What is Vintage Night Out?
Vintage Night Out is our largest fundraiser during the spring semester and benefits all of our musical ensembles. Vintage Night Out includes dinner & drinks, a silent auction and several raffles as well as live musical performances from our string orchestra and jazz band.
How can I help?
We need many volunteers to help plan, solicit donations, advertise, and prepare auction lots and baskets for the event. We also need "day of" assistance setting up, breaking down and running the event. Besides volunteering you can also support our efforts by donating items from your business or friends in the business community and by encouraging your friends and family to attend and/or to purchase raffle tickets to help support this important fundraiser. We also need each family to donate one or more bottles of wine to help create our "wine cellar" which will be raffled off at the event. Wine donations may be brought to our spring concert on Friday, April 20th, 2018. We will have a table at the entrance to collect your donations.
Want to volunteer?
Volunteering is as easy as 1,2,3....
1
Review the different positions needed below.
2
Click on the sign up button to select your spot(s). You are welcome to sign up for as many spots as you would like.
3
Stay tuned for emails inviting you planning meetings in the weeks leading to the event. We would love to have your input!
Vintage Night Out is our largest fundraiser during the spring semester and benefits all of our musical ensembles. Vintage Night Out includes dinner & drinks, a silent auction and several raffles as well as live musical performances from our string orchestra and jazz band.
How can I help?
We need many volunteers to help plan, solicit donations, advertise, and prepare auction lots and baskets for the event. We also need "day of" assistance setting up, breaking down and running the event. Besides volunteering you can also support our efforts by donating items from your business or friends in the business community and by encouraging your friends and family to attend and/or to purchase raffle tickets to help support this important fundraiser. We also need each family to donate one or more bottles of wine to help create our "wine cellar" which will be raffled off at the event. Wine donations may be brought to our spring concert on Friday, April 20th, 2018. We will have a table at the entrance to collect your donations.
Want to volunteer?
Volunteering is as easy as 1,2,3....
1
Review the different positions needed below.
2
Click on the sign up button to select your spot(s). You are welcome to sign up for as many spots as you would like.
3
Stay tuned for emails inviting you planning meetings in the weeks leading to the event. We would love to have your input!
planning spot Descriptions
Donation/auction lot teamVolunteers will help solicit silent auction donations via mail, email, and in person. They will coordinate the pick up of donations as needed. Volunteers will also track, organize and store the donations. Prior to the event they will use the donations to create auction lots, visual displays for each lot, as well as the bidder sheets and associated labels needed for each lot.
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donation thank you lettersThese volunteers will create and send thank you notes to each of the auction donors. They will also communicate the current donor list weekly to the event web page and social media coordinator to ensure donors are also recognized on our web and social media sites.
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basket raffle teamThe basket raffle team will solicit & accept donations of large baskets and basket creation materials from the business community and music families. With the help of the band director, they will assign a basket theme for each band and orchestra section. This team will collect all basket items, create the baskets, label & name each basket and create raffle ticket collection tins. They will also deliver completed baskets to the venue and set/finalize the basket displays.
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ticket sales coordinatorVolunteers will monitor student and online ticket sales tracking each type of ticket sold (admission, wine cellar raffle, golden ticket raffle). They will create & maintain the event guest list. Volunteers are also responsible for creating and printing the wine cellar and golden tickets to be pre-sold and sold on the day of the event.
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student contest manager The students will be participating in a contest to see which section/individual can sell the most tickets to the event. Student contest volunteers will visit the band and orchestra classes to remind students of the contest rules and to encourage sales. Volunteers will determine with the band director the awards and prizes for the contest. They will also work with ticket sales Coordinator to track each student's sales.
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promotion/advertising teamThese volunteers will contact local magazines, papers, and other community calendars to advertise the event. They will coordinate communication on the Vintage web site and district communications. They will hang posters in public places; promote the event at the vertical alignment and other Vintage events. They will also coordinate and manage social media posts.
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wine cellar teamThese volunteers will help pick up donated wines, collect, store, track & organize wine. They will create wine auction lots with values listed, create a wine cellar with an estimated value, bring the wine to the venue and set up Wine Cellar display.
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food & beverage planning team
Volunteers will plan a dinner, dessert, and drink menu and determine quantities needed for the event. They will also solicit donations of food, drinks and money and make purchases of supplies/food as needed. Lastly, they will coordinate the preparation and serving of the food on the day of the event as necessary.
day of event spot Descriptions
main table check-inCheck-in volunteers will check-in pre-paid guests and give them their bidder information & wristband(s).
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ticket sales tableVolunteers will oversee tickets sales for the wine cellar auction, golden ticket auction, wine & beer tickets, and basket raffle tickets. Students will be assisting.
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check-outCheck guests out, accept payment (cash, cc, check) and work with the Silent Auction Team to make sure the guests get all of their items
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set-upSet-up volunteers will help set up the event tables, chairs, music and food area. They will also oversee and coordinate the student helpers.
decoration teamThe decoration team will decorate the hall and direct the student helpers.
silent auction teamTis team closes the tables as scheduled, gathers the bid sheets and gets bid sheets to the main check out. They also assist checkout and guests with getting their winning lots.
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clean-up/tear-downVolunteers will oversee and assist the student clean up crew packaging up all re-usable VNO decorations and supplies neatly so they can be reused at next year's event.
promotional salesThese volunteers will sell promotional items such as t-shirts, pins, and photos.
Basket raffle managerThese volunteers collect the ticket bins, manage the student volunteers who pull the winning tickets, document the winning ticket for each basket and provide that information to the event announcer. They also verify the winner's ticket as well as count & record the number of tickets collected for each basket.
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Food teamThe food team will prepare all aspects of the meal as needed, set up the buffet, manage the food service and oversee the student servers.
wine/drink serversServers will be stationed at beer, wine or drink areas. They must collect drink tickets, check ID as needed, and manage the area. All servers must have a current RBS certificate.
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