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This year volunteer signups will be done on Charms. You will need to click on the calendar and then click on the hand print on September 17th to see the various volunteer positions. There will be someone at your ice cream social to assist you in signing up if you are having difficulty. If you have a friend or relative that would like to volunteer, you can sign them up as well.
Unless you are specifically signing up for a set-up morning position, you should plan on being available sometime between 4-11pm. The chairperson for the volunteer position that you sign up for will notify you a week prior to the event with specific instructions and the exact time that you will be working. All volunteers are temporarily relieved of duty while their band performs! See below for job descriptions.
Hilliard Band Invitational Volunteer Information:
Traditionally, the Hilliard Band Invitational is the Hilliard Music Boosters' most successful fund raiser. Money raised benefits ALL music programs in the Hilliard City School District, from elementary through high school. HMB is grateful for the support received each year from volunteers district-wide, which contributes to the success of this annual tradition. As our marching bands focus on perfecting their shows over the summer, a team of volunteers is also hard at work, planning and preparing for this exciting event.
Chairpersons and Shadows -- Students are (usually) in high school for four years, meaning that parent volunteers will come and go. It is important that new parents enter into the volunteer system, and that some of them step up to become leaders in volunteering. Each area of volunteer involvement listed below has a dedicated chairperson, a person whose student is moving one year closer to graduation. The responsibilities of each area are quite manageable. As a shadow, you will work closely with the chairperson for that area, to learn each of the steps required to successfully run that part of the event. After you've shadowed for a year, you are ready to be the Chairperson. It's that simple! Some areas are a larger commitment than others, but by asking around you can find the perfect fit. If you have children not yet in high school, I would especially encourage you to participate.
Student Volunteer Positions
Band Ambassador -- These students will be assigned a band upon the band's arrival at the event. They will remain with the band director to assist in guiding them to warm-up areas and to the stadium. They are also responsible to keep the director informed of the time the band should arrive at the gate in preparation for their performance. After the band performs, the Ambassador will guide the band back to their buses, after which they are finished with that band. Students should NOT have a firm deadline to leave the event, as their responsibilities may run beyond that time. Students playing in either Hilliard band are ill suited to this position due to their own warm-up and performance responsibilities. NOTE -- Some directors will disregard any time input from their Ambassador, and may become agitated with the student. Ambassadors are asked to do their best, not to force the issue. Delays will penalize the band, not the Ambassador.
Hand Stampers -- Hand stampers will board the buses in pairs, and stamp the hands of all band members on board. The hand stamp allows the band members to enter the Visitor's stands after their performance. After they complete the bus, they will return to their staging position to await the next bus. This job is not as time-consuming as the Ambassador position, and will usually finish work well before the end of the event.
Water Tables -- Students assigned to the water tables will assist in keeping water cups full and available for bands in the warm-up area.
There are various other positions for students such as collecting tickets and various runner positions.
Adult Volunteer Positions:
Adult Ambassadors -- The ambassador greets arriving bands, meets the director and gives him his information packet, including wrist bands for drivers and pit parents. They should then introduce the Ambassador for the band, and get the hand-stampers onto each band bus. This must all be done before the Traffic workers move the band to their parking spaces.
Water tables -- Keeping water (in cups) ready for band members in the warm-up area.
Hall Monitors -The restrooms inside the school are made available to band members only. The public should not be in the building for any reason. The school is only open to judges, directors, band members and volunteers. The hall monitors walk the commons area to supervise those in the building and direct the public out. Doors on the public side of the building remain locked.
Hospitality -- The hospitality area is inside the Field House. Volunteers will assist in preparing and providing meals for directors and judges throughout the event. This area has limited access, so some effort to keep students and/or uninvited guests out may be required.
T-Shirt, Program and Doughnut Sales -- Just like it sounds. T-shirts are sold at stands beneath the stadium and on the visitor side. Programs are sold out in front of the stadium, as well as beneath the stadium. Doughnuts are sold toward the end of the event for people to purchase on the way out of the stadium.
Concessions -- Volunteers will be working in the concession stands, both home and visitors. Responsibilities vary widely, including (but not limited to) serving food, handling cash and making change, preparing food and drinks, and clean up.
Stadium -- This position has many responsibilities. Prior to the event, workers will clean up the stands, organize sports equipment off the field, prepare trash containers, and all other preparation. During the event, they will be needed for the various things that come up in a public venue. They will also communicate with the custodians for any building-related issues. After the event, the stadium must be cleaned up again.
Traffic/Parking -- These volunteers will assist incoming band buses and equipment trucks, and guide them to appropriate parking areas. They will also guide guests to the correct parking areas. Traffic must also keep areas clear for band movement, and for emergency vehicles.
Volunteer table -- While everybody involved is a volunteer, this position has many specific functions. First, they assist with checking other volunteers in and out. Volunteers who work a full shift receive free admittance to the event, so attendance is important! These volunteers also act as runners, trouble-shooters, and fill-ins. This means that some may be assigned to another area indefinitely, until another volunteer can take over, or there is no longer a need. Sometimes they need to fill in when one of the Hilliard bands is performing.
Gates -- All bands and pit equipment must go through various gates during the event. Gate volunteers assist the bands in and out of the stadium and also verify that anybody entering with the band has a wristband. Other gates are watched to make sure no one enters the stadium without paying.
Ushers -- Ushers will assist guests in the stands as needed, and will be responsible for closing the gates prior to each performance, and opening them between performances. It is an OMEA requirement that people not enter the stands during the band performances.
First Aid -- Stationed just outside the stadium, with the Volunteer check-in area. This position has been filled by RN's, physicians, and EMT's in the past, a standard that we'd like to continue to meet.
Front Office -- Selling tickets to the public, counting and handling cash.
Parking Lot -- Setting up the public parking lot in the large field next to the school parking area with cones and safety tape and then cleanup at the end of the event.
Warm up -- Assist the directors in organizing the band in the warm up area prior to the bands performance.
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