Below are general descriptions for volunteer tasks at events. Depending on the event, the tasks may alter slightly but will general consist of the same type of work. Hours for each task will vary from event. Contact the TLC for details.
Set-Up & Operations
Duties: Assist with set up of tables, placement of signs, transporting vendors to appropriate holes, running errands for tournament organizers, etc. Assist tournament organizers with duties as needed during the tournament.
Volunteer Services
Duties: Uniform distribution prior to the tournament; Meet/greet and direct volunteers to check-in areas; set-up tables, chairs and decorate the volunteer tent. Provide services for volunteers including stocking water & snacks
Volunteer Cart Shuttles
Duties: Volunteers will operate on-course shuttles to transport other volunteers out to their respective holes/assignments. Check in with volunteers at their respective stations to ensure they have water, etc. Provide bathroom breaks, as needed for volunteers at holes.
On-Course Cart Drivers for Photographers
Duties: Drive photographers from hole to hole so they can take pictures.
Greeters / Information
Duties: Responsible for "troubleshooting" in the registration area and providing guests information regarding: tournament pairings, restroom locations, lunch, contest locations, and golf course instructions provided by the course.
Bag Handling
Duties: Volunteers will assist in transporting celebrity clubs from the hotel to the tournament course. Volunteers will greet guests in parking lot and assist on course in getting the guest's clubs to their cart. Volunteers will assist guests in getting clubs from carts to storage and then to cars/shuttles after the tournament.
Caddies
Duties: Caddies are assigned to a specific amateur or professional golfer to drive celebrity on the course and let them know specifics about the course.
Player Registration Check-In
Duties: Check in golfers. Welcome to tournament. Direct them to where they need to be. Distribute materials.
Mulligan Table/Contest Table
Duties: Explain the concept of the mulligan ticket for those who do not know. Sell tickets. Collect monies. Be able to run credit card information, if needed.
Goodie Bag/Shirt Distribution
Duties: Distribute Goodie Bags/Shirts and Misc. items to golfers after they register.
Driving Range
Duties: Assist in transporting players from the clubhouse to the driving range. Assist in answering questions, distributing golf balls, etc. for players while at the driving range.
Registration Clean Up
Duties: Assist with gathering up left over materials, cleaning up registration materials, doing final details related to cleaning up the registration area.
Contests
Duties: Volunteers will be stationed on contest holes (pre- and during tournament) to give detailed instructions and answer any questions about the contest. Assist with verifying contests on holes, charting information and ensuring it returns to the scorer at the clubhouse. Volunteer must keep score of each player and determine the winner at the end of the contests.
Security
Duties: Volunteers can be assigned to different areas. The primary responsibility is securing the golf course grounds and parking.
Awards Ceremony Set-Up
Duties: Assist tournament organizers in setting up the awards area, moving banners, displaying prizes and awards, compiling information, and getting ready for awards mix and mingle.
Scorecard Runners
Duties: Meet each cart. Pick up scorecards from golfers as they arrive back to the clubhouse. Direct golfers to the awards area.
Awards Miscellaneous
Duties: Assist tournament organizers with a variety of duties including developing awards lists, running errands associated with the mix/mingle, filling in where needed.
Mix/Mingle and Tournament Clean
Duties: Assist with collecting any materials that are left, collecting banners, loading materials, etc
Every event needs help prior to and after the hours. Tasks will include moving boxes, setting tables, organizing information, gathering materials, posting signage, cleaning, etc.
This is also a part of set up but is specifically focused on the look of the event. This will include balloons, streamers, location of flowers, hanging up signs, etc.
Byron Nelson Golf Tournament May 17th thru 23rd, 2010
Shifts are as follows
Wed
Shift 1-9am to1:30pm( 3 volunteers)
Shift2-1:30pm to 6pm (3 volunteers)
Thurs
Shift 1-9am to 2:00pm(4 volunteers)
Shift2-2:00pm to 7pm(4 volunteers)
Friday
Shift 1-9am to 2:00pm(5 volunteers)
Shift2-2:00pm to 7pm(5 volunteers)
Saturday
Shift1 -9am to 1pm(6 volunteers)
Shift2-1pm to 5pm (6 volunteers)
Sunday
Shift1- 9am to 1pm (6 volunteers)
Shift2- 1pm to 5pm (6 volunteers).
It appears at this time that parking will be at the Red Lot Parking near Texas Stadium, where you will be shuttled to the tournament. (If this changes I will let you know). We will provide a parking pass for every two individuals in your group that will allow you free parking at the event. They will be available for pickup prior to the tournament at a location to be determined. There is a meeting scheduled at the golf course on Saturday, May 15th, at 3:00 p.m. for supervisors of each participating organization (any volunteers that want to come are welcome). At that meeting we will show you your physical booth, go over the actual operation of the equipment and procedures, sales techniques, hand out timelines and you will meet your Spectrum supervisors. We will also show you the registration area (where your volunteers come to check-in and get a pass that will allow them free admission if they don’t already have one).
The day of the event you and your volunteers will show up at your assigned time. (Allow for transportation in your planning!).
Each organization will keep the booth in which they registered for the entire event.
Your concession stand must be opened by the time indicated on the “staff schedule” for your particular location.
It may be a good idea to bring along 2 extra people per shift, this way your staff may take needed breaks throughout the day.
Stands not properly staffed will not be entitled to their commission. Stands will close at the end of play each day.
Upon arrival at the tournament, you or a designated representative of your group will inventory the stand.
When your organization representatives and the Spectrum supervisor both agree on the inventory, a petty cash bank (on-course locations only) will be brought to you and you may begin selling.
Periodically throughout the day a representative of Spectrum’s finance department may come to your booth with self-sealing money bags. They will seal your sales and deliver the sealed bag to our auditing department in finance.
This process can happen several times throughout the day.
Upon the close of each day, just as at the beginning, you and your Spectrum supervisor will count and agree on your final closing inventory. Following the simple accounting function of:
Beginning Inventory (+ additions) (or minus transfers)
less
Ending Inventory x selling price = Cash responsibility
The last of your cash will be entered onto the ledger and your cash turned in is compared to your projected inventory sales.
As is usually the case, they match within 1%. At the close of the event we will take your total sales from your stand, less sales tax, and multiply them by the appropriate commission rate. This is the commission due your organization.
In regards to tips, cash will be counted out with a Spectrum representative each night, with 100% being handed over to your group at that time. Any coupons collected as tips will be redeemed at 60% of face value and will be reflected on the commission check the week following the tournament.
For all, we do have rules that must be abided by in order to qualify for your commission.
1. You must have your total complement of people working in your booth by 10:00 a.m.
2. Each member of your booth must be familiar with pricing, the legal drinking age and the location of the toilet and hand washing facilities.
3. Your organization must be within a 2% margin of error, matching actual sales with inventory sales.
4. The consumption of alcoholic beverages is prohibited.
5. You are allowed to provide your own tip jars and keep your tips.
6. The use of profanity is prohibited.
7. Anyone caught stealing will be prosecuted to the full extent of the law.