Showcase Volunteer Opportunites (Quick Picks)
Adults Only	Adults and HHS Students Only	Adults, HHS Students and HMS Students	Adults and/or HMS Students Only
Band Entry Control (Adults)	Band Exit Control (Adults, HHS Students)	Concessions (Adults, HHS Students, HMS Students)	Visitor Gate Control (Adults, HMS Students)
Band Greeters (Adults)	Band Guides (Adults, HHS Students)	Parking (Adults, HHS Students, HMS Students)	Judges' Runners (HMS Students)
Bike Messengers (Adults)	Indoor Monitors (Adults, HHS Students)	Program/Raffle Sales (Adults, HHS Students, HMS Students)
Command & Control (Adults)	Pit Assistance (Adults, HHS Students)	Water Stations (Adults, HHS Students, HMS Students)
Dignitary Escort (Adults)	Setup/Cleanup (Adults, HHS Students)
Hospitality (Adults)	Traffic Control (Adults, HHS Students)		Items
Ticket Sales (Adults)			Various Items (Donations for the Day)
Volunteers (Adults)

This year, we are using a new system to coordinate volunteers for the hundreds of Showcase volunteer opportunities.  The website SignUpGenius will help us track all volunteer slots for the entire event.  You may have used SignUpGenius before for other volunteer organizations that you are a part of.  If not, simply create a free account on SignUpGenius.com and you can start to use the site.  You will be emailed if any schedule changes occur, and will be reminded of your volunteer committment prior to the event.

If you do not wish to create an account on SignUpGenius, please use the links on this page to see which time slots are still available for the various volunter opportunities and email volunteer@herndonband.org with the details of your selection.  





Below is a description of the volunteer opportunities for Showcase.  Every Showcase volunteer must check in with the Volunteer Coordinator in the Drama Room (near Door #8 at the back of the school) prior to reporting to your station.  For each volunteer activity, a link is provided to the associated SignUpGenius page.  Click on the link to see which slots are available and sign up on SignUpGenius.com or email Volunteer@HerndonBand.org with your preferences.



Ticket Sales: Semi-Active, outdoors (in ticket booth)

You are the first to greet our visitors at the Showcase of Bands.

• Only Adults may work in the Ticket Booth
• You must be able to make change (tickets are $11.00 this year)
• You must be able to use a credit card machine in the ticket booth
• After checkin in the Hospitality Suite, report to the ticket booth at the base of the Hornet’s Nest
• You may also assist with Program/Raffle Sales and Gate Entrance/Ticket Collection during the event

SignUpGenius - Ticket Sales - Adults





Program/Raffle Sales: Sitting/Active at times, outdoors (near ticket booth)

You offer our visitors a way to track the progress of their favorite band in our Showcase Program.  There is no better way to save memories of this event than to have an official program.  Tickets for two 50/50 raffles are also offered to visitors.

• Adults or HMS Students may work the Program/Raffle table
• Programs will be sold at a table next to the ticket booth and occasionally in the stands (by HMS students)
• Raffle tickets will be sold at the table next to the ticket booth and occasionally in the stands (by adults)
• You many also be asked to sell tickets inside the ticket booth or collect tickets at the visitor's entry gate
• After checkin in the Hospitality Suite, report to the ticket booth at the base of the Hornet’s Nest
• Only cash is accepted for programs and raffle tickets
• Program Sales staff will also supervise HMS program runners who sell programs in the stands during the event

SignUpGenius - Program/Raffle Sales - Adults
SignUpGenius - Program/Raffle Sales - HHS Students
SignUpGenius - Program/Raffle Sales - HMS Students






Visitor Gate Entrance/Exit Control: Sitting/Active at times, outdoors (at visitor's gate)

You are the the friendly face at the single point where visitors funnel into the stadium.  Only patrons with tickets may enter, so you must help be vigilant.

