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-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

Run Sheet For BBQ

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


Items We Will Need

Item Quantity Source Who Notes
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
Serving bowls
Cutting knives for brownies
Knives for condiments
Ice and coolers
Burgers (meat)
Burgers (veggie)
Hot Dogs (meat)
Hot Dogs (vegan)
Burger Buns
Hot Dog Buns
Cutting knives for brownies
Keg and keg tap
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:

  • NOSH
  • City Bikes
  • Next Adventure
  • Burgerville
  • Living Room Theatre
  • Community Cycling Center
  • Voodoo Donughts
  • Cellar Door
  • Common Ground Wellness Center
  • Float On
  • Milagro Theatre
  • Broadway Rose Theatre
  • Northwest Children's Theatre
  • Portland Zoo
  • OMSI Tickets--don't need
  • Trimet
  • Portland Taiko
  • Lotus Seed
  • Leach Gardens
  • Red and Black Cafe
  • Japanese Garden
  • Chinese Garden
  • Lucky Lab
  • Green Dragon
  • Roadside Attraction
  • Paradox
  • Po'Shines
  • Alberta Food Coop
  • Alberta Street Pub
  • Pambiche
  • Zupan's
  • New Seasons
  • Nike
  • Adidas
  • Fit Right Running
  • Everyday Music
  • Powell's
  • El Palenque
  • World Forestry Museum
  • Portland Children's Museum
  • Portland Art Museum
  • Zenger's Farm
  • Portland Farmer's Market
  • Moonstruck Chocolates
  • Rimsky-Korsakoffe House
  • The Tao of Tea
  • Friends of Trees
  • Portland Nursery
  • Portland Playground Gym
  • Climbing Place on my bike route