Volunteer Information

Transcription

1 Volunteer Information Red Hot Gala September 20, 2014

2 About Museum of Glass The mission of Museum of Glass is to provide a dynamic learning environment for visitors to appreciate the medium of glass through creative experiences, collections and exhibitions. The Museum achieves its mission through the presentation of art with a focus on the medium of glass, an international visiting artist series, and education and outreach programs all designed to serve, engage and enrich the individual and the community. Museum facilities include 13,000-square-feet of exhibition space, a hot shop amphitheater, a theater for video and performing arts, and an Education Studio for creative development and interpretation. Event Information Red Hot is the major annual fundraising event for Museum of Glass. Approximately half of the Museum s annual operating budget income comes from individuals, foundations, corporations and government contributions, and Red Hot provides a significant portion of this revenue. Funds raised at Red Hot support the 130,000 visitors that attend each year, the 30+ professional artists that work in the Hot Shop, and the thousands of regional youth that take part in the Museum s educational programming. The annual party and auction is an opportunity for guests to support MOG while having a fantastic time! Since inception this event has raised over $4.7 Million to support the core museum programs. And our devoted volunteers are the key to making the event a fun and enjoyable evening for our guests. Date: Saturday, September 20, 2014 Place: Museum of Glass, 1801 Dock Street, Tacoma, WA Time: On the evening of the auction we ask that all volunteers check in at least 30 minutes before their job assignment is scheduled to begin. If for some reason, you unable to attend the event, please call or redhot1@museumofglass.org as soon as possible and leave a message. We count on your support to make this evening a success. Dress Code: The auction is a black-tie event for our MOG patrons. In order to maintain the look and feel of the evening we kindly ask our volunteers to dress as follows: Gentlemen: A dark suit or Tuxedo, light colored shirt and tie. Ladies: An evening/cocktail dress or dinner suit. Hemlines should be no shorter than just above the knee. Dresses and blouses should be long enough to allow for bending, moving and picking up boxes and other items. Please keep in mind the socio-economic status of the guests and the ambience of the setting, maintaining a professional and modest attire for all. Comfortable shoes are a must for everyone!

3 RED HOT GALA - Volunteer Information Food & Beverage Heavy snacks and beverages will be available for all MOG volunteers between the hours of 3:00-9:30pm. Please note that the bars located in the event spaces are for patrons only. There will be sodas, water, coffee and tea available for the volunteers throughout the evening. Parking As a volunteer you will receive complimentary parking during the event. Please carpool if are able as parking space is quite limited. Volunteer Bid Numbers Volunteers are welcome to bid on any auction item. Please ask for a bid number when you check in if are you interested in bidding. Or you can register your cell phone for bidding in the silent auction. Trouble-Shooting If an issue or problem should arise in your area, please report it to your volunteer lead. If they are unable to assist you, please take the issue to volunteer central. There will be someone there to assist you immediately. Volunteer Central There will be a designated volunteer central where you will check in and out. There will be food and beverages, information and all supplies for volunteers located here. When you check in at volunteer central you will also be given a Volunteer Badge to wear for the evening. This will ensure that patrons know who to contact for information. There will also be a secure place for you to leave your coats and bags. We ask that you please leave all valuables at home. The most important tools you can bring with you are a sense of humor, a smile and common sense!

