Sound Waters Univ 2019 - Volunteers Signup List
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  • showing descriptions for all folders/tasks - hide them - can then click (more) on any task-group or task to hide the description
     
    Final Week
      

    Take classroom photos pre-final week (Lee Chavez, Bob Finke)

      

    [ ] Classroom photos pre-final week (less)

    January 15 2:45 - 3:45 during school visit
    TBD - stay tuned on details
    Photograph classroom set up prior to SW so rooms can be returned to original layout after SW. Please bring your digital camera, or phone, to take panoramic photos.
    1. Fname Lname
    2. ____________
     
      

    Printing Coordinator (less) (Rachel Nostrom, tbd)

    Some printing can be done the week before Final Week, others need to wait until registration finalized (e.g. nametags) or class assignments finalized (e.g. custom attendee info sheet)
      

    [ ] Printing Coordinator (less)

    Check with Connie & packet lead for list of everything that needs printing - things like school maps and lists of exhibits or sponsors can be done the previous week. Nametags are usually done late Monday or early Tuesday, and the customized Attendee Info sheets bit later - usually the morning of the day -before- the packet parrty.
    1. ____________
     
      

    Packet Party - Thursday before SW (less) (Rachel Nostrom)

    Thursday 1:00 to 3:00 pm
    Freeland-Trinity Lutheran Church-Community Building-Grigware Hall
    A few people will help setup at 12:00 pm. Plan to come at 1:00. We will be placing alphabetized nametags and customized information sheets into folders, one folder for each registered attendee or Presenter. We expect to do ~ 600 folders.

    Skills: Enjoy working with a great group of fellow SWSs. Sharp eyes will help.... some inserts will have to correctly match names on folders

    I look forward to a busy and productive "party" with much conversation and laughter. "Energy treats" will be available, but bring your own drink & cup/container!

      

    --- okay --- Help assemble packet for each attendee (less)

    Thursday 31 January 1:00 -3:00pm
    Trinity Lutheran Church-Community Building-Grigware Hall
    Larger group for Attendees packets; smaller group for Presenters packets
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. Fname Lname
    7. Fname Lname
    8. Fname Lname
    9. Fname Lname
    10. Fname Lname
    11. Fname Lname
    12. Fname Lname
    13. Fname Lname
    14. Fname Lname
     
     
    Friday Feb 1st :: Setup @ South Whidbey High School
      

    3pm-6pm General Setup of Tables and Chairs (less) (Leigh Bloom, Bill Cromley)

    3:00-6:00 pm
    setup of tables, moving of chairs as required to support class room setup
      

    --- okay --- Load tables on trailers for transportation from Langley Church to school (less)

    Friday afternoon 2:30 pm
    Langley Methodist Church in Langley
    Help load tables from Langley Methodist Church on to trailers for transportation to SWHS. Then unload from trailers to school.
    1. Fname Lname
    2. Fname Lname
     
      

    [ ] Setup tables and chairs at school (less)

    Friday 3-6pm
    As needed to support Registration, Exhibits, Hospitality, and more.
    1. Fname Lname
    2. Fname Lname
    3. ____________
     
      

    Classroom Setup 3pm-6pmFri. AND Sat.4-5pm (less) (Lee Chavez,Bob Finke)

    Friday -3pm-6pm AND Sat. 4:30-5:30pm - If you can please signup for both!
      

    --- okay --- rearrange classrooms to meet SW needs (less)

    Friday - late afternoon AND Sat. after classes end
    rearrange classrooms for our SW needs. *Can you also signup to put classrooms back on Sat. late afternoon?*
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. Fname Lname
     
      

    Exhibit Setup Friday 3-6pm (less) (Kristin Galbreaith )

    Friday - 3pm to 6pm
    SWHS
    Move and arrange tables for exhibit area
      

    [ ] Friday 3:00 - 6:00pm -help set up exhibit area (less)

    Friday - late afternoon
    SWHS
    Place tables
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. ____________
    7. ____________
     
      

    [ ] Walk exhibitors to their tables (less)

