Volunteer Appreciation BBQ 2010

Saturday, July 24th 4-7 PM

Food

Trader Joes

- Veggie hotdogs (3) $8.97

NEW SEASONS

Gluten Free
- Hot Dog Buns (6) $6
- Hamburger Buns (4) $6
pickles (1)$5

PEOPLE'S FOOD CO-OP

Tofurky - faux meat beer brats (10 pks) $40
Tomatoes - (7 lbs) $21
Nayonaise (soy based) (2 x 24 oz) $11
Lettuce
- Red Leaf (4 bnch) $6
- Green Leaf (2 bnch) $3
Onions (7 lbs) $14
potatoes (20lb) $28
apples (2lb) $4.50

GROCERY OUTLET

Tortilla Chips (4 pks) $9
Salsa (2 jugs) $8
Potato Chips (4 pks) $12

CASH & CARRY

Soda (3 x 24 cans) $18
Lemon Syrup (1 jug) $5
Charcoal (huge bag) $14
Ketchup (2 x 64 oz) $6.50
Relish (3 sm jars) $5
Mustard (Big pump jar) $5
Hot Dog Buns (4 lg bags) $12
Hamburger Buns (4 lg bags) $14
Polish Dogs (2 x 10 lb boxes) $49
Hot Dogs (2 x 10 lb boxes) $25
Garden Burgers (big boxes) $51
Hamburgers (2 big boxes) $41

TOTAL = $427.97

Homemade

Meredith sent out an e-mail asking staff members if they'd be willing to bring some homemade stuff
Liane will make her bangin' vegan potato salad

Keep it Legal Brownie Contest 2.0

Meredith made signs & will post them
- done
We need judges
- Last year we chose some well-known volunteers to be judges, including Nate. I recommend getting a Board member, staff member, and (star?) volunteer Ali 20:47, 15 July 2010 (UTC)
- Richard?
- Anyone who likes brownies?
- Ended up using 4 volunteers & 1 tie-breaker.
We need to designate a prize for this
- T-shirt? nope

Booze

Keg tap (reliable!!!)
- We may have one. Morgan may bring one. Worst case is to rent it from Maletis for $5 +$60 dep.
Servers Between Jeff R. Leah, RfS and Luiz should have enough legal servers to cover.
Beer (Ninkasi?)
- ~~Tony will call MMiller~~ He said we should just go through Maletis
- 7000 North Cutter Circle

Portland, OR 97217-3953 (503) 735-2300

- We would just pick it up day of. No need to pre order. Keg should be about $140 + $30 deposit.
Also need receptacle for keg and ice
Other (wine?) Could get case of $3 chuck at Trader Joes if desired
Maybe a case of swilly cheap beer for those who prefer that? PBR?
P/U and delivery needed.

Set Up

Advice from previous years: use a Sharpie and write on the table (underneath side, of course) where the table came from, e.g "Meeting Room", "Laptops Recycling Table". Ali 20:53, 15 July 2010 (UTC)

We need ~8 tables (We have 2 that Meredith could find)
- use meeting room tables,
We need ~50 chairs (We have ~30 that Meredith could find)
add some couches, meeting room chairs
We need grillz (Liane will check into this)
- Big grill(meat) near warehouse: confirmed
- small round webber grill: will be at FG before party
- small barrel grill : matteo has one, Sergio will ask if we can borrow
Last year Liane bought a ton of compost-able paper plates, she will try to find them or buy more
- got them, Kathie checked ,they're in the closet
We will need to set up trash/recycling/compost bins & make everyone aware that they can compost paper plates & plastic utensils
Porta Potties
- 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

Live Music

Billy K & friends will be playing for us
Sean Morgan will be setting up - Liane is working with him

Raffle Prizes

Super system made by Build volunteers (Caitlin will talk to Alan)
- Done
AV prizes? (Meredith will ask Dirk about this)
T-shirts (Laurel has ordered them)
- nope
- T-shirts will probably not be ready by the 24th, certificates instead?
Cellar Door coffee/gift certificates (Liane will ask Luiz to do this)
- done
Nosh gift certificates? (Meredith will ask them)
- Done
Classic Game stuff (Tony has a Classic NES +games package)
$20 Starbucks gift card
Could do a lappie, too
Citybikes will have a basket of goods ready for p/u soon
- done
WAiting on reply from Next Adventure

Raffle logistics

Tony has 300 tickets made up
Need a scheme for distributing tickets (how to dole them out?)
part of the buffet, volunteer hands out tickets to each eating person
Propose having all prizes on a table and first person drawn gets first pick, second pick, etc. Allows for preferences.

Blaine Chess Challenge

Tony has 5 chess boards lined up. Should be good.
We should make sure he's in the shade

Post-BBQ Notes

Statistics

We bought 100 meat burgers & hot dogs
Box of Gardenburgers (~$50)

What went well/Positives

We started setting up & getting ready right at 11, which made things less frantic later on.
Overall we kept it simple (live music fell through) but volunteers seemed to really enjoy themselves nonetheless
Having a sign-up sheet for volunteers to help with set up the week of the BBQ ensured there were folks to help out
Raffle went well! We gave one ticket to each volunteer and one extra to each volunteer who participated in the brownie contest. Raffle prizes were awesome & well-received:
- "Raffle box" - super-awesome high-end system made by Build instructors
- Mini-DVD player (from Dirk)
- Original NES with games
- CityBikes package with bike-related goodies
People *loved* Blaine's chess challenge & no one beat him
Shaun Morgan was awesome with helping to set up the sound equipment so we could have music & mic action.
Watermelon was an excellent choice on this toasty day.

For next year

Create a checklist to make planning this easy!
Announce during the BBQ that you must be present to win the raffle
Schedule staff tasks way ahead of time to even it out
Post schedule of events ahead of time
Designate brownie contest judges ahead of time
Sandbags to secure the tents! Volunteers got creative & hung recycled system from the top bar with a cord.
Get a more universal prize for the brownie contest - we gave away coffee & the winner didn't drink coffee
Notify and invite our neighbors (Market Street Studio tenants & Mcguire)
Make sure to invite the board well in advance
Make sure to cancel the middle shift of Hardware ID - it cut into BBQ time
Put jug of water in the fridge beforehand
Make sure lemonade is not too strong!