The Black Recharge Volunteer Work Plan
Event Date: February 28, 2025
Location: The Whirling Tiger 1335 Story Ave, Louisville, KY 40206
Event Time:
- VIP Cocktail Hour: 6 PM
- General Cocktail Hour: 7 PM
- Show Start: 8 PM
- Show End: 9:30 PM
We’re seeking enthusiastic and dedicated volunteers to help bring The Black Recharge to life! Volunteers will support various aspects of the event, including setup, guest management, vendor support, and more. Below are the available shifts and responsibilities for the event.
Volunteer Shifts Overview:
Shift 1: Event Setup Crew
- Time: 12:00 PM – 5:00 PM
- Number of Volunteers Needed: 10
- Responsibilities:
- Setting up tables and chairs for the event layout (fashion show seating, cocktail tables, and vendor booths).
- Arranging signage and decorations, including mannequin head centerpieces and art installations.
- Assisting with vendor setup (helping vendors unload, set up tables, etc.).
- Ensuring all tech equipment (audio, lighting) is in place.
- Prepping the 360 photo booth station, selfie station, and art-curated areas.
Shift 2: Guest & Vendor Support
- Time: 5:00 PM – 8:00 PM
- Number of Volunteers Needed: 8
- Responsibilities:
- Greeting guests and checking tickets upon entry.
- Managing the guest list for VIP and General Admission, including wristband distribution for the cocktail hour.
- Providing directional assistance to guests and vendors (helping people find their seats or vendor tables).
- Supporting vendors with any last-minute needs during cocktail hours (restocking, monitoring booths, etc.).
- Handing out programs and event schedules to guests.
- Monitoring the cocktail areas and maintaining cleanliness and organization throughout the event.
Shift 3: Model & Performer Support
- Time: 4:00 PM – 9:00 PM
- Number of Volunteers Needed: 6
- Responsibilities:
- Assisting models with dressing room needs (ensuring costumes, hair, and makeup are in order).
- Helping makeup artists, lash techs, and nail techs stay on schedule and providing water or other supplies as needed.
- Managing the order of performers, ensuring they are backstage and ready for their cues.
- Ensuring that judges, performers, and models are prepared to take the stage on time.
- Facilitating crowd movement around the stage and helping models transition smoothly.
Shift 4: Crowd Engagement & Event Floater
- Time: 6:00 PM – 9:30 PM
- Number of Volunteers Needed: 6
- Responsibilities:
- Engaging with attendees by asking crowd engagement questions (favorite hair trends, hair memories, etc.).
- Assisting with crowd control near the 360 station, selfie station, and vendor booths.
- Supporting the social media team by taking behind-the-scenes pictures and encouraging guests to share their experiences online.
- Floating to different areas of the event to provide help where needed (cleaning, answering questions, supporting other volunteers).
Shift 5: Event Breakdown Crew
- Time: 9:30 PM – 11:00 PM
- Number of Volunteers Needed: 10
- Responsibilities:
- Breaking down tables, chairs, and decorations.
- Assisting vendors with packing up their tables and products.
- Helping performers and models gather their belongings and exit smoothly.
- Cleaning up the venue, ensuring all trash and recycling is taken care of.
- Packing up tech equipment and decorations for storage.
Volunteer Perks:
- Complimentary Admission: Volunteers will have access to the event during their shift (including cocktails and appetizers).
- Event Swag: All volunteers will receive a thank-you gift for their participation.
- Networking: Meet local creatives, stylists, and beauty professionals.
