If you are signing up for the Safety Team or are a military escort sign up under the Floater Team.
Meeting dates for the 2020 Night to Shine volunteers and buddies are listed below. You must attend at least one. This will be the time to pick up your tshirt, badge and all the information that you will need for the night.
January 28, 2020 Volunteers 6p, Buddies 7p @ ACC
February 1, 2020 Volunteers 10a, Buddies 11a @ ACC
Below is the breakdown and information for the night.
*Reason for volunteering-to bring a brighter day to some very deserving people, to give back and make this life better not only for yourself but for those around you
*Reason for background check-our number one priority is to protect the K/Q that are attending, their safety is our top priority
*Reason for registration fee-your registration fee allows us to provide this event free of charge to our guests, to give them a night to shine and just have fun and be in safe surroundings
*Funding-TTF is slowing decreasing their funding, they get you started and then hope the community will support
*Formal Wear Shop-need men’s clothes (dress shirts, pants, belts, shoes) and women’s dresses size 20 & up and flat shoes, we probably attended to the needs of 50-60 K/Q’s at the two Formal Wear Shops
*Update on TTF NTS around the world-currently there are more than 540 NTS in 50 states and 16 countries around the world, this year TTF estimates that approximately 90,000 honored guests will attend through the support of 175,000 volunteers, on 2-7-20 Night to Shine will be a night for the churches to shine, the volunteers to shine, and most importantly, God to shine!
**DOORS OPEN AT 4:00P AND RED CARPET WILL BEGIN WHEN KINGS/QUEENS START ARRIVING….BE READY TO GO AT 4p!
*Update on the # of Kings & Queens attending– here locally we currently have 169 K/Q’s registered to attend!
*Website, Email and Online registration-new this year, full of information, registration for K/Q’s and volunteers has been easier and more manageable, our goal is to streamline this process to make it easier, faster and simpler in registering, www.ttfnighttoshineacc.com
**KINGS AND QUEENS MUST BE 14 YEARS OLD BY THE DATE OF EVENT TO ATTEND
*King/Queen and Buddy meal-meal will be prepared and served by Carla Harner promptly at 6p, buddies will have menu cards to give to the servers, you will need to mark your table number and if applicable dressing choice for salad, you will need to pay close attention to the restrictions and needs of your K/Q’s, ALL volunteers will need to help each other by watching the K/Q especially when you see a yellow lanyard! When the food comes to the table take a minute to make sure it is correct.
*In House Hair and Makeup-you will need to be ready and available by 2:00p and be finished by 5:00p, you may decorate your area either the night before or the day of starting at 9a, if the night before please let me know so I can make sure the building is available and unlocked, Team Lead is Madison Spears
*Bathroom Attendant Team-these volunteers work in the healthcare field and can handle the bathroom situations, let them take care of these needs for the K/Q’s, your team will need to be ready by 4p, Team Lead is Valarie Stoll
*Medical Team-we have a veteran medical team here to serve if the need arises, you will be able to find them throughout the room and at the main entrance to the event room, if K/Q tells you they need medicine you will need to check upstairs in the Respite Room to see if a parent, caregiver or guardian is present, if someone from your team can be onsite by 2p because of In House Hair and Makeup that would be great, then full team by 4p, color of the lanyards: blue-no restrictions, yellow-restrictions has one or more of the following: allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily) Team Lead is Katie Williams
*Buddies-you will be responsible for pairing up with your K/Q, Leslie, Larynda and Sheila will be helping to facilitate the pairing up. Buddies will be upstairs and then “paged” to come downstairs when you K/Q arrives. You will need to make sure you have the following to help the night flow, check to see if they were given a coat check ticket if they were please help them put it behind their name tag, make sure they get their crown/tiara, disposable camera and name label is put on, flower, and have their announcement card to give to Aaron (DJ) for the Red Carpet event. Once you have had your picture taken in front of the backdrop, walked the Red Carpet had your picture taken please find where your K/Q would like to sit and move to that table, there will be two Reception tables (one on the north and south sides of the room), help them enjoy the night, it’s their night to enjoy, do not leave them alone, stay with them at all times, there will be a variety of food to accommodate the various health needs and concerns, on the back of your K/Q name badge that you receive there will be information about them, put this behind your name tag to refer to as needed, please be aware of the lanyard colors and there meaning (blue-no restrictions, yellow lanyards-restrictions- has one of more of the following: allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily) , you will also have menu cards that will be given to you from Leslie, your waiter/waitress will pick these up, please mark your table number and if your K/Q has a salad, mark the dressing flavor they would like, when the food comes to the table take a minute to make sure it is correct, buddies need to be on site at 3:00p, Team Lead is Leslie Heshelman
*Military Escorts-a team of uniformed military personnel will be present to escort K/Q from their vehicles into WestGate, as well as stationed by the elevator and other areas. They will be here to assist as much as needed, such as helping parents, caregivers and guardians find (and stay) in the Respite Room area, they will also be available to take pictures with the K/Q, etc., their exact function will be very fluid for the evening
