Opportunities From: Volunteer | YMCA of the North

You are the A-Team for the event - floating all-day to critical need areas. You will be active and outside most of the day. You will likely be helping with setup tasks from 8-10 (tents, banners, taking the Lemonade delivery and loading to coolers for the Practice Green, making sure two-way radios are charged/charging, check with Pat for any other needs - possibly setting up beverage coolers and/or tables and chairs at tee boxes – although Bunker staff is supposed to cover this), supporting the Tag, Carry & Load Team and Sponsor Staff Support teams from 10-12, the Practice Putting Green area from 12:30-3:15, and then On-Course Support (replenishing coolers, and offering help for staff/volunteer breaks and other needs for Partners/Sponsors and volunteers) the rest of the day, including helping Partners/Sponsors take down their hole setups at the end of the day. Let me know if I should include you in our dinner in the SIM Room late afternoon. Your day should wrap no later than 6:30 p.m.

Contact:  [email protected]

Check-in volunteers (1-2 people) as they arrive for their shifts, distributing t-shirts and name tags (1 person) to our volunteers, distribute radios as assigned (1 person – same as t-shirts and name tags), distribute printed instructions for captains/volunteers task(s) if desired (copies of this Handbook), and instruct volunteers to grab water, baked goods and/or lunch (or when to come back and grab lunch), and give them directions on how to find their team/captain. Volunteer Check-In will have a radio to communicate with all Team Captains, and Pat Reis and his staff with any questions. If you have extra people helping you, they could get to know the lay of the land, and then walk any volunteers who are unsure where they are going to find their captain/team.

Contact: [email protected]

Form 4 teams of 2; with 1 person electronically checking-in golfers (Y trained staff), and another person engaging them with a smile and a “WELCOME to the Greg Coleman Celebrity Golf Tournament and THANK YOU for your support” (volunteers). Volunteers will also be pitching the golfers to purchase the Double Eagle Contest Card (if they have not already pre-purchased). The Double Eagle Card ($30 donation) gets golfers entered into all of the contests throughout the day for more than 25 prizes valued at more than $3,500, and includes one mulligan (a do-over shot) to use during their round. Once they have hopefully purchased the Card, you can remind them of their Team# (which corresponds to the cart location, and starting hole location as well), where to pickup their golfer gifts, give them their ball drop #, and remind them that lunch is in the banquet room, and Announcements are at 11:45 a.m. at the Practice Green.

Contact: [email protected]

Form a team of 2, with 1 person electronically checking-in golfers (Y staff), and another person engaging them with a smile and a “WELCOME to the Greg Coleman Celebrity Golf Tournament and THANK YOU for your support” (volunteer). The volunteer will also be pitching the golfers to purchase the Double Eagle Contest Card (if they have not already pre-purchased). The Double Eagle Card ($30 donation) gets golfers entered into all of the contests throughout the day for more than 25 prizes valued at more than $3,500, and includes one mulligan (a do-over shot) to use during their round. Once they have hopefully purchased the Card, you can remind them of their Team# (which corresponds to the cart location, and starting hole location as well), where to pickup their golfer gifts, give them their ball drop #, and remind them that lunch is in the banquet room, and Announcements are at 11:45 a.m. at the Practice Green. Stay a little longer at the registration area waiting for any late arriving celebrity guests – check-in with Pat Reis before leaving your station (and Pat’s team will likely be checking periodically starting at 11:15 to see which celebrities have yet to checkin.

Contact: [email protected]

Support the Tag, Carry & Load, Sponsor Staff Support and Parking Lot Teams from 8:30-12. Be sure to communicate with the Team Captains for each of those teams, and communicate via radio to those team leaders throughout 8:30-12. On arrival, time pending, please drive up and down the parking lots to familiarize yourself with where golfers will be parking as the lots fill up. The further away they park, the more reliant they will be on your cart team to shuttle them (and their bag) to the bag drop and home base for the Tag, Carry, Load AND Sponsor Staff Support Teams. The Sponsor Staff Support Team will lean on one of you (likely the two-seat cart driver) to help get sponsor staff out to their holes between 9:45-11:30.

