Volunteer Opportunities

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More than 100 Hokie volunteers are needed to make the Central Virginia Wine Festival successful. Positions are available both now and the day of the event. Descriptions of the available positions are below along with contact information. If you would like to serve with any of these teams please communicate with the team leader or the event leader, Suter Easley, suter.easley@richmondhokies.org.

 

Wineries: Help facilitate new and returning winery sign ups as well as stay in contact with participating wineries regarding important event day notices, event parking, scheduled arrival times, unloading and reloading logistics information, location of their event space, # of volunteers needed for pouring during the event, and any special requests and/or accommodations needed for the event on or before the day of the event. Ruth Bowling, rickruth@comcast.netVolunteer spots filled.

 

Vendors: Help facilitate new and returning arts and crafts vendor sign ups. We also want to ensure a broad variety of products available by our vendors and try to minimize the number of vendors who offer similar products. In addition to this, the position involves staying in contact with participation vendors regarding important event day notices, event parking, scheduled arrival times, unloading and reloading logistics information, location of their event space, and any special requests and/or accommodations needed for the event on or before the day of the event. Contact: Matt Davidson, matt@logomd.com . Volunteer spots filled.

 

Food & Beverage: Coordination of our food vendors (usually 3 or 4). We have had good luck recently with food trucks as they are very popular and easy to get in and out of the pavilion with little time needed for set up and take down of their space. We want to offer a variety of food options for our patrons. In the past we have had standard American food as well as Greek, Tex Mex, BBQ & pizza. Key elements include space management at the pavilion, resources needed ie electrical, special arrival times, coordinating arrival schedules, as well as recruiting attractive food vendor prospects. Contact: Susan Franck. Volunteer spots filled.

 

Advertising/Promotions: Key elements include working with local advertising outlets including RTD, Richmond.com, Richmond magazine, Fox35, Lamar Advertising & Clear Channel Communications to place ad space either through a cash purchase or through trade outs for sponsorship agreements. Duties also include managing social media outlets including Facebook, Twitter, and Linkedin as well as working with the chapter’s webmaster to update the festival’s website. Wade Perkins, wadeperkins80@gmail.com

 

Corporate Sponsorships: Corporate sponsorship dollars go straight to the bottom line for making the festival a successful and profitable fundraising event for the chapter. Duties include reaching out to local small and medium size businesses to secure sponsorship dollars in exchange for advertising space both on our website, social media, event tickets, and/or media outlet advertising. Sponsorship levels and exposure vary depending on contribution level. Wade Perkins, wadeperkins80@gmail.com .

 

Volunteers: Roles include coordinating the 100+ volunteers needed for the day of the event to pour wine, operate our admissions gate, take care of our VIP guests, performing bands, and our wineries and vendors. Volunteers are needed for set up, during the event, and for take down activities. Also included in this role is setting up the schedule for when volunteers arrive and where they will be working during their shift as well as recruiting of volunteers. Sign up for volunteers is facilitated through an online program called VolunteerSpot which is very easy to use. Paul Louie, plouie@aol.com Volunteer spots filled.

 

Entertainment: We offer live entertainment at the event in the form of 3-4 live band performances throughout the day of the event. All bands perform at no cost to us other than the cost of a sound technician. Duties include recruitment and coordination of performing bands prior to the event, communicating with band and band members regarding event day logistics, making sure that we are aware of how many people are with each band and their names, having complementary food and drinks available as well as the green room available for the bands, and setting up the contract and logistics with the sound technician. Cotter Starnes, vtcotter@gmail.comVolunteer spots filled.

 

Admissions Gate: This is the biggie. If we don’t have people through the gates then we don’t have a festival. Duties include set up of admissions area, management of payment processes, wristbanding and carding all patrons, distribution of wine glasses, and line management. David Hasek, dthasek@gmail.com.

 

Runners & Trash: Duties include emptying full trash containers throughout the pavilion, supplying wineries & vendors with ice and water as needed, and picking up and delivering wine order pickup items as needed.Ralph Keith, rjkeith2@msn.com

 

Event Day Operations: Duties include coordinating with vendor and winery coordinators on site layout and space management, lining up police security, utility vehicles, and ATM services for the pavilion. Also pretty much anything else that comes up. Ralph Keith, rjkeith2@msn.com

 

Field Layout: On the Friday prior to the event we meet at the pavilion to measure and lay out each vendor and winery space as well as number them. The numbers are essential in that this is the only way that vendors and wineries will be able to find their spaces the morning of the event. An additional consideration is adequate spacing between tents for crowd management. Clay Bennett. Volunteer spots filled.