• Adults or HMS Students may work the Program/Raffle table
• You will collect tickets and greet patrons at the visitor gate into the football stadium
• You may also be asked to sell tickets or programs during the event
• After checkin in the Hospitality Suite, report to the ticket booth at the base of the Hornet’s Nest
• You may also assist with Ticket Sales and Program/Raffle Sales during the event

Entrance to and exit from the bleachers for most patrons is only allowed at the narrow gate to the left of the ticket stand.  The gates near Concessions can be used as an entrance/exit for handicap patrons and those needing special assistance.  The large double gates near Concessions are also where the bands exit the stadium after performances - no patron entrance or exit.

SignUpGenius - Visitor Gate Monitor - Adults
SignUpGenius - Visitor Gate Monitor - HMS Students






Band Exit Gate Control: Sitting/Active at times, outdoors (at band exit gate)

You are the the friendly face at the single point where some visitors may enter into the stadium and where bands leave the stadium.  Only patrons with tickets may enter, so you must help be vigilant.  And watch for exiting bands.

• Adults or HMS Students may work the Program/Raffle table
• You will collect tickets and greet patrons at the visitor gate into the football stadium
• You may also be asked to sell tickets or programs during the event
• After checkin in the Hospitality Suite, report to the ticket booth at the base of the Hornet’s Nest
• You may also assist with Ticket Sales and Program/Raffle Sales during the event

Entrance to and exit from the bleachers for most patrons is only allowed at the narrow gate to the left of the ticket stand.  The gates near Concessions can be used as an entrance/exit for handicap patrons and those needing special assistance.  The large double gates near Concessions are also where the bands exit the stadium after performances - no patron entrance or exit.

SignUpGenius - Band Exit Gate Monitor - Adults
SignUpGenius - Band Exit Gate Monitor - HHS Students






Judges Runners: Active, moving up/down bleachers and to/from the school, HMS students, outdoors

The Judges watch and score the performing bands on the field.  The scores are tallied up in the press box at the top of the bleachers.  Runners are needed to ferry the judges reports from the field up to the press box throughout the day.

• These slots are for HMS students
• You will move judges reports from the field to the press box
• After checkin in the Hospitality Suite, report to the ticket booth at the base of the Hornet’s Nest
• HMS students will also sell programs in the bleachers during the event

SignUpGenius - Judges' Runner - HMS Students





Command and Control: Active, outdoors (primarily at C&C between Doors #8 and #9)

Command and Control is an active and mobile group.

• Only invited adults may work Command and Control
• All Showcase operations are monitored, controlled and organized by this group
• The Command and Control shelter is at the NE corner of the school near PK7, but personnel may roam the entire campus during the event
• Two-way radios will be used by Command and Control and distributed to key areas
• Key volunteer staff members will also have a cell phone list, but radios will be the primary means of communication
• Any special needs or emergencies will be handled by Command and Control

Command and Control - Adult





Band Entry Control: Sitting/Active at times, outdoors (at band entry gate)

You get to see every band as they enter the field - an opportunity that few people have.

• Only adults may work Band Entry Control
• Bands and their pit crews enter the statium from the east end and you must ensure that nobody else follows them in
• The pit equipment will also leave the stadium from this spot, but nobody else should leave the stadium this way
• After checkin in the Hospitality Suite, report to the Band Entry gate

SignUpGenius - Band Entry - Adults





Bike Messengers: Sitting/Active at times, outdoors (around campus)

Great ourdoor exercise for volunteers during Showcase.  At many times throughout the day, radio or cell phone communications may not be possible for a variety of reasons.  For this reason, bike messengers are needed to quickly deliver messages and find information around campus.

• Only adults may work as Bike Messengers
• Bike messengers assist the Command and Control efforts of the event
• Deliver messages around the campus - primarily between Registration, Command and Control and Band Entry
• Deliver messages to bands and be used to track lost or missing items
• After checkin in the Hospitality Suite, report to the Command and Control shelter

SignUpGenius - Bike Messengers - Adults





Field, Pit and Entry Control: Active, lifting, outdoors

Some bands will have large pit arrangements.  Others might borrow pit gear that is already on campus.  In this role, you help ensure that the visiting bands get their pit gear in and out of the stadium.

