beer brats (10 pks) $40
• Tomatoes - (7 lbs) $21
• Nayonaise (soy based) (2 x 24 oz) $11
• Lettuce
  • Red Leaf (4 bnch) $6
  • Green Leaf (2 bnch) $3
• Onions (7 lbs) $14

GROCERY OUTLET

• Tortilla Chips (4 pks) $9
• Salsa (2 jugs) $8
• Potato Chips (4 pks) $12

CASH & CARRY

• Soda (3 x 24 cans) $15
• Lemon Syrup (1 jug) $5
• Charcoal (huge bag) $14
• Ketchup (2 x 64 oz) $6
• Relish (3 sm jars) $4
• Mustard (Big pump jar) $5
• Hot Dog Buns (4 lg bags) $12
• Hamburger Buns (4 lg bags) $14
• Polish Dogs (2 x 10 lb boxes) $49
• Hot Dogs (2 x 10 lb boxes) $25
• Garden Burgers (big boxes) $51
• Hamburgers (2 big boxes) $41

TOTAL = $357

Homemade

• Meredith sent out an e-mail asking staff members if they'd be willing to bring some homemade stuff
• Liane will make her bangin' vegan potato salad

Keep it Legal Brownie Contest 2.0

• Meredith made signs & will post them
  • done
• We need judges
  • Last year we chose some well-known volunteers to be judges, including Nate. I recommend getting a Board member, staff member, and (star?) volunteer Ali 20:47, 15 July 2010 (UTC)
  • Richard?
  • Anyone who likes brownies?
  • Ended up using 4 volunteers & 1 tie-breaker.
• We need to designate a prize for this
  • T-shirt? nope

Booze

• Keg tap (reliable!!!)
  • We may have one. Morgan may bring one. Worst case is to rent it from Maletis for $5 +$60 dep.
• Servers Between Jeff R. Leah, RfS and Luiz should have enough legal servers to cover.
• Beer (Ninkasi?)
  • Tony will call MMiller He said we should just go through Maletis
  • 7000 North Cutter Circle

Portland, OR 97217-3953 (503) 735-2300

• • We would just pick it up day of. No need to pre order. Keg should be about $140 + $30 deposit.
• Also need receptacle for keg and ice
• Other (wine?) Could get case of $3 chuck at Trader Joes if desired
• Maybe a case of swilly cheap beer for those who prefer that? PBR?
• P/U and delivery needed.

Set Up

Advice from previous years: use a Sharpie and write on the table (underneath side, of course) where the table came from, e.g "Meeting Room", "Laptops Recycling Table". Ali 20:53, 15 July 2010 (UTC)

• We need ~8 tables (We have 2 that Meredith could find)
  • use meeting room tables,
• We need ~50 chairs (We have ~30 that Meredith could find)
• add some couches, meeting room chairs
• We need grillz (Liane will check into this)
  • Big grill(meat) near warehouse: confirmed
  • small round webber grill: will be at FG before party
  • small barrel grill : matteo has one, Sergio will ask if we can borrow
• Last year Liane bought a ton of compost-able paper plates, she will try to find them or buy more
  • got them, Kathie checked ,they're in the closet
• We will need to set up trash/recycling/compost bins & make everyone aware that they can compost paper plates & plastic utensils
• Porta Potties
  • 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

Live Music

• Billy K & friends will be playing for us
• Sean Morgan will be setting up - Liane is working with him

Raffle Prizes

• Super system made by Build volunteers (Caitlin will talk to Alan)
  • Done
• AV prizes? (Meredith will ask Dirk about this)
• T-shirts (Laurel has ordered them)
  • nope
  • T-shirts will probably not be ready by the 24th, certificates instead?
• Cellar Door coffee/gift certificates (Liane will ask Luiz to do this)
  • done
• Nosh gift certificates? (Meredith will ask them)
  • Done
• Classic Game stuff (Tony has a Classic NES +games package)
• $20 Starbucks gift card
• Could do a lappie, too
• Citybikes will have a basket of goods ready for p/u soon
  • done
• WAiting on reply from Next Adventure

Raffle logistics

• Tony has 300 tickets made up
• Need a scheme for distributing tickets (how to dole them out?)
• part of the buffet, volunteer hands out tickets to each eating person
• Propose having all prizes on a table and first person drawn gets first pick, second pick, etc. Allows for preferences.

Blaine Chess Challenge

• Tony has 5 chess boards lined up. Should be good.
• We should make sure he's in the shade

Post-BBQ Notes

Statistics

• We bought 100 meat burgers & hot dogs
• Box of Gardenburgers (~$50)

What went well/Positives

• We started setting up & getting ready right at 11, which made things less frantic later on.
• Overall we kept it simple (live music fell through) but volunteers seemed to really enjoy themselves nonetheless
• Having a sign-up sheet for volunteers to help with set up the week of the BBQ ensured there were folks to help out
• Raffle went well! We gave one ticket to each volunteer and one extra to each volunteer who participated in the brownie contest. Raffle prizes were awesome & well-received:
  • "Raffle box" - super-awesome high-end system made by Build instructors
  • Mini-DVD player (from Dirk)
  • Original NES with games
  • CityBikes package with bike-related goodies
• People *loved* Blaine's chess challenge & no one beat him
• Shaun Morgan was awesome with helping to set up the sound equipment so we could have music & mic action.
• Watermelon was an excellent choice on this toasty day.

For next year

• Create a checklist to make planning this easy!
• Announce during the BBQ that you must be present to win the raffle
• Schedule staff tasks way ahead of time to even it out
• Post schedule of events ahead of time
• Designate brownie contest judges ahead of time
• Sandbags to secure the tents! Volunteers got creative & hung recycled system from the top bar with a cord.
• Get a more universal prize for the brownie contest - we gave away coffee & the winner didn't drink coffee
• Notify and invite our neighbors (Market Street Studio tenants & Mcguire)
• Make sure to invite the board well in advance
• Make sure to cancel the middle shift of Hardware ID - it cut into BBQ time
• Put jug of water in the fridge beforehand
• Make sure lemonade is not too strong!