MAYFAIR VOLUNTEER ORIENTATION

Presented by: Dorinda McNamee

May 21, 2015

Introductory Notes

• First off, thank you all for volunteering!!!• Without you we could not see the great

results of all that we have been planning for in the past couple of months.

• It’s a lot of work but so worth it, when we see the smiles on the faces of the children and how excited the kids at FMPS and the surrounding neighbourhood get when they hear the Mayfair is coming!

Why are we having this meeting?

• We are doing this in this format because Saturday mornings became so hectic with our guests and volunteers all descending on the Check In Registration Table at the same time.

• We wanted a more informal, less stressful time, to be able to communicate what we would like to see.

Agenda for the Evening

• Some Basic Guidelines

• How Mayfair will unfold (schedules, etc)

• The Different Sections

• Walkaround

Some Basic Guidelines

• Dress for the weather (hat, sunscreen, etc)• Bring a water bottle

• Students can handle tickets but are not able to handle cash. Ticket stations will always be

manned by adults.• Do not leave cash boxes unattended.

• Expectations that everyone is here to work so please no texting, etc while you are “on duty”.

• We want everyone to have a good time so if you have any conflicts, try and find a way to make

sure everyone leaves happy.

Some Basic Guidelines

For students• If you are looking for hours make sure that

you tell the Volunteer Coordinator when you arrive and check out when you leave so that

we can better track your hours.• Please have your volunteer forms filled out so

that we can keep track of the time on these sheets and also it will make it easier when we

sign at the end of Mayfair.• We will also try and keep track of this on our

side.

How Mayfair will Unfold – Friday Night

• There will be volunteers here on Friday night between 5 pm – 8 pm setting up.

• The Bake Sale team will be pricing the goodies during this time.• We will be setting up everything inside so that we are good to

go on Saturday morning.• We will be using the gymnasium as our staging area for all of

the events that will take place outside.• We use the far staircase for our “pantry” for the barbeque.• We will be taking coolers and baked goodies, etc.

• We will be moving furniture from classrooms and ensuring that they are labelled so that they can be returned to those teachers

at the end of Mayfair.• We will be setting up the sponsor wall and preparing the raffle.• We will need to sort out the prizes for the prize booth

How Mayfair will Unfold – Saturday

8 am – 10 am

• Volunteers are expected to arrive for 8am.• They will check in with Kristen and receive a GREEN volunteer t-shirt, a name tag, a barbeque

form.• They will then get their assignments for the day.• They will help with the set-up to prepare for our

10 am start of the carnival.

Note: School Council parents will have RED volunteer shirts so if you have any questions,

find a person in a RED volunteer shirt.

How Mayfair will Unfold – Saturday

10 am – 2 pm

• Volunteers will then go to their respective areas and make sure that

they are ready to go for their first customers.

• They can then work their shifts.• They will get ½ hour for lunch

ensuring that someone is covering for them during that time period.

How Mayfair will Unfold – Saturday 2 pm -

• Volunteers are expected to help clean up the premises

• Pack up the premises, etc.• Take down the tents

• Sort out coolers/furniture etc and give them back to the

owners/teachers

How Mayfair will Unfold – Volunteering

- Checking Out

• Volunteers are expected to return their volunteer shirts after the event• Students can get their forms signed

The Different Sections• CARNIVAL GAMES

• We need 2 teams of volunteers to take care of/run the games. We can split up into the

inside games/activities and the outside games/activities.

• They will be responsible to ensure that they have adequate supplies for the games,

prizes, lollipops, etc.• They will receive a sheet of instructions/list of

supplies and how to win descriptions as well as stamps for the prize cards.

The Different Sections

• CARNIVAL GAMES (Cont’d)• Kindergarten games will be split between outside games and inside games except for the SCAVENGER

HUNT.• Inside Games: LOLLIPOP GARDEN, GO

FISH AND PIN THE TAIL ON THE WOLF• Outside Games: BOUNCY CASTLE,

DINO DIG AND BALL POND

The Different Sections

• CARNIVAL GAMES (Cont’d)• Non-kindergarten games will be split between

outside games and inside games except for the SCAVENGER HUNT also.

• Inside Activities: TATTOOS, NAIL SALON, FACE PAINTING, GRAB BAGS, RAFFLE, PHOTO BOOTH

• Outside Activities: SOCCER TARGET, FRISBEE GOLF, TIC TAC TOE, BEAN BAG TOSS, PING

PONG BALL CHALLENGE, TOILET ROLL TOSS, ANGRY BIRDS, WHAT’S IN NED’S HEAD, PRIZE

TABLE, CANDY/POPCORN/COTTON CANDY

The Different Sections

• BARBEQUE• We need a team of volunteers to take care of the barbeque. Grillmasters will be

cooking the meat but we will need assemblers to put the food together and

others to take the orders and provide customers with their food.

• We will also require a crew of people who will keep the coolers stocked and the

chips stocked.

The Different Sections

• TICKET STATIONS• We need a team of adult volunteers to take care of

the ticket stations. There will be two adults at each station.

• Each ticket station will be selling: carnival tickets for all of our events, raffle tickets and barbeque tickets.

Water will also be sold at each of these stations.• There will also be maps as well as stage schedules

of what is happening at different times during the day.

• Cash will only be required to purchase baked goods. Everything else will be done by tickets.

Maps

• You can find the maps on our website.

Question Period

Q. If I want to work with my friends can I do that?

A. Let the volunteer coordinator know what your preferences are and we will try and make sure that you are grouped close together.

Question Period

Q. How are prizes done?

R. Our guests will get a prize card (looks like a Subways card). When they win or participate in an event, the card gets a stamp. The guests take these cards over to the prize booth and get to choose a toy. Then their card gets punched. (i.e. a child has 8 stamps but only uses 4 stamps. You punch holes in 4 and leave the remaining for the next time they come to the booth.

Question PeriodQ. What are the food options that we

have available?

A. There will be burgers (veggie, chicken and beef), hot dogs (regular and halal), fries, chips and drinks at the barbeque. There will be cotton candy, popcorn, ring pops for sale at the Candy Booth. There will be baked goods sold inside at the Bake Sale. Water will also be available for sale at the ticket booths. Coffee and tea will be sold beside the bake table.

Question PeriodQ. How does the raffle work?

R. Raffle tickets can be purchased for $2.00 each or 6 for $10.00. Guests need to fill out the raffle tickets and put a ticket in the bag corresponding to the prize that they would like to win.

S. For example, if I would like to win the Mayor’s Gift Basket, I would fill out a raffle ticket and put it into the bag with the #1 on it since this is prize #1. Guests are welcome to put more than one ticket in a bag for more chances to win.

Question PeriodQ. When will winners be picked for

the raffle?

R. There will be an early bird draw when we have our special guests on the stage.

S. The remaining raffles will be done at the end of Mayfair and winners will be notified by phone or can pick it up at the end of the event.

Question Period

Q. Where do I need to spend cash?

A. The ticket booths will have barbeque tickets, carnival game tickets and raffle tickets for sale. The bake sale will also be taking cash. Everything else is done by tickets.