One Yellow Rabbit

WineStage
Annual Fundraiser Volunteer Management Plan
Megan Anise Brown
2/24/2014

WineStage 2014

WineStage: Calgarys Most Dramatic Wine Event

2014 Season & WineStage Event:
This 15
th
annual WineStage event is a fundraiser for One Yellow Rabbit theatre in
Calgary, Ab. For only $125.00 guests will be able to enjoy unlimited food from local restaurants
and wine pairings from Albertas best wine merchants. Guests will be able to engage with expert
chefs from various vendors and learn how to become masters of food and wine pairings. There
will be various forms of entertainment throughout the evening for guests to enjoy, such as:
musicians, a caricature artist, a key note speaker, lively discussions and visual arts and a grand
door prize contest. All proceeds from this event support One Yellow Rabbit Theatre Company.
WineStage is a stylish and vibrant event that brings together Calgarys young
professionals and artists for an evening of succulent food and fine wine. The main demographic
for this event is young professionals ranging between 24 and 40 years old, that can afford the
ticket price and also care about arts and culture in Calgary. They are established enough to afford
this event, but young enough to appreciate One Yellow Rabbits contemporary humor and antics.
This demographic also cares about networking and growing their professional contacts, this is a
great social event for them to do so.

Timeline of Event:
11:00 - Volunteer decorators arrive and get down to business
4:00: - Short meeting with supplied food for staff & Volunteers
5:30: - Valet parking for guests begins
6:00: - Start time of event & cocktails (Not included in ticket price)
WineStage 2014

- One hour of cocktails allows leeway time for late comers to not miss out on anything
- Photographer starts taking pictures of guests and uploads images to social media
7:00: - Greetings by Master of Ceremonies: Short introduction of event itinerary
- Food and Wine pairing commences and continues all evening
- New Oxford String Quartet performs at various points throughout the evening, first
performance at 7:00pm
- Caricature begins drawings for guests, continues to end of evening
8:00 - Key Note Speaker: Greg Harrington, renowned sommelier and founder of Gramercy
Cellars in Washington State. Topic: how he went from a 9:00 to 5:00 cubical job to operating
his own winery and fulfilling his life dream.
9:00: - DJ HeadSpin Will begin playing, let the dancing commence!
11:00: - Draw for door prize. Prize = Trip for 2 to Gramercy Winery in Washington State.
1:00am: - Event ends
Volunteer Requirements:
Volunteers have an important role in shaping this event because they represent our
company and leave an impression with the guests. It is important to have the right people for the
job that are enthusiastic about being the face of the company. The risks involved include
volunteers not meeting our standards by giving poor customer service or lacking enthusiasm
towards their position. We can eliminate these risks by having a mandatory training session for
every volunteer to help them realize how important they are in the success of the company.
Volunteer Positions & Skills Required:
Marketing & Promotions Volunteer (x1):
- Proficient in using social media: Twitter, Facebook and Instagram
WineStage 2014

- Design posters, post card campaign and email for members
- Financial responsible with marketing budget
Key Note Speaker: Greg Harrington
- Was a large contributor in choosing wine merchants months in advance
- The risks are that he will be unable to attend the event last minute due to travel delays
- Must have presentation skills in order to give presentation regarding his success in the
winery business and how he achieved it
Master of Ceremonies (x1):
- Fully understand event and itinerary of the evening
- Outgoing and mingles with guests throughout evening
- Studies lines and keeps the conversation light and entertaining
- Risk: MC is unable to attend last minute
- Risk Management: Have back up copy of his notes and have a stand in MC on call
Caricature Artist (x1):
- Must be available to set up station during early afternoon of event
- Has to be able to supply their own materials for sketching
- Able to draw caricatures in a timely fashion
Photographer (x1):
- Competent at portrait taking
- Proficient in uploading pictures to social media
- Sociable and able to engage guests for photo opportunities
- Must start at 5:30 until the end of the event
Coat Check (x4):
WineStage 2014

