Volunteer Positions, 2023 – 2024
Without your help, there is no Grad Night!
Check out the areas we need help with below. Volunteer and ask questions here. Come to our monthly meetings at the HMB Brewing Company, 1st meeting September 27, full meeting calendar here.
Tracks schedule and deadlines; leads monthly meetings; recruits for open position, coordinates between teams, manages senior gift.
Pumpkin Festival Poster Hanging
Blanket the Coastside with promotional posters for the Pumpkin Festival. Pumpkin Festival management donates $2500 to Grad Night for this task.
Coastside Gives Coordinator
Coordinate fundraising efforts with Coastside Gives, to be ready for Give Day on May 5th. Visibility campaigns continue throughout the year.
Spring Auction team
The Auction is our key fundraising event and 50% of our fundraising. Bring in donations for auction, organize venue, coordinate event.
Manages correspondence for committee affairs. Responsible for thank you letters to donors.
Web, Database, Files, Permits & Transition
Oversees website, file management, digital notes and archives for committee, responsible for transitioning information to new committee chairs and members; backup for committee co-presidents if needed.
Help increase our visibility, support ticket sales, fundraising and volunteer recruiting. Some campaigns are year-round; others are fall- or spring-focused.
Registration & Ticket Sales team
Manage and track ticket sales, coordinating the sales of Grad Night tickets beginning on the first day of registration at school up until the week before the event. Works closely with PR/Marketing and other volunteers to reach seniors and manage press and community outreach. Most ticketing is digital, done through the website or at registration. We sell tickets at different prices throughout the school year and up until a week before the event.
Event registration & Check-in
Order registration supplies (May), creates badges and is in charge of check-in on the night of the event (9-10:30).
Develop party theme, plan & organize decorations for IDES Hall. Theme is selected in the fall, planning begins in January, and execution February-May.
Oversees the Memory Lane display that families put together to reminisce their Senior’s school life. Notifies and encourages parents on Memory Lane collages over the last 3 months of the school year; collects collages from UPS Store beginning of graduation week and organizes the display and late submissions up to the day of the event, and final organization on the Event day.
Mail boxes team
Collects notes and letters from family members to each senior for them to find in their mailbox at the party. Encourages families to create notes to their grads over the last 2 months of the school year. Picks up all letters at high school on the day of Event and distributes letters to the GradNight mailboxes.
Purchase, request donations and coordinate food needs for the party. Oversees food, setup, donations pickup and the volunteer schedule for the day and night of the event.
Do you like to shop? There is a big budget for many great prizes the grads can win and you can start shopping online and/or in person right away to take advantage of discounts to get the best buys throughout the year. This team purchases the prizes and bring them to the event when we set up. Shopping sales online and in-person as needed. Sets up the prize room display on the day of the event.
Coordinates the party entertainment using existing vendors or new vendors as appropriate. Finds talent and party fun and oversees vendors and contracts. Coordinate with decorations committee.
This team recruits volunteers for committee positions and for the event itself. Recruitment include emails, posting on Nextdoor, working with business and school groups to contact their members, work with Publicity to get Review coverage of volunteer need.
Take Down/Clean Up team
Very Important! The volunteers who have been at the event most of the night are very tired, and the Take Down Chair coordinates the AM volunteers who complete the remaining packing and cleaning up started by the night shift. Oversees return of boxes and equipment to the shed.
Tracks and manages the funds for GradNight using Quickbooks Online, files annual reports.