Purpose: The document serves as an outline for the volunteers who will work in the upcoming events at Branding Town Hall. The document will give instructions and the pertinent information regarding the fundraising event for orphans living in and around the community of Branding to be held on March 28, 2016 at the town hall. Each volunteer will have specific duties and will have to work within specific timelines to carry out these duties. The committee members will be instructed on how to balance their tasks before and during the function.
Overview: Tiny Women’s Volunteers is a non-profit organization that has its headquarters in Branding and each year the group randomly select different organizations that can benefit from financial assistance. We are pleased to carry out this fundraising this year in the hope of helping the orphanage with money and to purchase a washing machine and a dryer. The document will explain the roles of each member of the committee and the tasks that each must complete before the actual fundraiser. The document will also clarify the specific course of events and the orphanages that have been selected as beneficiary to the events.
Events:
Most of the events are volunteer services and therefore the coordinators of the program will want to ensure that the volunteers will be willing to work in their respective capacities. The coordinators will first begin to brief the volunteers on the types of activities and the different activities that will take place on the specific days. The committee will instruct the volunteers about the barbeque contest and the crowning of this year’s “Mr/Miss Tiny Helper.” The persons in charge of this section will need to meet and plan different strategies to get the program moving forward. Mr. Jeff will coordinate the events and he will meet with those who wish to participate in the barbeque at least three times before.
The team of lighting and decorations will begin the preparation beforehand. But, they will also arrive at the venue by 7:00 am to ensure that the wiring and lighting are correct. The sound system will also be organized for the show during this time. By 9:00 a.m. it is expected that the music, lighting, and decorations will be completed. The chairman and the director of the events will finalize and oversee the process. In addition, the chair person will meet with the different heads of the committees and review the role of the members of the group.
The six volunteers in the refreshment areas will ensure that they make frequent queries from the recording artistes and the judges to ensure that they are comfortable and safe. Three volunteers will be assigned to provide drink and food for the judges. The remaining three volunteers will work with the recording artistes. These volunteers will serve as waitress and work with those in the bar to prepare the refreshment for the each specially invited guest as the needs of each person will vary. The ten members of the security team will meet with the recording artistes at the gate. They will also remind the supporters to remain calm towards the artistes. Mark, head of the security detail will take the guests to room two and three. Waitresses will ensure that refreshment must be prepared beforehand so that the guests will have access to the beverage and snack.
Transportation: The designated driver is Mr. Cole. He and his working partner will arrive at 8:00 a.m. He will ensure that the vehicle is working properly. Mr. Cole will not need to collect any monies from the persons who will be there as he will check each person’s name on the list provided. The bus will arrive at Branding’s Mall at 11: 00 am and again at 3:00 pm. The driver will wait for 15 after each arrival to facilitate those who are late. Persons who will need transportation must communicate this with the organizations at least one day before the date of the fundraiser (March 27, 2016). The director will recheck on the mode of transportation for the guests and provide any additional transportation that is needed.
Additional Information: Each volunteer will be given a letter outlining the importance of their role as a volunteer which includes “any person or organization that collects money for a beneficiary, cause or thing, rather than solely for their own profit or commercial benefit” (What is a Fundraiser 1). The chairman will also ensure that the volunteers are prompt with their services. The director and the assistant director will provide assistance to those volunteers who are overworked and tired. In addition, each volunteer will be able to take a 30 minutes break every three hours. In that time, the director of the program and the executive will serve as waitresses, waiters, and guides and perform any other necessary duty.
I hope that the given instructions are explicit and provide a clear understanding of the events of the day. Additionally, I would like for persons who are not clear about the instructions or who have queries on the matter of cost to direct their questions to the Deputy Director or me. Please send an email to our organization website: tinywomen’ or . We appreciate you dedication and hard work and hope that we will be able to fulfill the goals at this year’s fundraising event. Thank you for your support and co-operation.
Works Cited
Stein, Caryn, “Planning and Executing a Successful Nonprofit Fundraising Event”
The Nonprofit Marketing Blog 2011, The Network for Good, Web 15 Feb 2016 <http://www.networkforgood.com/nonprofitblog/planning-and-executing-your-next-big-event/>
What is a fundraiser? Consumer Affairs Victoria (n.a), 2016, The Consumer Affairs Victoria,
Web 15 Feb 2016 https://www.consumer.vic.gov.au/clubs-and-not-for-profits/fundraisers/what-is-a-fundraiser
APPENDIX
Fundraising committee and participants