    Friday afternoon
    SWHS
    Show exhibitors to their tables
    1. ____________
    2. ____________
     
      

    Hospitality Setup (less) (Liz Margolis, Ingri Johnson)

    Friday - late afternoon
    Help set up tables for coffee/cookies
      

    [ ] Set up tables for coffee and snacks (less)

    Friday 3-6pm
    1. Fname Lname
    2. ____________
     
      

    Signage (less) (Neal Clark, John Miller)

    Friday - late afternoon
      

    [ ] put up 'navigation' signage (less)

    Friday 3:00pm to 5:00pm
    hallways. and keynote areas Signs to classrooms, auditorium, elevators, stairs, snacks, ..
    1. Fname Lname
    2. Fname Lname
    3. ____________
    4. ____________
     
      

    [ ] put up classroom signage (less)

    Friday 3:00 to 5:00pm
    Place classroom number and schedule by each classroom door. Place tech team contact info in each classroom for presenters
    1. Fname Lname
    2. ____________
    3. ____________
    4. ____________
     
      

    SWU History Kiosk - Set-Up (less) (Nicole Luce)

    Friday
    high school, foyer of auditorium
      

    [ ] set-up 1 kiosk and anniversary banner (less)

    4:00 - 5:00pm Friday
    foyer of auditorium
    set up 1 history kiosk from the SWU History Exhibit and an 25th anniversary banner on wall above the kiosk. Best if you can also take down this display at end of the day Sat.
    1. Fname Lname
    2. ____________
    3. ____________
     
     
    Saturday - Feb 2nd (South Whidbey HS)
      

    Signage - OUTSIDE High School (less) (Neal Clark, John Miller)

    7:30
    By south and north doors - and out by Maxwelton entry. (Note: 525 signs being handled by John Miller) TBD - are signs needed for Reserved Parking et al - and if so does Dennis Nealon already have them ???
      

    --- okay --- Put up signage OUTSIDE the High School (less)

    Saturday 7:30 AM
    coordinate with Neal Clark
    1. Fname Lname
     
      

    Parking (less) (Dennis Nealon)

    7:30 - 9:00 am
    Help direct cars to parking areas around school
      

    [ ] Sat 7:30-9:00 Parking helpers (less)

    Saturday 7:15-9AM
    Meet at 7:15 by registration door Saturday morning. Direct vehicles to parking locations.
    1. Fname Lname
    2. ____________
    3. ____________
    4. ____________
     
      

    Exhibits Support (less) (Kristin Galbreaith )

    7AM - 9:30AM
    This will include setting up tables,chairs,and directing exhibitors where to go.
      

    --- okay --- Sat 7:00 - 9:30am - Greet and help exhibitors move stuff in (less)

    Saturday 7:00am - 9:00am
    SWHS
    This will include directing exhibitors where to go and assisting exhibitors in moving their displays.
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
     
      

    Greeters at Doors (less) (???)

    7:30-9:00AM
      

    --- okay --- Outside South Door (nearest Auditorium) (less)

    Saturday morning 7:30 - 9:15 (exhibitors arriving early, registrants arriving late - so stay until keynote actuall starts ~ 9:15)
    This is VERY IMPORTANT - as people coming from the south end of the parking lot - and from the road as the parking lot fills up - want to some in the first door. Important to be outside near the sidewalk - greet them with a smile - and say almost there as you point then to the North door (near Registration). For those who have already registered - they will have a badge and a packet - okay to let them use the South Door.
    1. Fname Lname
     
      

    [ ] Outside North Door (Registration) (less)

    Saturday 7:30-9:00 am
    For those carrying package or needing assistance, open the door.
    1. ____________
     
      

    --- okay --- Inside North Door (Registration) (less)

    Sat morning 7:30-9 am
    direct confused people - to Check-In tables for Registration or Presenters or Exhibits, or to nearest restroom; open door for Presenters or Exhibitors w/hands full
    1. Fname Lname
     
      

    Registration 7:45-9:15 (less) (Tracy Braun, Leslie Gitomer, ...)

    7:45-9:15
    school main entrance marked with Reg signs
    hand out packets to pre-registered attendees.
      

