2009 Smith Mountain Lake Charity Home Tour, Auction & Gala
Key Volunteer Job Descriptions
Each participating charity must agree to provide the following 13 key volunteers.
 It is very helpful for each volunteer to have an e-mail address that is used on a regular basis.
Chief Hostess or Host (1): This position is the single point of contact for the assigned home.
Mandatory training (2 sessions plus 1-2 visits to the assigned home) will be in late April and late August and will address:
- Understanding the tour purpose, organizational structure, and requirements
- Determining the number of Hostesses/Hosts needed for tour days
- Working along with Caller Committee volunteers to ensure trained volunteers for all shifts
- Establishing traffic patterns within the assigned home (determined during a visit to the home)
- Preparing tour scripts for the room hostesses/hosts
- Managing the shift schedules
- Obtaining and maintaining Hostess/Host supplies
- Organizing snacks and beverages for the volunteers during “tour days”
- Training room volunteers before the start of each shift
- Completing daily reports
The Chief Hostess must be available the weekend of the Home Tour but is not required to be on-site for all three days if coverage is supplied by the co-hostesses/hosts.
Co-Hostesses or Hosts (3): These people share the responsibilities of the Chief Hostess/Host in all the categories shown above and are required to attend all training as above. One member of this team shall act as the “Expeditor”.
- Co-hostesses/hosts act in full capacity of the Chief Hostess/Host as required, during the Tour shifts and must be available during the Tour dates.
- The Expeditor shall oversee all aspects of ticket sales at the home during the tour. Special training will
be provided. The Expeditor shall also be responsible for pick up of home tour supplies from the
storage shed and return of supplies after the tour.
Traffic Captain (1): During the tour, this person is responsible for all aspects of land and marine traffic at the charity’s assigned home, including parking of vehicles, docking of boats, managing the volunteers, coordination with the chief hostess, and safety.
Mandatory training (2 sessions plus 1 visit to the assigned home) will be in late April and late August and will address:
- Understanding the tour purpose, organizational structure, and requirements
- Determining the number of Parkers and Dockers needed
- Establishing traffic patterns to the assigned home (determined during a visit to the home)
- Managing the shift schedules
- Learning to use the radios to control traffic
- Obtaining and maintaining traffic supplies
- Training traffic volunteers before the start of each shift
- Completing daily reports
The Traffic Captain must be available the weekend of the Home Tour but is not required to be on-site if coverage is provided by one or more of the Traffic Co-Captains.
Traffic Co-Captains (2): These people share the responsibilities of the Traffic Captain in all the categories shown above and are required to attend all training as indicated above.
- Co-Captains act in full capacity of Traffic Captain, as required, during the Tour shifts and must be available during the Tour dates.
Auction Solicitors (2): Working as a team, and using a list of potential donors, as well as their own resources, solicitors share the responsibility of contacting and securing items or services to include in the Auction. Additionally, they may also be asked to contact specific businesses to solicit financial sponsorship of featured homes that have utilized the services of those specific businesses.
Mandatory Training (1 session in early April; 2 “turn-in” times in July and August) will address:
- Explaining the purpose of the Tour and the benefiting charities
- Understanding how funds are raised and used
- Describing the benefits of having a product or service included in the Auction
- Making initial contact and follow-up with businesses
Completing required documentation
- Ensuring proper delivery of the item or service documentation to the designated location.
- Describing the home sponsorship process and the benefits of home sponsorship to the businesses.
Auction Workers (2): These volunteers need to be available to work the day before the Gala and the day of the Gala.
Mandatory training (1 session in late August) will address:
- Transporting items from the storage facility to the auction site
- Setting up the displays
- Monitoring the displays
- Cleaning up
Caller (1): Caller, who must use e-mail, will solicit volunteers by phone and then schedule them as hostesses and traffic helpers for specific shifts during the days of the tour. (This person may have a charity committee of helpers.) A “lake-based caller” will be assigned to solicit lake area residents to help staff the house.
Mandatory training (1 session March/April) will address:
- Frequent communicating with the Lake caller and the data base person
- Using your personal contacts
- Using your charity volunteer and Board of Directors’ lists
- Using the contact lists provided by the tour
- Calling until your assigned home is fully staffed
Poster Distribution (1): Volunteer will work on a committee to distribute Posters and Brochures the first week of August. This person will be assigned to a specific area (close to where he or she lives or frequents).
Mandatory training (1 session in late July) will address:
- Placing posters in every possible location within a specific area
- Placing brochures and brochure containers in as many locations as possible within the assigned area
- Keeping a running list of all locations where posters and/or brochures were placed
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