15th Anniversary Golf Outing

H2O 2018 Golf Outing & Gala Dinner Volunteer Registration

It is that time of year again!   And we are looking for individuals to help us with a variety of tasks!

Please complete the following form to create a smoother check in on Volunteer day and take a moment to read the volunteer expectations.

Thank you! 

 

** REMINDER- ALL VOLUNTEERS MUST BE OVER 21 ON THE DAY OF THE EVENT**

 

Volunteer Expectations

Dress appropriately.

While the golf outing is a casual event, we still want to present a professional and organized image.  Please consider this as you get ready to volunteer.

  • Arrive clean and well-groomed.
  • Be prepared to change into a blue H2O t-shirt during your shift.  White or khaki shorts, pants, skirts, or capris are suggested.  Please no jeans.
  • Bring a hat, sunglasses, and sunblock if you are working outside.
  • Wear comfortable shoes, but no flip flops please.

 

Arrive on time, and stay until your shift ends.

  • Allow plenty of time to park, check in, and review your volunteer assignment before your shift starts.
  • Stay until the next volunteer arrives to take your place.  If you must leave before they arrive, notify the Volunteer Coordinator.  (If you are working the last shift, stay until your shift ends or the Volunteer Coordinator releases you.)
  • If you cannot make your shift, notify the Volunteer Coordinator as soon as possible via text so that we can plan accordingly.

 

Be positive and friendly!

  • Smile and say, “Hello!”
  • Make eye contact.  (If indoors, remove sunglasses.)
  • Avoid gossip and destructive criticism. 
  • Support the staff and other volunteers to the best of your ability. 
  • If you have a concern about the way something was handled, please discuss it with the Executive Director.

 

Give all of your attention to your role as a volunteer.

  • Limit conversations with other volunteers during your shift so that you can focus on your role. 
  • Avoid using your cell phone.  If you must take a call or send a text, inform a volunteer nearby, and step away so as not to be a distraction.
  • Try to limit using the bathroom to before or after your shift or during a break.
  • No drinking alcoholic beverages as long as you are wearing your H2O shirt.

 

Go beyond the call of duty!

  • Look for ways to help even if something is not your “job.”
  • If someone asks for directions, rather than simply pointing the way, walk them to their destination.  If appropriate, also introduce them to someone at their destination, should they need further assistance.
  • Last year we had several crashers (at a fundraiser for kids!!)  so please be looking for people without bracelets and escort them to check in so we know they belong there.
  • Please don’t ever take for granted what you think people “might” know.  Be alert to people who look lost or confused, and approach them to ask if they need help.
  • Familiarize yourself with the event and the day’s handouts.  Our shirts identify us as volunteers.  Therefore, we need to be able to direct people around the event and help them find what they need.

 

Your role at the Golf Outing and Dinner

  • Read directions.
  • Smile and have fun.
  • Be flexible.
  • Ask if you don’t understand.
  • Know that it might be a series of busy times, followed by slow times.
  • Be patient (Waiting for directions, being in place early for your job to “start”.)
  • Return all your supplies at the end of the day.
  • Be conservative with supplies and careful with equipment. (We are a non-profit after all and don’t have 'spares.')
  • Every job today is important, no matter how small or dull it may seem.
  • This is our MAIN fundraiser, so please help us make a great impression so people will come back next year.
  • Fill out the survey after the event so we can learn and make our next event even smoother. 

The event is the "15th Annual Golf Outing and 'Christmas in July' Gala Dinner.

This event is our MAIN fundraiser for the whole year and determines the level and amount of programming we can offer the following year. 

The address of the event is:

Bolingbrook Golf Club

2001 Rodeo Drive

Bolingbrook, IL 60490

 

PARKING-

FOR ALL SHIFTS DURING THE EVENT: 

- We recommend you park on the side of the Bolingbrook Golf Course by the "Nest Restaurant".

- When you pull in to the golf club, it will be to the RIGHT.

- Volunteer check-in will be in the "Ladies Lounge" immediately to your left when you enter the main doors of the "Nest Restaurant"

 

Please leave all valuables in your car.

 

If you are not familiar with what we do, please take a minute to review our website: www.Hearthavenoutreach.org. 

