Thank you for your interest in becoming a 2008 Earth Day Volunteer!

The Earth Day Coalition is a group of individuals, organizations and businesses coming together to plan the 8th Annual Earth Day Celebration: Dance of the Dinosaurs, which will be held on April 19, 2008 at Overlook Park!

Earth Day Volunteer Orientation!
Monday, April 14
7:00 - 8:30 pm
Overlook House (3839 N. Melrose Drive)
Directions: (http://www.historicoverlookhouse.org/directions.html)

This event is entirely planned, designed, organized, built and run by VOLUNTEERS, and on a minimal budget. The City Repair Project has been working with the Overlook Neighborhood Association to create a community-based Earth Day Coalition for this beloved celebration in the spring of 2008. Thank you for your interest in helping us with this event, which is fabulously community-supported by volunteering or donating.

This packet of information welcome.2008.volunteers.doc gives brief details on each of these roles and a volunteer information form is also provided.

We need 200+ volunteers to make our Earth Day Celebration happen. Listed below are our needs. Contact Marc at volunteer@cityrepair.org to sign up for a shift assignment or with questions. Thank you for helping us out!

VOLUNTEERS NEEDED / ASSIGNMENT / START TIME / END TIME

Thursday 4/17/08

10 vols / Transport towers & stages to Overlook Park 10:00 AM 03:00 PM

12 vols / Pick up tents in North Plains 10:00 AM 03:00 PM

Friday 4/18/08

10 vols / T-Palas repair (our mobile tea house) 09:00 AM 01:00 PM

12 vols / Building stages (cordless screwguns needed) 09:00 AM 06:00 PM

12 vols / Booth set-up; mark spaces with chalk 12:00 PM 05:00 PM

12 vols / Tent set-up in Overlook Park 03:00 PM 08:00 PM

12 vols / Better Transportation Fair set-up 05:30 PM 07:00 PM

Saturday 4/19/08

10 vols / Booth/Vendor check-in (Help carry materials to booth spaces) 08:00 AM 10:00 AM

20 vols / Set-up 08:00 AM 11:00 AM

4 vols / Videographers (Video the celebration throughout the day) 09:30 AM

2 vols / Set-up Bicycle parking 08:00 AM 10:00 AM

2 vols / Bicycle parking 10:00 AM 06:00 PM

7 vols / Kids Village set-up 07:00 AM 10:00 AM

6 vols / Kids Village Entrance Info (Spanish a plus) 10:00 AM 07:00 PM

18 vols / Kids Village Activity Leaders 10:00 AM 07:00 PM

8 vols / Kids Village Floaters (give booth folks a break) 12:00 PM 07:00 PM

3 vols / Kids Village Stage Helpers 10:00 AM 07:00 PM

7 vols / Kids Village Take down 07:00 PM 09:00 PM

12 vols / Earth Day/City Repair Info Booth 10:00 AM 10:00 PM

18 vols / T-Palas serving tea (Serve tea and chai) 10:00 AM 10:00 PM

10 vols / Parking/Traffic 08:00 AM 06:00 PM

10 vols / Recycling/Clean Team 12:00 PM 10:00 PM

15 vols / Raffle (Run raffle and accept donations) 10:00 AM 08:00 PM

12 vols / Better Transportation Fair set-up 08:00 AM 10:00 AM

12 vols / Better Transportation Fair 10:00 AM 08:00 PM

20 vols / Take down (cordless screwguns and gloves needed) 10:00 PM 12:00 AM

Sunday 4/20/08

20 vols / Take down (cordless screwguns and gloves needed) 10:00 AM 06:00 PM

12 vols / Return Tents to North Plains (bring gloves) 09:00 AM 02:00 PM

10 vols / Pillow & rug cleaning (anytime) anytime

Fundraising Coordinator & Committee Members

(Greatly Needed)

Sponsorship Coordinator & Committee Members(Greatly Needed)

Entertainment Committee Members Community Music

Speaker Management Coordinator

Community Outreach/Neighborhood Support Committee Members

Booth/Vendor Committee Members

Health & Wellness Committee Members

Food/Vendor Committee Members

Better Transportation Fair Coordinator & Committee Members (Greatly Needed)

Service Project Coordinator & Committee Members (Greatly Needed)

Bike Rides, Parade Coordinator & Committee Members (Greatly Needed)

Logistics Coordinator & Committee Members (Greatly Needed)

Publicity/P.R. Committee Members (Greatly Needed)

Poster Contest Coordinator & Committee Members (Greatly Needed)

VOLUNTEER during Earth Day Week!

