Information for Staff and Volunteers  

Sign Up on Eventbrite here! 

You will be emailed a confirmation at the time you register and as we get closer to the event. Please email us if anything changes in your schedule. 

Friday, October 18, 2019
Event Set-up   •   3pm – 10pm
Art Installation 
  •  3pm to 10:00pm

Adobe (see Google map), 601 Townsend St, San Francisco, CA 94103

Event Set-up Tasks
• Set up walls, chairs, easels, etc.
• Set up tables, hang banners, signs, etc.
• Prep silent auction sections
• Prep art wrapping area
• Set up bars  

Art Installation Tasks
• Hang the art—Handle with care.
• Set up Certificate Auction area.
• Prep Live Auction area.

Where to go when you arrive
Join us at Adobe at 601 Townsend Street. Please bring ID to sign Adobe NDA when you arrive.

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 dinner, fruit, snacks, water, cold drinks. No alcohol while working. 

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Saturday October 19, 2019
Day Shift—Set-up Continues   •   10:00am–6:00pm

Adobe (see Google map), 601 Townsend St, San Francisco, CA 94103

Tasks
• Finish hanging / cleaning the art
• Finish setting up the event
• Set up the live auction areas
• Set up registration and coat check area
• Set up the wrap out area

Where to go when you arrive
Join us at Adobe at 601 Townsend Street. 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 alcohol while working.

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Saturday, October 19, 2019
Event Volunteers at Art for AIDS!
4:00pm–10:00pm

Adobe (see Google map), 601 Townsend St, San Francisco, CA 94103

Where to go when you arrive
Pick up you name tag before entering the event space and then join us in Volunteer/Staff Area. Check in to confirm your assignment; stash your stuff; 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
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.  If you want to see how previous volunteers dressed, look at photos from any of the past events.
What to expect
We provide a meal, 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 for the volunteers.  

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.
  •  All tips are donations to Alliance Health Project. Please do not accept tips personally.

Most 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.
  • Bar / Wine Servers: pour and serve drinks and  wine to guests, then breakdown
  • Bar / Wine passers: serve drinks 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 the Volunteer Coordinator.

Thank you! Thank you! Thank you!

© UCSF Alliance Health Project