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 ________
- 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
BBQ'rs (1pm-5pm): Food Prep (1pm-3pm):
Set up - including tent, tables, chairs, food tables, art tables, etc! (11pm----) - have sign up sheet week before to folks to help with this:
Block Parking lot:
Chess station set-up (in the shade) – 5 boards (2:30pm): Food Servers (3pm-6pm):
Bartenders (3pm-8pm): Secret Service: 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):
2 Floaters (2pm-6pm): Trivia (4-4:30pm)MC: Awards and Raffle presenter (4:30pm-5pm): Art Contest Presenter (5pm-5:15pm): Desert “keeping it legal judges” Board member, staff member, and (star?) volunteer(5:30pm): Band (6:30pm-8pm):
Stage crew (6:30pm-9pm:
Clean-up crew (8pm-9:30pm):
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)