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GPAA GOLD SHOW

posted Feb 10, 2018, 2:28 PM by Sam Angell

All,

 

This is to remind you that if you signed up to help out at the GPAA Gold Show on Feb 16, 17 or 18.  Here are the meet times for each day and the areas where we will need help.

 

If you have any questions, in the meantime, please call me at 520-490-5325

 

Thanks,

David

For Friday the 16th  Setup Day

 

Setup of the hall will begin around 8 AM, so come just before that, if possible.  Vendors will be setting up their booths in the afternoon, as well as our booth.  Several vendors may need assistance.

 

After we finish on setting up on Friday, GPAA will be providing lunch for all volunteers.

 

We will also have a sign-up sheet for the activities that you want to do (listed below).  Bare in mind, that you don’t need to work more than one shift and can move to another position if you want to continue to volunteer for more than one shift.

 

Friday – Set-Up

  1. Meet with Chapter/ Volunteers to assign set up operations @ 8:00 am
  1. Volunteer Sign In’s for Set-Up- Issue Badges/ Lanyards (from 8-8:15 am)
  • Pipe and Drape (10 Volunteers from 8:30-10:30 am)
  • Panning Area (3-4 Volunteers from 10-11am)
  • Admission Area (2-3 Volunteers from 11-11: 30 am)
  • Rest Area (3-4 Volunteers from 11- 11:45 am)
  • Raffle Area (2-3 Volunteers from 10-10: 30 am)
  • Lecture Hall (3-4 Volunteers from 11-12: 30 pm)
  • GPAA Booth (2 Volunteers from 9:15am – 11:45am)

Saturday – Volunteer Meeting/ Coordinate Volunteer Assignments

  1. Meet with Chapter/ Volunteers to assign show operations @ 8:15am
  1. 8:15 am – 8:45 am: Show Operation Assignments for Volunteers
  • 8 Volunteers for Admission Operations

(Will train with me from 8:45 – 9:15 am, training consists of the following)

  • Register Training
  • Ticket Scanner Training
  • Bag Stuffer Training
  • Banding Training
  • Will Call Training
  • Chapter Raffle Registration Sign-Up Sheet

 

  • 3 Volunteers for Raffle Area

(Will train with me from 9:15 – 9:30 am, training consists of the following)

  • Register Training
  • Raffle Ticket Sales Training
  • Till Starting Balance Sheet Confirmation 
  • 8 Volunteers for the Panning Zone

(Will be escorted to panning area @ 9:30- 9:40 am- training consists of the following)

  • Do’s and Don’ts of the Panning Area, I.E. Volunteers are not allowed under any circumstances to pan for gold for personal use nor leave their panning station without relief

 

  • 4-6 Volunteers for Security

(Will be escorted to the doors and lecture hall @ 9:40- 9:50 am- training consists of the following)

 

  • 4-6 Floaters (to be utilized by chapter for breaks)

(To be coordinated by Managing Chapter Volunteer Rep throughout the show)

 

  • 4 Volunteers for GPAA Booth Operations

(Will be sent to train with Dominic and Gen from 9:30-9: 45 am)

  • Sales Training
  • Cashier Training

 

Saturday- Sunday Chapters Coordinator Show Operations

  1. 10- 10:30am:
  1. assist chapters in the admission area to ensure that admission is running smoothly
  • Cashier Activity
  • Will Call Activity
  • Banders
  • Baggers
  • Scanners

 

  1. 10:35- 10:45am-
  1. Check in on raffle area operations
  • Cashier Activity
  • Raffle Ticket Distribution
  • Raffle Tickets Sales

 

 

  1. 10:50- 11am:
  1. Check in on panning area operations

 

  1. 11:05- 11:25am:
  1. Meet with managing volunteer from chapter
  • Issue Lunch Vouchers
  • Issue Lunch Money and or Reimburse Chapter with receipts if they purchased in advance
  • Ensure that the managing volunteer has coordinated rest and lunch breaks

 

  1. 11:30- 12pm:
  1. Walk the premise to see if any cashiers need any of the following-
  • Change
  • Cash Drops
  • Relieve 3 admission volunteers post morning rush
  • Will pull the $200 starting drawer count in raffle area to be returned to GPAA

 

  1. 12pm – 1pm:
  1. Lunch if time allows for it during this time frame

 

  1. 1:05 – 1:25pm:
  1. Walk the venue to check in with 2nd shift volunteers:
  • Panning Area
  • Lecture Hall Security
  • Door Security
  • GPAA Booth
  • Make sure everyone got breaks

 

  1. 1:30 – 2pm:
  1. Prep the admission area for closing

 

  1. 2:05- 2:30pm:
  1. Work with Brandon to close out registers
  2. Work with Volunteers to clean up admission area

 

  1. 2:35- 2:50pm:
  1. Prepare Paperwork for Raffle Area 1st day count

 

  1. 2:50-3:05pm:
  1. Work with Brandon and Chapter Raffle Rep to process first-day raffle proceeds count
  2. Sign off Raffle Accountability Documentation
  3. Make 1st Day Raffle Proceeds Drop

 

  1. 3:10- 3:40pm:
  1. Go over day one Chapter Paperwork including-
  • Volunteer Sign Up and Assignments for accountability
  • Till Balance Sheet
  • Cash Drop Accountability
  • Till Balance Sheet

 

  1. 3:45- 4pm:
  1. Meet with volunteers to discuss day two arrival times and expectations

 

  1. Sunday – Tear Down 3:45pm- 4pm
  1. Meet with chapters to divvy up tear down assignments
  • Pipes and Plates (4pm-5:30pm)
  • GPAA Booth Tear Down (4pm-5:30pm)
  • Panning Area Tear Down (4pm-6pm)
  • Staging (4pm-6pm)
  • Drapes (4:30pm-5:30pm)
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