    [ ] distribute attendee packets (less)

    7:45-9
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. Fname Lname
    7. ____________
    8. ____________
    9. ____________
    10. ____________
    11. ____________
     
      

    Help Presenters move their stuff (less) (???)

    as needed
    coordinate student and adult volunteers to help presenters move materials to their classrooms
      

    [ ] Help presenters move their stuff (less)

    Saturday 7:30-9:00 am
    1. ____________
    2. ____________
     
      

    [ ] 12:30 to 4

    1. ____________
    2. ____________
     
      

    Command Room (Staff Lounge) Phone Monitoring (less) (Anne Baum)

    10:15-11am
    person can attend sessions, but will walk in a little late ??????
      

    [ ] monitor the phone in Command Room 10:15-11:00am

    1. ____________
     
      

    [ ] monitor the phone in Command Room 12-1:45pm

    1. ____________
     
      

    [ ] monitor the phone in Command Room 2:30-3pm

    1. ____________
     
      

    Keynote Address-managing seating & rules in auditorium (less) (Jan Bell)

    Saturday 8:30-10:30
    School Auditorium
      

    [ ] Ushers for Keynote Address (less)

    Sat. 7:30-9:30
    doors for Auditorium/Keynote Address
    On Saturday: Host Volunteer Instructions a. Greet merrily, make eye contact b. Check name tag (indicates payment for SWU) c. Direct seating reserved for Disabled Access, SWU Volunteers d. Reinforce School Policy on food and drink, direct to container parking table e. Know where restrooms are located, as well as fire exits and elevator for upper floor f. Keep adjacent classrooms empty, Rooms 107-108, to allow setup after presentation. g. Direct to seating in front rows first. If complaints about lighting in front rows, explain it has been corrected from last year. At beginning of program, Anne to ask all to shift to center aisle and fill open seats. h. Direct latecomers to open seats (volunteer on each aisle to help direct to open seats)
    1. Fname Lname
    2. ____________
    3. ____________
    4. ____________
     
      

    Registration/Info Desk all-day (less) (Tracy Braun, Leslie Gitomer)

    staff registration desk, Lost and Found, give out Attendee Packets, handle information needs, gently reject Walkin registrations [we are full! Registration closed early!]
      

    [ ] staff Registration/Check-in/Info desk 9:15 - 1:15

    1. ____________
     
      

    [ ] staff Registration/Info Desk 1:15-2:30 during B class session (less)

    field questions, give directions, assist with Lost & Found
    1. ____________
     
      

    [ ] staff Registration/Check-in/Info desk 2:30 - 4pm

    1. ____________
     
      

    Presenter Registration/Check-in/Info Desk (less) (Bridget Simon, Sue Salveson, Lynn Wenzel, Patricia Warren, Anne Tearse)

    Tally arrival of presenters, give them their packets and any other helpful info.
      

    Technology Team (less) (Sue Salveson, Scott Cole)

    30 minutes before each of 3 classes start
    school classrooms
    Help set up technology in classrooms for Presenters, usually ~30 minutes before each class starts.
      

    --- okay --- Assist Presenters hooking up laptops, projectors, sound, etc (less)

    10:30, 1:00, 2:45
    assigned classroom
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. Fname Lname
    7. Fname Lname
     
      

    Sound Water Stewards Exhibit (less) (???)

    Before, during breaks and lunch, and just after last class
    Need 2 people to staff the Sound Water Stewards display table - talk about what we do - hand out applications - ....
      

    --- okay --- 8-9 (before keynote)

    1. Fname Lname
    2. Fname Lname
     
      

    --- okay --- 10-10:15 (morning break)

    1. Fname Lname
    2. Fname Lname
     
      

    --- okay --- noon to 1:15 (lunch time)

    1. Fname Lname
    2. Fname Lname
     
      

    --- okay --- 2:30-2:45 (afternoon break)

    1. Fname Lname
    2. Fname Lname
     
      

    --- okay --- 4-4:15 (after last class)

    1. Fname Lname
    2. Fname Lname
     
      

    Class Hosts (less) (Nicole Luce)

    day of SW
    all classrooms
    Stewards who sign up for classes will be asked to fulfill Class Host duties - see full description. generally includes managing lights, closing door, may include counts of attendees in the class, ...
      

