EVENT WORK SHEET
Name of Event: Biker Day Date: Saturday, June 11, 2004
Contact Name: Your
name___________ Phone Number: 888-777-7777
City of Event: Your
City Time: 9:00 am to 3:00 pm
Venue of Event: Your
Location Venue Contact:
Person Running the Day
Approx. Att: Number of attendees expecting
Target Audience: __________________________________________________________________
__________________________________________________________________
Volunteer information: Please wear an XXXXX shirt (the latest cream color ones for guys
and the light blue for women).. Nice shorts (if you prefer) and tennis shoes
are fine.
Schedule: 8:00 am Volunteer
Arrival Time
Set-Up
9:00 am Meet & Greet
Sign
up for Poker Walk
Bike
Contest Entries
10:00
am Poker Walk Begins
BINGO
Voting
for Bike Contest Begins
_______ LUNCH
1:00
pm Voting for Bike Contest Ends
2:00
pm Announce Winners
Activity: Ticket Sales
Lead: Person
Delegated to Location:
____________________________
Team Mem:
_____________________
Details: 1) Dealing with money. 2) Collect money for Poker Walk (play first card-give
instructions)
3)
Lunch Ticket sales (drink incl.) 4) Drink ticket sales 5) Biker Day pin sales
6) Hat sales
Special Needs: 1.
Cash Box 7. Pens 13.
Bottles of Water for Volunteers
2.
Change 8.
Calculator 3.
2 Money Bags 9. Notepad
4.
Receipt Book 10. Biker Pins
5.
Drawing Tickets 11. Poker Cards
6.
Lunch/Drink Tickets 12. Hats
Notes: Table will be right inside the cafeteria
area on the right hand side (where the phone is). Kind of a secure place.
Forms will be drafted for ticket sales.
Activity: Parking Group
Lead: _____________________ Location:
____________________________
Team Mem:
_____________________ Team Mem: _____________________
Details:____________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________
Special Needs: 1.
Traffic Cones
2.
Traffic Vests ??
3.
Sunscreen
4.
Walkie Talkies ??
5.
Bottles of Water for Volunteers
Notes: XXX is going to
see what she can find pertaining to bike parking signs.
Activity: Poker Walk/Dealerships
Lead: XXXXXXX Location: ____________________________
Team Mem:
_____________________ Team Mem: _____________________
Details:____________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________
Special Needs: 1.
Poker Walk Playing Cards
2.
Drawing Tickets
3.
Sunscreen
4.
Walkie Talkies ??
5.
Bottles of Water for Volunteers
Dealerships: 1. XXX Honda
2.
XXX Chevrolet
3.
XXX Toyota
4.
XXX Kawasaki
Notes: $5 to play. Each hand gets a drawing ticket so everyone gets a chance to
win. XXX is working out the winning
hand combinations and number of tickets each person will win.
Activity: Bike Contests
Lead: XXX -
leader Location: ____________________________
Team Mem:
_____________________
Details: ____________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________
Special Needs: 1.
Chalk to mark spots
2.
Pens to hand out to voters
3.
Paper
4.
Ballots
5.
Bottled Water for Volunteers
Notes: XXX. is going to see what she can find
pertaining to bike parking signs.
Activity: BINGO
Lead: Leads
Name Location:
Cafeteria
Details:
____________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________
Special Needs: 1. BINGO Cards
2. BINGO Set
3. Pens
4. Cash Box/Money Bag
5. Change
6. Prizes
7. Maybe a microphone & small amp
if someone has – if needed
8. List of BINGO Games to be played
Notes: $1 per
sheet (3 games on a sheet).. Winning cards get a ticket for the drawing prizes.
Activity: DJ
Lead: Leader Location:
______________________
Special Needs: 1. Electrical
Outlets 4.
Shirt (gift)
2.
Electrical Tape (to cover cords) 5. Payment (check)
3.
Extra Extension Cords just in case
Activity: Lunch
Serving
Time:_______________
Lead: Food
Leader Location:
Cafeteria
Details:
____________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________
Special Needs: 1.
Gas for Grill 9. Hot Dog Buns
2.
BBQ utensils (tongs, spatula, etc.) 10.
Condiments
3.
Plates 11.
Lunch Tickets
4.
Napkins 12. Extra Trash Cans
5.
Cutlery 13. Bean-less Chili (chafing dish)
6.
Drinking from cans 14.
Ice Chests
7.
Ice for cans 15. Ice
8.
Hot Dogs
Notes: Dogs: $2 each, chips $.50 and drink $.50.
Activity: Vendor Tables
Lead: Lendor Lead Contact
General Department
Table Information
Department: Vendor #1 Lead: _Contact
Location: ________________________
Special Needs: 1.
Table
2.
Folding Chairs
3.
Water
Notes:
Department: Vendor #2 Lead: _Contact_________________
Location:
________________________
Special Needs: 1.
Table
Notes:
Department: Vendor #3 Lead: ____
_____________
Location:
________________________
Special Needs: Table
Notes:
Activity: Marketing
Lead: Leader Name
Pre and post press release
Contact information for
local publications (newspapers, magazines)
Email distribution list and
email drafted – drop them on XXX date
Copies of the event flyer