- Efficient at coat hanging
- Works well with others for optimal efficiency
- Required to be at event for 5:00 for set up
Greeters & Ticket Takers (x4):
- Must be friendly and outgoing to guests
- Great customer service skills
- Required to be at event for 5:00 for set up
DJ Headspin (x1):
- Has to be ready to set up their own equipment by 4:00 p.m for sound check
- Able to play crowd pleasing and appropriate music
- Risk: DJ gets sick or does not show up
- Risk Management: Back up music on stereo system
Valet Parking (x6):
- Mandatory class 5 drivers license
- Criminal Record check
- Must be at event for 5:00 pm
- Previous experience and training necessary
- Risk: Damages to car and/or property
- Risk Management: make sure volunteers are properly trained and insured
Maintenance (bussing) (x10):
- Must be able to keep up with fast pace demands of evening
- Has to maintain great customer service while cleaning up after guests
- Risk: Understaffed for the task
WineStage 2014

- Risk Management: Ask Greeters to step in and help
Decorators (x10):
- Has to be at location by 10:00a.m
- Experience decorating events is required
- Risks: Injuries may occur during decorating
- Risk Management: Safety meeting in the morning before decorating begins
New Oxford String Quartet:
- Well known quartet in Calgary, Alberta
- Must be able to set up around 6:30 pm
- Risks: Member might get sick
- Risk Management: Back up music on stereo system
Recruitment Plan:
Our recruitment plan consists of Warm Body Recruitment, Ambient Recruitment and
Concentric Circle Recruitment, by tapping a variety of resources we are able to reach and recruit
from a larger pool of people. Although OYR has a committed volunteer team, we will need
more people to help operate this event. We will need specialized volunteers to execute certain
jobs throughout the event, such as: Master of Ceremonies, valet parking drivers, marketing
specialist, photographer, musicians and a caricaturist.
To connect with potential volunteers we will release a public service announcement that
will include details of the event, and how they can apply for the position. As well, we will ask
our current volunteers if they have any recommendations for the volunteer positions, if so, to
send them our way. Our theatre will have posters advertising upcoming volunteer opportunities
encouraging patrons to consider volunteering for the event.
WineStage 2014

Public Service Announcement
For Immediate Release
January 1, 2013


One Yellow Rabbit Theatre Company
WineStage Call For Volunteers
____________________________________________________________________________

Volunteer with the most eccentric theatre company in all of Calgary! One Yellow Rabbit
Theatre Company is organizing their 15
th
annual WineStage event on February 1, 2014. The
event is located at Gasoline Alley Grand Exhibit Hall between the hours of 6:00 pm and 1:00
am. WineStage is an evening of delectable food and wine pairings with entertainment all night
long.
They are looking for volunteers to help set up and dismantle event, entertainment, customer
service and valet parking. Entertainment includes: musicians, photography and caricature
drawings. If you have an interest in theatre or fine wine and exquisite cuisine this is a great
opportunity for you!
Online application forms are available at www.oyr.org/support. Contact us today to learn more
about the benefits of volunteering with One Yellow Rabbit Theatre Company.





-30-


Media Contact:
Megan Anise Brown
One Yellow Rabbit
T: (403) 861-8914
E: Megan@oneyellowrabbit.ca

WineStage 2014

Volunteer Job Descriptions:
Marketing/Promotions:
Job Title: Marketing and Promotions Planner
Report to: Executive Director Mona Dallman
Hours Required: Minimum 20 hours
Start Date: December 1, 2013
Job Summary:
- Design effective promotion campaign for event, includes: posters, post card campaign, Public
Service Announcements and Emails to Theatre members.
- Update social media: Twitter, Facebook and Instagram
- Invite other art venues to attend WineStage and encourage community support
- Promote event at participating restaurants and wine merchants
- Collaborate with Gramercy Cellars on promoting Door Prize
- Meet and update progress with Executive Director

Photographer:
Job Title: Event Photographer
Report to: Executive Director Mona Dallman
Hours Required: 8 10
Start Date: February 1, 2014 (Day of event)
Job Summary:
- Show up day of event around 5:00 pm and ready to begin shooting at 6:00
- Able use a wide range of photography technologies to capture, store and edit images for use by
One Yellow Rabbit Theatre Company
WineStage 2014

- Upload photos of social media and live news feed
- Coordinate with marketing and promotion planners regarding social media updates
- Must have the appropriate photography equipment, including cameras, lenses, mounts,
specialized lighting apparatuses and editing software.

