Volunteer BBQ Checklist July 2011
Revision as of 15:33, 2 June 2011 by Elizabethwt (talk | contribs)
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 | BBQ | ||||
| 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 |
||
| Item | 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 | ||||||
| Serving spoons and folks | ||||||
| Tongs and spatulas to grill with | ||||||
| Charcoal | ||||||
| Serving bowls | ||||||
| Plates | ||||||
| Napkins | ||||||
| Forks | ||||||
| Cutting knives for brownies | ||||||
| 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 | Eliz. via Volunteers who are building it | ||||
| Game Systems | Eliz. via Mike Millar | |||||
| LCD Monitors | 2 | Eliz. | ||||
| Gift Certificates to other places | 5? | Eliz. | ||||
| Free Geek T-Shirts | ||||||
| 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*
Free Geek T-Shirts? Give to band members?
Thrift Store Gift Certificates?
Cool AV stuff?
Super box? (last year made by build volunteers)