Annual Fund Coordinator(s)

The Annual Fund Conference Volunteer serves a one season term that begins with appointment by the conference chairs in early spring.  The Volunteer is asked to attend an orientation and training conference call in April.  The cycle of work begins with a personal communication either by email or US mail introducing him/herself as Island AF Volunteer.  This communication is made two to three weeks prior to the conference.  When on the island volunteers tailor a basic set of requirements to the needs and culture of the conference.  Following the conference volunteers are asked to send a follow-up reminder communication.  In the final two months of the year the volunteers must personally contact anyone in the conference who has given in the past but not yet in the current year.  This contact is preceded by a conference call with all volunteers to debrief the island fundraising, share good ideas, and prepare for the one-on-one contacts.

 Fund Development Events:

 1.    Shining the Star:  A vision for the future of Star Island
        Update in Writing Room Sunday at 3PM

 2.    McGill Society Reception (Front of Newton)
         Tuesday  4:45 p.m. – 5:30 p.m.
         McGill members and anyone interested in McGill

 3.    Donor Appreciation Social Hour
          Fund Development will sponsor food ordered from Oceanic for Social Hour in Newton,
         for Friends of Bill, and for any alcohol-free event if there is one
         Tuesday  5:30 p.m. to 6:30 p.m.
        To thank and recognize all donors to Star Island and the Annual Fund

 Volunteer Tasks during LOAS conference week:

 1.    Hand out AF pins to all who have made AF gifts to date

2.    Wear “Ask me about the Annual Fund” ribbons on your name tags

3.    Review donor lists from 2008, 2009, 201
  a.   Personally thank all who have already given
   b.  Divide the list of all who gave last year but not yet this year and personally connect with each
        to ask them to make their gift

4.      Make announcements:
    a.   on Sunday about the presentation on progress with Shining the Star
    b.   on Tuesday about the 2 receptions
    c.    in general to encourage all to support the Annual Fund as generously as possible

 After Conference week:

 1.     Send personal notes of thanks to all who gave (we can provide paper and envelopes)
           Send email reminder to all who have not yet given asking them to support Star Island

Back To Volunteer Page

 

 

Appledore Trip Leader

The Shoals Marine Laboratory on Appledore offers each conference the opportunity to tour the island, including Celia Thaxter’s garden, and the Shoals Marine Lab itself. The R/V Kingsbury comes over to Star Island, picks up passengers, brings them to Appledore, and then waits to transport them back to Star. An optional side trip passes by uninhabited Duck Island, where visitors can usually see seals on the rocks and in the water.

        The conference chairs inform the Shoals Marine Lab that they would like to offer the trip to Appledore.

        The trip leader makes announcements a few days prior to the trip and asks interested people to sign up at the writing desk in the lobby. The trip requires a minimum of 20 passengers, including children, and a maximum of 43 passengers. The charge will be determined on-island.

        People should wear good walking shoes, bring a sweater for the boat, and be aware that there is poison ivy all over Appledore, if you stray from the paths.

        Remind the Island Historian of the date and time for the trip.

        If fewer than 20 people sign up, notify at the Shoals Marine Lab to cancel the trip: 607/255-3851 

        Make two copies of the passenger list. Take one with you and leave one with the conference chairs.

        Collect the fee before hand. This money is given to the treasurer, who will in turn write a check for you to give to the boat captain.

        Gather the passengers at the dock 15 minutes before departure time.

        While on Appledore, keep people mindful of the time they need to return to the Kingsbury.

        Make sure everyone boards the R/V Kingsbury both going to Appledore and returning to Star. Return with everyone you took!

Back To Volunteer Page

 

 

 Art Show Coordinator

        During the week, make announcements that art produced by conferees during the week can be displayed on the last day of the conference.

        Work with art workshop leaders to encourage participants in workshops to display their creations.

        On the last day of the conference, set up the art show in Newton to run from 3:30 to 6:15.

        Take down display and ask artists to pick up their work to take home with them from the island.

Back To Volunteer Page

 

 

After-Banquet Children’s Activity

After the Banquet and the clapping of appreciation for the Dining Room and Kitchen staff, the younger children are usually ready for a change of scene. Traditionally, the children go next door into the lobby or pink parlor for an activity that lasts 30-45 minutes while the adults finish the testimonials at the Banquet. After the Banquet, the adults will pass through the lobby to either include their children in the Grand March.

Preparation:

    Bring several, to offer a choice, half-hour videos that are suitable for ages two through 10. If you decide to show a video, arrange with Conference Services, the day before the Banquet, to provide a TV and VCR by 7:00 P.M.

    Ask the Banquet hosts if they have planned musical accompaniment for the children’s recession into the lobby. Light fanfare for the kids can be fun.

Procedure:

    The Master of Ceremonies will announce the time, between 7:15-7:30, for the children to go to the lobby. The emcee will then introduce you as the leaders of the after-banquet children’s activity.

    Stand in a prominent place for the children to see, and lead them from the Dining Room. Explain to the children that they will spend some time with you until the Grand March passes through. At that time, a guardian will either take them on the March, or put them to bed. Enterain the children until the Grand March occurs. Then help each child find his or her parent.

Back To Volunteer Page

 

 

    Final Banquet Hosts

The Final Banquet is a celebration of our week together. The atmosphere is more formal to befit the occasion; decorations in the Dining Room and on the tables, a printed Program (printing a program is optional), a celebratory menu, and the opportunity to dress with more formality.

The Banquet Hosts are the masters of ceremony for the array of events in the Program. These events are a microcosm of the week, invoking the spirit, showing our appreciation for those who work so that we can play, eating with delight, praising athletic accomplishment, honoring our children, thanking the volunteers who give energy and creativity to the week’s success, looking ahead to next year by naming new Chairs, and dancing a march of amazing energy and joy as a testimonial to shared community.

Budget:

Funds are quite limited for this event, so please be frugal unless you plan to donate material.

Preparation:

      Consider forming a small group of helpers.

      Plan to provide simple decorations in the Dining Room.

- Avoid helium balloons since helium is illegal to transport on the ferry.

- Avoid small items that will fall on the floor and make it difficult for the staff to sweep up

- If decorating with vinyl balloons take care to keep them from leaving the dining room. To prevent the balloons’ damaging wildlife, deflate all balloons after the banquet and dispose of the pieces off Island.

- If a volunteer has not stepped forward to create the Table Decorations, find someone to do so and coordinate the room & table decor.

    Produce a Program (again, optional) that is formatted as an 8.5" X 11" folded sheet of paper. Make 150 copies. Place Programs at the tables at every other place setting.

      Suitable text for the Cover tells the location, Conference Name, date, Theme, Chairs, and Banquet Hosts.

      Also consider putting a graphic on the Cover.

      The second page is available for quotations of Star Island wisdom.

      The third page lists the order of the Program’s events: Invocation; Clap out the Waitrae; Meal; Clap out the Waitrae, Bakers, Dishwashers, Snackies, the Butter-Cutter, Cooks, Hostess; Children’s Recession to Elliott Hall; Athletic Awards; Acknowledgments by the Conference Chairs; Announcement of next year’s LOAS 1 Chairs; Grand March.

      It’s helpful to put the lyrics to the "Star Island Song" on the back page, plus the "Star Island Cheer."*

      Produce the Programs off Island. Send a copy to the Chairs, the manager of Conference Services,  and to the Head of Food Services.

      Once on Island: Contact the Head of Food Services to estimate when the meal will end.

      Contact the coordinator of Post-Banquet Child Care to determine how the younger children will recess from the Dining Room. Decide whether or not to accompany their recession with celebratory music.

      Contact the leader of the Grand March to discuss the music for the Grand March, and to coordinate the end of the Banquet and beginning of the March.

      Contact the Island Music Director to confirm music for the Grand March.

      Invite the Minister of the Week to make the Invocation.

Procedure:

      On the morning of the Banquet, ask the Dining Room staff when (after lunch) you and your helpers may begin decorating the room.

