VOLUNTEER

Want to help ArtsWest during its biggest fundraiser of the year? We have many volunteer opportunities sure to fit your area of expertise! Please read through the volunteer opportunities below and fill out the form at the bottom of the page. The dress code for all gala volunteers is black. 


BEFORE THE GALA

 

Gala Packing Party

Job Description: Join us on June 15th as we craft, glue, cut, pack, label, and stuff for our largest fundraiser of the year!

Time Commitment: 3:00 pm – 6:00 pm on June 15th

Truck Load & Unload

Job Description: Join us on June 16th as we load our decorations, supplies, and equipment for the gala in our truck and unload them at the site.

Time Commitment: 2:00 pm – 4:00 pm on June 16th


DAY OF THE GALA

 

Hospitality Lead

Job Description: Set up volunteer hospitality room with morning snacks. Pick up lunch/dinner/ice throughout the day of the gala. Ensure volunteers remain comfortable throughout the day.

Time Commitment: 8:45 am – 3:00 pm & 3:00 pm – 9:00 pm

Special Requirements: Must be able to drive a car and be willing to pick up/drop-off food.


Décor & Auction Set-Up

Job Description: Set up aspects of décor and the silent auction & live auction display during the day. This may include unloading items from the truck, putting cloths tables, setting out auction items for silent auctions 1 & 2 and the live auction display, decorating of tables, and more. Direction will be provided on-site.

Time Commitment: 9:30 am – 12:30 pm

Lights, Sound, Screens, Video Set-Up

Job Description: Help set-up the tech aspects of our gala during the day. This may include setting up lights under the direction of Technical Director Dennis Culpepper, helping our sound technician, and setting up projector technology. Direction will be provided on-site.

Time Commitment: 9:30 am – 12:30 pm


Greeters

Job Description: Two volunteers are needed to welcome patrons to the event, direct them to registration area and cocktail reception, and to answer questions as needed. Two volunteers are needed at the registration table to speak to the guests about what they will experience during the evening.

Time Commitment: 4:30 pm – 6:30 pm

Coat Check

Job Description: Two coat check volunteers will assist Cocktail ticket guests by storing coats, hats, articles of clothing, and accessories before the event and retrieving them and giving them to guests at the end. Three coat check volunteers will lead Dinner ticket guests to their table so the guest can store their items at their dinner table seat.

Time Commitment: 4:30 pm – 7:45 pm


Golden Ticket Representatives

Job Description: Circulate throughout the grounds of the Coleman Estate and offer guests an opportunity to purchase a “golden ticket." This opportunity is limited to Dinner guests as the winner receives their pick of any live auction item. If a guest chooses to purchase a golden ticket, the representative will write down their information and give them their golden ticket and a fun item.

Time Commitment: 4:30 pm – 7:30 pm

Balloon Poppers

Job Description: Circulate throughout the grounds of the Coleman Estate and offer guests an opportunity to purchase a “balloon pop” for $25. If a guest chooses to pop a balloon, collect their winnings and write down their information. Hand off to runner during the event.

Time Commitment: 4:30 pm – 7:30 pm


Floaters

Job Description: Be stationed at a particular area of the estate and direct guests to fundraising and performance opportunities. Be knowledgeable about the time-line and grounds. As the silent auctions close, alert any guest near you. At the end of the silent auction/cocktail hour direct cocktail ticket buyers to the cocktail tent. At the end of the silent auction/cocktail hour, direct dinner ticket buyers to the dinner tent.

Time Commitment: 4:30 pm – 7:45 pm

Special Requirements: Must own a cell phone with texting capabilities. Must not be afraid to speak to those around them.

Cocktail Hour Runner

Job Description: Circulate throughout the grounds of the Coleman Estate and collect information/items from raffle representatives, balloon poppers, and busking stations to take back to the cashiers.

Time Commitment: 4:30 pm – 7:30 pm


Check-In/Check-Out/Registration/Express Pay

Job Description:Welcome, register, and give guests their wrist band, money pack, dinner tickets, and program. Swipe guests’ credit cards for easy check-out at the end of the evening. After guests have checked in, you will assist with organizing and filing paperwork.

Time Commitment: 4:30 pm – 11:30 pm

Auction Trackers

Job Description: As each auction closes and as other bid slips are brought to the cashier, assist in entering winning bids into the computer and organizing the corresponding auction items. Later in the evening, as guests come to check-out handle the printing of the paid invoice and update the database to reflect their payment. This position also requires filing of bid forms and reports.

Time Commitment: 4:00 pm – 11:30 pm


Silent Auction Closers/Live Auction Recorder

Job Description: Oversee items in the silent auction area. At the closing of each section take each bid sheet to the cashiers for entry. Working in pairs, record the bid numbers and winning bidders numbers as guests win live auction items. During raise the paddle, you will record the bid numbers by level as the auctioneer reads them off.

Time Commitment: 4:30 pm – 9:30 pm

Special Requirements: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time.

Silent Auction Packers/Live Auction Spotter/Check out Valet

Job Description: Oversee items in the silent auction area. At the closing of each section, move all silent auction items to the item pick-up area (check-out). Spotters help auctioneers locate patrons bidding on live auction items. When the item has been successfully bid on, point out the winning bidder to help runners locate him or her. Assist guests with taking items to their vehicles.

Time Commitment: 4:30 pm – 9:30 pm

Special Requirements: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time.

Closers/Live Auction Runners

Job Description: Oversee items in the silent auction area. At the closing of each section move all silent auction items to the item pick-up area (check-out). Runners will retrieve information from the auction recorder, take bid information to the winning bidder for signature, and then return the signed bid sheet to the cashier.

Time Commitment: 4:30 pm – 9:30 pm

Special Requirements: Must be able to lift and move 20 pounds as well as stand and walk for extended lengths of time.


Tear Down/Load Truck/Unload Truck

Job Description:Take down gala decorations & displays. Assist Technical Director, Dennis Culpepper with loading of the truck for transport to ArtsWest.

Time Commitment: 11:30 pm – 12:30 am


VOLUNTEER APPLICATION

Name *
Name
Address
Address
Phone *
Phone
Are you available for volunteer training on June 16 at 6:00PM? *