Information for Staff and Volunteers

Thursday, September 15, 2016
Event Set-up Day   •   Noon–7:00 pm (maybe earlier)

A4A_2016_web_posterCity View at the Metreon (see Google map), Mission at 4th Street, San Francisco.
City View room on the 4th Floor of the Metreon.

Tasks
• Hang the art—Handle with care.
• Set up Certificate Auction area.
• Set up tables, chairs, easels, etc.
• Get the silent auction areas ready

Where to go when you arrive
Join us in the City View room on the 4th Floor. Check in with your team leader.

What to wear
Wear comfortable shoes and lightweight comfortable clothing (jeans, t-shirts, comfy shoes). It may be warm and this work can be dusty.

We provide
A lunch, fruit, snacks, water, cold drinks.
No drinking alcohol while working.

Friday, September 16, 2016
Day Shift—Set-up Continues   •   10:00 am–6:00pm

City View at the Metreon (see Google map). Please enter through the Metreon’s back door, on Howard Street just off 4th Street. It’s the Target Guest Pickup. Here’s a PDF showing it on a map and the street view. Call the number on the PDF and we’ll let you in.

stacked_wine_glasses

Tasks
• Finish hanging / cleaning the art
• Finish setting up the event
• Set up the live auction areas
• Food Prep for caterers; set up wine and food tables
• Set up the wrap out area

Where to go when you arrive
Join us in the City View room on the 4th Floor. Check in with your team leader.

What to wear
Wear comfortable shoes and lightweight comfortable clothing (jeans, t-shirts, comfy shoes). It may be warm and this work can be dusty.

We provide
A lunch, fruit, snacks, water, cold drinks. No drinking alcohol while working.

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volunteer_happyFriday, September 16
Art for AIDS!
4:00 pm–10:00 pm

City View at the Metreon (see Google map), Mission at 4th Street, San Francisco. City View room on the 4th Floor of the Metreon.

Where to go when you arrive
Join us in Volunteer/Staff Area behind the curtain in the rear of the room. Check in at the volunteer/staff “Command Center” to confirm your assignment; stash your stuff; pick up your ID badge.

Have a great meal and meet your team leader.

 

Where to stash your stuff
Your personal belongings (bags, jackets, etc.) can be put in the staffing command center, which will be staffed all evening. Please don’t bring valuables.

What the jobs are like
Many jobs are out on the auction floor in the middle of all the action. There are also critical “behind the scenes” jobs. All the “behind the scenes” jobs have enough people on their teams so that each person can take some time off to enjoy the event. Please coordinate with your team leader if you wish some time off.

What to wear
Casual, all black, just like the volunteers in these pictures. Wear lightweight clothing. It can get warm in the auction room. Wear really comfortable shoes—you’ll be standing on concrete floors. You don’t have to dress up, but should look tidy. If you want to see how volunteers dressed last year, look at these photos from 2015.

What to expect
We provide great food, gourmet sandwiches, fruit, cheese, snacks and drinks. The Volunteer space is open to staff and volunteers all evening. The guest food is in short supply, so please stick with food provided. It’s great and you can have as much as you want.

Suggestions for a great experience at Art for AIDS

  •   If questions emerge, please ask your team leader.
  •   If you need to leave your station, please tell your team leader.
  •   No drinking alcohol while working.
  •   Please don’t accept tips or gratuities. If a guest insists (like sometimes happens in coat check or at the bars) tell them that you will make a donation to Art for AIDS in their name.

Friday, September 16
Art for AIDS!
4:00 pm–10:00 pm,  continued

volunteer_servingMost people have TWO jobs (or we’d need 400 volunteers). Your team assignment is to your first, and main job. For example; some people working in the Silent Auction sections will move on to wrapping art when their section closes. Your team leader will help you move on to the second job.

  • Staff/Volunteer Support: Keep area clean and comfortable for volunteers and staff. Help with job assignments. Refresh food platters.
  • Registration/Cash Out: guests register, pay and get a catalog; pay for items won, pick up art.
  • Coat check: check coats and bags for guests
  • Silent auction monitors: answer questions, assist guests with bidding, including absentee bidding. Refill bid sheets. Keep section tidy.
  • Art Moving Team: As each section closes this team will sweep into the area, remove all sold art from the walls, and take the art to the Art Wrapping Room. They will assist with art wrapping until the next section closes.
  • Food / Wine Servers: pour and serve wine to guests, then breakdown
  • Food / Wine passers: serve food and wine to guests, then breakdown
  • Photographer: photograph the event and guests
  • Video monitor: change photos during live auction
  • Live Auction Art Carriers: carry art on stage during Live Auction
  • Live Auction Spotters: record sales during Live Auction
  • Live Auction Runners: assist buyers during Live Auction
  • Art Wrapping: wrap sold and unsold art after sections close
  • Sort Art for Pick-up: sort art for delivery to buyers
  • Art to Buyers: deliver wrapped art to buyers after they have paid, sign art out
  • Break down: post auction clean up

Any questions? Contact Lisa Roth.

Thank you! Thank you! Thank you!

© UCSF Alliance Health Project