Anti-Panic
Passover Guide
Section 2
VOLUNTEER JOB DESCRIPTIONS
*Note: I use "Post-It" Note Flags when I work in this book! It helps keep me organized!
EVENT CHAIRPERSON
---Plans, makes lists, encourages, writes thank you notes, makes phone calls, assigns work, recruits leaders, prays a lot, sleeps less, runs errands for everyone, is an idea person, establishes goals, prays a lot, helps others, encourages everyone, prays a lot, and NEVER takes the glory from God, or any other volunteer.
---The servant of the team.
---Willing to make sacrifices.
---This person is one that lives for lists! Deadlines are the life of this person. Would love to organize everything.
---Always encourages others when they are down.
Doesn't mind doing the dishes or other simple jobs if called upon/or sees the need.
---A leader who knows when to delegate to others without manipulating others.
---One who sees how to do something when no one else can even begin to move. One whose leadership others follow.
---One that can exhort and write thank you notes!
PUBLICITY CHAIRPERSON
---Responsible to Event Coordinator for final say so.
---Does not spend money without Event Coordinator's prior knowledge.
---Contacts local newspapers with articles well in advance of event.
---Contacts local television stations for free advertising.
---Contacts local cable offices for free advertising.
---Locates printer for tickets, posters, and flyers. Gets bids for committee decisions.
---Contacts all pastors at least 30 days in advance.
---Schedules speaking engagements at other churches to promote event.
--Arranges for billboards, lighted signs and marquees.
Writes thank you notes after the event to volunteers working with Publicity Chairman.
LEAD SEDER HOST OR HOSTESS
---Directly responsible to Event Coordinator.
---Recruits all volunteers to help host the event.
---Arranges with the facility manager/supervisor for a training session with employees at least 48 hours prior to the event. Caterers, waiters, and hostesses must attend this training in order to understand proper settings for the Seder tables.
---Trains the caterers, waiters, and hostesses.
---Troubleshooter the night of the event with facility staff and volunteers.
---Has full authority to enter the kitchen to make corrections with the caterer, hotel staff, or volunteers.
---Decorates the dining area in white. Other colors may be used with the white.
---Furnishes facility staff with appropriate Haggadah and time sheets the day of the event.
---Conducts table inspections with facility staff four hours before the event. This helps to eliminate the embarrassment of having missing forks, spoons, and dishes an hour before the event.
---Reviews the Haggadah prior to celebrating the Seder.
---Writes thank you notes after the event.
SOUNDPERSON
---Locates the sound system and at least one assistant to help run the system, move and set up equipment
---Rental fees paid only with Event Coordinator's prior knowledge.
---Transports the sound system.
---Runs the sound system.
---Locates snakes and extension cords well in advance of the event.
---Purchases extra batteries ahead of time, if needed.
KITCHEN COORDINATOR
---Serious discussion ahead of time with ALL kitchen volunteers about their roll as SERVANTS. The Kitchen Coordinator is NOT a newcomer to the group! She must also have worked previously at a seder, be a strong prayer warrior, and above all be aware that if there is going to be trouble at the seder, it WILL happen in the kitchen! I always have a serious discussion with my volunteers about NEVER arguing in the kitchen during the passover. If they disagree with someone--then don't say anything for an entire week after the event to anyone! By then, it will have blown over and we can discuss it without destroying the seder. HE is to be lifted up---NOT OUR TEMPERS!
---Recruited by Event Chairperson.
---Plans the menu with Event Chairperson and committee.
---Responsible for the research of guidelines on kosher cooking for Passover if needed.
---Selects kitchen volunteers.
---Schedules volunteers and makes a list of who is to do what. This list is reviewed with volunteers at a meeting two weeks before the event. Post the list. NO last minute changes without Kitchen Coordinator's permission.
---Must work within the budget.
---Responsible for keeping track of receipts and records.
---Works with Event Chairperson to locate donations and equipment loans.
---Plans clean-up arrangements.
---Organizes the refrigerators and stoves for storage and cooking time.
---Responsible for keeping track of left-overs and waste. This will let you know how much of what to purchase next year.
---Delegates all kitchen work ahead of time.
---Writes thank you notes to kitchen helpers after the event.
Use these job descriptions to help you make your list. This Guide offers suggestions. Nothing is written in stone! The Guide's only intention is to help your Passover run smoothly.
TIME TABLE FOR PLANNING
YOUR PASSOVER SEDER
3 MONTHS PRIOR
PRAY! PRAY! PRAY!
---Read through Passover Guide making notes. Remember, the Guide is designed for both small and large groups.
---Read through the Haggadah to familiarize yourself with what is taking place.
---Locate an appropriate site for the banquet.
---Locate a caterer. Shop around.
---Make sure you have plenty of tables and chairs.
---Get bids from hotels and restaurants for the meal.
---Locate a co-sponsor that will help with the event.
---Recruit Soundperson.
---Recruit Kitchen Coordinator.
---Recruit Lead Seder Host or Hostess Coordinator and train them.
---Recruit Publicity Chairperson.
---Recruit one or two small children to learn the "four questions" to sing.
---Organize music.
---Furnish volunteers with job description.
---Request Chairpersons to keep a notebook listing things to do, suggestions, shopping lists, and thank you notes that will need to be written.
2 1/2 MONTHS PRIOR
---PRAY! PRAY! PRAY!
---Order the Matzah, or find a source.
---Print tickets and posters.
---Meet with chairpeople for a brief (30-minute) meeting to discuss their progress and problems.
Schedule next meeting four weeks prior to date of the event.
---Remind chairpeople only approved persons may spend money.
---Be organized. Have handouts for your meeting.
4 WEEKS PRIOR
---PRAY! PRAY! PRAY!
---Meet with chairpersons.
---Check on recruitment progress, problems, and notebook keeping.
---Review donated items.
---Recruit a bookkeeper.
---Set training dates.
---Contact the caterer 4 weeks prior and personally meet with the manager.
WEEK OF EVENT
---PRAY! PRAY! PRAY!
---Telephone each chairperson early in the week to verify details.
---Schedule an Emcee for the evening.
---Make certain the kitchen is accessible if anything should go wrong.
---Arrange for a large dancing area off to one side of room.
---Conduct table setting training.
---Be ready to troubleshoot.
---Purchase Charoset ingredients and locate the recipe early in the week.
DAY OF THE PASSOVER SEDER
---PRAY! PRAY! PRAY!
---Double check with Soundperson, table workers, and receptionists.
---9 a.m.: Woman - Hair appointment.
---10 a.m.: Start preparing Charoset.
---Boil eggs for the Seder plate with coffee or tea bags to turn them brown.
---Arrange Seder plates with items on them.
---4 hours prior to event meet with facility staff and dining room volunteer supervisor.
---Reserve necessary number of tables for handicapped or special guests, and high chairs for children.
---Seat Soundperson close to the sound board.
---NO sound checks or music in dining area until after the table check.
---Dining room hostesses need to recheck their tables four hours prior to event.