 

VIP Area: Duties include setting up seating, tables, table cloths, and center pieces for our VIP guests. These guests are notated by a special ticket and wristband due their sponsorship contributions. Duties also include setting up complimentary food and beverage for the space through an outside food vendor and one or more of our participating wineries as well as water and soft drinks. Also included in the role is coordination with volunteer coordinator on how many volunteers will be needed and their schedule for the space. Aaran Kelley, ekelley1@vt.edu.

 

Safety/Risk Management Officer: Duties may include watching weather forecasts leading up to and the day of the event with possibly having the authority to call off/cancel/ending the event if a dangerous weather event occurs.

 

 

Wineries:  Help facilitate new and returning winery sign ups as well as stay in contact with participating wineries regarding important event day notices, event parking, scheduled arrival times, unloading and reloading logistics information, location of their event space, # of volunteers needed for pouring during the event, and any special requests and/or accommodations needed for the event on or before the day of the event.

Vendors:  Help facilitate new and returning arts and crafts vendor sign ups.  We also want to ensure a broad variety of products available by our vendors and try to minimize the number of vendors who offer similar products.  In addition to this, the position involves staying in contact with participation vendors regarding important event day notices, event parking, scheduled arrival times, unloading and reloading logistics information, location of their event space, and any special requests and/or accommodations needed for the event on or before the day of the event.

Food & Beverage:  Coordination of our food vendors (usually 3 or 4).  We have had good luck recently with food trucks as they are very popular and easy to get in and out of the pavilion with little time needed for set up and take down of their space.  We want to offer a variety of food options for our patrons.  In the past we have had standard American food as well as Greek, Tex Mex, BBQ & pizza.  Key elements include space management at the pavilion, resources needed ie electrical, special arrival times, coordinating arrival schedules, as well as recruiting attractive food vendor prospects.

Advertising/Promotions:  Key elements include working with local advertising outlets including RTD, Richmond.com, Richmond magazine, Fox35, Lamar Advertising & Clear Channel Communications to place ad space either through a cash purchase or through trade outs for sponsorship agreements.  Duties also include managing social media outlets including Facebook, Twitter, and Linkedin as well as working with the chapter’s webmaster to update the festival’s website.

Corporate Sponsorships:  Corporate sponsorship dollars go straight to the bottom line for making the festival a successful and profitable fundraising event for the chapter.  Duties include reaching out to local small and medium size businesses to secure sponsorship dollars in exchange for advertising space both on our website, social media, event tickets, and/or media outlet advertising.  Sponsorship levels and exposure vary depending on contribution level.

Volunteers:  Roles include coordinating the 100+ volunteers needed for the day of the event to pour wine, operate our admissions gate, take care of our VIP guests, performing bands, and our wineries and vendors.  Volunteers are needed for set up, during the event, and for take down activities.  Also included in this role is setting up the schedule for when volunteers arrive and where they will be working during their shift as well as recruiting of volunteers.  Sign up for volunteers is  facilitated through an online program called VolunteerSpot which is very easy to use.

Entertainment:  We offer live entertainment at the event in the form of 3-4 live band performances throughout the day of the event.  All bands perform at no cost to us other than the cost of a sound technician.  Duties include recruitment and coordination of performing bands prior to the event, communicating with band and band members regarding event day logistics, making sure that we are aware of how many people are with each band and their names, having complementary food and drinks available as well as the green room available for the bands, and setting up the contract and logistics with the sound technician.

Admissions Gate:  This is the biggie.  If we don’t have people through the gates then we don’t have a festival.  Duties include set up of admissions area, management of payment processes,  wristbanding and carding all patrons, distribution of wine glasses, and line management.

Runners & Trash:  Duties include emptying full trash containers throughout the pavilion, supplying wineries & vendors with ice and water as needed, and picking up and delivering wine order pickup items as needed.

Event Day Operations:  Duties include coordinating with vendor and winery coordinators on site layout and space management, lining up police security, utility vehicles, and ATM services for the pavilion.  Also pretty much anything else that comes up.

Field Layout:  On the Friday prior to the event we meet at the pavilion to measure and lay out each vendor and winery space as well as number them.  The numbers are essential in that this is the only way that vendors and wineries will be able to find their spaces the morning of the event.  An additional consideration is adequate spacing between tents for crowd management.

VIP Area:  Duties include setting up seating, tables, table cloths, and center pieces for our VIP guests.  These guests are notated by a special ticket and wristband due their sponsorship contributions.  Duties also include setting up complimentary food and beverage for the space through an outside food vendor and one or more of our participating wineries as well as water and soft drinks.  Also included in the role is coordination with volunteer coordinator on how many volunteers will be needed and their schedule for the space.

Safety/Risk Management Officer:  Duties may include watching weather forecasts leading up to and the day of the event with possibly having the authority to call off/cancel/ending the event if a dangerous weather event occurs.

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