Volunteer Positions, 2022 – 2023

HMBHS Grad Night, as a small 100% volunteer-run non-profit, always needs volunteers! There are positions with time commitments in the fall, and others in the spring. Some positions take just 4 hours of work on a single day, and others require a few hours of time each month. Many positions can be shared with a friend. Check out the areas we need help with below. Interested? Volunteer and ask questions here. Come to our monthly meetings at the HMB Brewing Company, meeting calendar here.


Leadership & Administration (1): Available roles are for Secretary & Co-chair.
Tracks schedule and deadlines; leads monthly meetings; recruits for open positions. Other “presidential” tasks as needed. Extra time as needed in May and June.
Time commitment: Meetings plus 1 to 2 hours per monthPumpkin Festival Poster Hanging (2): Complete for 2022!
Blanket the Coastside with promotional posters for the Pumpkin Festival. Pumpkin Festival management donates $2500 to Grad Night for this task.
Time commitment: 4-8 hours in August & September; this job is finished by the end of September.

Coastside Gives Coordinator (1): 1 OPEN for 2022-23
Coordinate fundraising efforts with Coastside Gives, to be ready for Give Day on May 5th. Visibility campaigns continue throughout the year.
Time commitment: 2-4 hours per month February-April.

Spring Raffle (3): 3 OPEN for 2022-23
Coordinate & manage spring raffle in April.
Time commitment: 2-6 hours per month January – April

Recording Secretary (1): 1 OPEN for 2022-23
Records and distributes minutes for monthly committee meeting. Manages correspondence for committee affairs. Take minutes at each 1 to 1.5-hour monthly meeting.
Time commitment: 1.5 – 2 hours each month.

Correspondence Secretary (1): 1 OPEN for 2022-23
Manages correspondence for committee affairs. Responsible for thank you letters to donors.
Time commitment: Less than 1 hour each month, December – April

Web, Database, Files, Permits & Transition (1): Dawn Novarina
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.
Time commitment: As needed throughout school year.

PR/Marketing (3): 3 OPEN for 2022-23
Help increase our visibility, support ticket sales, fundraising and volunteer recruiting. Some campaigns are year-round; others are fall- or spring-focused.
Time commitment: 2 – 4 hours per month

Admissions (2): Erin Bautista + 1 OPEN for 2022-23
Co-chairs manage & 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 advertising. 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.
Time commitment: 4 -5 hours per month, August (registration) and March to June.

Admissions Registration/check-in (1): 1 OPEN for 2022-23
Order registration supplies (May), creates badges and is in charge of check-in on the night of the event (9-10:30).
Time commitment: May to June, 3-4 hours per month

Decorations (6): 6 OPEN for 2022-23
Develop party theme, plan & organize decorations for IDES Hall. Theme is selected in the fall, planning begins in January, and execution February-May.
Time commitment: January to May, 4-8 hours/month.

Memory Lane (1): 1 OPEN for 2022-23
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.
Time commitment: April and May ~1 hour per month; 5-6 hours in June.

Mail boxes (1): OPEN for 2022-23
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.
Time commitment: May and June ~1 hour per month plus ~ 2-3 hours the day of Event.

Food (2): OPEN for 2022-23
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.
Time commitment: April to June, ~3-4 hours per month plus 3-4 hours the day of event.

Prizes (2): 2 OPEN for 2022-23 (Muff Donner, mentor)
Do you like to shop? There is a big budget for many great prizes the grads can win. These co-chairs purchase the prizes and bring them to the event when we set up (shopping can start at any time to take advantage of discounts, prior to Black Friday online or in stores). Shopping sales online and in-person as needed. Setup and coordinate prize room display on the day of the event. Schedule volunteers for prize room and wheel.
Time commitment: as needed to complete shopping plus 2-3 hours day of event.

Entertainment (2): OPEN for 2022-23
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.
Time Commitment: 1 hour per month, January – June, 4-5 hours on night of Event.

Chaperone Coordinator (1): 1 OPEN for 2022-23
Only a couple of meetings and Grad Night event itself. A Security chair is there all night. You are the first contact with Security volunteers. You meet them, give them their assignments and are the point person for making sure everyone monitors their posts.
Time commitment: Last two meetings and NIGHT OF THE EVENT. Approx 9pm to 5am.

Volunteer Coordinators (2):2 OPEN for 2022-23
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.
Time commitment: March to June, 1 hour per month to June, 4-5 hours the night of Event.

Take Down/Clean Up (1): 1 OPEN for 2022-23
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.
Time commitment: 3-4 hours, morning after Event.

Treasurer (1):Kelly Rogers
Tracks and manages the funds for GradNight using Quickbooks Online. Time commitment: 2-3 hours per month, plus some meetings.