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Volunteer Job Descriptions Arizona State Council (Rev 07/13/09) JOB DESCRIPTIONS SUPREME CONVENTION VOLUNTEERS Click HERE to Download the Volunteer Information Sheet in PDF Format

Arizona State Council
(Rev 07/13/09)
JOB DESCRIPTIONS
SUPREME CONVENTION VOLUNTEERS

General Information

Volunteers are needed for the various jobs described herein. As a rule, the work will be light and demands a cheerful attitude and patience (the customer may always be right but is often not as kind as we would prefer). Please sign up for only one 4-hour shift per day; we want you to have an opportunity to take in all facets of the Supreme Convention! Note that shifts overlap by design, to allow arriving volunteers time to “train themselves” as necessary before those who are finishing their shift leave their station. It is possible that part of your shift may involve no work at all (the Country Store will be closed during Convention Masses, for example).

The last volunteer category we have listed is perhaps the most important one: “Please Assign Me Where Most Needed.” We hope each volunteer selects this category as one of his or her three preferred choices, as it will allow Convention Floor Managers the latitude necessary to assign and cover assignments where volunteer support may be light.

Each prospective volunteer should complete a Volunteer Information Sheet after perusing the duties for each category; please be sure to provide information on spouses if they will be involved in any volunteer activities. Some activities are ideal for couples, so you are welcome to sign up for the same shifts and days if you are inclined to do so. Please note that the Volunteer Information Sheet lists, by category, the dates that volunteers are needed.

A. Administration

Job #1 Description: Assist with oversight and work in the Command Center (retrieve Country Store receipts each hour, retrieve Raffle receipts every two hours, substitute at Registration station as needed, deliver messages and materials to various volunteer stations as needed, advise Convention Manager of any concerns or matters that are brought to your attention by guests or volunteers, etc.).

Two or three volunteers are needed per shift.

Job #2 Description: Assist with counting / reconciling receipts, posting summary receipts data onto spreadsheet, and other clerical support (including possible light typing, creation of announcements, and so on). Two volunteers are needed per shift.

B. Convention Tours

Patti Roscoe & Associates, Inc. (PRA) is the company selected to create, promote and manage tours. PRA personnel provide transportation to and from the hotel and serve as tour guides. We need to staff a table to share tour information with those who have purchased tours and perhaps sell any unsold tour seats.

Job Description: Greet tour patrons and provide pertinent information about the various tours that have been booked (bus loading point, departure and return times, handicap accessibility, and so forth; this information will be in brochures for your quick reference). If tour packages are available for walk-up sales (not known until the Convention), collect the appropriate fee in exchange for the tour ticket(s). Two or three volunteers are needed per shift.

C. Country Store

The Country Store will operate from Saturday, August 1, 2009, until mid-afternoon Thursday, August 6th. The store will be closed while Masses are going on.

Three different categories of volunteers are needed:

Customer-Friendly Country Store Clerks

Job #1 Description: Clerks need to be friendly, make sure all merchandise is out for sale, be friendly, price inventory, be friendly, answer questions, be friendly, handle the customer’s money (cash, checks or credit cards), and be friendly. Receipts will be transferred from the Country Store to the Command Center hourly. Clerks must be experienced handling money and credit card sales.

At least three clerks will be in the Country Store at all times it is open for business, Saturday August 1st to Thursday August 6th.

Country Store Inventory Acquisition Specialists

Our Country Store needs something to sell. People are already seeking quality articles for sale in the Country Store. Inventory items must be approved (in advance) with the Executive Committee, which in turns receives approval from the Supreme Council (we cannot sell the same articles that are merchandised in the Supreme Store

Job #2 Description: Look for quality donated or consigned products that conventioneers might want and secure Executive Committee approval before promising to place the merchandise in the Country Store. Do not make any contractual commitments without written Executive Committee authorization; as a general rule, we are not interested in “buying and re-selling” items, as we are not prepared to absorb the cost of unsold merchandise. As you might suspect, there is no set limit for the number of volunteers needed for this category.

Set-Up and Tear-Down Specialists

Beginning Thursday, July 30, 2009, or Friday, July 31st, we need volunteers to set up the Country Store and price and display merchandise. On Thursday afternoon, August 6th, the Country Store will need to be dismantled and all unsold merchandise accounted for. It is unclear how much time the hotel will give us to set up and tear down without incurring additional expense.

