Imperial Ball – Volunteers recruitment

Welcome to join the Imperial Ball Volunteers Team!

Date: Saturday, September 20
Event start time: Reception 6pm – Dinner 7pm

Roles for volunteers

A.  Friday, Sept 19 – 10am to 5pm or 5pm to 10pm 

Preparation Team 

– Help package items to be transported to venue in the evening 

– Help print documents 

– Prepare signages etc

B.  Saturday, Sept 20 

Setup Team – 9am to 5pm 

 – Help unpack and setup the silent auction room

–  Help setup the dining room

–  Put on chair covers and table covers

– Arrange flowers for centerpieces

– After table setup by hotel, we will place menu cards and program books at table

– Corporate signages at each corporate table

– Name tent cards at VVIP tables

– Place envelopes for table prize draw on each table

– Set up table prizes at Toronto Room

– Set up corporate banners outside Canadian Room 

Silent Auction Team – 2pm to 6pm or 6pm to 11pm

* Casual Dressing ( for 2 pm to 6 pm shift)

**  Formal Event Dressing (for 6 pm to 11 pm shift)

– Volunteers to look after the silent auction items throughout the evening

– Must be present to close off silent auction – remain at table to hand items to winning bidder

– Assist Treasurer to collect payment

– Pack remaining silent auction items

Registration and Ballroom Team – 2pm to 6pm or 6pm to 11pm

* Casual Dressing (for 2pm to 6pm shift)

**  Formal Event Dressing  (for 6pm to 11pm shift)

– In charge of registration table to help guests find their table numbers 

– Help guests to find their tables inside the ballroom when doors open

– Line up plaques and sponsors’ representatives for presentation

– Help with live auction to identify bidders – to sell raffle tickets (tbc)

– To give out table prizes during the event or at the end of the night

– To pack up all the rented linens and chair covers at the end of the event; pack all remaining items

**  Ladies: Midi/Maxi dress or Business Dress suit, Heels/Pumps/Flats;   Men: White Dress Shirt / Tie / Dark Format Suit / Dress shoes,  2