**MEDICINE MUST BE GIVEN BY PARENT, CAREGIVER OR GUARDIAN!
*Prayer Team-Team Lead is Donna Rayhill, the prayer team will be walking throughout the building, going up into the Respite Room area and into the Event Room, if there is a need for prayer or someone to talk to they are available all evening, if you need prayer before the event and would like to speak with someone you can reach Donna at 812-486-8097, please be onsite by 4p
*Security Team-Team Lead is JayR Crew, we will have law enforcement on the inside and outside of the building keeping us safe and are onsite if they are needed, please be onsite by 4p
*Transportation Team-Team Lead is Andy Burkhardt, Aaron (DJ) will release by tables again this year for the limo rides, this prevents the guests from standing and waiting all the while missing the fun, please be on site by 4p to assist our K/Q’s out of their cars and into the building, you will possibly have military assisting you as well, could someone be onsite by 2p in case of K/Q needs help getting into the building for In House Hair and Makeup
*Respite Room– Respite Room is where parents, caregivers and/or guardians will stay, parents, caregivers and/or guardians need to stay upstairs, if they need to give their loved one medicine, leave or speak with them they need to inform Ashley and he will have one of his team escort them down to the event room and stay until the parents, caregivers and/or guardians return upstairs or leaves the building. If they leave and take their loved one you must make sure the attending Buddy knows, beginning at 8p Ashley will need to send parents, caregivers and guardians down in groups to gather their K/Q’s items (gift bags, shirts & picture) at this time it will give them time to take those items to their vehicles before the release time if they wish to do so, after they have gathered these items they will need to return upstairs to the Respite Room, then at 8:45p you will need to send the group home leaders down to the coat check area to wait for their loved ones to be released, we are hoping this takes care of the mass confusion, Team Leads Ashley Shurtz, Marie Smith, Yolonda Beets and Missy McDonald and their teams will be serving in this area
*Videography Team– this year we are welcoming Evan and Kristen Nordoff, they will be capturing the night for us, please be onsite by 4p as to allow footage of the In House Hair and Makeup and the beginning of the Red Carpet entrances
*Photography Team-Team Lead is Cyndy McAtee, her team will be taking candid shots as well as the K/ Q formal pictures, the 5 x 7 formal pictures will need to be organized and ready shortly by 8:00p please coordinate with Mary Teresa (Coat Check, Gift Bags, Crowns & Tiaras and Shirt) our goal is to have most of the take home items already distributed to the parents, caregivers and guardians before the K/Q’s are released, the backdrop will be away from the Red Carpet to allow the flow to continue to move along
*Floater Team-Team Lead is Jennifer Hadlock, her team will be available to help in any area that has a need, just let her know
*Safety Team-Team Lead is Dave Brown, you will need to constantly be aware of the various situations and be ready to correct or prevent any potential issues, please be onsite by 3p to do a walk thru of the area, your team will need to be ready to push the wall back that will separate the dance floor and the Red Carpet area, this area is being used as a dual purpose area, once the Red Carpet is over it will become the Activities area
*Floral Team-Team Lead is Jenae Burkhart, this team provides the flowers for the K/Q’s, flowers will need to be on site and ready by 4:00p
*Dance Floor and Activities Team-Team Lead has not been determined, team should be setup and ready to dance and have fun by 6:45p, your area is a dual purpose area, the Red Carpet event will take place first, once the wall is pushed back out of the room you may start setting up at approx 6p
*Advertising Team-Team Lead is Lindsay Owens, inform area schools, radio stations, newspapers and group homes of the event
*Cake Table Team-Team Lead is Lori Ann Marchino, you will be on the south side of the room, this table will need to be set up and ready to go by 4:00p, preferably cupcakes should not be served until after the meal for a dessert, we will get you a sign that states the cupcakes are an after dinner treat, can you make little signs that identify regular, sugar free and gluten free?
*Coat Check, Crowns & Tiaras, Shirts and Gift Bag Team-Team Lead is Mary Teresa Miller, you still have coat check tags at church to use for this year, crowns and tiaras have been ordered and are also at the church along with 210 gift bags, the gift bags will need to be put together with the different items to go in them, I will have the shirts at WestGate for you to sort and arrange, once the night gets started begin organizing the group home bags and shirts together, that way when it is time for them to leave you can have them ready, you will need to coordinate with the photography team and the group home leaders to pick out there K/Q’s, we will send them down in groups about 8:00p from the Respite Room so they will have time to take them to their vehicles, our goal is to have most of the take home items already distributed to the parents, caregivers and guardians before the K/Q’s are released
*Formal Wear and Decoration Team-Team Lead Jolene McAtee, Event Room and Respite Room need to be setup/decorated and ready to go by 4:00p, anyone that is willing to help setup and tear down please contact Jolene @ 812-296-0147, this is a big and time consuming job
*Guest Registration Team-Team Lead is Chanda Mackey, guest registration will need to be prepared to receive guests by 4:00p, some will arrive early, lanyards need to be organized and ready to be passed out, you will also have the labels for the cameras, menu cards and announcement cards, please pay close attention to K/Q needs when assigning lanyard colors, yellow lanyards go to anyone with allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily)
*Reception Team-Team Lead has not been determined, you will have tables on both ends of the event room, your tables will need to be ready by 4:00p and ready to start serving until the meal is served and then again be prepared if you have left over food to begin serving again at 6:45p, please be aware of the lanyard colors (blue-no restrictions,
yellow-restrictions-has one or more of the following: allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily)
*Snack Table Team-Team Lead is Becky Jo Duzan, snack tables will be on the north side of the room, your table needs to be ready by 4:00p and I will get you a sign that states “Snacks will be served after dinner” to prevent snacking ahead of time, you will begin serving right at 6:45, please be aware of the lanyard colors (blue-no restrictions,
yellow-restrictions-has one or more of the following: allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily)
