EMAIL: Day-Before Volunteer Info
Dear Volunteers!
Thank you again for participating and helping out tomorrow! This is a long email … so please do give it a read so you are best prepared for tomorrow.
To provide guidance on how the day will flow, I have provided more details around schedule, process for each of the roles (see below) and methods for communication. Please note where your name appears and don’t hesitate to reach out with any questions. Also, I have indicated open roles in red where we could still use some help. We are pretty stacked up front for order assembly. That said, if anyone is willing to shift to one of our other open roles, please let me know!
We will have Santa hats (no you don’t need to wear them, but it will help distinguish you as a volunteer) to help distinguish who is helping out any given point.
Contact/communication for day of:
Our Phone: _____________________
Red Hill Community Forum Group on Facebook: We can use this to post activity throughout the day. I may have another chat forum that is easy to use …but for now, let’s look to use Facebook. Also, please send me a direct message with your mobile number.
General Schedule
Program Communications
Volunteer (name)_______________ - will serve as point for the communications around the event. She will help provide guidance for the welcome/check-in, parking director and donation volunteers.
Welcome/Check-In and Parking Director
As neighbors begin to pick up their bags, these individuals will welcome neighbors and direct them to the Order Coordinators to help them locate their order and bring bags to their car as needed. We ask that these volunteers encourage neighbors to visit our donation table prior to picking up their orders and to make new or additional donations on behalf of our neighborhood to the Police or Fire Department.
In addition, this/these individual(s) will help monitor and direct cars as needed. Everyone should be able to get in and out to ensure safety when cars are backing up and pulling out.
Sign up status:
Donation Volunteer
This individual will oversee the donation table to collect any donations for the Police & Fire Department. These donations will be recorded and placed in the designated box.
At 3:30, the donation volunteer will coordinate with (name)_____________to provide a final tally of the total incremental donations provided for both the police and fire departments. These funds will be provided to the respective departments at a separate time.
At 4pm, we will present a donation check to both the police and fire departments.
Sign up status:
Production - order assembly and distribution
Volunteer (name)_______________ will oversee order assemblers and coordinators. Once materials are assembled, he will be on point to coordinate the bag carriers and bag assistants.
Order Assemblers
There will be a designated area within the cul-du-sac for each street. Assemblers will reference the street board(s) to guide how many luminary bags, candles and sand bags would be assembled per order.
Sign up status:
Order Coordinators
There will be at least one Order Coordinator per 3-5 streets, for a total of at least 5 coordinators at any given time. Coordinators will be grouped as follows:
As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
All pick ups should go through the Order Coordinator.
Upon pick up, Order Coordinators will cross the street name off of the board.
Any NEW orders should be re-directed to the New Order Volunteer or (name/s).
Sign up status:
Bag Carrier
Bag carriers can assist neighbors who need help carrying their bags to their car. These folks can also overlap with the order coordinators.
As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
Sign up status:
New Orders Volunteer
Anticipating some neighbors may order more luminary kits or place a new order the day-of the event, there will be an additional supply of luminary kits for sale. This volunteer will manage the New Order Table and accept cash or check orders. Checks should be made out to Cash or (name). These additional purchases will be recorded for future reference (name, address, email or phone, # of bags). These same day orders are $1/kit. This should offset the cost for any additional materials and/or coordination to accommodate late comers. As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
Sign up status:
Bag Assistance: Set-Up & Tear Down
Some of our neighbors (i.e. out of town or elderly) have expressed needing help setting up and tearing down their bags. Between 4:30pm and 5:30pm, bag assistants will drive, drop-off and light luminary bags to the appropriate address for those that have not picked up their bags, for those that need assistance or will not be home. At 9:30pm, all assisted houses should have their candles extinguished. This should be completed by 10pm. (Name/s) ________________ will provide the final list of houses that need help, along with assignments. Clean up of bags could happen the next morning. We will coordinate this as needed.
Sign up status:
Thank you again for participating and helping out tomorrow! This is a long email … so please do give it a read so you are best prepared for tomorrow.
To provide guidance on how the day will flow, I have provided more details around schedule, process for each of the roles (see below) and methods for communication. Please note where your name appears and don’t hesitate to reach out with any questions. Also, I have indicated open roles in red where we could still use some help. We are pretty stacked up front for order assembly. That said, if anyone is willing to shift to one of our other open roles, please let me know!
We will have Santa hats (no you don’t need to wear them, but it will help distinguish you as a volunteer) to help distinguish who is helping out any given point.
Contact/communication for day of:
Our Phone: _____________________
Red Hill Community Forum Group on Facebook: We can use this to post activity throughout the day. I may have another chat forum that is easy to use …but for now, let’s look to use Facebook. Also, please send me a direct message with your mobile number.