Job #3 Description: Strong backs and some coordination preferred (to minimize breakage). The Country Store will be set up to maximize the display products for sale; an adjoining stock room will serve as storage space for additional merchandise. At least a dozen (or more) volunteers will be needed to move merchandise to the Country Store and stock room areas. The more help the better.

This is a good opportunity for volunteers who have a limited amount of time to help out.

D. Entertainment Committee

Ticket Takers and Bouncers

Arizona will sponsor entertainment at the Welcome Party on Monday evening, August 3rd.

Job Description: Volunteers will collect tickets and [possibly] check convention credentials; no walk-up sales will be permitted. Since it is possible that as many as 500 to 700 people will decide to make their way to the show at the same time, imposing size is a plus. Approximately 20 volunteers are needed; this is another good opportunity for someone who has a limited amount of time to volunteer.

E. Hierarchy Transportation

As many as 125 members of the hierarchy are expected to attend the 127th Supreme Convention and most will be picked up at the airport. Medium-size and full-size luxury cars, sedans or SUVs are needed and should be large enough to hold at least three people and the dignitary’s bags. The Supreme Staff insists that pick-up trucks do not fit into one of the aforementioned vehicle categories!

Drivers must have valid operating licenses, proof of insurance, and attend Supreme’s transportation briefing on Saturday, Hotel Convention Center Sonoran Salon F at 3:00PM.

Job #1 Description: Safe, Courteous Drivers only! Knight or Wife must be willing to drive dignitaries from the airport to the Desert Ridge Hotel. No road rage or political or controversial religious conversation is allowed (in other words, this is not the time to ask whether your son or daughter is entitled to an annulment). The ability to make small talk during the 24 mile ride to the hotel is a welcome trait. Sixty volunteers are needed.

Job #2 Description: This person (the Strong, Pleasant Luggage Handler) works with the Safe, Courteous Driver (described earlier in this section) to form the two-person transportation team. While most bags are on wheels these days, a certain amount of upper body strength is likely needed.

You will meet the dignitary at the airport baggage carousel, or the security check point. The dignitary is not allowed to carry any of his bags and the Supreme Staff advises that no personnel at the hotel may handle the dignitary’s bags. Ability to make small talk waiting to correctly identify the dignitary’s bags is a plus. At the Desert Ridge Hotel, the baggage handler escorts the dignitary to the check-in desk and, after checking in, takes the bags to the room. He checks the room to make sure the gift basket from Supreme is there. As he leaves, he wishes the dignitary a pleasant stay in Phoenix. Sixty volunteers are needed and must be available to attend Supreme’s 10:00 a.m. transportation briefing on Saturday, August 1, 2009.

Expense Reimbursement -Supreme will reimburse the transportation team for any parking fees incurred and $15.00 per round trip, and will reimburse the driver $0.23 per mile.

Hierarchy Assignments -Supreme will match dignitaries with teams. Sorry, the State Council will not be permitted to match you with the Bishop from your former home town.

F. Hierarchy Welcome at the Airport

Job Description: Must enjoy sitting at the Knights’ airport greeting table and welcoming visitors to Arizona and the 127th Supreme Convention. Volunteers provide vital information about the airport (i.e., the location of baggage carousels or the nearest rest room), important news about their short journey from the airport to the hotel, and pertinent details about the Convention. A minimum of two volunteers are needed each shift, for each terminal Hierarchy will be arriving at, if they are stationed at the baggage carousals. More volunteers will be needed if stationed at each security check point. Pleasant personalities and easy smiles are winning characteristics.

G. Fourth Degree Honor Guard

All Sir Knights are invited to serve at three, perhaps four Masses during the Convention. Strict dress code enforced. VSM “Jerry” O’Connor will provide details.

Honor Guards will also be needed in the adoration chapel which will be open daily from Sunday August 2 to noon Thursday August 6. Chairs will be provided for those who cannot stand for extended periods of time.

H. Hospitality Support

The Volunteer Hospitality Suite will be open from Friday, July 31, 2009 through Thursday, August 6th for use by volunteers and guests, with general use as follows:

• 7:30 – 9:00 a.m. daily, Arizona delegates and invited breakfast guests

• 11:00 a.m. – 8:00 p.m. daily, Convention volunteers and Arizona delegates

Volunteers are encouraged to stop by for snacks and/or lunch. The room will be stocked with coffee, tea, bottled water, and sodas; all food and beverages are complementary for volunteers and invited guests. Donations of food and drinks by councils and assemblies would be most appreciated. Perhaps a council or assembly could donate food for one day of the week.

