South Shore Concert for Equipped for Success Drive
Lisa Dyas
I wanted to pass along the updated information for the South Shore Concert for Equipped for Success. We are staffing the concert on Saturday, August 15. Please arrive no later than 4:30. We need at least 6 volunteers. AEF said that the kick-off concert was really well attended and that the South Shore management has increased their marketing of the event. As our board is small right now, we might need a few friends or family members to join us as well.
Please confirm with me if you are planning to participate, and if you would be able to wrangle someone to help out.
Thanks,
Lisa
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Concerts are in center court, near the frog fountain (entering between Trader Joe’s and Safeway).
South Shore Contact: Alyssa Tomforhde, 415-603-8690
Storage Room: Directly adjacent to stage area (green room).
Jamestown (South Shore) provides: wristbands, tables, tablecloths, wine, ice, bins for ice wine, beer and water, wine and beer cups, wine openers (but recommend bring your own that you are comfortable with), raffle tickets, chalkboards for ID check and beer and wine sales signage.
AEF provides: Raffle tickets, 2 cash boxes with $100 in small bills each, school supply collection bin, E4S fliers, ticket prices signage, other possible signage, raffle box, donation jars, clip boards and pens (in cash boxes).
Please have 6 - 8 volunteers present to handle drink and raffle sales.
Please keep raffle sales, beer and wine sales, and donations separate!
Procedures
● Get seed money from Vicki in advance (or make arrangements to meet there).
● Lead volunteers should meet Alyssa at about 4:00 to help set up; all volunteers should be there by 4:30.
● Be sure you have the ABC license for that date (get from Alyssa and keep in cash box).
● Tables will be set up by the stage.
● Bring out cups, wine, ice and tubs from storage room and put white wine and water on ice. (If by chance there is not enough water, purchase a case from Trader Joe’s using petty cash and put receipt in cash box). There should be a grocery cart or two in the storage room to use to haul things out (or snag one from TJ’s or Safeway).
● Beer will be provided and poured by Alameda Island Brewing Company.
● Arrange tables as follows (facing, from right to left): collection bin, beer, cash/ID check, wine, raffle.
● Set up backpack and supplies on table as a display.
● Set out a red wine, white wine, water on table to illustrate what is available.
● Put out ID and wine/water signage on tables.
● Check IDs and secure wristband on those eligible to purchase wine. This can be done at the beverage sales area, but if it gets real crowded you may wish to ID people and give them the wrist bands as they are in line.
● Wine and beer are $5 each. Water is $1 each.
● Open up some wine in advance so you’re ready, but not too many towards the end. Have a bar keep to prepare bottles, take out empties, etc.
● Put the empties back in an empty case box. Jamestown will recycle.
● Raffle prizes will vary from concert to concert; AEF will provide raffle signage for each concert.
● Raffle purchasers enter by completing the raffle tickets provided by South Shore and then they are put in a bin.
● At the end of the concert, draw the raffle prize and announce it. If the winner is not present, give the prize with ticket to Alyssa and they will contact the winner.
● Give all raffle tickets to Alyssa after the concert.
● When the concert is over, take everything back to the storeroom as you found it. Alyssa may have you put the leftover wine in another storage area.
● Count the leftover wine (how many cases/bottles of each) and record. Give copy to Alyssa.
● Put cash in envelopes provided (they are in the cash boxes). Put donations, raffle sales and beverage sales in separate, clearly labeled envelopes.
● Give cash to Vicki or AEF representative (unless other arrangements are made).
● If it appears that any supplies are low, please let Vicki know.
If no one from KRON (one of the concert sponsors is there), have someone from your organization get on the stage and welcome people and say a few words about the drive. You’ll want to include the following:
● Say who you are and what organization you’re with
● Thank Jamestown / South Shore
● Thank the band
● Thank raffle donors
● Say a little bit about E4S - supporting low-income students, how important it is that they have the supplies they need, collaborating with several organizations to do this, etc.
● Encourage raffle, wine, beer and water sales.
Lisa Dyas
Director of Fund Development & Community Relations
e: ld...@apcollaborative.org | p: 510-898-7802 | f: 510-898-7858
Alameda Point Collaborative | 677 W. Ranger Avenue, Alameda, CA 94501 | apcollaborative.org