**VOLUNTEERS MUST BE 16 YEARS OF AGE BY THE DATE OF THE EVENT!
*Volunteer Food Team-to be determined
*Volunteer Background Check & Check in Team– Team Lead is Nancy Miller, organizes and reviews all volunteer registrations and background checks, when volunteers arrive they will need to go upstairs to the Volunteer Food / Check in Room on the right to sign in, we currently have 200 volunteers (not enough!)
*Red Carpet-we would appreciate that if any volunteers are available to please come to the Red Carpet area and gather and cheer for the K/Q’s, be respectful of the parents, caregivers and guardians that might be standing at the end of the Red Carpet watching their loved one
*Colors of the lanyards-black is for volunteers, blue is for K/Q’s and yellow is for K/Q’s who have a restriction such as anyone with allergies (food, environmental or medicine), diabetic, swallowing issues (pureed, chopped or chokes easily)
*Thank you cards-there will be Thank You cards available in all areas to send to TTF, please encourage the parents, caregivers and/or guardians to fill one out, collect them and give them to me at the end of the night, I will be sending them down to TTF, the volunteers (yours will be up in the volunteer food room), K/Q’s and their buddies will also have the opportunity to sign their own thank you card to Tim, the Buddies will ensure that they do and they can them drop it in the Mail Box
*Parent, Caregiver or Guardian Bracelet-to identify the parents, caregivers and guardians they will have a paper bracelet that specifies where they need to be
*Release in groups-we will be releasing in groups this year, Aaron (DJ) will announce for everyone to have a seat approx. at 8:50, once everyone is seated we will have closing remarks and then each group home will be announced and asked to gather their items and prepare to leave, at 8:00p Ashley will begin sending down the parents, caregivers and guardians to gather each K/Q’s shirt, picture and gift bag, the buddies will ensure that each K/Q promptly collects their gifts (if the group home leader has not or you have an individual apart from a group), buddies will need to stay with their K/Q until they have safely left the building assisting the parent, caregiver or guardian if needed, after the group homes have left then Aaron (DJ) will release by tables and will flow down to the individuals that came independently.
PLEASE RETURN ALL TEAM LANYARDS AND BADGE HOLDERS! THIS SAVES ON EXPENSES EACH YEAR☺
*I understand this all seems a little strict, BUT it is our main priority to keep everyone safe and where they should be. We are working hard to continually make this event the best it can possibly be. And with each one of you participating and helping follow these guidelines YOU make it possible! On this night, 2-9-18, YOU are the hands and feet of Christ. YOU are an earthly and touchable representation of His love to these precious souls. SMILE….someone is always watching you even when you don’t think they are. Be KIND, COMPASSIONATE and RESPECTFUL….it’s your legacy, it’s what people will remember about you!
*When you arrive the day of the event, you must go upstairs to the Volunteer Food/Check in Room and sign in. No shirts or badges will be handed out the day of the event.
*One last chance-on 2-1-20 @ 10a we will be at Antioch Christian Church in the Atrium for the FINAL pickup of shirts and badges.
WE DO NOT WANT TO PASS SHIRTS AND BADGES OUT THE DAY OF!! IT IS WAY TOO HECTIC OF A DAY, PLEASE PASS ALONG TO YOUR TEAM MEMBERS WHO ARE NOT HERE.
*WE ASK THAT ALL VOLUNTEERS REMAIN AFTER THE K/Q’s HAVE LEFT TO HELP CLEAN, TEARDOWN AND LOAD DECORATIONS AND SUPPLIES. WE DO NOT HAVE TO DUMP THE TRASH.
*AREAS ARE NOT TO BE TORN DOWN, PACKED UP OR BEGIN CLOSING DOWN WHILE OUR GUESTS, PARENTS, CAREGIVERS OR GUARDIANS ARE STILL IN THE BUILDING. WE DO NOT WANT TO MAKE THEM FEEL PUSHED OUT OR RUSHED.
*Last year’s video
ROUGH TIMELINE OF THE NIGHT!
2:00p-5:00p In House Hair and Makeup will be available to the K/Q’s
4:00p doors open (as guest arrive they will proceed to check in and begin the flow of the night, getting flowers, crown/tiara, picture in front of backdrop walk the Red Carpet)
6:00p dinner is served
7:00p Dancing and games begin
9:00p event ends
After K/Q, parents, caregivers and guardians leave we will begin the clean up and tear down, we do not have to dump the trash just gather up