      Review with the Chairs the timing of their portion of the testimonials.

      At 6:35 P.M. begin the Invocation with the Minister of the Week, followed by the Clapping of the waitrae into the kitchen and the Meal

      By 7:15 proceed with the rest of the program so that the Grand March can begin at 8:00.

      Remove decorations after the Banquet and dispose of any waste-paper products off-island.

Back To Volunteer Page

 

 

    Final Banquet Table Decorations

Coordinate with the Banquet Hosts to create a table design that harmonizes with the room decorations. Depending on the Hosts' desires, you may design the entire table or just a centerpiece. There will be flowers on each table, so do not add flowers or make flowers the focal point.

Understand that the budget for this is essentially $0, unless you decide to donate any materials being used.

A popular technique is to coordinate with one of the youth group leaders to have a youth group create some parts (paper tablecloths for drawing/painting, found objects for centerpieces, etc.).

When the program is over, you would be responsible (with the Hosts) to clean up and remove the table decorations. If kids' projects were involved, make sure the kids know to pick them up after the banquet.

Back To Volunteer Page

 

 

Bingo Coordinator/Caller

 Bingo is a popular and fun event that benefits the island, full of cheering and good humor. Expect a turnout of 50 to 60 people of all ages for this very multigenerational activity. The game pieces are usually stored with the youth supplies, so the Youth Coordinator can get them for you on island.

The game runs on StarBucks, $1 coupons redeemable only at the snack bar. (They need to be guarded, as they serve as currency, so don't leave them strewn about your room.) You can get last year's design from the people who did it last year, or you can have fun creating your own. (They fit three on a page If sized similar to a dollar bill.)  Before the event, the Bingo Coordinator discusses the StarBucks with the 
Snackies (the Pels who run the Snack Bar) and arranges to give them real cash immediately following the game in proportion to the StarBucks awarded as prizes.

The Coordinator needs to recruit several volunteers to run the event. Several of these tasks could be combined and done by one person, or you can create a large team of helpers.

1. A couple of people to sell bingo cards, at $1.00 per card, shortly before the event begins. Be sure the cost is on the chalkboard and is mentioned in any announcemens, so no one will be surprised that there is a charge to play. Emphasize that this is an event that offers financial support to the island.

2. Helpers to set out bingo chips on each table.

3. Someone to "call" the numbers and someone to read back the winning card before awarding the prize.

4. A banker to announce what the winner gets for each game. The prize usually starts at a couple of dollars and creeps up to a whopping $10.00 at the end of the evening.

To make the evening more exciting, someone (it could be the banker, or another volunteer) can award random prizes between games. For example, s/he might ask who has a birthday in June, or on the 15th of any month, or who celebrated a double-digit birthday this year, etc. Anyone who answers correctly gets a StarBuck. This spreads out the winnings and makes the event more fun, as it keeps one or two people from raking in lots of StarBucks while others get none. This is a critical role because the prize awarder needs to set a pace of giving out StarBucks so that we do not exceed the dollars taken in from selling cards, and so that the event lasts about an hour without running out of StarBucks.

Back To Volunteer Page

 

 

Chalk Board Scribe

 1) Chalk and erasers are supposedly available from the Lobby Desk, put bring your favorite set of colors!

 2) Arrive on the early ferry, if possible, to post the first day's schedule for conferee arrival. (Notify the LOAS Registrar in order to be on the boat list)

 3) Complete the schedule for the next day before evening chapel. (The Conference Chairs will give you the next day's information the day before) The back side of the chalkboard can be used to start the next day's schedule and kept turned to the wall until the start of evening chapel.

 4) You and the Conference Chairs have sole power over what is written on the board.  A second board will be available for miscellaneous announcements and postings by others.  Erase any unauthorized entries from the main schedule board.

 5) Stay in contact with the Conference Chairs to note any changes in the schedule that may need to be altered on the board.

 6) Neatness and clarity count.  Artistry is always appreciated.  Timeliness is a must.

Back To Volunteer Page

 

 

    Children's Carnival Coordinator

    The children in the Lunging, Cedar and Duck Youth Groups are treated to a Carnival and Field Day on the front lawn of Star. The coordinators are typically young adults who have the energy, imagination and charisma to run such an activity. The Junior High Youth Group (Smuttynose) traditionally staffs the activities under the coordinators’ guidance.

    Preparation:

      Confirm the Carnival’s time and date with the Chairs.

      Before arriving on Star, ask the Chairs for the names of the Youth Coordinator and the Leaders of the Junior High Youth Group. Contact the Youth Coordinator to plan the logistics of timing, activities, materials and oversight. Share your conclusions with the Junior High Leaders.

            - Ask the Youth Coordinator for the amount of the budget for the Carnival.

            - Aim for simple, safe activities that involve crafts, feats of skill and entertainment.

        Consider “spin art,” face painting, soap bubbles, ring tossing, sponge tossing, relay racing, a “fish pond,” fortune telling, and hide-and-seek (and dunk) the Senior Highs.

          Avoid eating, avoid materials, such as latex balloons, that will endanger or clutter Star’s ecology.

        If providing “spin art,” determine if you must bring batteries, paint and paper for the two machines that reside on Star.

Procedure on Star:

      · Inform the leaders of the Lower, Middle and Upper Elementary Youth Groups  of the Carnival’s date and time.

      · Arrange a time with the Smuttynose Group to explain the event, to recruit and train activity leaders, and to possibly brainstorm ideas.

        While training, emphasize that the Smutties should act respectfully and encouragingly with the younger kids and among themselves.

        Explain that Smutties also help with the set-up and clean-up of the Carnival.

        Foster safe practices.

      · On the second day of the conference, contact Star’s liaison for Conference Services to determine the equipment; tables, chairs, etc. that Star can provide. The Desk Clerk can guide you to the liaison. 

              · Publicize the Carnival.

      · The Carnival’s traditional closing activity is to “hide and seek (and dunk) the Senior Highs” who come at the end. When a kid finds a Senior, the kid leads the Senior to the ocean for a dunk. Consider substituting or including the Jr. Highs if that works better.

              · Have fun!

              · After the Carnival, praise the Smutties in a public forum for their service.

For Next Year:

      Immediately after the Carnival, note the successful and unsuccessful procedures.

        Augment this job description with corrections and with a list of this year’s successful activities and their required materials.

        Give guidelines about procedures that do or do not work well.

        Email your notes to next year's chairs.

Back To Volunteer Page

 

 

Social Hour Coordinator for Younger Children

The Youth Groups and locations (subject to changes) for Children's Social Hour are:

      Malaga (Baby, Pre-Kindergarten, Kindergarten) in Louise’s Barn

      Lunging (Grades 1, 2 & 3) in the Children’s Barn

Parents of younger children can place their children in this supervised Social Hour before attending the Adults’ Social Hour.

The Younger Children’s Social Hour runs from 5:30 - 6:15 P.M.

      Before your arrival at LOAS recruit three adults to supervise both Malaga and Lunging each day. Parents can be recruited in the spirit of "cooperative babysitting." Often, conferees without children are happy to volunteer.

          - Use the attached "Sign-Up Sheet" to list the volunteers. Give each volunteer a copy.

          - Post a copy of the Sign-Up Sheet at the Oceanic Lobby’s "Sign-Up Desk" as a reference for parents and volunteers.

          - Remind the volunteers of their schedules on the evening before their assignments.

      Volunteers should arrive at 5:25 P.M., and expect to leave at 6:20 P.M.

          - Parents must sign a Drop-off and Pick-up Sheet for a child.

          - Stress to the parent that the pick-up time is 6:15, allowing the volunteers time to gather their own families for supper at 6:30.

      A snack of juice and crackers supplied by the Youth Coordinator and set out by a Pel from Conference Services will be provided for the children.

          - Contact Conference Services at the Lobby Desk to insure that a snack will be provided daily.

          - A volunteer should supervise the snack table so that each child has enough, but not too much, snack before supper.