    [ ] Class Host-Nicole has full list of 50+ (less)

    each class
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. ____________
    7. ____________
    8. ____________
    9. ____________
    10. ____________
     
      

    Compostables/Trash/Recycling Monitoring (less) (Sara Bergquist - Island County Waste Wise)

    8am-1:30pm
    school
      

    [ ] 8-9am

    1. ____________
    2. ____________
     
      

    [ ] 12:15 to 12:50PM (less)

    compost/recycling stations
    help/direct attendees with disposal
    1. ____________
    2. ____________
     
      

    [ ] 12:50 to 1:30

    1. ____________
    2. ____________
     
     
    Saturday Feb 2nd Cleanup - Late Afternoon
      

    Restore Classrooms-preferably same vols who setup classrooms Fri. (less) (Lee Chavez,Bob Finke)

    after last session ends at 4:30
    Best if classroom setup vols from Friday are the same as those restoring classrooms!
      

    --- okay --- return classrooms to their -before- state (less)

    after the last session - 4:15 pm
    school
    Using the pictures (and notes) taken on Friday, restore each classroom to the way it was when the teacher left it Friday afternoon.
    1. Fname Lname
    2. Fname Lname
    3. Fname Lname
    4. Fname Lname
    5. Fname Lname
    6. Fname Lname
     
      

    Tables and Chairs fold up and pack up (less) (Leigh Bloom, Bill Cromley)

    Saturday 4:00 pm until 6:00 pm
    Commons area
    Need to fold and stack borrowed tables and chairs, and load on trucks for transport.
      

    [ ] pack up (less)

    after last class - 4:15 until 6 pm
    school
    1. Fname Lname
    2. Fname Lname
    3. ____________
    4. ____________
    5. ____________
     
      

    [ ] Tables pack up and unpack at Langley Church (less)

    Saturday at the end of the day
    school to Langley Methodist Church
    After tables are loaded on trailers and transported to Methodist Church, need help moving tables back into church.
    1. Fname Lname
    2. ____________
    3. ____________
     
      

    Signage Cleanup (less) (Neal Clark, John Miller)

    Saturday - end of day
    Take down all Sound Water signage and return to Signage leads/s.
      

    [ ] remove classroom & classroom hallway signage (but not until after Session C is over) (less)

    don't remove hallway navigation signs until after all C classes are done - some attendees need the signage to navigate home!
    1. Fname Lname
    2. ____________
    3. ____________
    4. ____________
     
      

    [ ] remove all other signage - indoors and out and return to Signage leads

    1. Fname Lname
    2. ____________
    3. ____________
     
      

    Exhibits Cleanup (less) (Kristin Galbreaith)

    3pm - 6pm
    exhibits areas
      

    --- okay --- Sat 4:00 - 5:00pm exhibits support - end of day break down (less)

    4:00- 5:00pm
    SWHS
    Break down exhibit tables and help take down the SW anniversary display
    1. Fname Lname
    2. Fname Lname
     
      

    --- okay --- clean exhibits area/s

    1. Fname Lname
    2. Fname Lname
     
      

    SWU History Kiosk - Takedown (less) (Nicole Luce)

    4:30 - 5:30pm Sat.
    foyer of Auditorium, high school
    Takedown 1 history kiosk and banner for SWU 25th anniversary
      

    [ ] Takedown 1 SWU History kiosk and banner (less)

    4:30 - 5:30pm Sat.
    foyer of auditorium, high school
    1. Fname Lname
    2. ____________
     
      

    General Cleanup (Anne Baum)

      

    [ ] help restore exhibit and lunch area to original condition (less)

    Sometime later
    school
    1. ____________
    2. ____________
    3. ____________
     
      

    [ ] other cleanup as needed (less)

    4:00 - 6:00pm
    high school inside
    1. Fname Lname
    2. ____________
     

    asof Sunday Jan 20 2019 04:00 am