Volunteer Worksheet
 Share
The version of the browser you are using is no longer supported. Please upgrade to a supported browser.Dismiss

 
$
%
123
 
 
 
 
 
 
 
 
 
 
 
 
 
 
ABCDEF
1
RoleDescriptionWhen?How manyWhoShifts
2
Thank you for helping!
Find a row with an item you can help with, and add your name to the "who" column. (Don't worry about color)
3
FlooringLay down floor beforehand and take it up at convention's endLay down: Afternoon or July 3 or morning of July 4
Take up:
1 to coordinate, 20 helpers for floorWill Hamp coordinating. Volunteers: Roger Smith, April Smith, Carl Walesa, Scott Campea, Jenny Ogg, Kenny Gallagher, Becky Errera, Anika Smith, Billy McKeever, Greg Smith, Laurie Rudel, Ben Bryson, Claude Errera, Terry Neal, Nancy Glaser, Dinah Hartley
4
Registration Desk CoordinatorProvide volunteers to staff registration desk at convention opening, and others for ongoing staffingStarting 9:00 on July 4 and throughout convention1 to coordinate, 5 to 6 for opening day, the rest of convention should have 1 person at registration desk most of the timeRobert Erlewine, Greg Smith and Karen Deyerle to coordinate. Volunteers: Judith Anderson, Belva Lamb, Melody Scalzo, Lyle Boss, Wayne Underwood, Bev Zachata, Scott Campea, Eve McClure, Florence Peterschmidt, Theresa Van de Ven, Randy Boshart, Barb Scamman, Ben Bryson, Nita McKinley, Sandra Martellini, Mary Vu, Claude Errera, Kathy Lefferts, Laurie Rudel, Claudia King, Joanie Rice, Mary AyresHave 3 co-ordinators and 21 additional volunteers
5
Women's Hospitality Suites Arrange Women's Hospitality Suite, solicit refreshments and/or provide purchased, solicit volunteers (5 or 6) to "staff" the rooms and keep them supplied with refreshments and games etc.Now and ongoing - solicit refreshments, games, and volunteers. July 4 morning and throughout convention - set up and maintain the rooms1 to coordinate, 5 or 6 to staffFlorence & Eve to coordinate. Volunteers:Belva Lamb, Melody Scalzo, Becky Errera, Lyn Juckniess, Andrea Juckniess, Theresa Van de Venhave 3 volunteers, need 3 more
6
Men's Hospitality Suites Arrange Men's Hospitality Suite, solicit refreshments and/or provide purchased, solicit volunteers (5 or 6) to "staff" the rooms and keep them supplied with refreshments and games etc.Now and ongoing - solicit refreshments, games, and volunteers. July 4 morning and throughout convention - set up and maintain the rooms1 to coordinate, 5 or 6 to staffBen Bryson to coordinate.
Volunteers: Aldo Watkins, Tom Barrett
Needs volunteers
7
Photography Session AssistantsWrangle clubs and groups as they arrive for their photosduring convention>3Belva Lamb, Bekcy Errera, Chuck Novakhave 2 volunteers, need 1 more
8
Dance Hall Evaluation & MaintenanceMove through dance halls on a periodic basis to make sure all is running smoothly, no problems with sound equipment, water supply, temperature, etc.During convention2 to 3Melody Scalzo, Kathy Leffertshave 1 volunteer, need 2 more
9
Moonshine Tip CoordinatorAssure privacy and security for eventBy June, so info can be in final schedule1 to coordinate, 4+ to executeBen Bryson to coordinate. Volunteers: DC Cronyn, Judith Andersonhave 2 volunteers, need 2 more
10
Caller Green RoomGet location assignment from 3TAC, Arrange set-up, refreshments for callers, and communicate green room info to callersRoom should be set up before GCA Caller School, and replenished as needed throughout convention1 to coordinate, probably 2-3 to keep the room stockedLiz Lang and Louise PetrasekDinah Hartley
11
Caller TransportationArrange rides for callers from airport to hotel, from hotel to airport, and (for Vic and Anne) from hotel to Cruise TerminalLine up people now, remind then in late June, get arrival times to them before convention1 to coordinate, probably 2-3 to drive
Stephanie Dykes to coordinate Mary Ayres to drive
Need drivers to volunteer.
12