      In the event of rain, use the Children’s Barn for quiet activities and games. You can borrow board games from the Oceanic’s Lobby Desk.

Back To Volunteer Page

 

 

Social Hour Coordinator for the Older Children

The following Youth Groups will gather on the Front Lawn (subject to changes from the youth coordinator):

      Cedar’s Grades 4 & 5

      Duck’s Grades 6 & 7

Parents of the older children can place their kids in this supervised Social Hour before attending the Adults’ Social Hour.

The Older Children’s Social Hour runs from 5:30 - 6:15 P.M.

      Before your arrival, recruit two adult volunteers to supervise these children each day. Parents can be recruited in the spirit of "cooperative babysitting." Often, conferees without children are happy to volunteer.

          - Use the attached "Sign-Up Sheet" to list the volunteers. Give each volunteer a copy.

          - Post a copy of the Sign-Up Sheet at the Oceanic Lobby’s "Sign-Up Desk" as a reference for parents and volunteers.

          - Remind the volunteers of their schedules on the evening before their assignments.

      Volunteers should arrive at 5:25 P.M., and expect to leave at 6:20 P.M.

          - Parents must sign a Drop-off and Pick-up Sheet for a child.

          - Stress to the parent that the pick-up time is 6:15 allowing the volunteers time to gather their own families for supper at 6:30.

      A snack of water/juice and crackers supplied by the Youth Coordinator and set out by a Pel from Conference Services will be provided for the children on the East Porch.

          - Contact Conference Services at the Lobby Desk to insure that the snack will be provided daily.

      In the event of rain, use Brookfield for quiet activities and games.

          You can borrow board games from the Oceanic’s Lobby Desk.

          During fair weather, members of Duck may congregate in Brookfield at this time only with adult supervision.

Back To Volunteer Page

 

 

Chapel Bell Ringer

  • Ask for bell-ringing lessons from an Island Staff member/experienced bell ringer. Your ring should be slow and measured, once every 6-10 seconds.

    • Bell-tolling times are:

        • the beginning of Morning Chapel at 8:45 on Sunday through Saturday;

        • the beginning of the Intergenerational Chapel at 7:10 pm on that evening;

        • the beginning of Evening Chapel. The time is variable from 9:30 to 10:00 on Saturday through Friday, depending on the evening’s activity. Check with the Chairs for the schedule.

        To ring the chapel bell:

            a. Enter the chapel bell tower through the door on the north side of the tower.

            b. Grasp the bell rope and pull down with a firm, but slow, motion until the bell rings once. Release the rope slowly.

            c. Count to 8 and repeat.

            d. Do not ring the bell any faster than at six-second intervals, so the ringing bell will not be confused with a fire alarm.

Back To Volunteer Page

 

 

Chapel’s Flower Arranger

      Ask at the Front Desk in Oceanic for a list of acceptable flowers and areas where you may pick flowers and greenery for chapel arrangements.

      Locate a vase. Vases may be in the chapel under the podium, in the "rope pull room" in back of the chapel, or in the a cabinet by the snack bar. Ask for help at the front desk if you can't find a vase.

      Arrange flowers for the first evening's Service.

      Flowers may not require changing daily. Since we shouldn’t "over pick" the island, simply freshen the arrangement so that an attractive bouquet is present for each Morning and Evening Service. (Consider that an arrangement doesn’t always have to be flowers.)

 

Back To Volunteer Page

 

 

Intergenerational Chapel Service Leader

This Service helps teach the tradition of Evening Chapel Services on Star Island, so that the youth will grow to appreciate this wonderful ritual.

    1) Plan a short evening Service, of 15 to 20 minutes, that would be appealing to all ages. You may include stories, songs, live music and a message.

    A well-planned interactive component, such as a conversation, an invitation to contribute, movement, song, or simple crafting of a communal symbol can be very engaging.

    2) Arrange at the beginning of the week to have Star’s Music Director play the Chapel’s organ, if desired. You may also invite volunteer musicians to participate.

    3) Let Conference Services know that you want the chapel lanterns lit and ready for a 7:15 P.M. Chapel Service.

    4) If you would like to have flowers, contact our volunteer Chapel Flower Arranger.

    5) The bell’s ringing helps to make the silent procession special for the youth.

    6) Meet the families at the east end of the porch at 7:10 P.M. to explain the tradition of carrying lanterns silently to and from the Chapel while the bell rings. Set a tone of reverence at this point. Remind the participants that each of them and each lantern brings light to the Chapel.

    7) On the afternoon of your Service remind the various helpers; Pels with lanterns, the Bell Ringer, the musician(s) that the Intergenerational Chapel Service will occur at 7:15 P.M.

Back To Volunteer Page

 

 

Leader of Evening Chapel Service

Evening Chapel Services occur each evening of the conference. The duration is 20 minutes or so. The silent candlelit walk to and from the Chapel reinforces the tone of spiritual communion. Besides presenting their own Service, the Conference Chairs recruit couples, individuals or groups, for example, New Shoalers, the Senior High Youth, Young Adults, etc. to present a evening chapel service. On the first and final evenings, the services usually occur at 9:30 pm. On other evenings, services usually occur at 10:00 pm.

    The Service is a time for presenters to give a message that touches in a personal way on the Theme of the Week, or that draws on personal experience or thoughts to evoke a universal theme. Communicating a message well at a Service on Star often incorporates:

        a sense of bonding with Star Island’s ethos and ambience;
        a concept of broad and open religious principles;
        an emotional communion with each other;
        an examination or celebration of humanity.

    Methods for presenting your theme may be to:

        create a mood with music and song;
        share poetry;
        lead a meditation;
        present a reading;
        compose a message;
        present short testimonials.

    If a group is leading the Service, different individuals may choose to present the various elements in the Order of Service.

Preparation

      Bring a flashlight or two to better illuminate the podium. Provide any texts or sheet music in large, dark print.

    When you arrive on Star, arrange for musicians to provide music.

    Develop an Order of Service. Here is a generic order whose elements you can modify as you see fit:

              Processional Music
              Chalice Lighting
              Opening Words
              Hymn
              Prayer, Meditation or Reading
              Message
              Closing Words
              Hymn
              Chalice Extinguishing
              Recessional Music

      Flowers are provided for the Chapel by a volunteer.

    Verify that you, the Chairs, the Schedule Board keeper, and participants including the Chapel Bell Ringer, and the Pels at the East Porch lantern station know the time and location of the Service.

    Determine in rainy and windy weather if the service will occur in Elliott Hall.

Procedure

  • Remember that your Service is a gift that fellow conferees appreciate.
  • Arrive at the Chapel with your lanterns 10 minutes early to prepare your seating and materials.

    When the bell begins to toll, signaling the start of the procession, begin the processional music.

    When the congregation is seated begin the Service.

    Remain in the Chapel until the congregation recesses.

Back To Volunteer Page

 

 

Chief Polar Bear

The Chief Polar Bear encourages Shoalers to partake of a daily early-morning dip in the ocean. Often, the Chief Polar Bear employs a theme for the week, plus ridiculous costuming, special recognition and prizes for those who participate. For some reason, the Chief’s goal is to spur every Shoaler to participate.

Preparation:

    Consider a theme for the week, plus costuming that draws attention to your mission.

    Design a badge to award each Polar Bear. Number each badge in ascending numerical order, since Polar Bearing is an evangelical activity that seeks daily converts.

      o For those who repeatedly take the polar fling, devise a method - e.g., numerical stickers, color-coded marking - to distinguish their daily progress.

    · Since you can award a daily prize for outstanding valor in the category of your choice, or can award several prizes at the week’s end, consider bringing some gag gifts to Star.

Procedure:

    Upon your arrival at Star, ask the Front Desk Clerk to direct you to Star’s liaison for Conference Services.

      o Introduce yourself as the Chief Polar Bear and explain that you will be leading the Polar-Bearing at the dock from 7:00-7:45 each morning. You must arrange for a lifeguard to be present at the dock for this activity.

