Invitational Parent Cheat Sheet
Cheat Sheet for Families
One handy-dandy place with everything you need to know for the upcoming Invitational! Contact this year's Event Coordinator with any questions at events@northstaffordband.com.
VOLUNTEERS NEEDED!
This essential event cannot happen without our parent and family volunteers! The sooner you sign up for a volunteer spot, the more likely you'll be able to get the job you want (and the more helpful it is for us to plan the event ^.~)
FAQs
1. When is the event?
September 28, 2024. The event itself will run from 3:30 PM-9:30 PM but please block off the whole day, as volunteers will need to arrive early and stay late.
Concessions and grill volunteers should arrive at 2:00 PM. All other volunteers should arrive at 2:45 PM.
Concessions and grill volunteers should arrive at 2:00 PM. All other volunteers should arrive at 2:45 PM.
2. Why do I need to volunteer? Can I just donate some money instead?
While we greatly appreciate donations, this event cannot function without as many volunteers as we can get.
On top of helping North Stafford students, you are also supporting hundreds of other high schools' students and their love of music.
This event is not just a fundraising opportunity. It also embodies the passion and dedication of all the students, directors, volunteers, and audience members that attend.
On top of helping North Stafford students, you are also supporting hundreds of other high schools' students and their love of music.
This event is not just a fundraising opportunity. It also embodies the passion and dedication of all the students, directors, volunteers, and audience members that attend.
3. What if I'm not available to volunteer?
This is the only event of the year that we ask that all available parents and families volunteer. The minimum requirement is one volunteer per family.
If nobody in your family is able to volunteer, please contact the Event Coordinator ASAP at events@northstaffordband.com to discuss other ways you can support the event.
If nobody in your family is able to volunteer, please contact the Event Coordinator ASAP at events@northstaffordband.com to discuss other ways you can support the event.
4. What should I bring on the day of?
All volunteers will be given a coupon for one hot dog or hamburger and one bag of chips.
Most stations won't have a convenient place to store your things so we recommend only bringing what is absolutely necessary. A water bottle, hat, and your phone should be everything you need. We also recommend bringing a camping/folding chair if you are working in parking.
Of course, if you need anything extra to be comfortable (e.g. extra snacks or medication), please bring it. And don't forget to apply sunscreen beforehand!
Most stations won't have a convenient place to store your things so we recommend only bringing what is absolutely necessary. A water bottle, hat, and your phone should be everything you need. We also recommend bringing a camping/folding chair if you are working in parking.
Of course, if you need anything extra to be comfortable (e.g. extra snacks or medication), please bring it. And don't forget to apply sunscreen beforehand!
5. Who should I talk to if I have questions or needs on the day of the event?
Each area will have a Team Lead who will be in charge of the volunteers in their zone. Your Team Lead will assign you tasks, schedule out breaks, and be your go-to person for whatever you may need.
Closer to the event, the Event Coordinator will send out a list of Team Leads so that you know who to contact.
Closer to the event, the Event Coordinator will send out a list of Team Leads so that you know who to contact.
6. What is the MVP award?
This year, we will be giving out one award to a Marvelous Volunteer Parent! The Band Board will vote on one person (doesn't necessarily have to be a parent) who was exceptionally helpful during the event and give them this prestigious award. So do your best and show us what you've got!
7. Will I be able to watch North Stafford (or other bands) perform?
Unfortunately for this event, we ask that parents stay at their volunteer posts and not watch any of the band performances. As the hosts of this event, it's very important that every area continues to be staffed appropriately even during our favorite performances.
8. What should I wear?
If you have North Stafford Band Merch, please wear that. If you do not own any of our official merch, please try to wear a Blue or Orange shirt.
9. Where do I drop off/pick up things that I'm donating?
Please drop off all equipment at the Band Room at 10 AM on the day of the event. Any food donations (for bake sale or director's tent) should be brought with you when you begin your shift.
All large equipment (tables and tents) will be placed in front of the Concessions Stand after the event. Please make sure you come get your equipment at the end of the night, even if you had to leave early!
Crockpots, instant pots, etc (from Director's Tent donations) will be left on the picnic table in front of Concessions.
All large equipment (tables and tents) will be placed in front of the Concessions Stand after the event. Please make sure you come get your equipment at the end of the night, even if you had to leave early!
Crockpots, instant pots, etc (from Director's Tent donations) will be left on the picnic table in front of Concessions.
10. Where should I park?
Volunteers should park at the very back of the student parking lot. This is the parking lot up the hill behind the band room.
If you need to park closer, please do but we ask that most volunteers park farther away so that we have more spots for our visitors.
If you need to park closer, please do but we ask that most volunteers park farther away so that we have more spots for our visitors.
REQUIRED ITEMS!!!
Along with our team of volunteers, we will need the following items in order for this event to function. Please view the tabs below, and sign up for all items you're able to donate. Thank you for taking an important role in the success of this year's Invitational!
The items below are ABSOLUTELY NECESSARY for us to carry out the Invitational. If you or anyone you know has any of these items that we can use for the event, SIGN UP HERE ASAP for planning purposes. Questions/comments - contact our Events Coordinator.
- 10-12 ft Open Trailers
- Pop-Up Canopy Tents
- Camping Chairs
- Large Coolers
- ATVs / Gators / Golf Carts
- Folding Tables
If you have any suggestions for businesses or organizations who may be interested in sponsoring this event please contact our Fundraising Team.
If a business is interested in donating equipment, supplies, or food, please reach out to our Events Coordinator.
***If you personally know a business that might be interested in sponsorship, please share our Sponsorship Letter.
If a business is interested in donating equipment, supplies, or food, please reach out to our Events Coordinator.
***If you personally know a business that might be interested in sponsorship, please share our Sponsorship Letter.
Each year, we set up a dedicated area for the visiting Band Directors to eat and connect with one another while the event is ongoing. This is an important way we as the hosts of this event support and thank our visiting bands.
Question/comments - email our Events Coordinator.
Question/comments - email our Events Coordinator.
During the event, we raffle away a variety of prizes. If you have any gift baskets or items (new in package, please) that you think would be worthy of a raffle prize, sign up here!
Please reach out to our Events Coordinator to arrange your donation.
Please reach out to our Events Coordinator to arrange your donation.
