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Tea in the Gardens 2025 signup sheet
Sunday, March 9, 2025! Not all Volunteer positions are the day of the event. Thank you for your interest in helping Heathcote with this wonderful and fun event. Please wear comfortable shoes as there is walking and standing involved in a garden setting. Volunteers are asked to wear white tops and black pants/skirts. An email will be sent with parking instructions and further details. Please note we will try to accommodate all requests but may need to make changes based on need
To sign up, select a row below
What and when
Open
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General office help, wrap guest gifts, folding programs, and other duties
Week of March 3 - Coordinator will contact you
4
4
Silent Auction Prep: sort auction items, prepare baskets and packages, bid sheets, keep auction list updated.
Week of March 3 - Coordinator will contact you
2
2
Food Prep: Prepare sandwich filling, misc food prep
Week of March 3 - Coordinator will contact you
Kimberly S.,
2
2
Set up tents and tables, distribute chairs, other setup as required.
Friday March 7 time approximately 10am-2pm
6
6
Bakers: Small cookies, bite size desserts, small sweets to be delivered to garden
Deliver to garden March 6-7 - Coordinator will contact
5
5
Prepare Sandwiches (5-6 people) Location & Time TBD (deliver to Heathcote same day)
SATURDAY, MARCH 8, 2025
Kimberly S.,
4
4
Volunteer Check-Info Set Up“ Assist with volunteer sign in and direct volunteers to their designated areas. Make sure volunteers have water and tools needed for tasks, assist with set up, make sure volunteer forms are completed. Requires earlier arrival
8:45 AM - 12 Noon - March 9, 2025
Richa P.,
FULL
Event Set Up: Set up tables and chairs, cover tables with clothes, set each table according to diagram, set up all other areas including registration, auction tables, distribute supplies, etc.
9:00 AM - 12 Noon - March 9, 2025
Termya M.,
Suzanne J.,
10
10
Silent Auction Set Up - set up and arrange auction tables as directed by chair. Move items from Heathcote House to Auction area
9:00 AM - 12 Noon - March 9, 2025
Elizabeth N.,
2
2
Live Auction Set Up - set up & arrange live auction items/signage, etc - move items from Heathcote House to auction area
9:00 AM - 12 Noon - March 9, 2025
3
3
Photo Booth Set Up
9:00 AM - 12 Noon - March 9, 2025
2
2
Photographer for Photo Booth: Must be comfortable with cell phone camera use. Engage guests and encourage them to participate in photo booth. Use guest's phones or cameras to take photos of them in the photo booth using props. (Standing, walking
12:30 PM - 5:00 PM - March 9, 2025
Wendy c.,
FULL
Anywhere - put me where I'm needed most pre-event help
9:00 AM - 12 Noon - March 9, 2025
4
4
Volunteer Check In for event volunteers - Assign/Direct volunteers to their respective areas, hand out lanyards, make sure volunteer forms are completed, during event assist volunteers as needed
12:30 PM- 4PM- March 9, 2025
2
2
Registration/Check In: Sign in guests who have registered and pre-paid. Hand out bid numbers and programs (Sitting, standing, walking)
12:30 PM - 5:00 PM - March 9, 2025
Guerly J.,
Pat A.,
1
1
Greeter/Host(ess): Once Checked in, direct them to the tea area of the garden. Remind them of the SILENT AUCTION, LIVE AUCTION, CHAMPAGNE RAFFLE AND 50/50 (Walking and standing)
12:30 PM - 5:00 PM - March 9, 2025
Ireland W.,
Emari B.,
Daniela R.,
FULL
Live Auction Spotters: Spot bidders for auctioneer; collection info from winning bidders. This requires volunteer to assit with live auction, wrtie down bid number and acution item in a fast paced enviroment. Walking, and standing required.
12:30 PM - 5:00 PM - March 9, 2025
3
3
Live Auction Support/Models - Carry/present/show live auction items through audience for guests to see. Be prepared to walk and stand.
12:30 PM - 5:00 PM - March 9, 2025
3
3
Silent Auction Monitoring: Greet and engage with guests and be able to answer questions or garner assistance. Make sure bid raises are within the noted increments and honored, remove pens and collect bid sheets at close of auction and handle them as directed. Provide security for silent auction items. Promote Live Auction items. (Walking and standing)
12:30 PM - 5:00 PM - March 9, 2025
Betty Jo S.,
3
3
Auction Runners: Assist winning bidders in collecting their items and transport to car once tickets have been paid. (walking, lifting)
12:30 PM - 5:00 PM - March 9, 2025
3
3
Auction Check Out Assistance - coordinator will assign
Time TBD - day of Event - after 3 PM
1
1
Serving/Kitchen: Prep work includes putting food on trays, filling tea pots with hot water, placing food and serving items on the tables. Deliver additional food to tables and refill teapots as needed. Engage with guests, clear tables to kitchen, clean up, take linens off table, trash collection, supplement kitchen help with washing and drying dishes as needed. May migrate into auction runners as needed. (Walking, standing, lifting)
12:00 PM - 5:00 PM - March 9, 2025
Lucas H.,
Olivia W.,
Ava ( NJHS group ) D.,
Rilynn D.,
Ayden Z.,
Angelo A.,
Leilani M.,
3
3
Parking:Direct guests and volunteers to proper parking areas
12:30 PM - 5:00 PM - March 9, 2025
2
2
Champagne Raffle: (21 y/o +) Pour champagne and issue raffle tickets. Collect funds. walk around event providing table service
12:30 PM - 5:00 PM - March 9, 2025
Benjamin B.,
2
2
50/50 Tickets; walking around and Sell tickets for chances to win (must be 18 or older)
12:30 PM - 5:00 PM - March 9, 2025
2
2
Anywhere - Put me where I'm needed most
12:30 PM - 5:00 PM - March 9, 2025
5
5
Tear Down/Clean Up :Close of the event. Help clear tables, take linens off, take down tables and chairs, trash collection, supplement kitchen help or auction runners if needed. Take down any tents as directed(walking, lifting)
3:00 PM - 5:00 PM March 9, 2025
6
6
Pack Up/Box Up Dishes and Supplies - * Urgent Need* Assist with Packing and boxing dishes, supplies, utensils, and put them away in plastic tubs and move to designated area
Monday March 10th 10 AM to finish
Suzanne J.,
6
6
Post Event clean up in garden: take down any remaining tents, put away any tables or chairs and return patio or area used to pre event form
Monday March 10th 10 AM to finish
4
4