In a nutshell, we provide free support and mentoring programing to middle and high school students in the area.  We offer support groups, mentoring, tutoring, service projects, field trips, retreats, and character education. Our signature programming is our support groups, and we are unique because we offer free transportation to and from our programs.  Our program runs almost the entire year. (We stop in July to do this fundraiser- our main source of revenue and in August to plan and train for the next year.)  Staff create long term, caring relationships with students.  We serve any high school student but specifically target the at risk population.

Thank you again for all your help!! We look forward to seeing you all on Wednesday, July 12th!  

 

DATE: 07/12/2018 ( Thursday )

LOCATION: Bolingbrook Golf Course, 2001 Rodeo Drive, Bolingbrook, IL 60440

 

Volunteer Coordinators:

Maureen Fox CONTACT -- 630.887.6678

Sandy Swinkunas CONTACT --708.828.4878

Created by:   Heart Haven Outreach
 
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Date (mm/dd/yyyy) Location Time (CDT) Available Slot
07/02/2018 (Mon.) Prepping for Event at H2O  11:00am - 1:00pm  

Trees (3)

Tree Decorating

 
All slots filled
Liese Hearth
Debbe Sykora
Rich Sykora
2:00pm - 4:00pm  

Trees (3)

Tree Decorating

 
All slots filled
Liese Hearth
Kara Macropulos
Vickie Sutterlin
07/03/2018 (Tue.) Prepping for Event at H2O  2:00pm - 4:00pm  

Trees (3)

Tree Decorating

 
5:00pm - 7:00pm  

Trees (3)

Tree Decorating

 
1 of 3 slots filled
Megan Smith
07/06/2018 (Fri.) Prepping for Event at H2O  2:00pm - 5:00pm  

Trees (3)

Tree Decorating

 
1 of 3 slots filled
Liese Hearth
07/09/2018 (Mon.) Prepping for Event at H2O  1:00pm - 4:00pm  

Gifts (3)

Help assembly golf and dinner gifts

 
1 of 3 slots filled
Liese Hearth
07/10/2018 (Tue.) Prepping for Event at H2O  2:00pm - 4:00pm  

Gifts (3)

Help assembly golf and dinner gifts

 
5:00pm - 7:00pm  

Gifts (3)

Help assembly golf and dinner gifts

 
All slots filled
Liese Hearth
Kara Macropulos
Dianna Walker
07/11/2018 (Wed.) Prepping for Event at H2O  1:00pm - 3:00pm  

Moving Assistance (3)

Help with moving items/decoration from H2O gym to Golf Club (some heavy lifting)

 
1 of 3 slots filled
Liese Hearth
07/12/2018 (Thu.) Bolingbrook Golf Club, 2001 Rodeo Drive, Bolingbrook, Illinois   

Golf gift prep (9:30 a.m. -10:30 a.m.) (3)

Help unload van; set up bags & Water on golf carts

 
2 of 3 slots filled
Ron Oestreich
Ken McConnaughay

Course Reviewer (9:30 a.m. -10:30 a.m.) (2)

Check course with Ryan to make sure all signs and event tents are in right locations; radio BGC staff for anything missing

 
1 of 2 slots filled
Patricia Chanthavong

Volunteer Check In / Out Shift A (10:00 a.m. to 12:30 p.m.) (2)

Checking in volunteers, giving them shirts, job descriptions, having them sign in

 

Golf Registration (10:00 a.m. to 12:45 p.m.) (4)

Checking people in, greeting guests, directing guests, answering basic questions ***Good Computer Skills Needed****

 
3 of 4 slots filled
Megan Smith
Julie Guida
Bobbie Speer

Practice Area Shuttle Drivers (11:15 a.m. -12:25 p.m.) (2)

Shuttle between tent & practice areas

 

Course Shuttle Drivers (11:30 a.m. -12:30 p.m.) (2)

Shuttle vendors to event tents

 
All slots filled
Mike Allen
Tom Fink

Golf Course Event Volunteers Shift A (11:30 a.m. to 3:15 p.m.) (6)

Outdoors: Selling Beat the Pro, Selling Longest Drive, Hole-In-One video, lemonade/raffle. Helping guests have a good time.