On Monday, August 3, 2009 - the Arizona State Hospitality Room will be open from 2:00 p.m. until 4:00 p.m. for an Open House for all conventioneers (delegates and non-delegates and Arizona volunteers). This special event involves greeting convention visitors. Arizona State Council Officers and wives will handle most of the welcoming and distribution duties. Meals will not be served on August 3, 2009.

Job Description: Assist chefs in food preparation (soups, salads, sandwiches), room maintenance (food/drink storage, trash disposal, general clean-up), beverage and ice refurbishment, and other general duties as required. Two volunteers are needed for the morning shifts (five on Sunday only), eight volunteers are needed for the Open House, and four volunteers are needed for all other shifts.

J. Information Technology

Several computers will be used on-site during the Convention. A capable IT team is in place but a few systems, software, and general troubleshooting tech support folks might identify themselves as available to assist if needed. These volunteers should already plan on being at the Convention or live within perhaps an hour of the hotel to be considered “on call” support.

K. Ladies Luncheon

The Wednesday, August 5th Ladies’ Luncheon requires at least one Arizona hostess for each of the estimated 70 to 100 tables that will be filled by Convention guests. Hostesses and guests each pay approximately $50.00 for this affair, so comp meals are not part of the arrangement. Estan Bah Native American Hoop Dancers will provide entertainment and our hostesses will hand out door prizes to lucky winners at each table..

Job Description: Welcome guests to your table, enjoy the luncheon and entertainment, and make sure the door prizes are distributed to the winners at your table. A good hostess needs to be pleasant and gracious (and have $50.00 to cover the price of the luncheon ticket). There is no limit on the number of hostesses; more than one can be assigned to each table.

L. Raffle

State Councils that host a Supreme Convention typically run a raffle (or two) and Arizona will be no different. Ideas on what to raffle are welcome, so please direct suggestions to any Executive Committee member.

Job Description: Successfully promote whatever it is we choose to raffle. Volunteers can work in or around the Registration area and will be provided a table and chairs for their headquarters. Sales skills are preferred but not necessary. Two volunteers per shift are needed (a good couple’s job).

M. Registration Support

Most delegates and non-delegates will register in advance and correctly pay the fees due for tours and events they sign up for. Occasionally, misunderstandings and mistakes are discovered at the registration table. And in some cases, guests will actually arrive at The Desert Ridge Hotel before deciding they should register with Arizona as a non-delegate. Patience is a virtue (repeat often before beginning any shift as a Registration volunteer). A packet has been prepared for each registrant and should contain tickets for events / activities that have been marked on an enclosed order form.

Job Description: Good people skills and thicker-than-average-skin are important qualities for this high-profile position. Welcome guests to Arizona and the registration station. Verify that the contents in each packet match the order form and that no additional payment (or refund) is involved.

The registrant must confirm, by signature, that his packet is correctly filled. If there are any obvious discrepancies or the registrant insists there is an error you cannot corroborate, direct them to the Registration Manager on duty for assistance. Six to eight volunteers are needed for each shift and will work in teams of two.

N. Welcoming Duties (Hotel)

The Desert Ridge Hotel is large. Guests will be assigned rooms all over the hotel complex and they will need help finding out where they need to go and how they should proceed to get there.

Hotel employees are available to help with this duty, but arriving conventioneers do not like waiting in long lines to gather vital information.

Job Description: Greet guests as they arrive at the hotel (look for the folks wearing a shirt or cap with obvious K of C insignia) and show them the hotel registration areas. Be prepared to direct guests to various venues of interest in the hotel (Supreme and Arizona registration stations, for example) and answer questions about the Convention. Four volunteers per shift are needed from Friday July 31st through Thursday August 6, 2009. Husband-and-wife teams might enjoy this volunteer opportunity.

P. Please Assign Me Where Most Needed

The most difficult part of managing Convention volunteers is assigning them to times and areas that are understaffed or need specific skills. All volunteers are encouraged to select this as one of their three primary options to serve at the 127th Supreme Convention.

Job Description: Sincerely mean it when you say, “It doesn’t really matter, put we where you need me.” Your reward in heaven may not improve, but your status in the eyes of every member on the Executive Committee will surely soar!