    Ask the Chairs for a moment at the Conference Orientation to explain Polar Bearing.

      o Explain that the sport is for thermally-hearty swimmers and that people should bring a towel and something warm to wear after the dunk.

      o Explain the qualifications for becoming a Polar Bear. Traditionally, a child has been required to enter the water to the neck, whereas an adult has been required to submerge. As Chief, you’re the arbiter of the requirements, depending on weather & temperature, that a person must satisfy.

    Prepare a chart for names, in ascending numerical order, of participating Polar Bears.

    Arrive at the dock each morning of the conference, weather permitting, just before 7:00. Greet each Polar Bear, record his or her name, and give a badge when he or she comes out of the water.

          o You could ask the Chalkboard Scheduler to update the tally of Polar Bears.

    Remind the Polar Bears that warm drinks are available from 7:00-7:45 on the porch or in the lobby each morning and that breakfast starts at 8:00.

    Last, but not least, a Chief Polar Bear leads by example.

 

Back To Volunteer Page

 

 

Children's Bedtime Story Teller

Hearing a story is a calming ritual for children just before bedtime.

Preparation:

    Bring a selection of children’s books to Star that would appeal to children ranging in age from two to seven years. (Although Star has a collection of books, it may not be sufficient.)

Time:

    Since bedtime for children under the watch of the Pelican “Children’s Monitor” is 8:00 P.M., the time to tell the story is 7:45 P.M.

      - The Pelican who is the Children’s Monitor will begin the hallway watch at 8:00 P.M. and finish at 11:00 P.M.

Location:

    Gather the children who want to hear a story at a place near the Pelican’s Monitoring Station on the first residential floor of the Oceanic Hotel.

      - Expect that parents will be near-by as they finish helping their children prepare for bed at 8:00 P.M.

Procedure:

    · Since children prefer consistency and routine at bedtime, it’s best for the same storyteller to present the story each evening.

    · Decide how to treat “late arrivals” who come after 8:00 P.M. and would like to hear a story.

      You’d be very kind to read a later story if you think that a child needs your calming support.

    · The Banquet and the Grand March on the final night may run past 8:00.

      You may foresee that you will be unable to present the story after 8:00 P.M. on the final night. You should then tell the children on the previous night that there will be no story on the final night.

            · After reading the story, say goodnight to the children.

      - Either a parent or guardian will put a child to bed, or children will go to their rooms by themselves.

                - Leave the hallway in the care of the Pelican “Children’s Monitor.”

Back To Volunteer Page

 

 

Hosts of Final Party for Adults

The Final Party takes place in both rooms of Newton Center after Evening Chapel. The time period is usually from 10:00 P.M. until midnight. Since alcohol will be served at the party, New Hampshire’s liquor law prohibits people under the age of 21.

 

    Contact the LOAS Provisioner, to arrange beverages and food for refreshments. You should also learn the amount of your food budget

  •  Provide a non-alcoholic punch. You can also provide soda, plus some wine and beer from the Social Hour’s stocks.
  •  Provide munchies like mini-pretzels and chips.
  • Depending on your budget, you can order prepared food from Star’s kitchen. Usually, this food consists of a platter of crackers and cheese, a platter of vegetables and dip, and a couple of platters of nachos.
  • Bring great music, tapes or CDs, for dancing at the party. Dancing takes place in the front room.
    • Talk with Conference Services the day before the party to:

  • Arrange the set-up of refreshment tables;
  • Arrange the set-up of sound equipment;
  • Determine the extent of the cleaning up that Conference Services expects.
  • Ask the leaders of the Scholarship Auction to remove the auction items before the party.
    • Recruit helpers.

      Decorate the back room. (Check with the leaders of the Starlight Café to learn if their decorations will remain festooned in the back room of Newton throughout LOAS 2. If so, for LOAS 1, you may decide to use fewer decorations of your own.) Simplicity is the guideline. No helium balloons are allowed since helium is prohibited on the ferry, and the balloons impact the island and ocean environment adversely.

      Arrange the food in the back room near the kitchen.

      Stock the tables of refreshments so long as the food and drinks last.

      Assign a DJ for the evening.

      Tell any remaining revelers just before midnight that boarding for the ferry starts at 8:00 A.M.

      Arrange a clean-up crew. For any people who don’t want to leave at midnight, recruit them to help as well.

      Enjoy!

Back To Volunteer Page

 

 

Final Party Facilitator for Junior High Youth Group

See job description for senior high and just substitute "junior high". Recently, a cost saving measure is to combine both the senior and junior high parties, as the individual parties tend to be lightly attended.

 

Back To Volunteer Page

 

Final Party Facilitator for Senior High Youth Group

Traditionally, the Appledores have a farewell party on the final evening of LOAS. The party starts at 10:00 P.M. and continues until midnight.

The party serves three purposes: it’s an enjoyable closure to the week’s activities; if offers a chance for important farewells for those entering their final year of junior/high school (or going off to college); it gives the youth another opportunity to behave responsibly.

Preparation:

    The Chairs recruit the Facilitator to help the Youth Coordinator with food, decorations, oversight and clean-up.

        o The Youth Coordinator supplies food and beverages.
        o The Facilitator brings low-budget decorations to Star.

    The Facilitator, the Youth Coordinator, the Appledore youth group leaders, and the Appledores will meet mid-week to plan the party. They will discuss behavioral expectations, food, music, activities, clean-up and curfew.

Location:

The party now takes place in the Snack Bar area.

Procedure:

    Two days before the party, the Youth Coordinator speaks with the liaison to Conference Services (ask at Front Desk of Oceanic) about the party.

        o They make sure the area is available and ready
        o They agree on the level of clean-up that is requested from the Appledores and the Facilitator after the party.

    On the day before the party, the Facilitator attends a meeting with the Youth Coordinator and the Appledores’ parents to discuss a level of discreet oversight at 45-minute intervals.

        o One way to drop in is to ask if the kids have enough food and drink.
        o Another way to drop in is to use the snack bar if it's opened.

    On the day of the party, the Facilitator works with the Appledores to offer help decorating the area.

    Also, on the afternoon of the party, the Youth Coordinator gives the facilitator the refreshments to set up after the Grand March.

    The Facilitator greets the Appledores at 10:00 p.m. and turns over the space to them.

    The Facilitator, or an adult designee, will help end the party at midnight and will work with the Appledores to put the area in suitable order.

Back To Volunteer Page

 

 

Softball Coach

Near the end of the week, there is a softball game played on the infamous Star Island Softball Field between the Conferees (who choose to play) and the Pelicans (who are young, cut and play together all summer). The Softball Coach is to field a team and to try to win. 
    • Announce at the Saturday Evening Meeting that we will need conferees to field a team to play softball against the Pels. Putting a signup sheet on the writing desk allows players to sign up. Here is a downloadable PDF file for the sign up sheet: Softball Sign Up Sheet
    • Suggest players be at least age 16 (because of past injuries).
    • Set up practice days (usually 2 to 3) in between other afternoon events. Do it early and make sure it shows up on the chalk board. Check with the Chairs to make sure there are no conflicts. (One suggestion is to have practices at 4pm on Monday & Wednesday and have the game on Thursday or Friday).
    • Play softball against the Pels and win or lose with dignity, grace and good humor.
    • Report the score or major accomplishments at dinner, whichever makes for the best entertainment.
    • Make an announcement and present an award for the MVP, etc.

 

The Coach is also responsible for a Parent/Child Softball game mid-week. This game does not always happen, depending on the schedule, but the kids LOVE it! Here are some specifics to help make the kids' game energetic, safe and fun.

    • For the Parent/Child Softball games, choose one of the non-practice/play days (i.e. Friday if the adult game is Thursday).
    • Make an announcement a few days before and make sure it show up on the chalkboard!
    • On the day of the game, the coordinator will decide (depending on who shows up) on team compliments and rules (children vs. adults, but the adults swing opposite, varied mix of both, adults can't play with gloves, etc. use your imagination).
    • It is recommended that the coordinator not play on either team, but be a constant pitcher or umpire. Dispute WILL occur and there needs to be one adult as the final word.
    • You may, at your discretion, offer some sort of prize to the winning KIDS, like Star Bucks or such. Check with the Chairs for options.

Back To Volunteer Page

 

 

The Grand March Leader

Lead the Grand March on the final night of the Conference. Ideally, every conferee, adult and youth, should see or contact every other conferee. It’s a grand, formal good-bye before the more intimate farewells of the Final Party. Traditionally, the March is co-led with the current and new Chairs.

Preparation:

      Arrange for the Music Director to play the piano at the appointed time.

    Arrange for the porch’s sound system to amplify the pianist while people march through the lobby, out to the back porch, around to the front porch and into Elliot.

Procedure:

    The March culminates the Banquet at about 8:00 P.M. and runs for about 20 minutes.

    The March is driven by the tune “Marching to Pretoria,” which the conferees sing to Star’s lyrics.

I’m with you and you’re with me,
And so we are all together,
So we are all together,
So we are all together.
Sing with me, I’ll sing with you,

2nd verse: Dance with me…
3rd verse: Laugh with me…
4th verse: Love with me…
And so we will sing together,
Sta—ar is our home.

Final verse…
Work with me, I’ll work with you,
We’re birds of a single feather,
Laugh, love and live together,
Work in all kinds of weather.
Sing with me, I’ll sing with you,
And so we will sing together,
Sing a thankful song.

Star Island is our spirit’s home.
WOO! WOO!
Our spirit’s home,
WOO! WOO!
Our spirit’s home.
WOO! WOO!
Star Island is our spirit’s home.
WOO! WOO!
Star Is—land, Hoo—rah!

Here’s a cheer for all the Pelicans.
WOO! WOO!
The Pelicans.
WOO! WOO!
The Pelicans.
WOO! WOO!
Here’s a cheer for all the Pelicans.
WOO! WOO!
The Pelicans, Hoo—rah!

    People follow the leaders and the current and new Chairs by entering line in pairs and holding hands.

    The line leads from the Dining Room, through the lobby to pick up the younger children, exits onto the back porch, and proceeds around the porch and into Elliot.

    The line becomes single-file—as each person holds hands with the person in front and behind.

    The leader circles the perimeter of Elliot and spirals in progressively smaller and then, larger circles as new followers enter Elliot. Soon, the room is full of one circling line of revelers.

    Next, the group changes formation to cross hands and sway in place while singing “Auld Lang Syne.”

    Finally, the leader starts the cheer:

                    S-T-A-R! S-T-A-R!

                  Oceanic! Oceanic!

                    Rah! Rah! Rah!

                  We will come back!

                      We will come back!

                    We will come back!

Aftermath:

    The Appledore Group often leads a contest with the Duck and Smuttynose Groups on the Front Lawn.

    The Smuttynose Group will go to its Final Party from 9:00 - 11:00 P.M.

    The Duck Group will go to the Snack Bar for its Finale from 9:00 - 10:00 P.M.

    Evening Chapel will begin at 9:30.

Back To Volunteer Page

 

 

Children’s Hotel-Door Sign Creator

The Management of Star Island assigns rooms at the Oceanic Hotel for families with children aged eight years and younger. Each room with a child aged eight or younger requires a name plate for that child on the door. This is for safety and convenience.

Rationale:

    By grouping children in an accessible place, staff (Pelicans) can search more easily for children in an emergency, such as a fire or a storm, that requires evacuation.

    Also, the name plates help a Pelican learn the locations of children when he or she provides “group child-monitoring” at a hallway station each night from 8:00-11:00.

Procedure:

    Obtain a list from the LOAS registrar of the names of all children under eight years of age who will be staying in the Oceanic Hotel.

    Make a name plate (measuring approximately 11” x 4”) with the first name of each child in a particular room.

      - If a child is two years of age or younger, include the child’s age on the name plate.

    Also, bring blank sign plates to Star in case you must change or add a new sign.

    Arrange with the LOAS Registrar for a list of room assignments at Oceanic when you arrive on Star. Check your stock of name plates with the guest list to make sure that your signage is accurate.

    Attach the name plates to the appropriate doors.

Back To Volunteer Page

 

 

Ice Breaker Coordinator

The Ice Breaker occurs after dinner and before the Conference Orientation. Its goal is to encourage many people to meet and interact in an engaging way. Its real goal is to get people laughing so hard that their endorphins allow them to enjoy making contact with people who stepped on their feet on the ferry without saying, “Excuse me.” Actually, simply getting people to greet each other and engage in a jovial way will be a job well done.

Time: First evening of LOAS  from 8:00 to 8:20 P.M. or at social hour - check with the chairs to see what their preference is.

Location: Oceanic’s Lobby or social hour

Preparation

    Choose an activity that causes two distinguishable groups of people to interact with each other.

          - Prepare enough material for about 100 people.

      - For example, give a member of one group a riddle for which a member of the other group has the solution. The humor comes from the solution’s being incontrovertible but unexpected.

      - Or, try a game that has a pair of people finding a solution to a puzzle by question-and- answer. E.g., a player has an historical person’s name on his or her back and must ask another player questions to determine the identity.

    Design the props so that people will know whom to approach.

      Keep the cost of materials below $10 unless you wish to donate materials.

    Write clear directions and test them on a few people off island. This experimentation will help you determine timing, since it’s important during an ice breaker to keep a dynamic pace.

Presentation

    Welcome the participants promptly and explain that the game will last for about 10 minutes.

    Read the instructions and start the game.

    At the appointed time, stop the interaction.

Back To Volunteer Page

 

 

Children’s bonfire/marshmallow roast coordinator

 

Upon arrival on the island, check with Conference Services Coordinator to let him/her know the date and time of the bonfire. The Conference Services person usually sits on the bench by the Front Desk for 15 minutes before every meal.

Request marshmallows and sticks.

Arrange for someone to lead songs (playing a guitar?). The island Music Director may be able to help you identify someone to lead the singing.

Make announcements. Remind people that children must be accompanied by a parent or guardian.

The Island staff will let you know if the location of the bonfire will have to be moved at the last minute, due to wind conditions of if it will need to cancelled. If the bonfire does have to be cancelled due to weather conditions, plan to have a sing-a-long on the front porch.

At the bonfire, welcome people, supervise the distribution of sticks, introduce the singer, and, at the end of the festivities, announce that it is time to go (the bonfire usually lasts about an hour).

Although Conference Services will be there to set up and light the fire, please tell him/her that you will be the designated person to put out the fire. You must be present until the end. After the fire is put out, let the Front Desk know. The night crew will double-check the fire pit later that evening.

Back To Volunteer Page

 

 

Morning Coffee

Early morning beverages are for early risers; birdwatchers, Polar Bears, Meditators, Wake-Up Singers and others who are up and about before breakfast.

    The station is located at the Oceanic Hotel, either in the Lobby or on the Front Porch.

    Star’s Conference Services provides Pelicans for preparing the station, replenishing coffee and hot water, and removing the station.

Preparation:

      This service is a budgeted expense for LOAS.

    • Consult the LOAS Treasurer for the amount of your budget.
    • Consult with the LOAS Provisioner to learn about the amount of supplies: coffee, tea, cocoa, milk, sugar, stirrers, napkins, to order through the Provisioner. Also discuss whether or not you will bring various provisions yourself.

Procedure:

    Supervise the serving of hot beverages: coffee, tea and cocoa, at the Oceanic Hotel each morning from 7:00 to 7:45.

    Recruit a Shoaler to help if you find yourself very busy.

    Keep the station neat by wiping spills, by providing containers for trash and instructing people to use the containers, by discarding extraneous trash, by either instructing people to place used mugs in collection racks or by yourself placing used mugs in the racks.

    Supervise youngsters who need help.

          o Advise them about how to avoid burns when pouring hot water.

          o Advise them about how to clean up after themselves.

          o Thank them for their cooperation.

    Alert Star’s Conference Services a day in advance if you wish to change something about the station’s set-up. For example, you may want more or fewer cups in future.

    Alert the Provisioner if supplies seem inadequate and arrange for more supplies.

Aftermath:

    To help supply information for next year, give the Provisioner an accounting of the items and quantities that were consumed, plus the amount of any costs that you incurred.

    Give the Treasurer any cost-related information.

Back To Volunteer Page

 

 

Director of Morning Wake-Up Singers

Star Island has the custom of waking the conferees each morning with a roving band of singers.

    On your arrival at Star, see the hotel’s Desk Clerk.

  • Ask for the cache of wake-up songs. Choose six songs - one for each morning on Star.
  • Also ask the Desk Clerk to mark a map of the Island with your "wake-up route." Take particular care to note the areas to avoid. For example, do not go to areas where Pels are sleeping.
  • Make a short announcement at dinner on day of arrival.

      Explain that you are recruiting a chorus to sing the conferees awake each morning.

      Tell recruits to meet you in the hotel lobby each morning to learn the day’s song.

      • Meet for the next five days at 7:00 A.M.
      • Meet at 6:40 on the final morning, since breakfast is at 7:15 and boarding the ferry starts at 8:00 A.M.

    Before teaching the song in the morning, gather the following information:

      • the breakfast menu from the Dining Hall’s Menu Board;
      • the water temperature from the Chief Polar Bear;
      • the weather report from the Desk Clerk.

    Once your group is in tune each morning, make the rounds of the two hotels, the cottages, and the motel units. At each destination, sing your song. Follow it by barking the time, water and air temperatures, weather report, and breakfast menu.

  • Take care at Oceanic to avoid the Pelican’s quarters. Traditionally, you would sing on the second and third floors, but not on the stairway.
  • Sing on the second and third floors of Gosport Hotel.
  • Like the Pied Piper, you may draw followers. Some will be small, so walk at a comfortable pace for your group.

Back To Volunteer Page

 

 

Musicale Host

The Musicale is the presentation of a musical evening on Star, reminiscent of Victorian times. It occurs in the Lobby of the Oceanic Hotel, itself of Victorian vintage. The tone is refined, usually featuring trained musicians.

Time

    Check with the chairs to find out which day the Musicale will be held.

Preparation

    When you arrive on island, contact Star’s Music Director to discuss auditions and plans for the Musicale.

      Post an Audition Sheet on the Lobby’s “Sign-up Table.”

          - List the time of the Musicale.

          - List the time of the Auditions.

          - Number the sheet with 15 blank slots.

  • On Saturday evening at the Conference Orientation make an announcement regarding the Musicale.
    • Describe the Musicale as an opportunity for musicians to share their talents with us.

      Tell interested people to sign the Audition Sheet and attend the audition, bringing any necessary sheet music.

    On the day of the  musicale, discuss with Star’s Conference Services representative, available on the bench near the Front Desk for fifteen minutes before each meal,  preparations for the Musicale.

      You may need one or two microphones with the sound system, music stands, and a couple of stools.

            Chairs must be arranged for the audience.

            Find someone to lower and raise the lights at the performance on your signal

Audition

The Musicale presents a range of abilities from enjoyable parlor music to polished performances.

      Offer positive evaluations.

      For a New Shoaler whose presentation is not suitable for the Musicale, having a different tone, you can suggest that the Talent Show or the Starlight Cafe may be a better venue.

      Take care not to duplicate presentations that would be in the Talent Show.

    Measure the duration of each presentation so that you can predict the length of the program. The program is about an hour in length.

    Develop the program with balance and variety from one presentation to the next.

  • Present any children at the beginning of the program.

Performance

    Ask the performers to gather in the Pink Parlor at 7:45 P.M.

    At 8:15, lower the lights and wait briefly for the audience to become silent.

    Welcome the audience.

    Introduce each performer with enthusiasm, telling the person’s name and the musical selection.

    Close the performance by thanking the audience and the performers.

                - Ask members of the audience to help return the chairs to their appropriate places.

Back To Volunteer Page

 

Name Tag Creator

A name tag contains information to help fellow conferees connect with each other. New Shoalers appreciate all the help they can get–and give–with a name tag. Old Shoalers can put a name to a face from the past and continue to grow in relationship. 

Using a Computer for Data Input, Formatting and Printing 

o        Ask the Registrar for a sorted List of Conferees that contains the following fields:

First Name, Last Name, New Shoaler, City, State.

  • Use a software program to translate the information for each conferee to a name tag format. E.g.,

•  The first name is most prominent, at the top.

•  The last name is less prominent, in the middle.

•  The city and state are the least prominent, at the bottom.

•  The designation as a New Shoaler is at the lower-right corner. It’s helpful to make this designation a noticeable graphic, e.g. a colorful star.

·   Finally, you can add LOAS 1 or 2, the current year, and a discrete design at the upper-left of the tag.

 

  • It’s important to choose a legible type font. People like to read a name tag quickly.
  • For accuracy, check your formatted data against your original list.
  • After evaluating the formatted text for a proper fit, print the data on perforated name tag stock.

Assembling the Name Tags

  • Purchase plastic name tag covers.

- Covers with pins work well.

- Place a small piece of adhesive tape on the back of the cover, preventing the tag from falling out. 

Distributing the Name Tags

o         If possible, arrive at Rye Harbor by noon or 12:30. You may be sharing a table with whomever is distributing luggage tags for the room assignments at Star.

o         Package all unclaimed name tags and–once on Star–place them on Oceanic’s Lobby Desk. Write on the Message Board, “Pick up unclaimed name tags here.”

Note: Bring extra stock to make replacements for people with new information or who have lost their name tags.

Back To Volunteer Page

 

 

New Shoalers’ Orientation Tour

 The goal of this half-hour tour is to introduce the New Shoalers to the major buildings and landmarks that they will need to know at the beginning of their stay on Star.

 ·     Before arriving on Star, ask the Chairs or Registrar for a list of New Shoalers.

 ·     Ask the Desk Clerk at Front Desk in Oceanic Lobby for copies of the Star Island map for each New Shoaler.

 ·     The New Shoalers will have been instructed in the Chairs’ Letter to New Shoalers to meet at the “Island Tours” sign on the East Porch at 4:00 P.M.

 ·     Introduce yourselves as the Tour Leaders. Ask the New Shoalers to introduce themselves to the group.

 ·     Distribute the maps and begin your tour of the nearby buildings, meeting places, and landmarks. Explain that the far-flung points of interest await their exploration—with a companion—on another day, if they choose.

 ·     Explain basic traditions—like the silent walk to and from Evening Chapel, customs of the week like Social Hour, the Musicale, the Pel Show and the Talent Show—that aren’t discussed at the upcoming meeting with the Star Island Manager.

 ·     Ask if each New Shoaler has found his or her Old Shoaler contact. Help those who have not yet met their Old Sholaers to find them. 

·     Return from the tour at 4:30 P.M., in time for the mandatory Island Orientation regarding safety and boundaries by the Star Island Manager in Elliott Hall.

Back To Volunteer Page

 

 

Coordinator of New Shoaler—Old Shoaler Contact

 1) Try to pair New Shoalers with Old Shoalers who have loads of experience and many friends at Star. Choosing Old Shoaler contacts who are, for example, past Chairs, would be very effective in getting newcomers connected socially. Whereas New Shoalers will naturally gravitate to other conferees having common interests (e.g., kids), having an Old Shoaler contact who is steeped in the society and traditions of Star will broaden the New Shoaler’s experience. 

2) Ask the Registrar or Chair for a list of the LOAS 1 conferees who are (1) New Shoalers attending without Old Shoaler family members, and for (2) Old Shoalers who indicated on their registration forms that they’d be happy to contact New Shoalers.

