Feast in the Field Volunteer role descriptions All volunteers Please sign in at the volunteer desk and pick up your name tag, apron and supplies. Please return these items to the volunteer desk at the end of the day and let the volunteer coordinators know how many total hours you volunteered, including your travel time to and from the event. Smile! Feast in the Field is a fun event and we appreciate your help. If you have questions or need help during the event, please go to the volunteer desk. Please try to pick up garbage and recycling around the event site (garbage bins and recycling bins are available on site and there are garbage and recycling bags at the volunteer desk). A dumpster is available near the Guard House for full bags. If you have any questions or concerns during the event, please go to the volunteer desk and the volunteer coordinators will find the appropriate person to respond to your questions or concerns. During the duration of your shift and when you finish your shift during the event, there will be snacks and refreshments available at the Guard House. Unfortunately, due to a high number of volunteers required for the event and due to high line ups and the need to reserve food and beverage for ticket buyers, volunteers are not permitted to participate in the sampling. All supplies listed will be provided at your volunteer station. Event day coordinator (Director of Development) Oversee all aspects of event delivery. Assign tasks to volunteers during site set up and tear down. Liaise with Master of Ceremonies (MC). Respond to questions and difficulties as they arise. Ensure ballots are picked up and sent to counting. Monitor exhibitors and ensure sample size pouring from beverage exhibitors. Ensure beverage pouring stops at 5:00 pm. Volunteer station coordinators Ensure you have an event program so you can answer event questions. One volunteer coordinator must stay at the volunteer station at all times. Welcome volunteers & check them in on the volunteer master list. Review volunteer roles and responsibilities with each volunteer and provide opportunity to ask questions. Provide volunteers with nametags & aprons (if required) and ask them to return name tags and aprons to volunteer station at the end of their shift. One person from the volunteer station should show each volunteer to their station. Floats and money from ticket sales will be returned to you end of day. Please store in a safe place. Ballot boxes from the ballot box rovers will be returned to your station and picked up at 4:00 pm by the vote counters. Please have paper and pens available for the vote counters. Monitor food for volunteers to ensure sufficient snacks and beverages are available. Circulate and provide water to volunteers and check if they require any supplies etc. At end of volunteer shift, note the total number of hours volunteered per person (next to their name) including their travel time to and from the event. Supplies needed: nametags, aprons, floats, pens, paper, programs, volunteer master list, volunteer role descriptions, site map, garbage bags, hand held radios. Floaters Ensure you have an event program to help you respond to questions. Circulate the event and respond to questions or requests. Pick up garbage and recycling (there are garbage/recycling bags at the volunteer desk) and take full garbage bags to the disposal bin located near the Guard House. Take on responsibilities as assigned by the event day coordinator. Supplies needed: event program, site map, handheld radio, aprons. Site set up & site decorating Event day coordinator will coordinate set up tasks. Assist with event set up including decoration placements. Set up tasks include placing flowers, placing pumpkins, placing linens on picnic tables, setting up picnic tables, placing garbage cans, setting up Lawtons Home HealthCare tent, hanging banners, placing Ability NB displays and assisting exhibitors with loading and unloading supplies and setting up exhibits. Walk through site to ensure garbage is picked up before start of event. Slideshow monitor Set up slideshow and ensure slideshow runs continually and deal with any technical difficulties that may arise. Keep slideshow area organized and tidy. Ensure slideshow cords are out of the way and that equipment (projector, screen and laptop) are safe and secure. Supplies needed: screen, projector, laptop, thumb drive. Exhibitor greeting Greet exhibitors and show them to their designated space (refer to site map). Provide all exhibitors and their staff with wrist bands and advised that staff will not be permitted onto the event site after 2pm without these bands. Reviews event guidelines with exhibitors. Respond to questions and contact event coordinator if any difficulties arise. Ask exhibitors how many staff are working at their exhibit and provide all staff with a wrist band. Remind them that the wrist band must be worn at all times. Advise exhibitors that if they need ice, individuals will