Volunteer Appreciation BBQ 2009

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

Offered to help closer to event

Delegate tasks closer to event to:

• Laurel 1.0 - face painting
• Laurel 2.0
• Sean Morgan - stage crew electrical - NO LIFTING!

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

1. Thank ALL Volunteers - MC 5 min.
2. Select Brownie Judges & lead tasting - Ali 5 min.
3. Announce T-shirt winner - Luiz 5 min.
4. Draw Raffle winners & Award Prizes - 15 min.
5. Announce Brownie Winners & Award Prizes - 5 min.

• 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 - 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
• homemade potato salad
• homemade brownies
• utensils: forks, plates, napkins, cups, knives, spoons

Game Plan

• post schedule of events so Volunteers know what to expect
• begin cooking at 1:30 or 2 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!

Shopping List

Shoppers: Liane & Michael

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 ;)

Script for MC

Creator: MK

History and other resources

• Notes from our 2008 BBQ .