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Specific Duties:
Gather the names of 8 to 10 volunteers to work the Tiny Tots concert. The
Band Coordinator contacts the Band Volunteer Coordinator for names of
individuals who indicated on the volunteer form that they wanted to
participate in Tiny Tots. The Volunteer Coordinator should also provide
the name of the Choral Coordinator. In addition, contact those individuals
that you know enjoy working with little children. |
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Contact the Choral Tiny Tots Coordinator. Send an email or call the Choral
Coordinator and verify responsibilites. Last year's Choral Coordinator was
Beth Frook. The Choral Coordinator (CC) mails flyers and registrations to
the established mailing list of about 60 schools and individuals. Last
year's CC also reserved the Lecture Hall, contacted the Chantilly Library
regarding parking for the preschools, and requested traffic control from
the Fairfax County Police Department. (Beth Frook has told me that she
tentatively plans to serve as the 2003 CC, and I have agreed to work with
her as the Band Coordinator. In 2003, the Band Coordinator will be
responsible for coordinating parking at Chantilly Library for attendees,
and contacting the Fairfax County Police for traffic control.) |
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Send email to potential volunteers.The email describes their duties
(escorting groups from the Lecture Hall to the Auditorium) and the date
and times that they will be needed. Last year's volunteers worked from
8:45 a.m. to 1:15 p.m. Individuals can work shifts if necessary. |
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Contact Chantilly Public Library and request parking for concert
attendees. The Band Coordinator must first contact the Choral Coordinator
for a listing of schools/individuals requiring parking at the Library. |
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Contact Fairfax County Police Department request their assistance for
traffic control. Date and times of Tiny Tots concert will be needed prior
to contacting the Department. |
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Contact Chantilly High School's Parking Office and arrange parking for
volunteers. Call the Parking Office (under Security) at least ten days
prior to the concert with the names of the volunteers. The Parking Office
will provide parking passes for the volunteers and leave them in CHS's
main office. In the past, parking passes are for the numbered spaces
located in CHS's lower lot (near the graffiti building.) |
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Send an email reminder to volunteers about week prior to concert. The Band
Coordinator emails volunteers and thanks them for offering to work,
provides parking instructions, and reminds them to sign in at CHS's Main
Office upon arrival. |
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Prepare name tags for the volunteers. Most of us remember faces, but often
forget names. It makes it easier for everyone if volunteers wear name
tags. My family handmade them last year; however, they didn't hold up for
the entire concert. |
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Coordinate with Choral Coordinator and bring goodies for the volunteers.
This is not a budgeted expense. Last year's CC and I brought
muffins,coffee, paper goods for the volunteers. |
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Arrive no later than 8:00 a.m. on concert day. If necessary, work with the
CC to set up the Lecture Hall. The preschool groups sit on the Lecture
Hall floor before they are escorted into the concert. The tables and
chairs should be removed from the Lecture Hall prior to their arrival.
However, last year there was SAT testing the weekend before and the room
was not ready. If you are at CHS by 8:00, you can insure that everything
is in place before the attendees arrive. |
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Work with Choral Coordinator on volunteer assignments. The CC will have
the list of preschool/individual attendees. Most attendees will have
prepaid; however, there are some that will need to pay at the door. The CC
provides the cash box and the listing of those who still need to pay. One
of the volunteers will need to man the cash box. |
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Personally thank volunteers and help CC clean up Lecture Hall after the
concert. |
Recommendations: My only recommendation is to place "goodies" in a
location where only volunteers have access to them. Some attendees thought
that we were providing refreshments!
Estimated time spent on task: Approximately 12-16 hours (for the
first time). I anticipate it will take less time this year.
Who is best suited for this task? This position does not require a
specific skill set. It is extremely helpful if the Coordinator has email
access--simply because it is much quicker than having to contact each
volunteer directly by phone. The Coordinator should enjoy children and
working with people. This is a fun position because Chantilly's volunteers
are so eager to participate that it is not difficult getting people to
assist with the concert. I actually had more people volunteer than what
was needed.