Windsor Castle Park, Smithfield, in a heated tent
This charity fundraiser raises funds for local charities. VCS will earn money for every volunteer we provide. We have 9 volunteer shifts assigned. It’s nice if we have a couple of backup names just in case someone ultimately cannot fulfill their assignment.
Here is the link to sign up online for the event: http://signup.com/go/HctWuAq
DEADLINE FOR SIGN UPS IS DECEMBER 15
*Golf Cart Access Checkpoint
(Need 1 VCS volunteer for 1st shift, 8:30am-1:30pm)
(Need 2 VCS volunteer2 for 2nd shift, 1:00-4:30pm)
Only Golf Carts/Volunteers are allowed through this checkpoint at the beginning and during the event. When the event is over, guests who manage to get out of the tent from some side access point, can exit thru this area, but they may not leave the event with any alcohol in their cups/growlers or with wine bottles.
Please know how to give someone directions to the gates from your checkpoint. All Fest Attendees must enter thru the Main/VIP Gates. They can exit at your checkpoint and re- enter if they have on a wristband, but they HAVE TO GO THRU the gate to get in. DO NOT LET THEM RUN THRU THE EVENT TO GET TO THE GATE, EVEN IF YOU KNOW THEM.
o No alcoholic beverages can be brought into or out of our event. INCLUDING GROWLERS! They must be empty. No one should be taking out wine bottles either. All cups must be dumped at the gate. Folks can leave with water/sodas.
(Need 1 VCS volunteer for 1st shift, 10:00-1:30pm)
(Need 2 VCS volunteers for 2nd shift, 1:00-4:30pm)
- You will either be assigned to single beer pouring or a growler pouring. You will work in one of these sections, taking beer drink tickets and pouring single cups or filling growlers.
- You need to ensure participants have on the correct wristband. Do not serve anyone without the correct wristband. Samples of wristbands are on display at your booth.
- If you have issues including an over served guest, please let the Beer Manager know promptly. Each section has two Brew Managers, and then Tim Bennentt is our SVAE Beer Captain.
- If you have not been to our alcohol training, please read the brochure that is at your tent. If you plan on pouring beer on a regular basis for us you need to get this training before the next event.
- The SVAE Brew Captain has a radio and will be the place you go to report any issues you are having. They can radio Command Center if there is something your booth needs.
- Drink Ticket sales stop at 3:30, Beer Sales stops at 3:45. Event is over at 4:00 pm. Be sure to let guests know that their growler must be empty when they leave the event. Although signs notify fest attendees of this all beer pourers will need to start telling folks starting about 2:30 (over, and over and over). There will be police and other event staff that come to assist shut down your booth when sales stop.
- The last shift is responsible for cleaning up their area ensuring all equipment that belongs to the fest has been returned to the Manor House Command Center.
- Please DO NOT REMOVE YOUR TABLECLOTH. The post event clean up crew will get the tablecloths.
*Steamed Oyster Bar: (Need 3 VCS volunteers for 2nd shift, 1:15-5:00pm)
steamed oysters at the PICK UP STATION and then also take oysters over to non-sponsor areas and the outside courtyard. (Involves walking, carrying (
We use large metal pans for the waitress to carry oysters to tables, and then have smaller trays for the other fest attendees to use to pick up either raw or steamed oysters.
*Oyster Servers/Busers (Need 1 VCS volunteer for 2nd shift, 1:30-5:30pm)
Deliver both raw and steamed to paid seated tables and bring trays back to oyster stations for reuse. There are also a couple folks assigned to stay in the Wait Station to help with loading trays and preparing small condiments (butter, crackers, cocktail etc) to load on trays.
The table bussers will go thru tents and pick up used trays, dump them and bring them back to the serving areas so they can be used again.
Overall Oyster Volunteer info
You need to understand the BIG Oyster Picture to best understand how your job fits in to the event and how each part plays an important role in the oyster process flowing well. The Entire Oyster Process is comprised of a few different teams and each team has a supervisor/captain that you will provide you support to do your job:
- Cooking Team, includes Set-Up Team – actually cooks the oysters and gets them to the serving area inside the tent and the wait station.
