Heart Ball 2016

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HEART BALL CORPORATE VOLUNTEER OVERVIEW

Thank you for your interest in volunteering at the upcoming Heart Ball gala event. In this document you will find anything and everything that you need to know about the different types of volunteers that we are looking for as well as answers to frequently asked questions. Should you have any additional questions or concerns, please feel free to contact Aja Kusao at aja.kusao@heart.org or 808.377.6634.

What is Corporate Volunteerism?

Corporate volunteerism is a new AHA/ASA initiative that involves partnering with organizations to foster employee engagement through volunteer opportunities for the association’s major annual fund raising event, the Heart Ball. Employees can sign up and get involved in a myriad of volunteer projects pre, post and event night.

Organization Recognition:

• Acknowledgement in Heart Ball program as an AHA/ASA Corporate Volunteerism company.

• Employees volunteering at the Heart Ball will have name tags with company/organization’s logo

• Based on the volunteer project, employees will meet and network with volunteers from other organizations.

• Organizations who have employee participation will receive a certificate of recognition post event

• AHA post Heart Ball company "Brown Bag Lunch & Learn", a 45 minute session provided by the AHA/ASA for organization’s employees to cover a topic of your choice.

What is the Heart Ball?

The American Heart Association and American Stroke Association (AHA/ASA) will hold its annual Heart Ball on February 27, 2016 at the Sheraton Waikiki Resort from 6:00 p.m. - Midnight. The Heart Ball is Hawaii’s premiere formal gala event. Now in its 39 th year, it annually attracts over 1,200 of Hawaii’s business, political, medical and community leaders for an unparalleled evening of elegance. The event’s presenting sponsor Macy’s, provides the décor to transform the ballroom into a place of magic for Heart Ball guests. Named by Honolulu Magazine as the "Best Reason to Dress Up in Honolulu," the Heart Ball is the one gala event that Hawaii’s social set ensures is on their calendar.

Who are this year’s Event Chairs?

• Michael Gold, President & CEO, HMSA

• Art Ushijima, Chairman, President, The Queen’s Medical Center

How are volunteers chosen?

Volunteers will be selected from corporate volunteerism programs that are already in place at Hawaii’s local businesses as well as companies that sponsor the gala event.

What are the time commitments for a Heart Ball volunteer?

You have the opportunity to let the AHA/ASA Heart Ball staff and volunteer leaders what your interests are and in what capacity you are interested in volunteering. Depending on the task and position, you may want to volunteer one time a week for one hour, come in for two hours on Tuesday’s and Thursday’s in the month of January, etc. We can work with you to find the perfect fit!

What will be expected of a Heart Ball Volunteer?

Below, you will find a listing of what expectations, should you decide to volunteer at the Heart Ball. This is a general listing of the roles and responsibilities that arise from year-to-year, but specific tasks for individual campaigns may vary.

• Pre-Event Volunteer Positions

  • General Pre-Event Preparation

    • Leading up to the Heart Ball, there are a multitude of tasks that need to be completed in an efficient and detailed manner. Example of tasks may include: preparing auction placards, reading through auction copy for typos or misspelt words, calling potential auction donors to ask for a donation, cutting, taping, collating, organizing

    • Desired Qualities

      • Detail-oriented

      • Enjoys clerical tasks

      • Ability to lift heavier items

    • Timeframe

      • Year-round

  • Data Entry Volunteer

    • Inputting auction items and/or table guest lists into Greater Giving event software

      • Attend a training session for 1 hour with Aja

      • This task can be done from home or at the AHA office, depending on your preference

    • Desired Qualities

      • Computer Savvy

      • Detail-oriented

      • Enjoys data entry

    • Timeframe

      • December through 2 nd week of February, based on availability

  • Creative Volunteer

    • Volunteer assists in creating poster boards (finding image, verbiage, etc.), PowerPoint screens, and visual elements of the event.

    • Desired Qualities

      • Technologically savvy

      • Ability to use Microsoft Publisher, Word, and Internet Explorer

      • Ability to work under pressure

    • Timeframe:

      • January through Heart Ball

  • Setup Volunteer

    • Volunteers assist with event setup at the Sheraton Waikiki the day before the Heart Ball event

    • Desired Qualities

      • Enjoy physical activity

      • Enjoys working collaboratively

      • Attentive and detail-oriented

      • Ability to multitask

      • Ability to lift heavier items

    • Timeframe

      • February 20 th: 8:00 a.m. - 10:00 p.m.

• Event Night Positions

  • Registration Volunteer (22 volunteers who will become auction volunteers)

    • Volunteers are responsible for checking-in 1,100 Heart Ball guests. Volunteers are expected to pre-register Heart Ball guests by explaining the process, swiping their credit cards in the card terminals, providing their program booklet, and bidder number. As this is the first interaction with Heart Ball guests, volunteer must be lively, provide excellent customer service and be able to work under pressure.

    • Desired Qualities

      • Warm, friendly, and enthusiastic personality

      • Ability to focus on individuals

      • Excitement for the event

      • Ability to work under pressure

    • Timeframe:

      • 5:00 p.m. - 7:00 p.m.