Closing Ceremony ArrangerDetermine program for closing ceremony, as liaison with 3TAC. That is to say, come up with ideas for closing ceremony and get them confirmed with 3TACBy June, so info can be in final schedule1 to 3
13
Country Western Dance CoordinatorWork with Hotel to arrange space, with 3TAC to arrange time, and with sound team to arrange musicDetails established by June, for inclusion in final schedule1Keith Gehrig
14
Dignitaries HandlerLiaison between 3TAC and invited guests. Greet visiting guests (particularly for opening ceremonies) and move them into position for their participation in eventDuring convention1
15
E-Presence: NewslettersCreate periodic newsletters to be emailed to registrants with updates on the convention and related activitiesNow and ongoing1Bob Moritz, Steve Falkowski
16
E-Presence: Website & Social MediaMaintain convention website and facebook page with latest informationNow and ongoing1Bob Moritz, Steve Falkowski
17
18
Fun Badge Tour CoordinatorDetermine number and locations of stops, contract with transportation company for buses, coordinate callers' and sound team's transportation for the tour, get tour guide for each bus. Ongoing now, and during convention1 to coordinate, probably 6 tour guidesViona Lestage
19
Fundraising & DonationsSolicit monetary donations to offset event expenses, sell advertising in convention program, solicit "room sponsors" for various dance halls, coupons from local merchants, and come up with any other income sources you think would be helpfulNow through June, but the earlier the better1 to 3
20
GCA Caller School CoordinatorWork with 3TAC and Sheraton to coordinate classroom setup and dance hall setup for GCA dance. Work with Meetings Coordinator for GCA Board MeetingBy June, so info can be in final schedule1DC Cronyn
21
Golden Boot CoordinatorAssist previous year's recipient with preparation for and execution of presentationBefore convention get with previoius recipient to determine needs, and during convention assist with the presentation1
22
Hand Sanitizer CzarSet up hand sanitizer stations and keep them suppliedJuly 4 morning throughout convention1Sandra Martellini and Nita McKinley
23
Honky Tonk Queen CoordinatorAs overall producer of the event, work with 3TAC to determine room and schedule, with sound team to provide sound, solicit 5 or more "contestant wranglers", solicit follow-spot operator if spotlight is available, act as emcee for eventcoordination and prep to be done by June1 to coordinate, 5 or more contestant wranglers and other helpersPrevious HTQ (DIAMOND LANE) to coordinate with 3TAC and to be emcee
24
Hunky Trunks King CoordinatorAs overall producer of the event, work with 3TAC to determine room and schedule, with sound team to provide sound, solicit 5 or more "contestant wranglers", solicit follow-spot operator if spotlight is available, act as emcee for eventcoordination and prep to be done by June1 to coordinate, 5 or more contestant wranglers and other helpersPrevious HTK to coordinate with 3TAC and to be emcee
Volunteer Wranglers: 1) Kent de Jong, 2) 3) 4) 5)
25
Lobby Tables ArrangerWork with Hotel Staff to arrange set up of tables in area outside main dance halls, for Rich Hawes (Medallion table), Bradley Bell, and fliers that others will bring to displayNow until late June. Tables should be set up and ready before July 41(Could be same as meeting room arranger)
26
Meetings CoordinatorWork with Hotel Staff to arrange meeting rooms for All Join Hands Board, GCA Board, IAGSDC Delegates, Future Conventions Planning, Friends of Bill, possibly others. Work as liaison between groups and hotel, to find out what groups' needs are and what rooms hotel can set upfor them.Now until late June, spaces should be determined, and setup details arranged before July 1. IAGSDC Delegates meeting will probably need snacks, not sure about AJH board and others1(Could also take on Lobby Tables below)
27
Memorial Panels GuruArrange and execute the setup and ambience in Memorial RoomJuly 4 morning2Bob Moritz + 1 other
