Promoting the sport of Lacrosse by providing youth coed lacrosse programs and activities in the Verona Wisconsin area for grades 3 through high school.
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.
$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