David Campbell & 2 Volunteers JOB DESCRIPTION:

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1 Team 4:00pm - 11:00 pm David Campbell & 2 Volunteers Welcome volunteers and have them sign-in and inform them of their assigned dinner time. volunteers are given a copy of the Volunteer Team schedule in case volunteers have any questions in regard to their positions, locations, raffles, teams etc. Please ensure there are no unauthorized guests in the volunteer room. Registration & Guest Relations Team 4:00pm 5:00 pm - 7 pm Brent McConnell/Megan McCrady Welcome guests at the registration desk and check them in by company name, last name or ticket number. If a guest has a sponsor tickets please direct them to the sponsor reception upstairs where they will be checked in. Once the guest is checked in give them their table number. Registration lists will be provided to you. You do not need to mark that the guest has arrived or take their names as they will be asked to register their names through the Daana system. To Do: 1. Write the guests table number on their portion of the ticket and give it back to the guest for reference. 2. Give the guest the draw ticket portion of their ticket back and direct them to the milk jug to enter the door prize. STARS Calgary Base 1441 Aviation Park NE, Box 570, Calgary, AB T2E 8M7 T: F:

2 Sponsorship Reception Registration 4:00pm 5:00 pm 7:00 pm Leah Johnson Welcome Sponsor reception guests, check tickets to verify they are welcome. Check the registration information provided to you and make sure they are listed. In the case that an individual is not listed but is in attendance with their spouse or group and wants to partake in the reception, let them. 1. Write the guests table number on their portion of the ticket and give it back to the guest for reference. Remind them they do not have to check in downstairs but will have to put their milk jug draw ticket in the milk jug. 2. Hand the guest their name tag for the event. LOCATION: Milk Jug Draw (please refer to attached Gala map) 5:00pm 7:00pm Brent McConnell All guests are entered into a door prize draw. 1. Have guests fill bottom half of their ticket stub. 2. Collect bottom half of ticket stubs and place in Milk Jug. 2

3 LOCATION: Raffle Ticket Sales Team 5:00pm 10:00 pm Stu Wilson You will be assigned to one of the three raffle stations listed below and will sell tickets at the table, or as a roving raffle seller. For each raffle item, money will be kept separate and the numerical draw ticket placed in the corresponding draw drum. There are three raffles: To do: 1. WestJet Raffle Cost: $20 per ticket of 3 for $50 / 560 Tickets Total 2. Ice Bar Raffle Cost: $20 per ticket / 500 Tickets 3. Wine Raffle Cost: $100 Ticket / 100 Tickets 1. Process payment 2. Give guest their ticket 3. Deposit corresponding ticket into the draw drum 4. Raffle close at 9:45PM All raffle money will be kept separate and will be collected on an ongoing basis by the Count Room Supervisors. Please be sure to keep the float until the end of the night. The money that is collected throughout the evening is to be given to the Count Room supervisors. Team Lead: Checks off items with the winner and ensure that the winning ticket matches. Ensure the winner signs off on the raffle items they receive Collect all the information from the winner, name/address/phone number, etc. Raffle drums and tickets are taken to the count room Lead/Volunteers are asked to count sold and unsold tickets and place tickets in brown envelopes after they are counted and sorted. Closing of Raffle Tables: Clean off the raffle tables and ensure that all items are collected, packed and placed in the volunteer area so they are ready to be returned to the base. 3

4 Silent Auction Team 5:00 pm 10:30 pm Karina Altvater 5:30 pm Volunteers will be assigned a section of the Silent Auction display. They will be responsible for monitoring and assisting guests with how to bid. This year we will be using an electronic system called Daana. Please see attached instructions. Four Volunteers will be assigned to the Daana standing stations. Please assist guests with their questions. 6:00 pm Volunteers circulate throughout their assigned section and assist bidders as necessary. Silent Auction closes at 9:45 pm To Do: 1. Assist guest with the bidding process 2. Monitor items for security 3. Once the silent auction close count is complete on screen and the silent auction lead gives the go ahead please start packing items to be transported to the wrap room. 4. Some items will have boxes stored under the table please ensure these boxes get sent with the correct items. 5. Transport items to the wrap room (please make sure someone remains at the display table the entire time for item security now is not the time for guests to pick up their winnings). 6. All items must be placed on the corresponding item #. This will allow for ease when guests are picking up their silent auction items. 4