• Only adults may work Field, Pit and Entry Control
• Assist visiting bands with their pit equipment
• Help move pit equipment to and from the band entry gate area
• Provide logistical support to Command and Control
• After checkin in the Hospitality Suite, report to the Command and Control shelter

SignUpGenius - Pit Assistance - Adults
SignUpGenius - Pit Assistance - HHS Students





Band Greeters: Active, standing/walking/sitting, outdoors (Door #1)

Greeters welcome the bands as they arrive at HHS for the event.

• Only adults may work as Band Greeters
• Greet the bands as they arrive at HHS
• Assist the visiting band directors with registration
• Help orient the bands to the activies and schedule for the day
• Introduce the bands to their band guides who will accompany them throughout the day
• After checkin in the Hospitality Suite, report to Registration (Door #1) at the front of the school

SignUpGenius - Band Greeters - Adults





Band Guides: Active, standing/walking, outdoors (all around campus)

Band guides operate as a team of one or more adults with one or more HHS and/or HMS students.

• Both adults and students are needed as Band Guides
• You are the tour guides for the visiting bands
• You help a band find their way around the HHS campus, stay on schedule, and make their step-off
• When a band has finished their performance, you guide them back to their busses
• After checkin in the Hospitality Suite, report to Registration (Door #1) at the front of the school

Things to remember:

• Guides must report with a fully-charged operational cell phone.  Primary communications between Registration and any band is via the cellular network.
• Guides will be given a map of the school and location of each band’s warm up area.  Volunteers will guide the band to the field at the time listed.  When the band takes the field for their performance, you will move to the band exit gate (far side of the field) to meet the band after their performance.  When the band exits the field, escort them to the Picture platform and the water station, and finally back to their busses.
• Questions that may arise should be directed through Registration/Greeter's table.
• Band guides working when it is dark need a flashlight.
• Caution bands as they approach speed bumps in the parking lot.
• Herndon is very well respected in marching band competition circles for providing friendly gracious assistance to visiting bands.  Please help us keep this wonderful reputation.  Each year USSBA has told us that we set the standards to which all others host organizations should aspire.

SignUpGenius - Band Guides - Adults
SignUpGenius - Band Guides - HHS Students





Indoor Monitors: Sitting, walking, indoors

Some guard members will use our school as a changing area.

• Adults or HHS students may be Indoor Monitors
• Indoor monitors ensure that the visting bands don't wander beyond the designated changing areas
• Provide directions to other volunteers who have become disoriented in the vast hallways of our school
• Provide assistance to bands in the building and maintain order within the hallways
• Direct all questions to the Registration/Greeters table at Door #1
• After checkin in the Hospitality Suite, report to Registration (Door #1) at the front of the school

SignUpGenius - Indoor Monitors - Adults
SignUpGenius - Indoor Monitors - HHS Students





Traffic Control: Sitting, standing, outdoors

All vehicles enter the HHS grounds near the "rock".  Most need assistance on how to navigate the HHS campus.

• Adults and HHS students may help with Traffic Control
• Greet arriving vehicles
• Provide directions to visitors into the visitor parking areas
• Provide directions to band vehicles towards the Greeters and Registration
• Notify the Greeters when bands arrive
• After checkin in the Hospitality Suite, report to Registration (Door #1) at the front of the school

SignUpGenius - Traffic Control - Adults
SignUpGenius - Traffic Control - HHS Students





Hospitality: Semi Active, indoors for volunteers, outdoors for water stations

The Hospitality Suite is the center of activity for all the volunteer army.

