Decide who should be in charge of a particular concert or concert series.
Concert materials (programs, basket, etc.) normally live at Carrie’s house. She can either bring those to the concert or you can get them from her ahead of time.
Secure volunteers to work at the concert using Doodle poll. (doodle.com) This is usually 2 board members and 1 volunteer. They should arrive an hour before the concert starts. Jobs can be:
Greeting and handing out programs
BaMM volunteers (signed up on website)
Else Trystad-Burke451-9633 (she is in grad school, so check with Carrie
to see if she’s in town)
Social media (Annette)
Email (Carrie via Mail Chimp)
Posters around town (Tom Scanlin)
Chronicle, KGVM, KGLT
Days before the Concert
Make sure website and ticketing are up-to-date. If not, let Judy know.
Order chairs, if needed
Make sure we have napkins, cups, plates, if needed
Get programs printed and picked up. Carrie usually does the printing part.
Make sure signage is prepared (our portable banner, merchandise price list, ticket prices for door purchase, donations)
Prepare name badges for volunteers with label maker (you can bring the maker and make them on the spot)
Prepare (stuff) programs, if ready
Line up person to do intro and opening remarks (usually the board president)
Day of concert
Workers and volunteers should arrive an hour before concert time
Make sure printed material is ready (check with Carrie). Hold back 2 complete programs for our records (1 to Carrie, 1 to Judy).
Prepare (stuff) programs, if not already done
Pick up food and wine.
At the last minute, print out guest list. This can be done from Eventbrite (ask Judy for access if you don’t already have it, or ask her to print and send it). Sign in > Manage my events (upper right) > [click on particular event, which will get you to that event’s dashboard] > Manage attendees (on left) > Attendee List > Download List as a PDF > Print. You can also do this by phone/computer (paperless) by choosing Check-in, rather than Attendee List.
Portable BaMM banner
Guest list and pen
Food and wine, plates, napkins, cups
Set up chairs
Set up ticket table
Set up merchandise table
Set up food table
After concert, take everything down. Put everything in a box for next time and either bring box to Judy’s or Carrie’s or take to the next concert organizer.
Thanks people for coming
Hang around for donations on Square
Deposit ticket money at First Security Bank
Let Carrie know who to send Thank You notes to
Get everything back to Carrie