Day-Of Planning
Timeline
10am-5:30pm
10am - 1pm ORDER ASSEMBLY
Order Assemblers
1pm – 4:30pm NEIGHBORS BEGIN PICKING UP THEIR ORDERS
Welcome/ Check-In
Parking Director
Donation Volunteer
Order Coordinators
Bag Carrier
New Orders
3:30-4:30pm DONATIONS TO BE GIVEN TO THE POLICE AND FIRE DEPT
4:30-5:30:pm BAG ASSISTANCE: SET-UP & TEAR DOWN
10am-5:30pm
10am - 1pm ORDER ASSEMBLY
Order Assemblers
- Assemble bags in neighborhood Cul-de-Sac
- All orders need to be grouped by street and separated by address for easy pick-up
- Pre-fill gallon-sized storage bags with sand as time allows
- Each order includes: votive, bag, sand, and 2 gallon-sized storage bags to transport sand.
- Can sign up for a shift or help as long as desired.
1pm – 4:30pm NEIGHBORS BEGIN PICKING UP THEIR ORDERS
Welcome/ Check-In
- As neighbors begin to pick up their bags, welcome neighbors and direct them to the Order Coordinators to help them locate their order.
- Encourage neighbors to visit our donation table prior to picking up their orders and to make a donation on behalf of our neighborhood to the Police or Fire Department.
Parking Director
- Monitor and direct cars as needed. Everyone should be able to get in and out. Parking director will to ensure safety when cars are backing up and pulling out.
Donation Volunteer
- Oversee the donation table to collect any donations for the Warren Township Police & Fire Department.
Order Coordinators
- Manage order pick up. This includes matching address and payment to the number of bags ordered.
- Each neighbor will be checked off the list as they pick up their bags.
- If neighbor needs assistance with carrying bags to their car, Order Coordinators will direct them to a Bag Carrier Volunteer.
Bag Carrier
- Assist neighbors who need help carrying their bags to their car.
New Orders
- Take new orders for neighbors that have not yet placed and order and would like to participate in Luminary Night. We have a limited number of luminary kits on reserve.
3:30-4:30pm DONATIONS TO BE GIVEN TO THE POLICE AND FIRE DEPT
- We are tentatively planning to have a representative from the police and fire dept be present to accept our donations and give them thanks for all they do for us!
4:30-5:30:pm BAG ASSISTANCE: SET-UP & TEAR DOWN
- Between 4:30pm and 5:30pm, helpers 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. *Some of these homes will also need assistance extinguishing the candles no later than 10pm.
Other Needs:
- Poster Board showing pick up area
- Poster Board warning drivers to slow down
- Poster Board organizing neighbors' orders by street
- Measuring cups to scoop sand into bags
- Lighters
- Markers
- Note to homeowners included with order: when to light candles and when to blow them out with a reminder to clean and throw away bags the day after
- Email blast to remind to clean up.