Volunteer BBQ Checklist July 2011

Schedule (tentative)

Time could possibly be pushed back to 4pm

Check in with staff on what they think about presenting big awards to volunteers-Sarah - done
Check in with Market Studios-Sarah - done
Create Trivia game-Jahsie
Designate Trivia MC-?
Find out which area of Free Geek will be open and who can help-Sarah
Check with Blaine about Chess contest and set up-Liliana
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)-Sarah
Design Poster for BBQ to post all over (make sure this includes schedule of events)-Eliz
Talk to volunteer about building superbox and cool A/V stuff-Eliz
Invite Board members to BBQ!-Sarah - done
Confirm a band and work closely with them on what they need-Eliz
Schedule folks to help in different areas-Sarah

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

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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	Build Volunteers	Eliz.
Game Systems	2	Thrift Store (Mike Millar)	Eliz.
LCD Monitors	1	Production	Eliz
Gift Certificates to other places	8	?	Eliz.
Free Geek T-Shirts	3	via Volunteers who are building itThrift Store	Eliz.
Cool AV Stuff	2?	Dirk	Eliz.

Places to ask for donations from: