Sign Up Sheet

Date: July 25, 2025

Volunteer for Cocktails by the Sea
the MAC’s Premier Summer Fundraiser
Friday, July  25, 5:00-7:00pm

Volunteer shifts Friday morning through Saturday morning.
Sign up at the bottom of this page.

Shifts & Tasks

9:30-11:30am: Set up for event at 245 Front Street (Tabor Waterfront) – 5 needed

• Help bring over all items from the MAC including auction items, displays, other materials
• Set up all tables, chairs, and linens: check-in tables, auction tables, raffle tables, low tables, cocktail tables
• Set up pop-up tent(s) as needed for band
• Set up image/descriptions/items, clipboards with bid sheets and pencils
• Set up raffle jars with items on raffle table

12:00-2:00pm on Friday, July 25
AND 9:00am on Saturday, July 26 – 1 needed

• On Friday morning, pick up plants on loan from Eden florist and deliver plants to event site, set up at various locations – entryway at tent, etc.
• On Saturday morning, pick up plants from event site and return to Eden florist

2:00-4:00pm – Coolers, bottled water, ice – 2 needed

• Two coolers are by the back door by the kitchen at the MAC (Pleasant Street side of building). Pick up coolers, purchase bottled waters (six or eight 24-packs of 12 oz. bottles), and enough ice to cool waters. Set up under tent. Save receipt – MAC will reimburse for purchases.

4:30-6:00pm – Raffle ticket table, sales – 4 needed

• Sell raffle tickets and assist guests with raffle process. Use Square reader or collect cash.
• Relieve check-in table volunteers as needed

6:00-7:30 – Raffle ticket table, sales, winner selection – 4 needed

• Sell raffle tickets and assist guests with raffle process. Use Square reader or collect cash. At 7:00pm, begin pulling winners: Keep all info: Staple winning ticket to info for card. Choose two additional tickets as back-up winners.
• Relieve check-in table volunteers as needed

6:45pm – 8:00pm – Auction sheet collection, payment, check-out table – 4 needed

• The silent auction will end promptly at 6:45pm. Collect all clipboards at this time and bring to check-out table.
• Identify winners and write winner names on bid sheets. Do not throw out any bid sheets. Tally total payments owed for each winner (if they won more than 1 item).
• Bring auction items to table and pack up as needed
• Begin collecting payments at 7:00pm.
• Assist with party cleanup and packing up uncollected items

7:00-8:00pm – Party cleanup, packing up, extra helpers – 2 needed

• Pack up any uncollected auction or raffle items to be returned to MAC
• Collect all important items – check-in sheets, lists, unused tickets, bid sheets, raffle cards
• Place everything under tent and make sure items are secured as needed

Saturday, July 26

9:00-10:00am: Event cleanup – 4 needed

• Take down/fold all tables and chairs, stack neatly under tent
• Make sure linens are all in bags to be picked up by rental company
• Pack up any materials left overnight and return to MAC – frames, clipboards, pens, jars, easels, etc.
• Drain ice from coolers, return with leftover bottled water to the MAC
• Take down any MAC pop-up tents as needed and pack, bring back inside MAC studio
• Collect any trash/tie bags for pick up