• Only adults may work in Hospitality
• The Hospitality Suite is located in the Drama Room, between Doors 7 and 8 in the back of the school
• All volunteers checkin in the Hospitality Suite
• Adult volunteers may use the Hospitality Suite for rest and refreshment during the event
• The Hospitality team will staff the Suite and ensure that refreshments are available throughout the day
• The Hospitality staff will also provide meals for our visiting judges
• Provide refreshments for adult volunteers, dignitaries, and judges
• Drivers may be needed for runs to local grocery store - you need your own car and a parking space will be provided
• After checkin, remain in the Hospitality Suite (the Drama Room)

Assistance is needed early on Saturday to setup the Hospitality Suite and late on Saturday to return the Drama Room to its original state.

SignUpGenius - Hospitality - Adults





Water Stations: Sitting/Active at times, outdoors (in shade)

Visiting band members must stay hydrated throughout the day.  The strategically placed water stations ensure that bands will survive the heat of the day.  The water stations ensure that the bands are ready for compitition and their eventual trek home.

• Both adults and students are needed for water stations
• Setup the water stations prior to the start of the event
• Ensure that there is a supply of ice and water at the station
• Provide water cups for passing band members (warmup in front, post performance in back)
• After checkin, remain in the Hospitality Suite for assignment

Water stations are considered one of the most important functions of the event, and is a wonderful opportunity for HHS and HMS students to assist our visiting band members.

• Water station #1 is near Door #11 (front of the school near the cafeteria)
• Water station #2 is outside of the Drama Room (back of the school across from the Hornet's Nest)

SignUpGenius - Water Stations - Adults
SignUpGenius - Water Stations - HHS Students
SignUpGenius - Water Stations - HMS Students






Concessions: Active, in/near concessions - inside: concession stand, standing, carrying, lifting; outside: walking up and down bleachers, carrying, grilling

You manage the one spot where all visitors and band members are likely to visit: the food.  The concessions stand is the center of activity throughout the day.  Some food is prepared onsite while some food is delivered.  A small cafe area near the concessions stand allows visitors to enjoy their food and watch the competition.  Occasionally, food is brought to the visitors in the stands - the ultimate in customer service.

Students must be 16 years old to work inside the concession stand.  This is a health department regulation and there are no exceptions.

• Adults and students may work the various Concessions opportunities
• Adults may be cashiers
• Concessions include the following areas: grilling, wrapping, runners, popcorn and hot drink makers, hawkers to sell items in the stands and at remote concessions locations in the stadium, cotton candy and snow cone makers, and adult cashiers
• Grilling is done all day long outside of the Concessions hut
• Assistance is needed in Concessions for both setup and tear down
• Concessions volunteers may be asked to temporarily operate one of the remote concessions stands within the stadium during the event
• After checkin in the Hospitality Suite, report to Concessions Stand inside the main gate to the football field

Due to the number of volunteers needed, each time block for working inside of the Concessions hut has its own tab on the Volunteer spreadsheet.

SignUpGenius - Concessions - Adults (All Day)
SignUpGenius - Concessions (Load-In) - Adults (7:00am - 9:00am)
SignUpGenius - Concessions (Grilling) - Adults
SignUpGenius - Concessions (Grilling) - HHS Students
SignUpGenius - Concessions - Adults (10:00am - 2:00pm)
SignUpGenius - Concessions - HHS Students (10:00am - 2:00pm)
SignUpGenius - Concessions - Adults (2:00pm - 6:00pm)
SignUpGenius - Concessions - HHS Students (2:00pm - 6:00pm)
SignUpGenius - Concessions - HMS Students (2:00pm - 6:00pm)
SignUpGenius - Concessions - Adults (6:00pm - 9:30pm)
SignUpGenius - Concessions - HMS Students (6:00pm - 9:30pm)
SignUpGenius - Concessions (Break-Down) - Adults (9:30pm - 11:30pm)






Dignitary Escorts: Semi-Active, walking, indoors/outdoors, HMS students
During the awards ceremonies, we have various dignitaries visit our campus to present the awards.

