Information for Volunteers & Team LeadersThank you for signing up to participate in the Big Event. Your volunteerism will make a great impact in the Farmville community! Please read all information on this page to prepare yourself for the day of the event.
The Big Event is on Saturday, March 31st, 2012. The event will take place RAIN OR SHINE!
Student check-in will begin at 8:00am behind Lankford Student Union, followed by the opening remarks at 9:00am. Students will head out to their assigned job sites at 9:30am. Students will work on their assigned project until 12:30pm and then they will return to the patio behind Lankford Student Union for the closing ceremony. Afterwards, all participants are invited to enjoy a free picnic and live concert on Stubbs lawn. The picnic will be catered by Aramark. |  |
What to wear & bring
- Come prepared for rain or shine!
- Wear comfortable clothing
- Bring a water bottle
- Closed-toed shoes (preferably tennis shoes... you may be doing yard work at your job site)
- Please wear Longwood University apparel to promote Longwood as a whole in the community. We request that you do not wear clothing that promotes your specific organization (i.e. Greek letters)
- Students will receive a free Big Event volunteer T-shirt upon registration.
- If you participated in the Big Event during a previous year and received a Big Event T-shirt, please wear that again this year
- Bring your student ID card to eat at the picnic after the event
Schedule
Below is a complete timeline of events that will take place on the day of the Big Event (this is a tentative schedule; times may vary)
7:45am
8:00 - 8:45am 9:00am 9:30am 9:30 - 12:30 12:45pm 12:00 - 2:00pm | Team Leaders arrive (behind the Student Union)
Student check-in; T-shirts & tool/supply distribution Opening remarks Students depart to job sites Students work at designated job sites Students return (behind the Student Union); Team Leaders return tools & supplies Music and picnic on Stubbs lawn |
Individual Participants
Students who did not sign up as part of an organization and did not join a team will be placed at a job site with a group of student volunteers. You will have a team leader that will guide you to the job site and tell you what your assigned project is. When you check-in on the morning of the event, you will receive a job site number. Your team leader will be holding up a folder with that number on it so you can meet up with the rest of your volunteer group.
Information for SGA members
Thank you for your participation as a team leader for the Big Event!
You will receive a folder when you check-in on the morning of the Big Event. This folder will have the number of your assigned job site on it. It will also contain details about your job site and a list of names of the students on your team. Since you will not know ahead of time which students are on your team, during check-in time (8:00am - 8:45am) please hold up your folder with the number showing to help the students on your team find you after they check-in. Please read the information for Team Leaders below. Again, thank you for your involvement in the Big Event!
You will receive a folder when you check-in on the morning of the Big Event. This folder will have the number of your assigned job site on it. It will also contain details about your job site and a list of names of the students on your team. Since you will not know ahead of time which students are on your team, during check-in time (8:00am - 8:45am) please hold up your folder with the number showing to help the students on your team find you after they check-in. Please read the information for Team Leaders below. Again, thank you for your involvement in the Big Event!
Information for Team Leaders!
Thank you for registering your organization or group to participate in the Big Event! Below are a few important reminders:
Complete List of Team Members: In order to properly place all of your team members at a job site and have them check-in on the morning of the Big Event, you (the team leader) will need to provide a final list of who is participating on your team (first and last names). Please bring this list to the team leader meeting with you. Or email your list to the Big Event exec board no later than Thursday, March 94th. Our email address is longwoodbigevent@gmail.com.
Communication with your team: Please be in contact with your team members prior to the morning of the event. You are the liaison between the Big Event executive board/planning committee and your team members. We need your help to inform them of how they should prepare for the day of the event. Please forward any emails to your team that you receive from us regarding details about the Big Event that they should know. Please inform them that they need to meet with you behind the student union between 8:00am and 8:45am for student check-in.
Check-in procedure: All volunteers need to check-in at the designated tent that will be located on the patio behind the Student Union. As soon as you see members of your team arrive, please tell them to go to the check-in tent. All volunteers must sign the liability form at the time of check-in. When you (the team leader) checks-in, you will receive a white folder. Keep this folder with you all day and bring it back to the check-in tent when you return from your job site.
