Volunteer Job Descriptions
Greeters/Guides
Greeters/Guides will be stationed throughout the campus, to direct families to the party area, to take them from one area to another, and to chat with them while they are in line. They will guide families in the parking lot, along the route, escort the parents to and from the toy and wrapping area (gym) and to the cafeteria (children's party), as well as to their cars with the gifts if they need help.
Registration Desk
Bilingual volunteers will look for the families' applications, give them their name tags (with their scheduled time printed on them), grocery gift cards, and their applications to take to a central area. There are many families with the same name so make sure you have the correct family before pulling their applications. Ask the family if they participated in the in-person program in the past (last time was 2019), and if not and they are unfamiliar with the program, explain to them how it works. Give them a grocery gift card and tell them to keep it in a safe place. Each child will receive a wrist band that they will exchange for a goody bag as they leave the event. Each family member will also have a meal ticket, so make sure that the parents understand, and keep the tickets safe until they meet back up with their kids. Also, make sure that each family member puts on the name tag and the children put on the wristbands before they leave the table. After registering, families will go to the Santa room. They will take their application with them. Note: If a parent says that there is a name tag missing, or any other irregularities, check with St. Margaret's staff at the entrance to the party.
Shopping Escorts
Volunteers will greet the parents, and take the application from them. With a clipboard, pen and large plastic bags for the toys, they will guide the parents through the toy rooms (Age Groups: 0-2, 3-6, 7-9 and 10-12). Please note that this year there will be a separate "boy" room and a "girl" room for all ages except 0-2. Escorts should have a good time with the parents---chat with them, and help them feel comfortable with leaving their children, and guide them in picking out their toys. As the parents choose their toys the Escort will check off the child's name. The parent may select one toy from the table indicating "one toy" (these are higher value) and two toys from the table indicating "two toys" (lesser value) per child, for that age category. Note: checking off the names is very important! Please put three check marks besides the child's name for the three toys chosen). The application may indicate "unborn", in which case three toys may be selected in the 0-2 room.
If the parent says that there is another child that's not on their application, or nieces/nephews, grandchildren, etc. do not let them take more toys. Each family has been screened, and they themselves gave us the information on family members. If they are insistent, or there is any other problem, please see Karen or Chris, escort coordinators, or Mary Agnes, director of St. Margaret's Center. Also, the parent cannot go into a toy room that doesn’t correspond to the age of their child, for example if they’d like a 10-12 toy for their 9 y.o. child. It is okay, however, if they'd like to take a "boy" gift for their girl, and vice versa. After the parent has all the toys, the Escort will take them to the Giftwrapping area to have their gifts wrapped. Some of the parents have never had the experience of having their gifts wrapped for them, and may seem hesitant. You will need to encourage them. (If they are in a hurry, they don't have to have them wrapped). The Escort will then leave the parent in line (unless they are carrying an infant and cannot handle all the bags), and take the application back to the entrance and put in a designated place, and greet the next parent. If you have any questions/problems, check the supervisor for this area.
Toy Rooms
Volunteers will display approximately 20 toys on the "One Toy" Table, and more toys on the "Two Toy" Table. The "One Toy” toys are generally more expensive toys. Make sure that there are a variety of toys, and continuously put out new toys as needed, letting the volunteers in charge of the back toy area know what you need. There will be a volunteer in the back area assigned to your age category. It is best to put out the toys when there are no parents in the room, if possible---if parents know that new toys are being brought out, they may wait in the room, which leads to congestion. (NOTE: some of the bags and boxes have an assortment of toys, and there are some boxes with the same toys. Make sure to include these as well, throughout the day). Don't put out all the bigger items in the morning, in fairness to the afternoon crowd! If a parent wants a toy for their child that's in the other gender's room, that is o.k., but it is not o.k. to go into a different age room for that child. Don't put more than 2 or 3 of the exact same item on the table at a time. Some of the toys may have to be explained to the parent (or to the Escort, for translation to the parent), as they may not be familiar with them. If a parent chooses a gift bag with a gift card in it, check the bag to see that the gift card is there before the parent leaves the room. Toy room volunteers can have fun with their job by acting as "salespersons", talking up the particular virtues of the toys, with the parents. One volunteer should remain at the entrance of the toy room to make sure there are not too many people in the room; usually more than three at a time gets too crowded (parents and escorts can line up in the hallway as they wait) and that only parents and escorts enter the rooms. Parents without an escort (escorts always have clipboards) or any other person may not receive toys or exchange toys!
