• Plan and coordinate implementation of the phone tree in those cases were announced or scheduled plans change and rapid communication is necessary

Volunteer Needs: Ten people to serve on the phone tree and be prepared to make 8-10 telephone calls when necessary.

Chairperson responsibilities:

• Planning and coordinating all band social events
• Providing refreshments for band competitions and other band performances

Volunteer Needs: Four people to assist with periodic social events

• Promote band activities to the Sanderson Community through participation in PTA. Provide band publicity for inclusion in the PTA newsletter

Chairperson responsibilities:

• In conjunction with the Band Director, plan and coordinate all logistics of Band Camp including:
  • Dates
  • Location
  • Food and Beverage
  • Transportation
  • Chaperones
  • Equipment
  • Medical and First Aid
  • Cost/Budget

Volunteer Needs: Planning committee – 3 people

Chaperones – 14 people (6 male, 6 female) for each day and night of camp (Chaperones also handle logistics such as equipment set up, water breaks etc. during camp) 

Chairperson responsibilities:

• Determine the number of adult chaperones required for the scheduled performance, event or trip
• Secure needed adult chaperones
• Provide instructions, information and training for all chaperones including:
  • Student assignments
  • Expected student conduct
  • Student security and safety
  • Trip logistics, information and rules

Volunteer Needs: Band competitions – 10-12 Chaperones

Trips and Other events – 1 Chaperone for each 7 students participating

Chairperson responsibilities:

• Insure that uniforms are kept clean and are properly stored
• Periodically inspect all uniforms and provide for needed care and repair
• Maintain inventory control of all uniforms and accessories
• Fit and assign uniforms to band members
• Plan and coordinate the handling and transportation of uniforms to band

Events

Volunteer Needs: 4-5 people to assist with above.

Chairperson responsibilities:

• Determine instrument and equipment requirements for all band events
• Plan and coordinate packing, loading and transporting of instruments and equipment to and from all band events
• Provide for the care and security of instruments and equipment
• Plan and coordinate the set up of all instruments, equipment and show props at competitions and other events

Volunteer Needs:

Football games: 15-20 people to assist with moving and setting up equipment, instruments, and show props

Competitions: 15-20 people to assist with loading equipment truck, unloading and setting up equipment/instruments, uniforms and show props at the event,

reloading truck and unloading upon return to school. May also need to assist with show props.

Other events: Usually 4-6 people depending on the event (parade , concert, etc.)

Chairperson responsibilities:

• Determine the transportation requirements to move the band and equipment to scheduled performance sights
• Plan and coordinate the means of transportation to be used selecting from WCPSS approved carriers
• Negotiate and contract for required transportation
• Manage all transportation logistics prior to, during and following completion of the band event

Volunteer Needs: CDL Class B licensed drivers to drive school activity buses

Experienced drivers of large vehicles to drive equipment trucks

Person(s) willing to provide a tow vehicle and pull the band equipment trailer

Chairperson responsibilities:

• In conjunction with the Band Director, plan and design construction/production of show props including:
  • Obtaining materials
  • Supervising production
  • Planning storage and transportation for protecting props

Volunteer needs: People to assist in the production and handling of show props. Number needed dependent on scope of sets for the current show.

FAIR SHARE FUND RAISING OPPORTUNITIES

• Maintain a record of each band members fair share account balance including a detailed record of all transactions ( cash payments, fair share earned by fund raising activity and band expenses paid from fair share).
• As requested, provide account information to band members and the Board

Chairperson responsibilities:

• Coordinate with WC management the administrative activities associated with Walnut Creek including the work agreement, concession activities to be staffed, earnings credit and work schedule

• Schedule band members/ adult volunteers to staff scheduled events
• Maintain a record of workers and hours worked and determine fair share credit for the event (s) worked

Volunteer Needs:

Chairperson is usually done by a committee of 3-4 in order to "share the load".

The Boosters operate 2 concession (beverage) stands at Walnut Creek. Generally there is an opportunity for 8-10 workers at each scheduled event. Positions are filled on a first come basis.

Chairperson responsibilities:

• Coordinate with RBC management the administrative activities associated with RBC Arena including the work agreement, concession activities to be staffed, earnings credit and work schedule

• Schedule band members/ adult volunteers to staff scheduled events
• Maintain a record of workers and hours worked and determine fair share credit for the event (s) worked

Volunteer Needs:

Chairperson is usually done by a committee of 3-4 in order to "share the load".

The Boosters operate 1 concession (beverage) stand at Walnut Creek. Generally there is an opportunity for 8-10 workers at each scheduled event. Positions are filled on a first come basis.

Chairperson responsibilities:

• Purchase and maintain an inventory of grocery store discount certificates
• Distribute certificates to Booster members and collect funds
• Maintain a record of fair share credit related to grocery certificate sales

Chairperson usually handles this area without assistance.

Chairperson responsibilities:

• Select suppliers for fruit and flower order
• Publicize the Fruit and Flower sale to band parents and students. Distribute information and order forms
• Collect order forms and prepayments.
• Order pre-sold fruit and flowers
• Arrange for pickup/distribution of orders
• Maintain record of sales by band member for fair share credit

Volunteer Needs:

• 3-4 people to assist with planning and logistics of the sale.
• Distribution/delivery of orders- 12 people to unload truck and distribute orders to band members/parents.

• Coordinate with Dine-a-Mate management the administrative activities associated with Dine-a-Mate sales including dates, commission and related issues
• Publicize the sale to band/Booster members
• Collect advanced orders/payments
• Arrange for distribution of orders
• Maintain record of sales by band member for fair share credit

Chairperson responsibilities:

• Select suppliers for flower order
• Publicize the Flower sale to band parents and students. Distribute information and order forms
• Collect order forms and prepayments.Order pre-sold flowers
• Arrange for pickup/distribution of orders
• Maintain record of sales by band member for fair share credit

Volunteer Needs:

• 3-4 people to assist with planning and logistics of the sale.

CAPITAL BUDGET FUND RAISING

Chairperson responsibilities:

• Planning and coordination of all functions associated with Expo as contained in the detailed Expo Operating Manual.

Volunteer Needs: Expo require over 300 volunteers to fully staff all functions and activities. ALL STUDENTS AN ADULT BOOSTER MEMBERS ARE EXPECTED TO WORK AT LEAST ONE FOUR HOUR PERIOD.

Detailed information about Expo will be presented in special meetings and communications related to the event.

Chairperson responsibilities:

• Planning and coordination of the Silent Auction including
  • Determining date and event at which auction will be conducted
  • Soliciting items to be auctioned
  • Conducting the auction and collection/accounting for funds

Volunteer Needs: Everyone to solicit items for auction

5-6 to assist with set up for auction

AWARDS AND RECOGNITION

Chairperson responsibilities:

• Planning and coordination of the Spring Banquet including
  • Determining date and location
  • Negotiating agreement with event facility
  • Planning program and presenters
  • Reservations and ticket sales

Volunteer Needs:

Planning and decorating – 4-5 people

Banquet event management – 5-6 people

Chairperson responsibilities:

• Design, assemble medium and produce banquet slide presentation
• Design, assemble medium and produce annual band video.
• Coordinate video sales and production

Volunteer Needs:

Two –three people with experience in video production

© 2002 Sanderson High School Band Raleigh, NC

Last Updated: August 19, 2003