Volunteer BBQ Checklist July 2011

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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

Time Task Who Where Items Needed
1:00pm-3:00pm Food Prep
1:00pm-5:00pm BBQr's
1:00pm-5:00pm BBQr's
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


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)

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