4 RED HOT Gala - Volunteer Job Descriptions Décor & Auction Set-Up Set up aspects of décor and the auction during the day on September 20th in preparation for Red Hot. This may include set-up in the grand hall, tent and silent auction spaces. Direction will be provided on-site. Time Commitment: 9:00am-5:00pm (split shifts) Special Requirement: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time. Greeters Welcome patrons to the event, direct them to registration area and then to the cocktail reception. Time Commitment: 5:00-7:00pm Registration & VIP Express Pay Welcome, register, and give guests their patron packets. Allow guests to leave a signed imprint of their credit card for easy check-out at the end of the evening. After guests have checked in you will assist with organizing and filing paperwork. Time Commitment: 5:00-7:30pm Silent Auction Oversee items in the silent auction area. At the closing of each section move all silent auction items to the item pick-up area. Time Commitment: 5:00-8:00pm Special Requirement: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time. Super Silent Auction Oversee items in the silent auction area. At the closing of each section move all silent auction items to the item pick-up area. Time Commitment: 7:00-10:00pm Special Requirement: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time. Drawing Representatives Circulate through the silent auction areas and offer guests an opportunity to make a $500 donation to MOG and as a thank you for their donation they receive a gift and are entered in a drawing to win a valuable prize. If a guest chooses to enter the representative will write down their information and give them their ticket. Time Commitment: 5:00-7:30pm Seating Volunteers are stationed in the grand hall to direct patrons to their tables using guest list and floor plan. Time Commitment: 6:30-7:30pm

5 Live Auction Runners Runners will retrieve information from the auction recorder, take bid information to the winning bidder for signature, and then return the signed bid sheet to the cashier. Time Commitment: 6:30-9:30pm Approx. Live Auction Spotters Spotters help auctioneers locate patrons bidding on live auction items using a light stick. When the item has been successfully bid on, point light stick towards the winning bidder to help runners locate him or her. Oversee centerpiece bidding and help collect centerpieces at the end of the auction. Time Commitment: 6:30-9:30pm Approx. Live Auction / Raise the Paddle Recorder Working in pairs, record the bid numbers and winning bidders numbers as guests win live auction items. During raise the paddle they will record the bid numbers by level as the auctioneer reads them off. Time Commitment: 7:00-9:30pm Approx. Bank Customer Service / Greeters Direct people into lines to receive their invoices, pay, and pick up their items. Time Commitment: 8:30-10:00pm Approx. Item Pick Up / Bank Support As the silent, Super Silent, Live Auction and other bid slips are brought to the bank, assist in entering winning bids into the computer and organizing the corresponding auction items. Later in the evening, as guests come to check-out handle the printing of the paid invoice and update the database to reflect their payment. This position also requires filing of bid forms and reports. Time Commitment: 7:30-10:30pm (you will be rotated) Late Night Host Provide support and customer service to guests at Dante Marioni After-Party in Hot Shop. Duties will be flexible and assigned as necessary. Duties may include locating car service, assisting in seating, light cleaning and general guest services. Time Commitment: 9:00-11:00pm Item Pick Up As the auctions close, prepare items to be delivered to patrons as they check out. As invoices marked PAID are presented, retrieve the patron s items. Time Commitment: 6:30-11:30pm Special Requirement: Must be able to lift and move 20 pounds

6 RED HOT GALA - Volunteer Sign Up Form Please return to MOG Office by Friday, August 29. Contact Information Name Address City, State, Zip Home Phone Work Phone Address Volunteer Position Preferences Please number (in order of preference) the 3 positions you would most like to fill. The positions are grouped below by time frame, meaning that all the jobs within a group go on at the same time. We'll do our best to accommodate your first request. Please note that Red Hot is full of exciting surprises and can run a bit late. Set-Up During the Day Décor / Auction Set-Up Group I: 5:00-8:00pm Greeters Drawing Representatives Seating Registration / VIP Express Check Silent Auction Team Group II: 6:30-11:00pm Live Auction Spotter Super Silent Auction Team Live Auction Runner Live Auction / Raise the Paddle Recorder Bank Customer Service / Greeters Bank Support / Item Pick-Up Item Pick-Up Late night host Group III: 9:00-11:30pm Clean-Up Team I would like to work: During the Day 7:00am-4:00pm Early in the evening 5:00-9:00pm Later in the evening 8:00-11:30pm The entire evening 5:00-11:30pm Please send in this form to redhot1@museumofglass.org fax at or you may mail it to: Museum of Glass 1801 Dock Street Tacoma, WA I am interested in helping during the days leading up to the auction. The MOG Office will contact you about your availability. THANK YOU!