These chair and lead positions fulfill all volunteer requirements for all players

Committee Chair

• Oversee all other lead roles and assist where needed
• Set date and reserve location
• Form a committee to cover lead roles
• Be a liaison to the MC on questions

Communications Lead

• Update event flier and work with webmaster to load to website and email accordingly
  • Emails should be sent monthly up until 3 weeks prior to the event and then weekly emails should be sent (prepare email to be sent and work with webmaster on process
• Find varsity players/committee members to attend parent/player registration meetings to promote the event
• Work with Webmaster/Registrar to update on-line registration (table or individual registration options)
• Print out list of registrants to create table assignments, and provide list of participants at check in table
• Update thank you brochure to be sent out to sponsors and update power point
   

Silent Auction/Door Price Lead

• Delegate 4-5 volunteers to coordinate donations
• Develop spreadsheet for tracking donations
• Assemble baskets/bags
• Print bid sheets
• Send out thank yous for post event

Trivia Lead

• Update existing power point
• Coordinate with coaches to get judges and raffle ticket sellers
• Coordinate volunteers for registration table, door price table, cashiers, price runners (just needed the night of the event)
• Coordinate decorations

Cashier Lead

• Responsible for (5) money bags (will need to be purchased in 2018 and then labelled and kept in bin for future years)
• Distribute $50 petty cash in $5 increments to cash boxes and 50/50 wingspan sellers
• Make sure you get the original $50 petty cash box from everyone you gave it to
• Update the wingspan cash total every 10 minutes for the MC to announce
• Maintain money during the event
• Collect silent auction payments
• At end of event, separate money collected into each of the bags (registration/mulligan, door prize, 50/50 wingspan, silent auction, original petty cash)

Supplies/Decorations Lead (make sure you have the following) 

• NOTE:  A lot of these items may already be available in the Trivia Night bin.  Make sure to review/check bin prior to making any purchases.  All purchases are reimbursable.
• 3 cash boxes (registration table, 50/50 money, door prize ticket table)
• $50 in petty cash for each box in $5 denominations and $50 for each 50/50 wingspan seller (NOTE:  everyone needs to remember to return original $50 back to cashiers)
• 2 pens on tables for writing answers
• Many rolls of tickets in two colors (1 color for drawings and 1 color for 50/50 raffle)
• Dots for MULLIGANS (only 1 can be sold per table).  These are sold in groups of 5 for $20 so there should be plenty of leftovers
• Bags for drawing items (these are the black and orange paper gift bag that can be reused)
• Smarties & Dum Dums for winning and losing tables
• Pens for auction & game pens
• Balloon bouquets (3 & 5 balloon bouquets work best) & 2-3 helium tanks (work with coaches to get volunteer players to help with set up and balloons). 
• See Decoration Considerations below for additional insight

Decoration Considerations

• Confirm what time you can get into the building for set-up.  This is a great time to get student athletes involved in the event with blowing balloons, hanging signs, unloading auction items, shifting tables/table set-up, etc.
• In the past, the club has gotten 2 or 3 helium large tanks at party City ($40 ea)
• Consider orange and black helium quality balloons (there are plenty balloons and weights leftover from prior years in the bin)
• String for tying balloons (check to see how much is in the bin and the helium tanks usually include some string as well)
• Reusable laminated table numbers with sticks and bases (these are already in the bin)
• Various laminated Verona LAX signs (in the bin) taped where they will not bother paint