 
All slots filled
Chris Ruddy
Lemonade/Raffle hole
Debbie Sykora
Lemonade/Raffle hole
Patricia Chanthavong (2)
Beth Neill (2)
with Wendy Tetrault

Auction Decoration (12:30 p.m. to 3:30 p.m.) (6)

Decorating the silent auction tables with lights, wrapping gift baskets, putting out auction items ***MUST SIGN UP THROUGH AUCTION COMMITTEE***

 

Set Up, Decorating, Gifts (12:30 p.m. to 3:30 p.m.) (4)

Putting together trees, setting tables, decorating, hanging banners

 
2 of 4 slots filled
Aimee Rupsis
Diane Parro

Golf Course Help (1:00 p.m. - 3:30 p.m.) (2)

Roam golf course to make sure everything is running smoothly; switch volunteers at betting hole and raffle hole at 2:45 p.m.

 
All slots filled
Mike Allen
Tom Fink

Errand Runner (1:30 p.m. - 5 p.m.)

Pick up last minute supplies (balloons, photos from Walgreen, etc.)

 
Megan Smith

Golf Course Volunteers Shift B (3:00 p.m. to 6:00 p.m.) (6)

Outdoors: Selling Beat the Pro, Selling Longest Drive, Hole-In-One video, lemonade/raffle. Helping guests have a good time.

 
1 of 6 slots filled
Vickie Sutterlin

Golf Course Help (3:30 p.m. - 6:00 p.m.) (2)

Roam golf course to make sure everything is running smoothly; switch volunteers at betting hole and raffle hole at 2:45 p.m.

 

Set Up, Decorating, Gifts (3:30 p.m. to 5:30 p.m.) (4)

Putting together trees, setting tables, decorating, hanging banners

 
2 of 4 slots filled
Aimee Rupsis
Diane Parro

Restaurant Services (4:00 p.m. - 5:30 p.m.) (2)

Helping restaurants find their booth, find supplies from golf club, and carry in items

 
1 of 2 slots filled
Dave Butcher

Popcorn (4:30 p.m. - 5:15 p.m.)

Prepare popcorn

 

Dinner Registration Check In BALLROOM (5:00 p.m. to 8:00 p.m.) (5)

Checking in guests for dinner ****Good computer skills needed****

 
1 of 5 slots filled
Beryl Davin

Greeters (5:30 p.m. to 7:30 p.m.) (8)

Greet guests as they come in from golfing or arrive for the event. Make sure golfers go to golf check in table and other guests check in before going to dinner.

 
2 of 8 slots filled
Dianna Walker
Janet Infanger

Dinner Hostess - Popcorn (5:30 p.m. to 7:30 p.m.)

Socializing with guests and giving out popcorn

 

Dinner Hostesses - Social Hour / Sales (5:30 p.m. to 7:45 p.m.) (8)

Socializing with guests and selling raffle tickets

 
1 of 8 slots filled
Linda Hou

Chinese Auction Supervision (5:45 p.m. - 8:30 p.m.) (4)

Handle and distribution of tickets, money from ticket sales, and drawing of tickets at 8:10 p.m. ***MUST SIGN UP THROUGH AUCTION COMMITTEE***

 

Candy Land / Dessert Table / Chocolate Fountain (6:45 p.m. to 9:30 p.m.) (2)

Helping serve guests at Dessert Table and Chocolate Fountain

 

Live Auction Spotters-during dinner (7:30 p.m. to 8:00 p.m.) (4)

Helping with live auction, helping spot people who have raised their paddle, egging people on to bid higher, writing down names of winner on clipboard. Also assist with completion of 50/50 raffle

 

Dinner / Auction Registration Check Out - Ballroom (approx. 8:00 p.m. to 9:30 p.m.) (4)

Checking guests out with their auction purchases ***Good Computer Skills Needed***

 
1 of 4 slots filled
Megan Smith

Auction Assistants (8:15 p.m. to 9:00 p.m.) (5)

Helping get gifts people bought checked out ***MUST SIGN UP THROUGH AUCTION COMMITTEE***

 

Auction Guards (8:15 p.m. -9:00 p.m.) (6)

Guard Silent auction items; help insure items get to correct people ****BOLD personality needed****

 

Clean Up Crew (approx. 8:45 p.m. to 10:00 p.m.) (6)

Carefully repackaging and packing up ornaments, decorations, receipts, etc.

 
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