Band Picnic Volunteer Responsibilities
Amy Higgins and Stacey Pakela, co-chairs
Please reach Stacey on her cell at 734-645-7328 for questions/help with the Picnic
The Picnic generally goes from 1:00 - 4:00 on the first non-football Saturday in the fall.
To do before the Day of the Picnic
- Update Picnic Flyer.
- Get volunteers to call new families to welcome them (get list from PBA President) and invite them to the Picnic. (3 people) Please let me know status when done.
- Reserve Park and supplies
- Rent grill, 2 tents, sledge hammer, enough chairs and tables from A-1 Rental.
- Find people to work at welcome table (2x2 shifts)
- Find runners to work during Picnic to monitor food tables, grill master, back up for welcome table, etc. (3x2)
- Order food from Gordon’s Food Service (GFS) or Costco: burgers, hot dogs, veggie burgers, condiments, buns, plates, cups, napkins, utensils
- Order balloons and string from Party City
On Day of Picnic (or the day before)
- Pick-up/return tents, tables, grill (on Saturday) from A-1 Rental and deliver to park by 11 am day of Picnic (1-2 people; volunteers must have SUV or pick-up truck)
- Pick up food at Gordon’s (1-2 people)
- Deliver food to Picnic site by 11:00 a.m.
- Get receipt
- Install Tents, 11:30 a.m. day of Picnic (2 people)
- Set up and check bathrooms for cleanliness, soap pump, trash bag, toilet paper and paper towels (4 people: one- hour shifts starting at noon)
- Pick up and return supplies & sign at Pioneer Band room closet (1 person)
- Pick up balloons & string, ordered at Party City (1 person)
- Bring to park by noon or so day of Picnic
- Get receipt
- Runners: monitor food tables, help grill masters, back up welcome table, 12:30 start time (4 people: 2 runners x 2 shifts)
- Pick up ice (12–15 x 20 lbs. bags) and charcoal (5 large bags)
- Bring to park by 11:30 a.m. Saturday
- Get receipt
- Bring coolers from Pioneer Band room and return after Picnic (1 person)
- Grillers: 12:00 noon start time (4 grillers: 2 grillers x 2 shifts)
- Line grill with aluminum foil to make cleaning easier
- DO NO PUT WATER ON GRILL
- Photographer with digital camera: send digital pictures taken at Picnic to PBA president and webmaster after the Picnic (1 or 2 people)
After it is over
- Take down tent (2 people)
- Take down / clean grill after Picnic (2 people)
- Clean up (4–8 people)
- Clean up tables, coolers etc. after Picnic
- Check bathrooms for cleanliness, trash
- Monitor & clean up park trash cans (empty old trash, replace with plastic trash bags) during and after Picnic - take extra trash to PHS dumpster
- Return pop cans after Picnic (1 of the above volunteers)
- Give refund to Picnic coordinator
- Deliver left-over food to charity (i.e., Safe House, Ozone House, Salvation Army)
- Note: please plan ahead on where to take extra food around 4:30 p.m. day of Picnic and if it needs to be in certain condition (e.g., cooked or not for burgers/ hot dogs)
- Return extra stuff to Gordon’s after Picnic (One of the above volunteers)
- Give refund to Picnic coordinator
Notes
- Grillers
- Tents must be returned dry. Call A-1 Rental for an extension if needed
Band Picnic Volunteer Sign-up Form
The 2013 Band Picnic is 1:00 on Saturday 28 September