Once you get a Lunch Break at 12:15, you will then each patrol one of the three 9-hole courses (WEST, EAST or NORTH) to check on volunteers and staff at each hole to see if they need anything or a bathroom break, and try to help them or call Pat or the All-Day Support Team on the Radio to submit a question or request. Please report to Pat any needs or observations from the course (slow groups, any issues with Sponsor Vendors or volunteers, etc.) throughout the day, and checkin by Radio with Pat every time you cycle back to the Clubhouse for any special instructions or needs. At 5:30 (estimated) help get Sponsor/Partner staff and volunteers off the course at the end of the tournament. Again, each of you will have a dedicated 9-hole course that you will patrol all day. Just follow the course map holes 1-9, being respectful and waiting for golfers hitting shots, and using the cart path, and then check-in with Pat when you reach the clubhouse to see if there are any special needs before making another trip through your 9-hole course.

Contact: [email protected]

Patrol the parking lot, and use signs and traffic barricades (and move them around) to help defer traffic away from lots that are completely filled, and the parking that is reserved for the restaurant. AND protect a few spots (in that restaurant lot) for very late arriving golfers. Work in concert with the Limo Drivers and Tag, Carry, Load teams.

Contact: [email protected]

You will greet golfers with a smile and a “WELCOME to the Greg Coleman Celebrity Golf Tournament and THANK YOU for your support” outside the clubhouse, at the clubhouse entrances (3-4 volunteers), and inside the registration area. Golfers need to enter at the Kendall’s Restaurant door, NOT the Banquet Event Center Entrance. Volunteers need to enter via the pro-shop (there will be directional signs) to get to the Sim Room for their check-in.

For those inside the golfer registration room (2-3 volunteers), make sure golfers go to the registration check-in stations FIRST, and only after they are checked-in, direct them to the gift distribution table. Once they have their gift bag, and they move toward the exit hallway, direct and keep them moving on to lunch in the banquet room. Your job is to keep traffic flowing (with a smile) and working to prevent too many people gathering and blocking flow. Be sure to work with the Registration Desk and Gift Distribution teams to communicate and work as one big team.

2-3 volunteers from this team will be assigned to distribute the golfer gifts. You will find the correct sized golf shirt, and also grab a bag for each golfer as they move down the line from the registration area to your area. It is important for all golfers to check-in BEFORE collecting their gifts, AND for no golfers to sneak in the Event Center entrance to grab gifts without checking in first.

Contact: [email protected]

This team is broken into 2 groups: Home base table and bag taggers/carriers.

Home base table –monitor the check-in lists of golfers on alpha sorted sheets/stations, and work with the Bag Carriers to tag the bags and tell the bag carrier and golfer where to go to find the cart.

Bag taggers/carriers - you will carry bags, get them tagged and onto carts (or will at least direct and help golfers do the same). We will have signage for the three blocks of the golfers’ carts – WEST, NORTH, and EAST, but when you have the chance you will want to get a feel for how all 159 carts are laid out.

To start the day, you might be asked to help the Pro Shop staff in placing cart signs on carts, and scorecards on carts as well.

Please be sure to let golfers know that they still need to officially checkin in the Hall of Fame to collect their golf shirt and player gifts before heading to the banquet room for lunch.

Help Y staff who will be running the silent and live auction: setup and monitor silent auction items and help guests get activated for mobile bidding (12:30-6:30 p.m.); organize and distribute auction items at silent auction closing to winning bidders, and spot bids for the live auction (6:30-7:30 p.m.). Plan to eat dinner between 4-5 p.m. in the Sim Room.

Help Y staff and Pat’s staff in breaking everything down, cleaning up, and loading vehicles for departure from the event. Team Captain will have a to-do list from Josh and Pat.

