PLAG Honors Gala Volunteers

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The Play Like a Girl Honors Gala will be held on Monday, November 26, 2018 at the Marriott Franklin Hotel in Cool Springs-a prestigious star-studded event that celebrates our community’s tremendous support for Play Like a Girl and includes awards to five outstanding women and men in sports who are making meaningful action toward leveling the playing field for women.

Starting with an elegant reception, featuring incredible hors d’oeuvres and custom cocktails, guests will be indulged, inspired and entertained throughout the evening. Some 200+ guests will be treated to amazing creations and fine wine, coupled with inspiring stories of this year’s award recipients and the girls they inspire.

All volunteers must sign a confidentiality and non-disclosure agreement with Play Like a Girl.

1. Administrative/Floaters

Time Commitment: 2hrs
2p - 4pm
4p - 6pm
6p - 8pm

Job Description: Organize administrative tasks as needed and write thank you notes.

2. Assistant to Event Chairs

Time Commitment: (2 hrs) 6 - 8pm

Job Description: Volunteers in this role will assist the event Chairs in the coordination of all activities related to the production and execution of the Play Like a Girl Honors Gala.

3. Event Set-Up

Time Commitment: (5hrs)12 - 5pm

Job Description: Volunteer will work closely with venue staff to distribute materials and create a beautiful special event landscape for the Play Like a Girl Honors Gala.

• Set up tables and chairs - including linen and cushion placement
• Help distribute signage
• Set up registration table
• Assist with any other setup tasks as given by other staff and assistants

4. Greeters

Time Commitment: (3hrs) 4:15 - 7:15pm

Job Description: Welcome patrons to the event and direct them to the registration area and to the cocktail reception. Also assigned to Silent Auction tables.

5. Guest Check-in

Time Commitment: 3:30 - 9:30pm

Job Description: Volunteers will set up guest check-in table and serve as check-in staff for guests throughout the event.

Specific Job Duties:

• Greet guests as they arrive and direct guests to their tables.
• Update the guest list as needed.
• Assign Bid Numbers (Via Computer)
• Provide Table Numbers and write on program/bid card
• Clean up the registration table

6. Silent Auction & Jewelry Pull Hosts

Time Commitment: 5 - 7:30pm

Job Description: During the silent auction remain in the silent auction area to oversee the displayed items. At the auction closing, circle the winning bid number, collect the top copy (white) of the bid sheet and take it to the bank. Then move all silent auction items and the yellow copy of the bid sheet to the item pick-up area.

Specific Job Duties:

• Stand close to the auction tables in your category area, answer basic questions about the items and provide customer service.
• Direct patrons to a Gesture representative with questions about online/mobile bidding system.

7. Guest Seating

Time Commitment: 6:45 - 7:15pm

Job Description: Volunteers are stationed at the ballroom doors directing patrons to their tables using a guest list.

8. Auction Check Out

Time Commitment: 7:15 - 9:30pm

Job Description:

Specific Job Duties:

• Clerks (2): Computer savvy volunteers that will check out guests, finalize the payments and invoices, and help with clean-up. Bid app and Square training will be provided.
• Runners (2): When the Silent Auction is finished, the volunteers will rearrange room for the checkout, retrieve items for the winning guests as requested by clerks, and help with the clean-up.
• Packers (4): As the auctions close, box/prepare the item to be delivered to the customer when they check out. As invoices marked "PAID" are presented, retrieve the patrons' items.
• Closers (4): You will direct people into lines to pick up their invoices, to pay and to pick up their items.

9. Fund-a-Need "Spotters" & Pledge Card Collectors

Time Commitment: 8 - 9pm

Job Description: Volunteers will serve as bid spotters during live auction or fund-a-need. Will work closely with the team to help ensure a smooth auction and pledge process.

Specific Job Duties:

• Stand at assigned, strategic locations with assigned tables in your area
• As live auction progresses, keep track of who is bidding
• Balloons
• When the bidding ends, complete the live auction voucher and give it to the winning guest
• At the end of the evening, collect pledge cards as guests leave and/or ask you to collect them
• Return all pledge cards directly to checkout team
• Please do not accept any gift/money on behalf of Play Like a Girl. If a guest wants to donate right now, please direct them to designated staff/volunteers. This is for your safety.

Observant and detail oriented volunteers are a must for the event! You will be stationed around the ballroom, record live auction winners and paddle raisers, and fill out donor form. After the auction is done, this crew will also help with clean up.

10. Event Clean-Up
Time Commitment: 9 - 10pm

General Job Description: Clean-up and disassemble the event landscape and pack it away carefully for next year’s Play Like a Girl Honors Gala.

Specific Job Duties:

• If guests are still present, inconspicuously begin event clean-up
• Volunteer Check-In and Guest Check-In tables can be "torn down"
• Once guests have left, begin careful process of repacking table linens
• Inspect them for any stains/damage/etc.
• Collect them, pack them per instructions provided on-site, load into Play Like a Girl vehicle
• Pick up any extra - gift bags; pledge cards; other paper items
• Pick up used paper items and discard
• Other clean-up tasks as requested
• breakdown Chairs/Remove Cushions

At the end of the evening, volunteers will collect everything left in the ballroom, checkout, and foyer, putting all items into the storage room.