- Oyster Area Greeting Team (helps folks know where to go & assists with oyster condiments (butter, crackers & cocktail sauce tables)
- Steamed Oyster Bar Team for steamed oysters at the PICK UP STATION and then also takes oysters over to non-sponsor areas and the outside courtyard.
- Raw Oyster Bar Team – shucks raw oysters both for waitress station & pick up. We have special shuckers, that make this job a lot easier.
- Oyster Servers/Bussers (Wait Staff Team) – deliver both raw and steamed to paid seated tables and bring trays back to oyster stations for reuse. There are also a couple folks assigned to stay in the Wait Station to help with loading trays and preparing small condiments (butter, crackers, cocktail etc) to load on trays.
- Oyster Trash – deals with cleaning up tables/areas and returning trays to reuse from standing cocktail or standing plank tables in party tent and out in outdoor oyster courtyard.
Each area contributes to getting oysters to our fest attendees and has to work together to make the “flow” of all of this work. At the beginning of the event, we can’t cook them fast enough or serve them fast enough. We will not run out of oysters, no one will leave hungry, so when it starts, just keep smiling and making/serving oysters as fast as you can. But you will feel the pressure of the crowd and the wait staff demanding more….just keep smiling, it will all be ok.
VIPS/Sponsors get in at 11:00. Main Gate opens at Noon. Our goal is to be ready and get the 11:00 crowd started on oysters before the second groups comes in – – and to have the all “Oystered-Up” right before noon.
We use large metal pans for the waitress to carry oysters to tables, and then have smaller trays for the other fest attendees to use to pick up either raw or steamed oysters. The table bussers will go thru tents and pick up used trays, dump them and bring them back to the serving areas so they can be used again.
We do have some work gloves on hand, but you may want to bring your own.
We are trying a slightly new way to do this than in the past, and we hope it improves our festival.
At the end of the Food Tent, there are two entrances out into the Oyster Courtyard. One will be in/out for the public to use and the other one is just for event staff to use to get oysters into the event. The Oyster Table Servers (Wait Staff) also has their own bumped out wait station, that the public does not have access to either. In the middle of the Food Tent will be some rectangle tables with cocktail sauce, crackers, Tabasco and butter. These items will also be set up inside the Wait Station, so wait staff can put some on the trays they take to tables.
The Oyster Greeters will stand out in the tent in front of the Oyster area and assist folks with where to go, what to do. They will also keep an eye on the condiment tables out in the Food Tent and keep them clean and stocked up with butter, cocktails sauce and crackers.
Some of the oysters will come into the tent to the Wait Station. Wait staff will pack up on trays and deliver to tables. There are a couple folks assigned to the Wait Station to just keep it organized and assist the wait staff out. The others will go to the Steam Pick Up area and will be picked up by fest attendees that do not have tables that get waitress service. The Raw Section will also get oysters from outside and they will shuck and put on trays for both wait staff and folks to pick up. We have some special shuckers that make this process pretty easy.
Communication between the Oyster Cooking and the Oyster Steamed Serving need to happen to keep the supply/demand of oysters in check. At the beginning it will be slammed, but then once it settles down, we need to try and not cook more than we need. We only pay for the oysters we use, so we don’t want to waste any.
Each tent has Oyster Trash/Bussers assigned, but everyone can help keep areas clean when not busy.
Oyster shells do not go in the trash. We use 5 gallon buckets throughout the event to collect them and then they go out in the oyster trailer for recycling.
We are always looking for suggestions to improve our events. We are implementing lots of new methods compared to last year, so we hope this works well. However, as the supervisors analyze how it’s going, they may make on-the- spot changes if needed.
There also are a couple folks assigned to getting both raw and steam oysters to the Volunteer Food Tent located inside the manor house. Both the Steam Serving and the Raw Serving will need to supply oysters for the Volunteer Food Tent to feed our workers when they get off their shift.
Thanks, and remember, keep smiling….and serving oysters……