Thank you for volunteering for the 24th Howard Community College Grand Prix, that will be held at Marama Farm in Clarksville on Saturday, September 24, 2011.  Please review the job descriptions listed below under Workstation Job Descriptions.  After reviewing the descriptions, please fill out the Student Volunteer Sign-Up form.  We will try to accommodate your choice but cannot make any guarantees. Please fill out the Student Volunteer Sign-Up form. 

If you have any questions about volunteering on Saturday, please contact Colleen D'Agrosa at cdagrosa@howardcc.edu. 

We ask that all Grand Prix Student Volunteers attend one information session.  Volunteer information sessions have been set for the following times and will be held in RCF 401.  Please choose one of these two times to attend.

• Wednesday, September 21 at 11 a.m.
• Wednesday, September 21 at 2 p.m.

At the information session, you will be given:

• 1 Grand Prix volunteer t-shirt and 1 hat - Remember to wear your t-shirt and hat on the event day.  Please wear khakis or other slacks.  No jeans allowed in the sponsor tent!
• 2 complimentary lawn tickets
• All volunteers are entitled to beverages and a free lunch at the volunteer tent

If you are unable to attend either of the information sessions, please come to McCuan Hall Room 102 and pick up your volunteer packet.

Work Station Job Descriptions

Event Set Up (7-10 a.m.)

• Wipe down each chair to remove dew from the night air
• Remove items from plastic bags on each table and arrange them to create an attractive display

Front Entrance Check-in and Escort (working in teams of 2)
Use the Guest Notebooks with the table guest lists listed alphabetically by table, and numerically by table.  Use tent diagrams of table layout.

• Greet guest.  Confirm that person is a sponsor tent guest by looking at their ticket (Complimentary ticket guests will have a IVORY ticket; paid sponsor tent guests will have a YELLOW ticket).
• Check their name in the Guest Notebook.  Confirm their table number and locate the table on the tent diagram. Give them a red wristband and put it on their wrist. 
• Ask the guest to fill out their ticket stub for the $500 Raffle and drop it into the Raffle Box.  The stub portion w/the number on it go into the apron that you will wear.  At the end of the shift or event, aprons are wrapped up and the stubs are counted.  (This is one way to track the total # of people who attended.)
• Escort the guest to their table.
• Only people with RED wristbands are allowed into the sponsor tent.
• Return back to the Front Entrance to help the next guest.
• Note that many of Dr. Hetherington’s guests are complimentary and may not be on the RSVP sheet.  Check against the Guest Notebook.

• $500 RAFFLE TICKET STUBS
  Please ask all guests to fill out the ticket stub attached to their admission tickets and deposit it by 3:00 p.m. at one of the raffle boxes.  Raffle boxes will be picked up at 3:00 p.m. and the drawing will take place around 4 p.m. in the arena in front of the sponsor tent.  Raffle box locations are:

  • In the Sponsor Tent
  • Main Entrance
  • HCC Information Booth
  • Grand Prix Merchandise Booth
  • Bleacher Entrance

Photo Booth (work in teams of two)

• Visit each table and ask the guests if they would like a complimentary photo taken to put into their complimentary photo frame.  Take their photo and record information about the table and/or the guests so that you will remember who is who.  Guests can pick up their photo at the booth if they wish or it will be delivered to them.
• Return to the photo booth and have the photo printed out.  Wait until the photo is dry and then deliver it to the table. 

Sponsor Tent Visits to Guests

• Familiarize yourself with the Guest Notebook and the location of the guest tables. 
• Introduce yourself and thank the donors for their support of HCC.  Talk about your HCC experience (major, classes, instructors, plans for the future, etc.) 
• Remember that the guests attend the Grand Prix to help raise funds for students and that you are representing the HCC student body when you visit their table.  Be upbeat and positive.

Table Bussers

• Take care of assigned area by clearing off tables on a regular basis

Tattoo Parlor

• Affix Grand Prix logo temporary tattoos on to interested guests.  Keep area clean and neat.

End of Event (4-6 p.m.)

• Clean off each table and remove all items that remain.
• Clean all items from the merchandise and raffle ticket booths.
• Place items in plastic bags or available boxes.
• Help organize boxes that will go back to the Development Office.

Day of the Event

All student volunteers must sign in at the HCC Information Booth 15 minutes before your shift begins to confirm your duties.  The Grand Prix is a Rain or Shine Event!

SPONSOR TENT – Check in Here on Day of the Event

• Volunteer Check In and Check Out, Name Tag Pickup, Job Assignment confirmation.  To get credit for your volunteer service hours, you must sign in and out!

Please ensure coverage at your workstation before taking breaks.  Colleen D'Agrosa will circulate and can arrange for coverage.

Questions?

If you have any questions call Colleen D'Agrosa, 443-518-4732.

Sign up to volunteer here.