deliver the ice shortly. Notify ice delivery volunteers of exhibitors who require ice. Return to exhibitors during set up to monitor progress of set up and to remind them that doors open at 2:00 pm. Supplies needed: site map, program, handheld radio, aprons, wrist bands. Registration desks Monitor people going in and out of the event closely. No admission to the event unless the individual has a ticket or a bracelet. There will be no tickets available for sale at the event site. Gates will open at 2:00 pm and not before. Please wait for the event coordinator to advise you to open the gates. Take ticket stubs and place them in your apron (we need these stubs kept to tally participant numbers) or scan eventbrite tickets using the eventbrite application on your phone (the Director of Development will assist with you with downloading this application prior to the event). Return all stubs to the volunteer desk at the end of your shift. Once you obtain the ticket, assist the ticket holder with placing a bracelet on their wrist. They must have the bracelet on to enter the event. One person should hand out programs. As you hand out the programs, let the participant know that the event ballot is in the program for voting, encourage them to vote. Also let the participant know they can pick up a glass at a table near the entrance and let participants know that there are exhibitors in the tent as well as the square. Supplies needed: bracelets, programs (a ballot is in each program), iPhone/android cell phone, handheld radio, aprons, clear ponchos in case of rain. Garbage & recycling rovers Circulate event site and pick up garbage and recycling in designated bags and return to the dumpster/recycling area. Clean/sweep up broken glass as required. Supplies needed: brooms, dust pans, gloves, garbage bags, recycling bags Voting & raffle table Keep station organized and tidy. Ensure a ballot box is displayed on your table. The volunteer desk will provide you with a float for raffle sales. Raffle tickets are $5 each or 3 tickets for $10. For the raffle ticket, provide the buyer with one ticket (the duplicate ticket) and ask them to write their name and phone number on the other ticket. Raffle ticket sales stop at 4:40 pm and the draw will take place at 4:45 pm. The purchaser does not need to be present to win (that is why we ask for their name and phone number on the ticket). The raffle item is: Ladies Gucci swiss made stainless steel G shaped bezel watch with silver sun-brushed dial (retail value of $750) Ask the purchaser to place the ticket in the raffle ticket box. Don’t mix up the raffle and ballot boxes! The raffle closes at 4:40 pm. Return raffle money and sold tickets to the volunteer desk. The Master of Ceremonies will make the draw at 4:45 pm. Voting closes at 4:00 pm and the vote counters will pick up the ballot boxes from your station at that time. The winners from the voting will be announced on Up! 93.1 on Monday morning. Supplies needed: ballot box, raffle box, raffle tickets, pens, paper, floats, aprons. Raffle sales rover Pick up a float and tickets from one of the raffle tables. Circulate the event site to sell raffle tickets. Raffle tickets are $5 each or 3 tickets for $10. For the raffle ticket, provide the buyer with one ticket (the duplicate ticket) and ask them to write their name and phone number on the other ticket. Raffle ticket sales stop at 4:40 pm and the draw will take place at 4:45 pm. The purchaser does not need to be present to win (that is why we ask for their name and phone number on the ticket). The raffle item is: Ladies Gucci swiss made stainless steel G shaped bezel watch with silver sun-brushed dial (retail value of $750) The first ticket drawn at 4:45 pm will win the raffle prize. The Master of Ceremonies will make the draw at 4:45 pm. Return your cash, your sold tickets and any unsold tickets to the raffle table no later than 4:40 pm. You can drop excess raffle money at the raffle table during your shift if needed. You can drop sold raffle tickets into the raffle boxes periodically during your shift as well. Supplies needed: raffle tickets, pens, float, aprons. Ballot box rover Pick up your ballot box from the volunteer desk and circulate the event and encourage people to cast their ballot. Return the ballot box to the volunteer desk no later than 4:00 pm. Voting stops at 4:00 pm. No exceptions. Supplies needed: ballot box, ballots, pens, aprons. Glass table monitor Keep the glass station organized and tidy at all times. Advise the volunteer desk if you run out of glasses. Provide a glass to each participant and request to “please keep your glass for the afternoon” as glasses are in limited supply as we do not have a dishwasher on site. Plastic glasses will be stored under the glass table for use if we run out of glasses. Supplies needed: glasses (to be provided and placed on tables by the Crowne Plaza), back up plastic wine glasses (under your table), aprons. Security Monitor the perimeter of