 3) Phone or email the Old Shoalers and ask if they are still willing to befriend a new person or family. The tasks of the Old Shoaler contacts are:

-          to answer questions that the New Shoaler(s) may have;

-          to meet the New Shoaler(s) at the dock in Portsmouth—helping compensate for the overwhelming atmosphere of “someone else’s family reunion” that the New Shoaler(s) may feel;

-          to dine with the New Shoaler(s) on Monday evening, meeting outside the dining hall at 6:25 P.M. to enter on the first bell, and to find seating before the others rush in.  

4) Give the name, phone number and email address of the New Shoaler(s) to a participating Old Shoaler contact, asking him or her to get in touch soon after you send a letter of introduction to the New Shoaler(s).

-          As the coordinator, it could be helpful to review the dates of birth and connect people whose ages are within a decade of each other. 

5) When you have assigned a New Shoaler to an Old Shoaler contact, quickly send a letter of introduction to the New Shoaler to:

   -introduce yourself as the Coordinator of New Shoaler—Old Shoaler Contacts;

   -introduce the Old Shoaler contact by giving the name, phone number and email address—explaining that the Old Shoaler should be in contact soon. 

   -For a Microsoft Word doc with the letter template, please click this link: New Shoaler Letter

Back To Volunteer Page

 

 

Silent Auction Coordinator

You will be responsible for organizing and running the silent auction, the proceeds of which go into our Lee Reid Scholarship Fund. The first thing you will need to do is contact all of the conferees. This can be done in a number of ways. You may mail a letter to everyone, you may send a group e-mail to all of the conferees, you can ask the chairs to include your information in the letter they mail to the conferees in July, or you can do any combination. It is critical to have the conferees think about what they want to donate or make for the silent auction before they leave for Star, otherwise, they will not be able to participate.

Below is a sample of a letter that was sent out in 2004.

Before you arrive on Star, you will need to make copies of a bidding sheet. The bidding sheet should contain the following information at the top of each sheet:

        Name of item, donor of item, starting bid, and the minimum increment for bids.

Then make four columns down the length of the sheet: bidder name, amount of bid, bidder name and amount of bid.

You will need to bring the following items with you to the island:

        Bidder sheets, pencils, tape, push pins and any material you wish to use to decorate the tables which will contain the auction items.

The auction is usually set-up in Newton front, however, check with the chairs to see if they have a different location in mind.

At the orientation on the first night, introduce yourself, tell people how to get their items to you, when the auction will begin and when it will close. In the past few years, the auction has been closing at the end of social hour on Thursday night. The auction used to close at the end of social hour on Banquet night, however, people found it was difficult to get everyone to pay and hand out their items, get to the banquet on time and then  they were spending Friday evening tracking people down to pay and give them their items.

If you have one really nice item, you could consider holding a separate raffle for that item. If so, plan on bringing raffle tickets with you and also check with the donor to see if they are agreeable with the idea.

On Thursday night, have the social hour hosts announce when the auction will be ending. At the appointed time, go around and circle the highest bid on each sheet. Have a table set-up where the highest bidders may pay you. You an accept either cash or checks made payable to "LOAS". Turn the money over to the treasurer.

Keep track of who owes you money and who has not picked up their items. Sometimes people will pay during social hour and forget to pick up their items before they go to dinner. All auction items need to be out of Newton by the end of the banquet so people can begin to set-up for the final party.

Download a Microsoft Word™ document of a sample auction request letter: Auction Item Letter

Back To Volunteer Page

 

 

Adults’ Social Hour Hosts 

The Adults’ Social Hour occurs each afternoon of the conference. It’s a time for mixing, munching and enjoying a glass of wine or beer. (For conferees who prefer non-alcoholic beverages, an alternative venue is usually offered in the Pink Parlor.) 

Preparation:

·      Consult with the LOAS Provisioner to learn the scope of the snacks and alcohol that the budget affords, and to learn what the Provisioner will order and what you must order. The provision provides wine, beer & sherry. No liquor is allowed to be served at social hour.

-        In some past years, people have purchased tickets for “Clams & Mussels." (This is a separate volunteer job.) Also, conferees have offered a wine-tasting. The budget may allow you to order hors d’oeuvres from Star’s kitchen on one day.

·      Consult with last year’s hosts to learn how they managed the set-up and the clean-up of glasses, snacks, and beverages each day.

-        The kitchen in Newton Center is your preparation area.

-        A Pelican from Star’s Conference Services may help with set-up and clean-up.

·      Consult the Chairs to decide the location of Social Hour.

-        In good weather, Social Hour can take place on the lawn of the Stone Village or on the Lindquist Deck. In windy or rainy weather, Social Hour occurs in Newton Center.

*        A Pel delivers and puts away the sound system each day.

*        Electrical outlets are in Parker (near lawn of Stone Village) and on the Lindquist Deck.

·      You may choose a theme for the Social Hour, and assign daily sub-themes to enhance humor and sociability. A balance that honors introverts and extroverts is wise.

-        Inform the Chairs if you plan themes; they’ll be listed in the Chairs’ Letter to Conferees so that people can plan in advance.

-        Consider bringing prizes—gag gifts—for winners of the daily theme contest.

·      Consider arranging with the LOAS Registrar to arrive on the conference’s first day on an early boat so that you can begin preparations for Social Hour.

 Procedure:

·      On your arrival at Star, ask the Front Desk Clerk to help you contact Star’s liaison for Conference Services. Arrange for daily set-up and removal of tables, glasses, etc. Also confirm that you and the Music Appreciation Host have a spot for the sound system.

·      Prepare your snacks in the kitchen and set up tables and glasses at 5:15.

·      The Social Hour runs from 5:30 to 6:15. At 6:10, inform parents that they must leave to pick up their children from their Social Hour(s) at 6:15.

·      Welcome the participants; at about 5:45 present a competition around the theme; award a prize for the person who best represents the theme.

·      Verbally solicit contributions to help pay for refreshments. (No signs with written amounts may be posted at Social Hour.)

-        You may set a “Contribution Basket” on a table with snacks, but not with liquor.

·      LOAS’s liability insurance does not cover damage to persons and property that results from intoxication.

·      People under the age of 21 may not be present where alcohol is being served.

·     Clean up the area at the end of the Social Hour.

Back To Volunteer Page

 

 

Social Hour Music Maestro 

The Adults’ Social Hour utilizes LOAS's Mobile Stereo System (which will be delivered to the designated area and should already be there) to flood the Social Hour area with background music (and to occasionally make announcements). A Maestro's job is to prepare music for each of the social hours. Expect to supply music for 7 sessions, each approximately 1 hour.

     - The preferred source for music would be an MP3 player, such as an iPod, iPhone, iPad or SmartPhone. There is a headphone plug to insert into the headphone jack of your device. There is also a CD player if you choose to make or buy CD's. There is also a Cassette Deck if someone is so inclined to offer very retro tunes.

     - You can either plan a "theme" of music fro each night, or shuffle the playlist or you can take requests. It's entirely up to you.

     - Don't be surprised or insulted when someone makes a comment on the music. Remember: you WILL NOT please all of the people, ANY time. So the shoot for the music you think will enhance the gathering.

    - Also remember that this is background music. Sing-a-longs don't generally go over well at social hour, unless it ties in with the theme.

Back To Volunteer Page

 

 

Talent Show Coordinator

Gifford King, the infamous Talent Show Host of LOAS II has written up a full description of the Emcee's duties - along with some suggestions. You can download the PDF right here!

The Talent Show is an opportunity for Shoalers—both youth and adult—to entertain us. The Show is traditionally a high point of the week.

Notification:

·         Announce early in the week that there will be a Talent Show on a given night, starting at 8:00 P.M. Describe the range of entertainment that is customary.

·         Remind people that there are several venues for performance at LOAS 1. Suggest that—to prevent the Show from being too long—if people choose to entertain at the Musicale or at the Coffee House, they could consider giving others the first chance to entertain at the Talent Show.

