Event Volunteers

WE  OUR VOLUNTEERS!

Thank you so much for supporting our mission with your time & talents.

Event Volunteers Needed for An Evening in the Andes: A Celebration of Women Entrepreneurs.

We are seeking about 15 dedicated event volunteers for our Annual Gala & Auction fundraiser, An Evening in the Andes.  This is our largest fundraiser of the year.  It is a beautiful, classy, high-energy, and inspiring event to witness!

WHEN: Thursday, October 25, 2012 | 7:00-10:00pm

WHERE: UT’s Etter-Harbin Alumni Center, Connally Ballroom.  The center is located across the street from the Darrell K Royal – Texas Memorial Stadium at 2110 San Jacinto Boulevard, Austin, TX 78712. MAP

SUPERVISOR:

  • Kim Hotman-Harris, Corporate Events Manager | Volunteer Director

TRAINING MEETINGS:
Event volunteers are expected to attend 2 training meetings prior to the day of the event:

  1. Tuesday, September 11, 6-7:00pm (Event overview & team assignments), Cafe Express on North Lamar
  2. Monday, October 8, 6-7:30pm (In-depth team area training), Cafe Express on North Lamar

VOLUNTEERS  TEAMS:

1. Decorating/Team Area Set Up: ALL VOLUNTEERS

  • 3:30 pm arrival for decoration – if you can make it that early
  • 4:30 pm arrival for team area set up – all volunteers need to arrive by this time if at all possible
    • FYI: Wear another outfit because you will likely sweat and want you to be able to freshen up after that into your more formal attire.

2. Registration/Cashier team (3 volunteers, 1 Runner, & 1 Registration Manager) - FILLED

  • Need detail oriented, friendly volunteers who can multi-task in a fast-paced role.
  • Responsible for checking-in guests, gathering contact information on their invoice sheets, giving them an auction packet, communicating check out time/place, tracking bidder invoices, and cashier at event close
  • After all attendees have checked-out, reconcile payments and bidder packets.

3. HOPEmarket team (2 volunteers & 1 Market Manager) – FILLED

  • Sell handcrafted jewelry, crochet made by our village bank women, and DiscoverHope T-shirts.
  • No transactions will occur at the market; you will fill out and initial purchase forms and send over with attendee’s selected items to the cashier table.
  • The HOPEmarket will close prior to the Live Auction & team members will transfer over to the Live Auction team (see below)
  • Team members will reconcile and tear down the market immediately following the awards ceremony at 9:30pm.

4. Silent Auction team (5 volunteers & 1 Auction Manager) – FILLED

  • Need detail oriented, creative volunteers with a great memory & ability to sort well.
  • Responsible for monitoring auction tables, documenting winning bidders when tables close, closing out the silent auction sections and bagging items, running winning bid sheets to Cashier team; help collect or loan props for auction items
  • Once both the silver & gold auction tables are closed, the silent auction team will join the Cashier team and manage bagging all bid items according to winning bidder #’s & delivering those bags to attendees once they’ve paid their invoices.
  • Assist with tear down/clean up

5. Live Auction team (volunteers transferred from registration, market, or silent auction teams)

  • Bid Spotters (3-4 volunteers + 1 professional spotter; Auctioneer will do 20 min. training)
    • Need energetic, loud personalities to interact with assigned tables during the live auction portion to encourage bidding; be able to project “YES!” to inform auctioneer of bidder’s activity
    • Return to original team area for event tear down/assist with clean up
  • Bid Trackers (2 volunteers; Auctioneer will do 20 min. training)
    • Need detail oriented volunteers to track bidder #’s at a fast-pace & tally total bids quickly after live auction closes (within 2 minutes so auctioneer can announce to crowd)
    • Reconcile master bid tracker and immediately deliver to the cashier team
    • Assist with check-out/package pick-up
    • Return to original team area for event tear down/assist with clean up

6. Support team (2 volunteers)

  • A/V Technician (run slideshow/videos/sound from 6:45-9:30)—auction clean up (10:00-11:00) – FILLED
  • Program Assistant (turn on/off lights, assist during award ceremony, floater/runner from 8:30-9:30) – FILLED
  • U.T. Parking Garage Attendee (7-8:30pm)—Assist Cashier Team (8:30-10:00pm)—auction clean up (10:00-11:00pm) – FILLED
  • Event Photographer (NOT REQUIRED TO ATTEND TRAINING MEETINGS) – FILLED

DRESS: Austin formal (a.k.a. somewhere between Austin casual and black tie formal)

PARKING: Volunteers will either park in the Alumni Center’s parking garage or the San Jacinto parking garage located on 2401 San Jacinto Boulevard (just past the horse statue on the right).

VOLUNTEER BREAK/EAT: 6:00-6:45 PM

  • Food & water/tea will be provided by our event caterer.

VOLUNTEERS AT STATIONS: 6:45 PM – 10:00PM

TEAR DOWN/CLEAN UP: 10:00-11:00PM

  • All volunteers needed unless prior notice has been given to Charlotte.