The Fundraising Volunteer Coordinator lines up folks to help sell merchandise, assigns them to work shifts, and explains what to do.

 

Responsibilities

• In advance of each sales event (Registration, Photo Day, New Parent Night) requests volunteers from the MSC Volunteer Coordinator.
• Assigns volunteers to specific work shifts
• Provides any training / guidance that is needed for the first shift and insures that each shift's workers train their replacements.
• Notifies the Fundraising Controller  of anyone interested / willing to run the cash receipts operation.
• Collects feedback at the end of the event to improve the operation the next time, and passes it on.

 

Time Commitment

8+ hours including an hour at the start of each shift at each event.

 

Required Experience

No experience required, though it's helpful if you have worked at the sweatshirt sales table in the past, or at least have bought something there!

 

Schedule

The sales of MSC merchandise typically take place at

• Registration (usually in April)
• Photo Day (usually in October or late September)

 

We might start selling smaller sizes at the New Parents' Workshop, if we can manage it. That's in late August each year, before the start of the Fall season.

 

Location

Most of the advance coordination is via email and phone. The onsite training will be wherever Registration, Photo Day etc. events are held - often Montera Middle School, 5555 Ascot Drive in Oakland.

 

Minimum Term

At least 2 years! This will give you a chance to perfect it.

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Detailed Instructions

1. Get the date for the event from the Registrar, Photo Day Coordinator, or other coordinator.
2. Write copy for newsletter and volunteer coordinator to advertise the need for volunteers.
3. Create instruction sheets for Cashier and Sales Assistant.
4. Organize volunteer schedule and contact potential volunteers to fill shifts. For each sales event, designate one volunteer to serve as cashier and three others to assist customers andmaintain the display.
5. Bring supplies needed to events: black pens, red pens, Sharpies, pad of paper, loaded tape gun, scissors, sheet protectors, Scotch tape. 
6. Have first group of volunteers arrive half an hour before event starts.
7. Train volunteers and instruct them to identify and train their replacements before they leave.  
8. Arrange for volunteers to receive extra hours for use of vehicle or by delivering the folding tables (needed only at the Photo Day event).  
9. Ensure that sales are going smoothly, be available by cell phone and check in occasionally during the event.
10. Remind volunteers to record their hours worked via the Volunteer Tracking Survey.
11. Wrap up each event with feedback to the Controller and Procurement coordinators to keep things moving smoothly next time.