Auditions:

·         Announce the “try out” times a couple of days before the Show.

o        Place a sign-up sheet for “try outs” on the Writing Table in the Lobby.

·         When reviewing potential acts:
o        Encourage brevity.
o        Try to use everyone who wishes to perform.
o        Stress appropriateness.
§         If a youth hopes to perform something that’s questionable, ask him or her, “Would you want your parent to see this?” or “Would your parent want to see this?”
§         Tell adults that 10-year-olds will probably remain after the “intermission” that allows younger kids to be put to bed.
§         Although props are the performers responsibility, make helpful suggestions.
§         Coach a performer if guidance will help.

Help from Star’s Conference Services:

·         Meet with the staffer from Conference Services to discuss how Star’s resources can support the Show.
o        You may require help with the sound system, with stage lights, and with props.
o        You may need Star’s Music Director as an accompanist.
o        Ask for drinking water and cups back-stage for the performers.

Help from Volunteers:

·         Ask someone to work the curtain. Usually a teen does the job.

·         Ask someone to work back-stage to cue the sound system so that any intended recorded music plays soon after an act is announced. Have the Sound Person MAKE SURE the music is cued up on whatever device they have.

Arranging the Show:

·         Limit solo acts to three minutes. Allow a bit more time for group acts.

·         Tell the performers to prepare and to await their turns in the Sandpiper Room, across from the Press Room.

·         Arrange for younger children to perform first, while sequencing the types of their performances for enjoyable pacing and variety.

·         Tell the first few performers to arrive early and be in place for a prompt curtain time.

·         Post an Order of Performance in the stage’s anteroom (Press Room) so that participants will know when to perform. This will limit unnecessary conversation.

·         When time, announce a 10-minute break for parents to put young children to bed.

·         Have an Interlocutor entertain the audience between acts that require a longer time to set up.

·         End the Show at 9:45 at the latest. Evening Chapel is at 10:00 P.M.

 Back To Volunteer Page

 

 

Cookie Coordinator for Welcome Wagon

 Star’s Conference Services prepares a Welcome Wagon on the Front Porch for conferees who have just arrived from Portsmouth on the afternoon boat. The Wagon offers lemonade and water, plus drinking cups and napkins. It’s the Cookie Coordinator’s job to ask some conferees to bring cookies to stock the Wagon.

 1) Ask the Registrar or the Chairs for a list of conferees that contains the following fields: Last Name, Name Tag, Phone Number, and Email Address.

 2) Sixty dozen cookies is the recommended amount to stock the Wagon for 260 conferees.

 3) Phone or email about 30 selected conferees and ask them to bring two-dozen cookies to Star for the Welcome Wagon.

 4) You should consider taking the morning ferry from Portsmouth—enabling you to arrive on Star early.  You’ll be able to supervise the Welcome Wagon’s set-up and will be ready to receive donations of cookies when the afternoon boat arrives.

· If choosing the morning boat, ask the Registrar to list you as a passenger.

·To learn the ferry’s schedule, phone the Isles of Shoals Steamship Company at 1-800-441-4620.

 5)   After the conferees have refreshments at the Welcome Wagon, direct them to the Hotel Lobby and to the Schedule Board. They will pick up their registration packets in the lobby, and will see the schedule for their first afternoon on Star.

Back To Volunteer Page

 

 

Games Coordinator

The games coordinator arranges for different types of games for LOAS. You should check with the current chairs to find out what they have in mind. Here are some past events and ideas

Kickball

  • Make an announcement on game day at lunchtime that there will be a Parent/Child Kickball Game. (You can decide the teams in whatever way suits you: parents vs. children; moms & sons vs. dads & daughters; sorted shoes on sight= mix of adults and kids.)

  • Emphasize that this is a PARENT-child game, and parents must participate if their child or children plays.

  • If you would like to reward all your players with cookies and juice, make arrangements with Conference Services (ask at the Front Desk for the Conference Services person).

  • Gather your crowd at 4:00pm at the ball field. (Sort out the teams based on who shows up!)

  • Have clear rules and go over them with all players! (The "three out" traditional way of play can be ditched for "everybody kicks and then the next team is up" form of play.)

  • If you are going to keep score, make it clear from the beginning and keep to the rules set out at the beginning. If this is a "just for fun" game, make that clear too.

  • Enjoy!

Dodgeball

  • Dodgeball games will sometimes start up without any adult prodding. This is a way of organizing the chaos and to help keep it fair for all. A tournament might be a good idea if the week's kids want it.

  • Make an announcement on game day at lunchtime that there will be a Parent/Child Kickball Game. (Parent involvement is not necessary, but encouraged.)

  • Gather your crowd at the scheduled time on the Tennis Court. Make sure there are no conflicts with tennis players. (Sort out the teams based on who shows up!)

  • Have clear rules and go over them with all players! 

  • If you are going to keep score, make it clear from the beginning and keep to the rules set out at the beginning. If this is a "just for fun" game, make that clear too.

  • Enjoy!

 

Road Race

  • Check with chairs as to when they would like the road race to be held.
  • Announce the race at Orientation on the first day.
  • A good form of competition is, not the fastest, but the runner who most accurately predicts his/her time. Two laps seems like a good distance.
  • Can give awards for youngest and most senior runners, etc. You may want to prepare certificates or ribbons to award.
  • Have participants sign up at writing desk in lobby.
  • Print numbers on 8-1/2 by 11 sheets that say "LOAS  ROAD RACE" and attach to runners’ jerseys with safety pins.
  • Request one or two pitchers of water, with paper cups, from Conference Services.
  • Record runners’ predicted finishing times.
  • You will need two people at the finish line to identify runners, read the stopwatch, and record times. Consider whether you will need help to hand out cups of water.
  • Announce the winners at the Final Banquet and bestow certificates/ribbons.

Other ideas might include: Bocci Ball tournament, Frisbee Golf or Ultimate Frisbee, Capture The Flag, "minute to Win It" type challenges or any other game or activity for adults and/or children.

Back To Volunteer Page

 

 

Porch Bell Ringer

The position of Porch Bell Ringer is one of delegation. You could literally go though the entire week without ringing the bell yourself as a flock of kids will be asking you if they could ring the bell!

Coordinate with the Chairpeople and the Conference Services Coordinator to determine the schedule of events that will require ringing the bell.

You can create a sign-up sheet if you choose, but remember that you will be working with small children, so planning anything can be a challenge. It might be easiest to choose your "ringer" at that moment.

     - Bell strikes will be single, sharp, clear strikes.
     - Mealtime bell strikes will be instigated by the Island's Hostess. Only she determines that it's time.
     - Mealtime bell strikes HAVE to have a warning called out, loud and clear, to warn of the loud noise. A
       simple "BELL!" will suffice.

Back To Volunteer Page

 

 

Clams & Mussels Coordinator 

LOAS  has an option to serve clams and mussels during one of the adult Social Hours. Usually, the Chairs, the Provisioner, and the Social Hour hosts concur to offer this event. The Chairs will then recruit a Coordinator to announce, tally participants, and collect the cost of participation. 

1)   Identify yourself to the Provisioner as the Coordinator of Clams & Mussels.

 2)  Your job begins on Star once the Provisioner tells you the day that the clams and mussels will be provided.

 3)  Determine from the Provisioner the cost per person for the clams and mussels.

 4)  Prepare a sign-up sheet to record a participating person’s name and payment. Place the sheet on the “Sign-up Desk” in the lobby.

 5) Announce at Saturday evening's orientation  the scheduled day and the price of the clams and mussels, plus the location of the sign-up sheet.

 6)   You may find it convenient to bring the sign-up sheet to Social Hour for a couple of days and collect payments there.

 5)   Make a simple accounting of your sales and give the collected money to the Treasurer.

 Back To Volunteer Page

 

Website created by and maintained by Staris Consulting. © 2016   |  Contact the LOAS Webmaster pertaining to the website
Special Thanks to Matt of svaha.com for Hosting this website