Never scheduled when a family band member is playing
Scheduling to be completed by VOLUNTEER CO-ORDINATOR by January 22, 2010 so that master schedule can be made
Schedules posted at Dinner Dance for clarification and reminders
WELCOME TEAM: [5:30 – 6:30] 2 people
Welcome guests as they arrive
Move guests away from out doors and into lobby area
Direct guests to coat check, reserved ticket table, auction registration table, volunteer table, table diagram and doors to main hall with ticket takers
Mingle with guests and give them required information
Keep flow of guests moving so no ‘jams’ occur at the outer doors
Show guests where washrooms are located
AUCTION REGISTRATION: [5:30 – 6:30, 6:30 – 7:30] 4 people per time slot
Have guests fill out a registration information sheet
Assign bidder number which will match registration record sheet number
Record bidder number in program
Give program to guest
Highlight method of payment [cheque, MasterCard & VISA]
Show guests ‘Order of Events’ in program and highlight “Draw winners must be present to receive prizes”.
TICKET TAKERS AND SEATING: [5:30 – 7:00] 2 people per half hour [6 in total]
Stand at doors to main room
Direct guests to “Reserved Tickets” table for ticket pick-up
Take tickets as guests enter and rip in half
Place half of ticket into basket / bag and give half to guest
Remind guest to keep ticket for door prizes
Remind guest as to where table number is on ticket and direct guests to approximate table area [even on one side of room, odd on other – see table number on table stands]
Explain to guests that table numbering starts at dance floor area and moves outward
Encourage guests to come in and peruse the auction tables as well as picking up an auction item information sheet place on auction tables
AUCTION SUPERVISORS: [5:30 – 9:00] 7 half hour slots, 3 people per slot
Stand behind table and watch items on table
Explain bidding process (use bidder number only – no names]
Ensure that bidders follow increments that are required
Correct errors in increments: last bid using correct increment is used and bidding continues from that bid, draw heavy line through incorrect bids and initial
Explain auction items and what they include
Direct questions to AUCTION CO-ORDINATOR
Assistin closing of auction if that occurs during your shift: have bidders stand back from the table when section closes – no more bids
AUCTION SECTION CLOSING TEAM:[9:00 – 9:30] 6 people
Use highlighter to highlight last bidder and amount bid
Collect bidding sheets from tables
Bring to CASHIERS
Inform bidders that as soon as tracking charts are complete, they will be notified
Ask guests not to take items from tables
Give item to successful bidder in exchange for bidder sheet marked “Paid”
Assist guests in packaging items or in carrying auction items to their table
CASHIERS:
Receive highlighted bidder sheets and leave auction area to record successful bidder numbers and amount of bid on section sheet as well as on Auction Tally Sheets
Assemble bidder sheets in numerical order for ease when receiving payment
Payment options: cheque payable to Hamilton All Star Jazz Band Inc., cash, MasterCard, VISA
Record Credit Card information neatly and accurately
Record method of payment on Bidder Sheets before handing them back to successful bidder
CD TABLE: [As available] 1 to 2 people
Set up CD table and display CD’s from all bands [Ross McFarlane]
Promote sale of CD’s from all bands
Supervise float for CD’s and return all monies to cashier when table is closed
Ensure that money from CD sales does not become mixed in with money from any other sale at the Dinner Dance
Pack CD’s into boxes at end of sale and bring boxes to cashier table for return to Firehall
WINEAUCTION TICKETS: [3 DRAWS: 8:45, 9:30, and 10:00]
Ensure that guests know that to win they must be present at draw times.
Draw winners #1 and #2 will receive their wine already boxed, draw winner #3 will receive the decorated basket and possibly a box if their portion won’t fit in the basket
Remind everyone that all three draws contain equal amounts of wine
Ensure that money from ticket sales for the wine draw does not become mixed in with any other monies from the Dinner Dance
50/50 TICKETS:[7:30 until 9:15] 3 time slots, 3 teams 2 for each time slot
Draw takes place at 9:15 p.m.
Tickets: $2.00 each, 3 for $5.00, 8 for $10.00, 20 for $20.00
CLEAN UP CREW: [11:00 – 12:00] All Star Band Members + 5 more people
·Assist organizers with ‘take down’
decorations
auction equipment and materials
packing boxes into All Star van
assisting organizers in loading their materials into their vehicles
loading All Star van with band equipment and other items
anything else that comes requires cleaning up!!!!
Dinner Dance