  • Financial Volunteer(30 volunteers)

    • Financial volunteers are responsible to tabulate cash and bidder number transactions at their assigned station. Handwriting should be legible and cash box should balance.

    • Desired Qualities

      • Strong concentration

      • Focus on task-at-hand

      • Ability to ignore outside noise

      • Good with numbers

      • Trouble-shooter

    • Timeframe

      • 5:30 p.m. - Midnight *may vary

  • Technology Volunteer (4 volunteers)

    • The technology team of volunteers with assist with the setup of the Greater Giving credit card terminals prior to registration. After the staff member completes Sync 1, the team will assist in powering down the terminals and relocating them into a secured space. Technology volunteers will need to be on standby throughout the event to assist in the ballroom or in the back office area.

    • Desired Qualities

      • Technologically savvy

      • Ability to work under pressure

    • Timeframe:

      • 4:30 p.m. - Midnight

  • Silent Auction Volunteer (60 volunteers)

    • Volunteers will oversee the bidding of 200-300 silent auction donations that are displayed throughout the foyer. Each package has 1) an auction placard which explains what the package is and what is included, 2) the auction bid sheet which is where the bidder is able to enter their bid for the package and 3) the package itself (if it is something that can be displayed). Throughout the evening, silent auction volunteers may be asked questions about an auction packages so knowledge about the items as well as an emphasis on customer service is key. Silent auction volunteers will oversee the bidding and closeout of all winning auction bidders.

    • Desired Qualities:

      • Able to provide excellent customer service

      • Assertive and engaging personality

      • Personable, outgoing and enthusiastic

      • A trouble-shooter

      • Sales background a plus

      • Strong verbal communicator

      • Ability to move quickly

    • Timeframe

      • 4:30 p.m. - Midnight

  • Special Events Volunteer (4 volunteers)

    • There will be different stations in the foyer that will be selling special event items during the cocktail reception. This may include: Macy’s Mystery Bags, Beverage Grab Bag, and Strike-A-Pose. Volunteers should be outgoing and provide excellent customer service.

    • Desired Qualities:

      • Engaging and outgoing since it has a lot of people interaction

      • Personable

      • Able to share a bit of information about the AHA mission

      • Sales background a plus

    • Timeframe

      • 5:30 p.m. - 9:00 p.m.

  • Strike-A-Pose Volunteer (8-10 volunteers)

    • Guests have the opportunity to have their photo taken by a professional photographer. Table guests that are sitting on a $10,000+ table receive this service free of charge by presenting their coupon (which is on the back of their program booklet) at the Strike-A-Pose station. All other table guests pay $25 to have their photo taken, inserted into a frame and delivered to their table in the ballroom. Strike-A-Pose volunteers are also needed behind-the-scenes. These volunteers are responsible for printing the photos, sliding them into a picture frame and hand-delivering the frame to the appropriate table guest in the ballroom. Strike-A-Pose volunteers should be personable and provide excellent customer service.

    • Desired Qualities:

      • Engaging and outgoing since position may require people interaction

      • Personable

      • Sales background a plus

    • Timeframe

      • 5:30 p.m. - 9:00 p.m.

  • Live Auction Volunteer (15 volunteers pulled from auction/financial volunteers)

    • Live auction volunteers should be lively while attentive. The main responsibility of these volunteers to be serve as spotters for bidders in their assigned section. If the volunteer is energized, the crowd feels that energy. Volunteer should not be ashamed of raising their paddle high above their head during this portion of the event.

    • Desired Qualities

      • Assertive and fun personality

      • Enthusiastic while not disrupting the bidders

      • Ability to read nonverbal queues

      • Attentive to auctioneer needs

    • Timeframe

      • Report to designated area and check-in with lead at 8:15 p.m.

      • 8:30 p.m. - 8:45 p.m.

  • Ignite! Volunteer (20 additional volunteers specifically for Ignite! + 50 volunteers pulled from auction/financial volunteers)

    • Ignite! volunteers are responsible for collecting pledge cards and handing out a memento during the Ignite! The Room portion of the evening, slated for 8:45 p.m. Volunteers should maintain a friendly, patient and helpful demeanor.

    • Desired Qualities

      • Ability to multi-task

      • Works quickly and efficiently under pressure

    • Timeframe

      • Report to designated area and check-in with lead at 8:30 p.m.

      • 8:45 p.m. - 9:00 p.m.

• Clean-Up Volunteer (included in overall volunteer count)

  • Volunteer should be able to prepared to remove decorations from ballroom, pack boxes, etc.

  • Desired Qualities

    • Enjoy physical activity

    • Enjoys working collaboratively

    • Attentive and detail-oriented

    • Ability to multitask

    • Ability to lift heavier items

  • Timeframe

    • 12 Midnight

• Post-Event Positions

  • Auction Closeout Volunteer

    • Volunteers are responsible for sorting and organizing the auction items that were not picked up at auction closeout. Volunteer may also be asked to contact winning bidders to let them know that their auction items can be picked up at the AHA office.

    • Desired Qualities

      • Organized

      • Attention to detail

    • Timeframe:

      • February 23-25