Giftwrapping
Volunteers will wrap the gifts for the parents. Make sure to use the least amount of paper necessary, to ensure that we have enough for the entire day. Bags are also available for some of the items. Have the parents write out the gift tag while the present is being wrapped. If the parent can't write, and is monolingual Spanish, find someone who is bilingual to make out the gift tags, if you aren't sure how to write the names. The parents can then put the presents back in the bags. Signal the coordinator of the wrapping room when you are finished. Volunteers should also continuously monitor the cleanliness of the wrapping area, throwing away scraps of paper, paper tubes, etc., so that the atmosphere is clean and festive for the parents.
Children’s Buddies
Volunteers will be paired with a child or siblings, and stay with the children while their parents are choosing their gifts in the other location on campus (keep the gift selection secret from the kiddos!). Keep siblings together. It is important to make the children feel comfortable. (Remember that some of the children, especially the younger ones, may speak only Spanish---if you can't communicate with them, find a bilingual volunteer to help out!) Watch out for younger children to make sure that they are not suffering separation anxiety!..If a child is inconsolable, you will need to have an adult volunteer take him/her to find the parent. Watch for the children’s belongings (sweaters, stuffed animals, art projects, etc.) so that they don’t get lost, and make sure the children don't go outside. The Buddies will stay with the children until their parents return, and take them to each activity: arts & crafts, games, facepainting, etc. Don’t leave the children until they are re-united with their parents. Buddies are not allowed to participate in the games and win prizes. If you have any questions/problems, check with the supervisor for this area.
DJ/Games Helper
One or two volunteers will be designated to help the games coordinator and DJ with the games for the children. The volunteer will give gifts to game winners, and replenish the toys when needed.
Santa’s Helper
Two or three volunteers will help Santa with the candy canes, stuffed animals, taking pictures, etc. May have to help frightened children!
Arts & Crafts
Volunteers will work at the various arts & craft tables, and will help the children with art projects. Some of the younger children may need extra support, and shy children extra encouragement. All volunteers should also help with ensuring that these areas are free of trash and kept orderly. If you have any questions/problems, check with the supervisor for Arts & Crafts.
Facepainters
Volunteers will staff tables for that activity, and ensure that parents or children aren't "parked" at those tables. Consult with the supervisor for design ideas for facepainting. Please let the shift supervisor know if more materials are needed---use baby wipes and change water frequently. All volunteers should also help with ensuring that these areas are free of trash and kept orderly. If you have any questions/problems, check with the supervisor for Arts & Crafts.
Refreshments
Volunteers will assist with food and drink service, under the direction of the chef. Volunteers should wear food service gloves at all times. Some volunteers will distribute the plates of food, and others will help with drinks, cookies, condiments, etc. The area should be constantly monitored for cleanliness. One volunteer will ensure that family members use tickets. There will be snacks and refreshments for program volunteers in the teachers' lounge in a side room of the cafeteria, and you can direct them there. All volunteers will be wearing a red lanyard with their name in it.
Clean-Up/Hospitality
Volunteers will monitor all areas of the event, especially the tables and refreshment area outside, the Arts & Crafts and Face-painting areas, and including the gift-wrapping area for cleanliness. Volunteers will have brooms and other materials at their disposal, and will contact the supervisors for this area, when the trash should be emptied, mops are needed, etc. It is especially important that food containers are removed as soon as possible, and that any spills are wiped up. The area should look as sparkling for the afternoon families as the first arrivals in the morning!
Goody Bag/Book Table
Volunteers will distribute gifts at the exit as families leave. (Please note: if the families aren’t carrying large black bags or other items from the party, they haven’t entered yet. Ask them to come back before they go home). Each child will receive a goody bag, and will choose his/her own book as they leave the party with their parents. About four volunteers will be stationed at the goody bag table to distribute them (either boy or girl goody bag), replenish the table, remove the wrist band of each child that receives one, and let the children select a book to take home, and any other gifts that may be available.
Security
Volunteers will guard the campus to make sure that the children do not go into areas outside of the party area, and monitor the restrooms and the parking lot. All children have a name tag with their parents’ name on it. The parents also have a name tag, so you can check that the names match. Volunteers will be wearing lanyards with their names. There shouldn't be any people in the party area that don't have name tags. Security staff will be stationed throughout the campus. Security staff will ensure that children will only be allowed in the restroom area with a parent or volunteer with name tags. If you have any questions/problems, check with the supervisor for this area.