28
Non-Dancer LiaisonArrange activities for non-dancing convention attendeesnow through June, but the earlier the better1
29
Other Specialty TipsIf someone wants to put on any other specialty tips, find a caller, determine how to pay him/her, and act as liaison with 3TAC to determine time, location, and sound setupBy June, so info can be in final schedule1
30
Photography LiaisonContract with chosen photographer and assist with setup of photography roomNow - contract. July 4 morning setup1Steve and Susan Weil
31
Program Booklet TeamCreate convention program booklet, coordinating with fundraising guru for advertisments/coupons, arrange for printingProgram should be complete and printed by July 14Bob Moritz, Susan Weil + 2 more
32
PromotionsFliers, publicity, advertising of convention in local media outletsnow and ongoing1
33
Raffles CoordinatorWork with 2019 and 2020 Convention committees to coordinate raffles during banquet and brunchnow and ongoing1
34
Registration order fulfillment/bagging/labeling/delivery TeamReceive pre-ordered convention merchandise and package for inclusion in registration packetsJune1 to 3Chris Spengler, Ginger Rowe
35
Registration Packet StuffingPrepare packets for distribution at registration deskJuly 1-33Judith Anderson, Florence Peterschmidt, Eve McClure
36
Registration RefreshmentsCoordinate/acquire/arrange refreshments for registration area on opening day of conventionJuly 4 Afternoon2
37
Security CoordinatorArrange security for Grand March, Fun Badge Tour, and other convention events outside the hotel1 to work with 3TAC
38
Sound, Audio, Video General AssistantsWork with sound engineer on installation, operation, and removal of sound/video equipment for all portions of convention, including future conventions' presentations at banquet and brunch, Grand March, and Fun Badge TourDuring convention2 to 3Steve Weil, Steve Stout
39
Swag CoordinatorSelect and order logo swag for registration packets, depending on budget restrictions as convention nearsnow and ongoing, but really active in March/April1Dinah Hartley
40
Theater Events CoordinatorAdvise what's playing on local stages before, during, and after event. Work with Tours coordinator on possibly including a theater event as a "tour" Now and ongoing - any fixed plans to be complete by June for inclusion in final schedule1Keith Gehrig
41
Tours CoordinatorWork with 3TAC to determine, schedule, and publicize "tours" in and around Seattle, before and after convention. Solicit volunteers to sell tickets at registration desk as needed. Solicit tour Checkin/Greeters (2-3) to wrangle tour goers as they get ready to leaveas soon as possible! We have a cruise arranged after convention, and a walking tour before, but nothing else has been schediuled1
42
Trails End CoordinatorDetermine program for Trail's End Dance. Consult with 3TAC for assistance as neededBy June, so info can be in final schedule1
43
Vendor LiaisonApprove vendors to sell at convention, determine space needed, set up "booths" in vendor room as needednow and ongoing1 to coordinate, 2 to 3 to help with setupSusan Weil, Bob Moritz
44
Volunteer CoordinatorAssign volunteers to all aspects of the convention, as needednow and ongoing1Dinah Hartley
45
Contra Dance CoordinatorIf someone wants to put on a Contra Dance, find a caller and act as liaison with 3TAC to determine time, location, and sound setupBy June, so info can be in final schedule1
46
Rounds CoordinatorIf there is to be any round dancing, someone needs to schedule it, probably in the same room as the specialty tips, acquire a cuer, and make sure sound will be available.by end of June so info can be in final schedule1
47
Bar guruWork with hotel bar to invent a special drink or two for the convention and price it competitively. Coordinate between 3TAC and Hotel to arrange bar setups for eventsnow and ongoing but complete by June1
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
Loading...
Main menu