General Schedule
- 9:30-10am: table set up and street layout.
- 10-1am: order assembly for all streets.
- 1pm - 4pm Attach a post it with address and number of kits.
- 4:00pm: present donations to Warren PD and FD.
- 4:15pm: with the exception of bag assistants, all volunteers wrap and head home!
- 4-5:30pm: bag assistants head out to set up houses in need.
Program Communications
Volunteer (name)_______________ - will serve as point for the communications around the event. She will help provide guidance for the welcome/check-in, parking director and donation volunteers.
Welcome/Check-In and Parking Director
As neighbors begin to pick up their bags, these individuals will welcome neighbors and direct them to the Order Coordinators to help them locate their order and bring bags to their car as needed. We ask that these volunteers encourage neighbors to visit our donation table prior to picking up their orders and to make new or additional donations on behalf of our neighborhood to the Police or Fire Department.
In addition, this/these individual(s) will help monitor and direct cars as needed. Everyone should be able to get in and out to ensure safety when cars are backing up and pulling out.
Sign up status:
- 1-3pm: (name/s) ________________
- 3-4pm: OPEN!
Donation Volunteer
This individual will oversee the donation table to collect any donations for the Police & Fire Department. These donations will be recorded and placed in the designated box.
At 3:30, the donation volunteer will coordinate with (name)_____________to provide a final tally of the total incremental donations provided for both the police and fire departments. These funds will be provided to the respective departments at a separate time.
At 4pm, we will present a donation check to both the police and fire departments.
Sign up status:
- 1-3pm: (name/s) ________________
- 3-4pm: (name/s) ________________
Production - order assembly and distribution
Volunteer (name)_______________ will oversee order assemblers and coordinators. Once materials are assembled, he will be on point to coordinate the bag carriers and bag assistants.
Order Assemblers
There will be a designated area within the cul-du-sac for each street. Assemblers will reference the street board(s) to guide how many luminary bags, candles and sand bags would be assembled per order.
- Assemble each order into a plastic grocery bag.
- Attach a post it with address and number of kits.
- All completed orders will be checked off by Carlos Almonte in the master log.
- All completed orders to be placed into section in cul-du-sac clearly displaying the label.
Sign up status:
- 10-11am: (name/s) ________________
- 11-12pm: (name/s) ________________
- 12-1pm: (name/s) ________________
Order Coordinators
There will be at least one Order Coordinator per 3-5 streets, for a total of at least 5 coordinators at any given time. Coordinators will be grouped as follows:
- Red Hill, Stardust and Milky Way
- Wilderness, Quill Pen, Kenquit and Stockade
- Olson, Larson, Gregory, Sunrise and Morton
- Old Forge, Springhouse and Spencer
- Flintlock, Debby, Robin, Meadow and Fox Hill
As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
All pick ups should go through the Order Coordinator.
Upon pick up, Order Coordinators will cross the street name off of the board.
Any NEW orders should be re-directed to the New Order Volunteer or (name/s).
Sign up status:
- 1-3pm: (name/s) ________________
- 3-4pm: (name/s) ________________
Bag Carrier
Bag carriers can assist neighbors who need help carrying their bags to their car. These folks can also overlap with the order coordinators.
As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
Sign up status:
- 1-3pm: OPEN!
- 3-4pm: (name/s) ________________
New Orders Volunteer
Anticipating some neighbors may order more luminary kits or place a new order the day-of the event, there will be an additional supply of luminary kits for sale. This volunteer will manage the New Order Table and accept cash or check orders. Checks should be made out to Cash or (name). These additional purchases will be recorded for future reference (name, address, email or phone, # of bags). These same day orders are $1/kit. This should offset the cost for any additional materials and/or coordination to accommodate late comers. As a precaution, advise folks to clean up any dry leaves around their candles, encourage them to place their kits on the street in front of their curb versus on the lawn.
Sign up status:
- 1-3pm: (name/s) ________________
- 3-4pm: OPEN!
Bag Assistance: Set-Up & Tear Down
Some of our neighbors (i.e. out of town or elderly) have expressed needing help setting up and tearing down their bags. Between 4:30pm and 5:30pm, bag assistants will drive, drop-off and light luminary bags to the appropriate address for those that have not picked up their bags, for those that need assistance or will not be home. At 9:30pm, all assisted houses should have their candles extinguished. This should be completed by 10pm. (Name/s) ________________ will provide the final list of houses that need help, along with assignments. Clean up of bags could happen the next morning. We will coordinate this as needed.
Sign up status:
- 4-5:30pm: OPEN!