the event. Direct anyone wishing entrance to the event to go to one of the three admission gates. Check wrist bands of anyone entering the site. If a conflict arises with a participant, you may be asked to assist in escorting individuals from the event. Supplies needed: handheld radios. Vote counters There will be four ballot boxes on site. Make sure to pick up all four ballot boxes. One box will be at each of the raffle/ballot stations and the ballot rovers will leave the other two boxes at the volunteer desk. Ballot boxes must be picked up at 4:00 pm sharp (2 ballot boxes will be at the volunteer desk and there will be one at each of the 2 ballot/raffle tables for a total of 4 ballot boxes). Vote counting will take place in the Guard Room located in the same building as the washrooms. Count and tally all ballots for favourite: beverage, dessert, barbeque, appetizer and overall exhibitor. If ballots are close (within 10 votes) conduct a recount on that category. Write down results on a tally sheet provided and provide to the event day coordinator. Supplies needed: four ballot boxes, pens, paper, ballot counter tally sheets. Water station monitor Keep the station organized and tidy at all times (garbage bags are available from the volunteer desk). Provide free bottled water to participants. Keep ice buckets filled with ice and replenish the bottled water as needed. Supplies needed: bottled water, ice buckets, ice. Food tray server Circulate the event site and offer participants items from the food trays. Tell guests where the samples are from and ensure a table card with the donor’s name is present on the tray. Collect food trays prepared in the Guard House in Officer’s Square. Look for exhibitors that have line ups and target event participants in line ups to help ease their wait time. Provide napkins with all food samples. Supplies needed: food trays, napkins, aprons. Candy buffet monitor Keep the station organized and tidy at all times (garbage bags are available from the volunteer desk). Remove spilled candy and place in a garbage bag. Visitors to the buffet can select their own candy but you must advise them to use the scoops. For Public Health reasons, do not permit visitors to put their hands in the bowls. Ask them kindly to “please use the scoops”. Supplies needed: aprons, candy, scoops, glass bowls, candy bags. Ice delivery Take ice from the freezers and supply to vendors, if required prior to event start. During the event, circulate and ask vendors if they require ice and provide as needed. Supplies: ice. Entertainment liaison Introduce yourself to members of the band. Assist band with any questions during set up. Introduce band members to the MC. Provide band members with bottled water as needed. Ensure a sound check is completed for the band. Ensure that the band follows the proposed playing schedule. Coordinate Up! 93.1 music as per the event schedule. Coordinate guest speakers as per the event schedule. Supplies needed: event program, event schedule, apron, handheld radio. Site tear down Event day coordinator will assign tasks during tear down. Assist with taking down the site including decorations and banners. Empty all garbage bins and place garbage bags in disposal container located near the Guard House. Clear storage area of all event materials. Ensure all garbage and recycling is collected and placed in designated areas (e.g., dumpster, recycling bin) Butler tray sales You will be provided with a float for butler tray sales. Keep station organized and tidy. Sell butler trays for $5.00 per tray. Some butler trays have been prepurchased, you will be responsible for collecting Eventbrite tickets for pre-paid trays and giving out the correct number of butler trays. Let purchasers know that proceeds from the trays are a donation to Ability NB. Return any trays and funds to the volunteer desk at the end of the shift. Supplies needed: butler trays, cash float, aprons, list of purchasers for pre-paid trays. Guide A guide will be assigned to each exhibitor area. Tour the site prior to your shift and become familiar with the location of all the food and beverage exhibitors and demonstration areas. Familiarize yourself with the menu and products offered at the booths in the area where you are assigned. Greet participants as they approach the booth. If long line ups form (more than 10 people), locate the tray servers to provide tray samples to participants in the line ups. Encourage participants to try out other exhibitors, including those in the tent. Highlight other menus and products available on the site. Supplies needed: aprons, program Judging panel liaison Introduce yourself to the event judges Assist judges with any questions during set up. Introduce panel members to the MC. Provide judges with bottled water as needed. Coordinate exhibitor sampling as per schedule. Collect and record judge scores for each exhibitor. Supplies needed: event program, site map, judging schedule, scoring sheets, apron.