DIRT CHEAP BLUES EXCHANGE
Virginia Beach, VA • August 2024
VOLUNTEERING WORK-STUDY PROGRAM
Many hands make light work! And we can use a few extra hands to help run this event smoothly.
There are many opportunities.
PRE-EVENT • DAY-OF-EVENT • DURING-EVENT
VOLUNTEERS WORK STUDY: Volunteers will have opportunity to “work off” their registration fees – not-much of a cost, but every wee bit helps. Volunteer will still register and pay, then MUST sign in and sign out to get credit for your shifts on the clipboard. Volunteer Coordinator will reimburse each Volunteer after each shift (electronically). The reason for Work-Study is we have had Volunteer not pay and not show up for duties. Bad Apples.
The During-Event Volunteer Crew – We all work together throughout the weekend during the event making sure it runs smoothly. And to help where help is needed. EX: Make sure Check-In Table is covered, Food & Drinks are replenished, garbage cleaned up, etc. This leaves you able to dance when the DJ plays YOUR SONG and you just have to dance to it…we know, we are dancers too.
VOLUNTEER DUTIES & CHECKLISTS
PRE-EVENT PLANNING CREW
PROMOTIONS – Help get the word out to dance clubs across nation.
SOCIAL MEDIA CREW – Create and post event updates.
EVENT PREP CREW – Logistics of counting wristbands, goodie bags, thing-to-stuff-inside the bags, etc. Week before event, stuffing-party to stuff color-coordinated bags: ExtraSmalls, Smalls and Large sizes.
BEACH EVENTS CREW
We will need help lugging the equipment from EVENT HOST (jeff) HOUSE to the beach. It’s only two blocks away. Stuff like: gazebo, vinyl signs, speakers, cooler, paddleboards, umbrellas, beach games, water jugs, towels, and beach gear.
LATE NITES CREW
DURING-EVENT COORDINATOR – Key-Point-of-Contact-Person for each late nite. Arrive before event, opens up venue. Checks-in the Volunteer staff so they get credit. Constantly makes sure all aspects of venue goes smoothly with table stocked, questions answered, constantly cleans, picks up, etc. Able to dance during event time.
CHECK-IN TABLE – Contains Handouts, check-in sheets, iPad & QR Payment Signs, $$ bank, Venue Bin, gum, mints, other event post cards.
POSITIONS AND DUTIES
SET-UP CREW – Arrive 60 minutes prior to event time. Setup registration table. iPad setup. Sign-In/Waiver sheets, Put up Signs (lawn, shirts, doors). Tables & Chairs. Table cloths, mints, gum, etc. A/C on and chillin.
SOUND CREW – Sets up PA System and cords cables out of the way.
CHECK-IN TABLE – This is where we TAG TEAM and make sure the Table is covered throughout the event time. Check-in people, collect $$, put on wristbands, give Packets/Handouts, make sure everyone signs sign-in-sheets. Must check EVERYONE at door for wristbands. Start closing down usually after 3:30a.
CLEAN-UP (everyone) – Stay to clean up. Good to keep cleaning throughout the event, etc. A/C off, scrub scuff marks, spills, sweep, mop, clear tables, wipe tables, lights off, fans off, replenish toilet paper / paper towels, empty garbage cans, etc. Anything to leave the place better looking than when we entered.
VENUE BINS – A bin contains tape, extra event handouts, paper, extension cords, permanent markers, hand sanitizer, zip ties, scissors, all-tool, flyers, next venue info, paper towels, dry erase board & markers, etc. Also used as lost & found.