• Only invited adults may be Dignitary Escorts
• Escort important visitors around campus and ensure that they are cared for while on campus
• Greet, entertain and escort dignitaries between the Hospitality Suite and the Awards Ceremony
• Some HMS runners are needed to help with this opportunity also
• After checkin, remain in the Hospitality Suite for assignment

Dignitary Escort - Adults





Parking: Active, standing, walking, directing traffic, outdoors (all around campus)

You are the eyes and ears of the entire event.

• Both adults and students are needed to help with Parking
• Parking starts at the primary vehicle entrance to the HHS campus near the rock - you the first friendly face that all visitors see
• From the main entrance, you must radio Registration and Command and Control about arriving bands
• Parking volunteers patrol the spectator lots to ensure that folks can find parking on a busy day
• You can help fit busses and pit trucks effeciently into their own lots and on the street in front of the school
• Whatever role you have, it is an exciting and fullfilling opportunity.
• Flashlights are provided for night parking operations
• After checkin in the Hospitality Suite, report to the front of the school for further instructions

SignUpGenius - Parking - Adults
SignUpGenius - Parking - HHS Students
SignUpGenius - Parking - HMS Students





Set Up / Clean Up: Active, rearranging rooms, moving tables, field setup, trash pickup, outdoors/indoors

Before the event starts at noon on Saturday, the school and campus must be setup.  The entire campus is affected by this event, and the Setup staff ensures that every aspect of the event is taken care of.  When the event is finished (10:00p or so), the Cleanup staff puts back everything that the Setup staff took out.

New this year, all band students will participate in the setup or cleanup activities.  This is a mandatory activity.  You must contact Ms. Schoelwer if you need to change to a different session.  Additional volunteers are needed to assist the students.

• Woodwinds: Saturday morning setup (7:00a-9:00a)
• Brass: Saturday evening cleanup (10:00p-12:00a)
• Percussion/Pit and Guard: Sunday morning cleanup (9:00a-11:00a)

After check in, remain in the Hospitality Suite and report to Volunteer Coordinators.  Arrive early on Saturday morning to set up as needed.  Areas that need assistance: Hospitality Suite setup, Field Maintenance setup, Concessions setup, Judges room setup, Registration setup, Water station setup.

Some clean up will be done after Showcase (HHS Brass).  Parking lot and grounds will be "swept" on Sunday morning (HHS Percussion/Pit and Color Guard).

SignUpGenius - Setup (Adult) - Sat AM (Setup early Saturday morning)
SignUpGenius - Setup (HHS Woodwinds) - Sat AM (Setup early Saturday morning)
SignUpGenius - Cleanup (Adult) - Sat AM (Cleanup Saturday evening)
SignUpGenius - Cleanup (HHS Brass) - Sat AM (Cleanup Saturday evening)
SignUpGenius - Cleanup (Adult) - Sun AM (Cleanup Sunday morning)
SignUpGenius - Cleanup (HHS Percussion/Pit and Color Guard) - Sun AM (Cleanup Sunday morning)






Volunteers: Semi Active, indoors (in Hospitality Suite)

The Volunteer staff coordinates all volunteer activities throughout the event.

• Only adults may work at the Volunteer table
• All volunteers arrive at the Hospitality Suite and check in with the Volunteer staff
• The volunteer staff must ensure that that each volunteer is prepared for their assigned task
• The volunteer staff will also find gainful employment for those volunteers who don't have any specific tasks to perform or have arrived simply "to help"
• After checkin, remain in the Hospitality Suite for assignment

SignUpGenius - Volunteers - Adults





Various Items: Donated Items for the Day (drop off at Hospitality Suite)

Many items are needed for the day.   Follow the link below to donate some items for the event.

• Ice Coolers
• Canopies
• Extention cord
• Power strips
• Gas grills
• Propane tanks

SignUpGenius - Various Items