You are invited to attend the volunteer meeting at Warren Community Church at
11:00. We will talk through the events of the day and get the core volunteer
teams put together. The remaining volunteers will have the opportunity to
sign up at the event. Volunteers will receive food tickets when they verify their shift at the event.
Here are the notes I've been putting together for the meeting:
Praise in the Park Work Teams
Hospitality
* Grounds clean-up (walk around with trash bags) from 12 – 7
o 5 people from 12 – 1 and 6 – 7
o 1 person in one hour shifts from 1 – 6
o total needed: 15 people
* Security. Watch the nearby play areas, parking lot, etc.
o 2 people from 1 – 6 on one hour shifts = 10 people
* T-Shirt sales
o 1 person in 2 ½ hour shifts from 1 – 6 = 2 people
* Take donations and oversee surveys for the raffles.
o 1 person in 2 ½ hour shifts from 1 – 6 = 2 people
* Help in the pavilion with ministry booths, band booths, and sign up volunteers
o 2 person in 2 ½ hour shifts from 1 – 6 = 4 people
Total = 33 people, plus individuals who are giving waters & popcicles, plus Gary Hill as overall leader.
This team needs sign up sheets & posted sign to alert people where to volunteer. Need pencils and survey forms to serve as raffle tickets. Need some kind of container for drawing raffle tickets. Need cash box for T-shirt sales and container for donations.
Food Service
* Sell food tickets
o 1 person in 2 ½ hour shifts from 1 – 6 = 2 people
* Make sure condiments are available (will also assist with food tickets)
o 1 person in 2 ½ hour shifts from 1 – 6 = 2 people
* Exchange pop, water, chips, and hot-dogs for food tickets
o 3 people in 2 ½ hour shifts from 1 – 6 = 6 people
* Run to and from Macomb Christian Schools kitchen for Judy
o One person for the entire event.
* Run other errands as necessary (need car)
o Several people with cell-phones on stand-by
* Assistant to Judy Chie
o Two people for the entire event
Total = 13 people plus Judy Chie
Need sign for ticket sales & for the hot dog tent. Need food tickets. Need cash box. Need tables, or just use picnic tables.
Road Crew
* Team 1 – sound & equipment. Run sound, move bands on and off stage, address any technical difficulties.
o Need 2 people in 2 ½ hour shifts, plus sound tech for the entire event = 5 people
o Groups may begin setting up as soon at the previous group is finished.
o 10 minutes are scheduled for set-up. During that time the MC’s will also be using the stage to fill in time. You may verify that your equipment is working, but try to minimize disruption of the activities during the breaks.
* Team 2 – make sure bands are ready and that any special needs are communicated to team 1. Make sure bands have prayer time.
o Need 1 person in 2 ½ hour shifts = 2 people
* Team 3 – timing. Display the “time left” cards at the appropriate time.
o Need 1 person in 2 ½ hour shifts = 2 people
o Start 20-minute countdown when the group starts.
o Allow time-out for technical difficulties
o Once the group finishes, immediately start the count-down for the 10 minute break (don’t wait for the MC to start – only bands get this privilege)
o Once the break time counts down to zero, wait for the group to start before stating the 20-minute countdown.
o Neither the bands or MC are required to count-down all the way to zero. Finishing early is allowed.
Total = 9 people, plus people two move equipment from and back to IAG and WCC.
Need band schedule posted by the stage. Need music stand for the count-down posters.
Prayer and Counseling
* The goal is to staff the prayer tent with 2 men and 2 women from 1 – 6. This will most likely be done in one-hour shifts. Total is 20 people
Need sign & tent
Children
* Run organized games and activities.
* Provide prizes
* Need minimum of 2 people in 1 hour shifts = 10 people
* Better would be 6-8 people in 1 hour shifts
Other
* Need sopranos for Bethel Christian
Total = 85 volunteers, not including photographer, video, media liaisons, moving equipment to and from church, putting up and taking down tents, etc.