Planning Process:
It is crucial for WineStage to engage their volunteers for many reasons: they bring
desirable skills, they are passionate and enthusiastic about the event, and they increase
community ownership to the event. It is also important to OYR that we create a family-like
atmosphere between staff and volunteers; this means we have to retain our volunteers by keeping
them satisfied. The best approaches for us to retain our volunteers is by offering them a purpose
with our theatre company, and ensure they know they are an integral aspect of our success.
We need to trust that our volunteers are competent to perform the duties weve asked of them
and give them opportunities to grow and learn new skills.
More specifically, we would ensure that volunteers are in their correct position and that
their strength and skills are aligned with their roles. If someone has a background in design, then
they should have a say in the decorating and floor plan of the event or if they have a background
in customer service they could help train the front line volunteers.

Supervision:
Frontline volunteers are the face of WineStage; they give the first impression to patrons
and set the tone for the evening. It is crucial that frontline volunteers understand their purpose
and are able to uphold the image we want to present to our guests.
WineStage 2014

We will hold a mandatory volunteer training session on January 25
th
from 1:00 4:00 that will
outline exactly what their individual duties are and how we want to represent One Yellow Rabbit
Theatre. It is at this information session that they will learn about the organizational culture of
OYR, what patrons and funders expect from us, and how they are to carry themselves to meet
our expectations.
It is crucial for staff to lead volunteers by example and to set the standard of what we are
about. We need to be consistent with our high customer service standards; it is unacceptable for
slack, especially during such an important event. Such standards are upheld by: listening to the
customers needs, identifying and anticipating needs and wants, giving customer appreciation,
practice the power of yes, give more than expected, welcome guest feedback, and treat
employees and volunteers well, so that they treat guests well.
We will encourage volunteers to learn from staff and ask as many question as they like
this is a very open environment. Staff are to encourage volunteers to do their best and to be the
support that they will need throughout the event. Staff are also to monitor volunteers and ensure
they are standards are being met by everyone involved.
Evaluation of Program:
After the event we will ask all our staff and volunteers to do a short, mandatory
questionnaire regarding the effectiveness of the volunteer program. We will collect and analyze
the gathered data in order to amend any changes that we see fitting and to help us continuously
improve our program and services. We will measure the success of the volunteer program by
considering the following: how efficiently the night ran, guest feedback, staff and volunteer
questionnaires, if we met our goals and objectives for the event, and overall event quality.

WineStage 2014

Volunteer Questionnaire:
Name: ________________ Position: ________________ Date: ________________
Total Hours Worked: ________________Supervisor: ________________

1. Did you feel the volunteer orientation was beneficial? Yes___ No___
2. Were expectation clearly defined? Yes___ No___
3. Did you feel the program was well organized? Yes___ No___
4. Were your questions and concerns properly addressed? Yes___ No___
5. What did you enjoy or gain from your volunteer experience?
________________________________________________________________________
6. What improvements would you make to the volunteer program?
________________________________________________________________________
7. What would you have wanted to learn at orientation but was not discussed?
________________________________________________________________________
8. How do you like to be rewarded for hard work?
________________________________________________________________________
9. Any additional comments:

As volunteers they will not be able to sample the food and wine pairings, and that is very
unfortunate for them. We would like to give them the opportunity to have a taste of what so
many guests get to enjoy. We will reward our volunteers with a $30.00 gift card to one of the
four restaurants attending WineStage. They will also get a bottle of wine from one of the wine
venues participating in this event.
WineStage 2014

We will evaluate volunteers based on our Volunteer Evaluation Form. The form is as
follows:
Volunteer Evaluation Form:
Name: ________________ Position: ________________ Date: ________________
Total Hours Worked: ________________Supervisor: ________________
Rating Scale: 1 = Needs Improvement 4 = Very good
2 = Fair 5 = Superior
3 = Good

1. Did the volunteer show initiative and enthusiasm towards their work? ____
2. Were they on time and punctual with their deadlines and roles? ____
3. Were they competent at and fully execute given tasks? ____
4. Did they meet the standard expectation of customer service? ____
5. Were they work well with other volunteers and staff? ____
6. What skills and benefits did this volunteer contribute to WineStage?
_______________________________________________________________________
7. What benefits did this volunteer earn from volunteering at WineStage?
________________________________________________________________________
8. Additional Comments:

Signature of Supervisor:__________________________ Date:_________________________


Signature of Volunteer:___________________________ Date:_________________________