Volunteer Appreciation BBQ 2009

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Date: Saturday, July 25th, 2009 Time: 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

Roles

  • Event Leaders: MK, Liane, Michael, Evan
  • Liane & Michael - Grocery shopping
  • Laurel 1.0 - face painting
  • Blaine - Chess Challenge
  • Sean Morgan - stage crew electrical - NO LIFTING!
  • Luiz & Tony - Secret Service (building security)
  • MK & Luiz - MC's
  • Ali/Renee/Richard - Raffle & Brownie Contest
  • Michael - keg acquisition
  • Dirk - prepped amazing A/V prizes
  • Liane & Michael - day of ice run
  • Sergio - tent set-up
  • Block parking lot - Liane
  • Liane & volunteer crew - sofas/tables/chairs set-up outside
  • MK - script, Schedule of Events
  • MK - logistics: bands/toilets/activities/staff sign-up sheet
  • MK - acquire raffle & brownie contest supplies & awards
  • Meera - make brownie crown & sashes
  • Kathie/Leslie/Wizzard/Leo - Food prep
  • Ezra - on call tour guide (not utilized)
  • Evan/Tim/Santiago/Steven/Michael/Luiz/others - bartenders
  • Darryl/Tim/Luiz/others - BBQers
  • Caitlin/Evan/Tim/others - Line servers
  • Laurel 2.0/George - Closers
  • MK - Thank you cards
  • Liane/MK - band rewards
  • Sophia/Ezra/Santiago/Leo & others - general helpfulness throughout event

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.
  6. T-shirt toss (too many people for manageable Trivia contest)
  • 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 - 9:00 PM Shut down & clean-up

Raffle Prizes

  • Bose Tabletop Wave Radio
  • Sony Boombox
  • Sony Digital 8 Camcorder Kit
  • Xbox
  • Handmade quilt by Ethel Deatherage
  • Ultra Awesome Computer

- dual core, 500 GB HD, 4 GB DDR RAM, 2 video cards, flat screen monitor, rhinestone mouse, etc.

  • Compost from Concentrates

Menu

  • burgers - veggie & meat
  • hot dogs - veggie & meat
  • burger buns
  • hot dog buns
  • condiments
  • beer
  • non-alcoholic beverages
  • coleslaw
  • corn chips
  • salsa
  • baked beans
  • homemade potato salad
  • homemade brownies
  • utensils: forks, plates, napkins, cups, knives, spoons

Game Plan

  • post Schedule of Events day before so Volunteers know what to expect
  • begin cooking at 1:30 or 2 PM (ended up being late, 3:30 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
  • Chess challenge: Blaine
  • Trivia T-shirt toss
  • Raffle with kick-ass A/V prizes from Dirk
  • Brownie contest & prizes
    • select judges & bring them onstage with MC
  • Bands: Bad Apple & Pagan Jug Band
  • Video game with 2 controllers set up
  • Back-up plan: all ages movie projected onto wall if bands end early or other unforeseen issue!

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 = waiting for receipt

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 ;)

Post BBQ Notes

General Statistics

  • approx. 200 attendees + 2 dogs
  • 120 meat burgers
  • 60+ dogs and veggie patties
  • From Evan: 57 bottles home brew - 12 oz./24 bottles ginger ale (1/5th)
  • From Morgan: 1 barrel Ninkasi (15.5 gallons) - approx. 1 gallon or less left
  • soda (6+ cases & 6+ six-packs) - went quickly, was out hours before beer
  • went through 4 full round coolers of ice water

Positives/Went Well

  • Owen Walz's amazing BBQ poster!
  • "Keep It Legal" Brownie Contest - confused about when okay to eat 'em
  • video game helped with wait in line
  • raffle was fun and successful
  • raffle prizes were fabulous and appreciated
  • lots of people brought side dishes so there was plenty of food!
  • folks brought vegan/veggie and other types of sides, so all were fed!
  • serving meat/veggie burgers/dogs to people allowed everyone to get food!
  • speed of line was based on meat/dogs/patties ready - was a good speed
  • easy shut down - lots of staff stayed to help!
  • Blaine's chess challenge

- approx. 100 games played - most popular activity - no wins or draws!

  • T-shirt toss - got folks jumping/shouting/waving their arms - fun!

- too many folks to use trivia questions to disperse t-shirts

  • $20 gift certificates for t-shirt design winner & brownie winner were well received
  • raffle prizes were well received
  • Secret service worked well

For Next Year

  • purchase 10 big onions - ran out early
  • start grills in am and precook some food
  • make sure all tent sets are together week before the event
  • check/clean grills week before the event
  • condiments take to long for people to use, put them at the end of the tables
  • label dishes as: vegan/wheat free/veggie/gluten free, etc.
  • separate veggie food line and meat food line, 2 grills?
  • set up/start grills earlier
  • set up stage/tents for band 1st & early in day
  • have Serge teach others how to set up tents so he doesn't get stuck with this forever
  • starting late was what made the line long at the start of food serving,fine once moving
  • better/more obvious compost bins
  • better/more obvious labels on compost, garbage, recycling
  • music a little quieter
  • more helpers for food prep with food experienced supervisor
  • hard to get people to set up chairs/tables once outside
  • do NOT schedule BBQ staff at the last minute on floor shifts
  • not enough leader bodies to be everywhere needed
  • could use 2 more leaders to help direct bands/help/heavy lifters day of
  • do not spend more $$ on pop next year, instead, get lemonade or other beverage mixer into round coolers

History and other resources

  • Notes from our 2008 BBQ .