Job site Folders: All team leaders will receive a white folder at the time of check-in. This folder will have the number of your assigned job site printed on the outside of it. The folder will contain papers that will inform you about your job site (address, directions, name of home owner/recipient, etc.). You will also have a list of tools and supplies that you will need to pick up from the Tool Distribution areas located on Stubbs lawn. The color of the dot on your folder (either red or green) will indicate which Tool Distribution area you need to get your tools from. You will also be given a contact number of a member on the Big Event executive board whom you will call if you have any questions or emergencies.
Tools & Supplies: Team leaders are responsible for picking up and returning the tools to and from the Tool Distribution area on Stubbs lawn. After you check-in and receive your folder, you will need to look at the paper in your folder that tells you exactly which tools you will need at your job site. You will be in charge of picking up the correct quantity of tools as indicated on the paper. You may need 1-3 people from your team to help you pick up the tools from the Tool Distribution area. Bring your Longwood ID card with you when you pick up your tools so we can assure that we have them returned.
IMPORTANT NOTE ABOUT TOOLS: Depending on the job site, some tools may be provided by the home owner/ resident for which you are working. If they offer you to use their tools, please make sure you do not mix up their tools with the tools provided by the Big Event. All heavy-duty tools that you pick up from the Tool Distribution area on campus are owned by Longwood's Big Event and they are marked by tie-dye colored tape (a piece of this tape is wrapped around handles or placed on other visible surfaces of ALL Big Event owned tools and supplies). It is important to that you only bring back the tools that you picked up from campus. All of the Big Event tools and supplies must be brought back to the Tool Distribution area after you return to campus from your job site. Any other tools that do not have the tie-dye tape should be left at the job site.
Complete List of Team Members: In order to properly place all of your team members at a job site and have them check-in on the morning of the Big Event, you (the team leader) will need to provide a final list of who is participating on your team (first and last names). Please bring this list to the team leader meeting with you. Or email your list to the Big Event exec board no later than Thursday, March 94th. Our email address is longwoodbigevent@gmail.com.
Communication with your team: Please be in contact with your team members prior to the morning of the event. You are the liaison between the Big Event executive board/planning committee and your team members. We need your help to inform them of how they should prepare for the day of the event. Please forward any emails to your team that you receive from us regarding details about the Big Event that they should know. Please inform them that they need to meet with you behind the student union between 8:00am and 8:45am for student check-in.
Check-in procedure: All volunteers need to check-in at the designated tent that will be located on the patio behind the Student Union. As soon as you see members of your team arrive, please tell them to go to the check-in tent. All volunteers must sign the liability form at the time of check-in. When you (the team leader) checks-in, you will receive a white folder. Keep this folder with you all day and bring it back to the check-in tent when you return from your job site.
Job site Folders: All team leaders will receive a white folder at the time of check-in. This folder will have the number of your assigned job site printed on the outside of it. The folder will contain papers that will inform you about your job site (address, directions, name of home owner/recipient, etc.). You will also have a list of tools and supplies that you will need to pick up from the Tool Distribution areas located on Stubbs lawn. The color of the dot on your folder (either red or green) will indicate which Tool Distribution area you need to get your tools from. You will also be given a contact number of a member on the Big Event executive board whom you will call if you have any questions or emergencies.
Tools & Supplies: Team leaders are responsible for picking up and returning the tools to and from the Tool Distribution area on Stubbs lawn. After you check-in and receive your folder, you will need to look at the paper in your folder that tells you exactly which tools you will need at your job site. You will be in charge of picking up the correct quantity of tools as indicated on the paper. You may need 1-3 people from your team to help you pick up the tools from the Tool Distribution area. Bring your Longwood ID card with you when you pick up your tools so we can assure that we have them returned.
IMPORTANT NOTE ABOUT TOOLS: Depending on the job site, some tools may be provided by the home owner/ resident for which you are working. If they offer you to use their tools, please make sure you do not mix up their tools with the tools provided by the Big Event. All heavy-duty tools that you pick up from the Tool Distribution area on campus are owned by Longwood's Big Event and they are marked by tie-dye colored tape (a piece of this tape is wrapped around handles or placed on other visible surfaces of ALL Big Event owned tools and supplies). It is important to that you only bring back the tools that you picked up from campus. All of the Big Event tools and supplies must be brought back to the Tool Distribution area after you return to campus from your job site. Any other tools that do not have the tie-dye tape should be left at the job site.