Check-in Partner/Sponsor staff when they arrive (they are instructed to arrive in staggered 45-minute windows between 10:00--11:15 and look for the SPONSOR STAFF CHECK-IN sign at bag drop, but some will likely arrive earlier and later than their assigned time window). Pat will provide a detailed sheet listing all anticipated Partners with staff working their hole, and he will also have some extra spots to place any surprise Partner/Sponsor staff who show up unexpected. Other teams will support this team (Limo Cart Drivers, and All-Day Support) in helping our sponsor/partners get setup at their holes. Once the event starts, use a cart to check on all Partner/Sponsor staff to be sure they are where they are supposed to be, and have everything they need. Check-in with the All-Day Support and Limo Drivers teams before leaving to instruct them on special needs for end of day takedown for any Partners/Sponsors.

Pairs of volunteers will monitor/run a hole contest (see detailed description/instructions provided from Pat) at a specific hole on the course throughout the tournament. A folding chair will be provided, but feel free to bring a more comfortable camp chair if desired and an umbrella for shade (we should have a tent at some of the contests but possibly not all of them – Pat will confirm). Grab a box lunch and then find your team captain in the Sim Room at 11:15 a.m. for an orientation meeting, and then head out to your hole.

Support our professional photographer in getting groups to line up at the Team Photo Station with Greg and Steve for their official team photo, and checking them off the master list of teams (provided) to confirm which groups have had their photo taken. The objective is to catch EVERY group when they reach the transition between 9-hole courses the first time. Your location will be at the practice green, along with the Putting Contest, and Hospitality Station. Communicate with greeters to keep things moving efficiently, especially if there is a gap at the Photo Station open, call out to the greeters that you are ready for the next group. Once every group on the list is checked off, your job is done, but be sure to ask the Photographer if they need your help with anything else before wrapping up.

You are running a contest that is included on the DOUBLE EAGLE CARD that most golfers purchased at registration. For each putt made, enter that golfer’s name into the drawing for a fabulous prize package on the clipboard sheet provided (if they make the putt 3 times, write their name on the sheet 3 times). Try to keep playing moving quickly so there is not a big backup, but feel free to sell them extra chances at the putt (1 for $10, 3 for $20), and use all of the holes provided to keep golfers moving through efficiently. Communicate with the greeters if/when your activity is open for another group. We will cut three holes on the far edge of the Practice Green closest to the Hole #NORTH-1 Tee Box.

The Putting Green is the center of activity from 12-3:30 p.m. ALL golf groups (50+) need to stop there to get a team photo with Greg at the Team Photo Station, grab a cold beverage and some yummy gourmet popcorn (and other treats) at the Hospitality Station, AND take their shots in the Putting Contest. Greeters will greet groups as they arrive at the practice green BEFORE transitioning from each of the three 9-hole courses (WEST, EAST, NORTH), to their next course (EAST teams will transition to the WEST course, NORTH to EAST, and WEST to NORTH), and help guide them through the key activities, with a friendly nudge to be sure they DO NOT linger so long that they fall behind moving on to their next hole. The three key activities are: (1) Team Photo with Greg Coleman (this will take a few minutes as Greg greets and thanks each golfer); (2) Putting Contest which will also take a minute or less for each golfer; (3) Beverages and Treats Tent where we will have bottled water, lemonade, beer samples, popcorn, Jonny Pops and other treats. Your team can position yourselves in pairs watching for groups coming from each 9-hole course, and then 1-2 roving greeters to try to shuffle groups to any one of the 3 activities that is open. Try to guide/move groups along in a friendly way to the next available activity as efficiently as possible. Ideally, we want to avoid a backup at the Photo and Putting Contest stations, while also avoiding an open gap when no group is at one of those stations. Once a group has completed the 3 activities, direct them to their next hole (they can reference their scorecard to know their transition from one 9-hole course to the next). Repeat this process until every group has experienced the Practice Putting Green once (likely 3:00 p.m. +/- 15 minutes). There is a decent amount of standing, so if that is a concern, hopefully we can adjust the assignments.