Event Volunteer Assignments And Roles Sample

• Keep in mind volunteers can be placed in multiple roles based on timing
• When asking for volunteers, ask if there is anything specific they would like to do based on the roles you need filled
• Be sure you send out timelines so people know they aren’t just standing around waiting for things to do the whole time
• Send out volunteer communications ahead of time so people have enough time to process their roles, and reach out if they have any questions
• Identify volunteers who would be willing to help with any last-minute tasks that come up on the day of the event
• If you are holding a larger event that has a lot of roles with many volunteers, consider hosting a training before the event
• When asking for volunteers, start by asking departments that are directly involved in the event, then seek assistance from other areas

Handing out stickers to participants which corresponds to what spot they will have in the Human 100, (1 first, 0 second, 0 third). Lead your group into your assigned number outline on the field once the DJ announces it is your time to go. Encouraging everyone to fill in the space. You will not have to fill in spaces. Alexandra, Maddie and West will be going around to be sure space is filled.

There will be three groups, with each group representing a number in the Human 100. Your group will have a color assigned to you which corresponds to what number you will be filling in the Human 100. Here are the groups:

• BLUE: No. 1, approximately 100 people
• GREEN: First 0, approximately 150 people
• ORANGE: Second 0, approximately 150 people

• DJ will direct participants to head down to any of the three tables to grab a sticker for where they will be positioned
• One captain from each team holds signage for table while the other captain hands out your color stickers to people that come up to you, you will have just enough labels to the amount of people needed in each outline.
  • Tell participants to stay in the vicinity of your table because we will be getting into position within the next 15 minutes
  • Let participants know that the DJ will announce when each color can head to their designated spot
  • Before groups are announced to take their position, Maddie, Alexandra will check to see how many people are in each group and will move people accordingly
• Both captains start leading people to your group number outline (use poster in front of table to direct people) and be sure your group is in the appropriate spot.
  • BLUE group is No. 1
  • GREEN group is first 0
  • ORANGE group is second 0
• Maddie, Alexandra or West will double check to be sure all your group labels are dispersed
• Once all groups are called and moved into their position, Maddie, Alexandra, and West will work on moving people around based on total number of participants and how the image looks from above.

• Help hand out pizza
• Return any unused labels to Kevin, Alexandra or Maddie

Plate pizza and encourage participants to take a slice after the picture is taken.

• Pizza will arrive at 3:30. Maddie will direct Franco’s deliver person to drop off location
• Help bring pizza boxes over to tables on sidewalk
• Begin plating individual slices as people start getting into position on the field. Pizza will be distributed after the photo is taken
• Participants can just grab their slices and go
• Break down boxes as pizza is consumed, don’t plate all pizza ahead of time we might have leftovers

• Break down all pizza boxes and put on top of tables
• Discard any trash from table

Pass out blue T-shirts to anyone that is not wearing UB apparel or blue. There are NOT enough T-shirts for all participants. We have about 200 for those who aren’t wearing blue or UB apparel. Signage at the table will say that T-shirts are only for those who aren’t wearing UB gear or blue. Put out ponchos in case of rain for participants to grab.

• Unbox T-shirts and have them folded by size on table
• Ask those who need a shirt – again only if they aren’t wearing UB or blue – what size they need and give them appropriate size
• Place ponchos out on table if it is raining or if it is forecasted to rain before 5 PM

• Hand out any remaining T-shirts? Or do we want to hand out the rest of the shirts?
• Pack up any remaining ponchos or T-shirts