Sign Up Sheet

Date: July 31, 2026

Volunteer for Cocktails by the Sea
the MAC’s Premier Summer Fundraiser
Friday, July  31, 5:00-7:00pm

The Big House Lawn at Great Hill
1 North Great Hill Drive, Marion

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

Shifts & Tasks

Friday, July 31

9:00am-11:00pm: Pick up items from MAC and Tabor and bring to site – 1 needed

• Meet team at MAC at 9am to pick up coolers and trash bags, bottled waters and/or seltzers, buckets or other items
• At 9:30am, head to Tabor Dining Hall Loading Dock at 215 Front Street. The MAC will borrow 4 coolers, 6 tubs, 3 garbage cans, and 6 serving trays.
• Deliver to event site. Depending on vehicle, more than one trip may be needed.

9:00am-12:30pm: Set up for event at 1 North Great Hill Drive – 4 needed

• Meet at MAC at 9:00am to help load vehicles and bring over all items from the MAC including auction items, displays, other materials. We will carpool/caravan together to the event site.
• 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, check-in table
• Set up auction tables with image/descriptions/items, clipboards with bid sheets and pencils
• Set up raffle station with jars, items on raffle table
• Place lawn signs along North Great Hill Drive and other locations

12:00-2:00pm on Friday, July 31
AND 9:00-10:00am on Saturday, August 1 – 1-2 needed

• On Friday, pick up plants on loan from Eden florist and deliver plants to event site no later than 2pm, set up at various locations – entryway at tent, etc.
• On Saturday morning, pick up plants from event site and return to Eden florist

3:45-7:45pm – Parking/Traffic Crew – 8 needed

• Assist in directing traffic, greeting drivers at the gate, or instructing guests where to park. Help guide guests out when leaving the party. We will have a parking orientation 1-2 days before the event – more details to follow.
• Two drivers are needed to operate golf cart shuttles during the party.

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

• Sell raffle tickets and assist guests with raffle process. Use Square reader, collect checks or cash.
• Relieve/assist check-in table volunteers if 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, collect checks or cash. At 7:00pm, begin pulling winners: Keep all info: Staple winning ticket to info for card. Choose two additional tickets as back-up and staple underneath or behind 1st winning ticket.
• Relieve/assist check-in table volunteers if needed

6:45pm – 8:00pm – Auction sheet collection, payment, check-out table, organizing winners – 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 – 4 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
• Collect lawn signs along North Great Hill Drive and other locations
• Pack and remove any remaining trash bags from event
• 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

Saturday, August 1
9:00-11:00am: Final check and cleanup – 4 needed

• Pack up any materials left overnight and return to MAC (easels, frames, sponsor banners, clipboards, pens, jars, etc.)
• Drain ice from coolers, return MAC coolers, leftover bottled water, seltzers, to the MAC
• Return all borrowed items to Tabor Academy (other coolers, bus tubs, serving trays, waste bins)
• Take down/pack any MAC pop-up tents as needed and pack, return to MAC studio
• Collect and remove any remaining trash/recycling
• Organize and put away all items brought back to the MAC