VOLUNTEER COMMITTEE ROLES

Please note, that not all volunteer roles are described as of this writing ~ March 10, 2008 ~ updates will be made and roles can be discussed in further detail, please contact Bob New at earthday [at] cityrepair [dot] org.

This committee will create a better transportation fair, communicate with exhibitors, work with design and logistics people. The objective is to increase awareness about alternative transportation options.

The Bicycle Transportation Alliance (BTA) and Exchange Cycle Tours are organizing bike rides from starting from various location throughout the Portland area to Overlook Park. This group will schedule, manage, soliciting for bike riders, the route and actual day of rides to Earth Day.

This committee will outline and decide on the approximate number of booths, booth fees, preferred booth participants, the relative mix and types of groups and vendors, and set deadlines for participation. This committee is responsible for soliciting and securing vendors who will provide food, sell their products and or provide information about their various services, which may include Health & Wellness service providers.

Earth Day will feature 3 stages of live music and entertainment. This committee is responsible for contacting and coordinating the entertainment for the event. This includes speakers, local musicians, strolling performers, church choirs, dancers, clowns, jugglers, and other performers. These people also coordinate the sound engineers, MCs for each stage, and stage managers.

Create outreach activities that will engage and involve the community members, local businesses, churches, etc. to support all Earth Day efforts. This committee will also help to make Earth Day more visible at various events around and throughout the Portland area, i.e. manage information tables, hand-out flyers, sign-up volunteers and educate the community on what Earth Day is, when it will be held and where.

Help create the beautiful places at Earth Day. To design the layout for the celebration location, design and create whatever structures are needed, acquire materials necessary for this, set-up and deconstruct after the day is done.

Seeking yummy food for Earth Day visitors ~ working with the booth committee, managing logistics of recruiting restaurants/, communicating time and location at Earth Day.

Consider a fundraising event or project that is designed to raise visibility and generate money need to stage Earth Day, which might include plant sales, bake sales, art shows, merchandise/t-shirt sales, candy drives, dances, musical events, etc. Earth Day is also reliant upon donations and this committee will work to secure in kind donations of services as well as monetary donations from organizations and individuals.

Create a learning and resting place for all Earth Day participants with yoga, massage, health information and more! Working closely with the Booth Committee.

Creating a place for kids with crafts, games, music, storytelling, face painting. (Music includes marimba, Re-Percussion, Sweet Potatoes). Contact schools and performers and will work closely with the Entertainment Committee for scheduling the various groups. Kids Village, with the Layout and Construction committee help design the place fits with the concepts and ideas for Kids Village.

This committee picks up the tasks that do not fit in any group or that one group does not think of or get to. We have broken up the responsibilities below. One person can be the bottom-liner for several of the following:
1.) Signage
2.) Recycling
3.) Communications – walkie-talkies, cell phones
4.) Production booth – make a production binder, with a list of every entertainer, where they’re playing and what they need
5.) Bike Parking
6.) Event Info Booth
7.) Tent Rental and barricade rental
8.) Create a rain plan
9.) Name tags for coordinators
10.) First Aid and Heath Tent
11.) Money tending
12.) Create a list of ALL power needs for the day, solar truck coordination
13.) Obtain permits and insurance
14.) Create a timeline and logistics for set up and breakdown.

An Earth Day poster contest is in effect until March 10. Help collect entries and choose this year’s new poster with the Dance of the Dinosaurs theme.

Get the word out! Clearly state what Earth Day is and what is happening on the day of April 19,2008. Create flyers, posters, calendar postings, press release, PSAs and get the word out via radio, newspapers, television and other media outlets. This committee will also assist with the Poster Contest in getting the word out.

This is a subgroup of logistics, which is organizing the recycling effort for the Earth Day event clean-up effort, which includes providing food vendors with recyclable products that they can use for serving their food and beverage, among other duties.

Each year we try to provide volunteers with a natural area or urban clean-up as a part of the Earth Day activities in the neighboring community. Help supervise projects such as the community garden bench or tool shed, graffiti clean-up or others.

Schedule speakers from sponsoring organizations and businesses and manage the MC’s for 2 stages. Will be volunteering closely with the Entertainment Committee.

Working in conjunction with City Repair’s Program Coordinator, submit sponsorship requests to perspective contacts while searching for other potential sponsors. Update sponsor list with critical contact information and sponsorship request deadline information. Oversee sponsorship placement of logo and appropriate mentions in both written material and any media references. Serve as the sponsorship check-in team and liaison with the staging managers for any sponsorship mentions or speaker slots.