5 RAFFLE TIME: A Sweet Deal Centerpiece 6:00pm 8:30 pm (approximately) Matt Reiser/Megan McCrady At 6:00 pm several volunteers are required to facilitate the Sweet Deal - centerpiece silent bid process. Each volunteer will have a description and guidelines on the Sweet Deal raffle. They will have a pen, clip board and a wireless hand held direct debit machine. Volunteers will be assigned dinner tables the numbers of the table will be on each clip board. Before and during the supper hour guests will have the opportunity to make a silent bid on the Sweet Deal centerpiece. (Each table will have envelopes to write their name on and place a bid.) Your job is as follows: Circulate through your assigned tables and introduce yourself Describe the silent bid process (if they are not already familiar) When each table has completed their bidding. The highest bid at each table wins their centerpiece! 7:30pm collect all envelopes and go to the Count Room. Open envelopes to determine winner per table and report results to Team Lead. There will be volunteers waiting in the room to assist finding the winner per table. Return to table to collect payment from the winner. After payment is received advise winner to secure their centerpiece in their vehicle. 5

6 Live Auction 7:00 pm (unless you are part of a team prior to Live Auction start) 8:30pm- 9:30pm (approximately) 8:20 pm at the (please refer to attached gala map) Leah Johnson Live Auction volunteers will meet in the. Each volunteer will have a pen, clip board with a list with descriptions of the Live Auction item and a wireless hand held direct debit machine. When the successful bidder is determined, a volunteer will meet up with the winner and write down the amount of the final bid, the item that they have won, the person s name, table number, address and phone number. The successful bidder is asked to pay for the item at their table. The volunteer will take payment in either cash, cheque or process transactions on the wireless hand held debit machines. At the end of the Live Auction (items that have not been paid for at the bidders table, should be moved into the payment centre) the paid items should be delivered to the bidders table. Auction information forms, payment and matching receipts will be collected by the Team Lead and handed into the Count Room Supervisor, Lorna McNeill. Invoice Delivery Team 10:00 pm 10:00pm 10:15pm (approximately) 9:50 pm at the Karina Altvater You will be assigned to a certain number of tables to deliver the invoices to guests by table number. 6

7 Wrap Room Team 7:00 pm (you will be scheduled for dinner at this time) 8:00 pm - Midnight, approximately Crystal Mahon You will be responsible for wrapping, packaging, and distribution of Silent Auction and raffles items that have been purchased. Items will be brought into the wrap room by the Silent Auction team for you to package up. 1. Collect invoice from guest for proof of payment. ALL invoices must be kept by wrap centre. 2. Detach bottom half of invoice for guest for their own records. 3. Guests collect all purchased items. Payment Center Team 7:00pm 10 pm - Midnight, approximately (Palomino B&C) Megan McCrady You will be assisting with receiving payment for the Silent Auction items. Payment Methods Visa, MasterCard, cash, cheque and debit. There will be direct debit machines located at the Payment Centre. AMEX may be accepted via manual imprint. The payment will be processed the following week by the STARS donation team. To do: 1. Ensure that every person who pays for an item fills out an info card. A business card may be accepted instead of an info card. This information is collected so that their participation can be tracked and thanked by STARS. 2. Please staple their info card to STARS portion of the invoice (top portion). All transaction slips must be stapled to the top of the invoice with invoice number written on the back with sharpie. 3. Direct the guest to the wrap room with their invoice to provide proof of payment to pick up their item(s). 7