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Seeking Volunteers for Live Free Tour at UMSL on April 4, 2013

From: Julie S.
Sent on: Monday, March 4, 2013 8:19 PM
If you are interested in volunteering for one of the positions below, please send the requested information below to Audrey Bond at [address removed]. We need as many volunteers as possible to help make this event a success.

From Audrey Bond:

Hi everyone,  

Would you all be able to fill out a volunteer form, so that I can have a list of contact information?  We'll be printing up flyers shortly. 

Also, please return this with your address if you are able to take some flyers, whether or not you are volunteering at the event.  

Volunteer Position:

Phone # (receives texts at the event):
Alt. Phone #:
email address:
Facebook member (yes/no):

Audrey Bond

Volunteer Positions:

Here are the volunteer positions that we need filled for the UMSL OAI event on April 4th.  Set up will begin at 5:30 pm with the speaking event beginning at 6:30.  Below is a list of volunteer positions needed.  

1.  Media Room- 1 - 2 volunteers
       Set up media room- set up 2 chair interview area, note where electrical outlets are.
       Advise attending media of one on one interview availability
       Escort media to media room after speakers are finished
       Manage interview order to keep things moving

2.  AV- 1 - 2 volunteers
        Day prior to event- Conduct lighting and sound checks with university AV tech (I will give contact information)
           Make sure our speakers are lit properly
           Make sure podium and flags (one state and one American) are available or in position 
           ensure projector is functioning properly and test projection of logo (I am checking on the format needed)
           ensure music will play properly (I am checking on the format needed)
           ensure podium mic works properly with no feedback
           ensure two wireless mics work properly while in audience (check batteries, walk out in seating area while testing)

        Day of the event-
           Arrange stage in proper format if not already done so
           Attach podium sign
           Start projector to get our logo on the screen (may work directly with AV tech, I will confirm)
           Start music at proper cue (this is not a confirmed requirement, but be prepared) 
           Lower house lights for speaker, raise for Q & A (again, may work directly with AV tech, I will confirm)
           Provide two wireless mics to Audience Attendant Volunteers for Q & A

3.  Audience Attendants - 2 - 3 volunteers
         Place flyers on seats immediately prior to the event
         Guide visitors to seats near front of auditorium upon arrival
         Be responsible for and pass wireless mics around audience during Q & A
         Remind visitors as they leave to sign up for emails and give contact info to Sign Up volunteers in Lobby
         Inform visitors as they leave where fundraising dinner is located (location not yet confirmed)

4.  Sign Up Attendants- 1 - 2 volunteers
        Attend to either table (unconfirmed as yet) or clipboards in Lobby for at least 1 hr prior to the event and 30 - 45 mins after (or until all visitors have left)
        Gather contact info (Name, email, etc.) of visitors requiring further information
        Be open to completing misc. tasks needed completing that may come up during the time speakers are speaking

5. Fundraising Dinner Volunteers- 2 - 4 volunteers 
       Accept reservations and donations for dinner at speaking event
       Attend reservation list and check off attendees
       Merchandise attendant to sell books ($20), T-shirts, etc. (we will provide 50 + books)
       Mobile salespeople, who will actively sell books within the crowd and remind people they can get them signed by Gov. Johnson

6. Event Marketing and Promotion- As many volunteers as possible.
       Distribute Flyers Locally (we will let you know where to get them)
       Promote on Facebook, twitter, etc.
       Get pre-paid reservations for dinner (more details to follow)
       Contact local organizations that may be interested

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