Volunteer Guide – Fall Festival 2025: Abracadabra Autumn

📅 Friday, Oct 24 · 6 – 8 PM
📍 Glen Forest Elementary · Gym & Cafeteria
🕔 Setup 5 PM · 🎩 Magic Show 7 PM · 👗 Costume Contest 7:35 PM · 🎟 Raffles 7:50 PM · 🧹 Cleanup 8 – 8:30 PM

Volunteer Shift Change

Welcome Volunteers

Thank you for helping make our Fall Festival a success.
Your time supports Glen Forest students, teachers, and families through a safe, fun community event.
All volunteers receive free admission for their families and one raffle ticket (exclusive to volunteers).

Arrival & Check-In

Arrive 10 minutes early at the Welcome Table (Front of School Entrance).
Check in to receive your lanyard and raffle ticket.
Confirm your assigned role and zone.
Label personal items and avoid bringing valuables.
Families can enjoy the festival during or after your shift.

Event Overview

Goal: Family fun + fundraiser for PTO enrichment programs and teacher grants.
Audience: Students · Families · Teachers · Staff
Estimated Attendance: 200–300
Check-In System: SignUpGenius (pre-sale & online sales) & Square (Cash, Card, Payment Link, Cashapp)

Officer Contacts:

Kathleen D. (President) · Heather C. (VP Volunteers) · Devan D. (Secretary) · Steve S. (Treasurer / Layout & AV)

Festival Layout

Zone 1 – Front Entrance & Patio
Check-In · Wristbands · Food Trucks · Outdoor Dining · Bubble Machine

Zone 2 – Cafeteria (“Gathering Hall”)
Dining · Quiet Conversation Area · Sensory-Friendly Corner with Soft Lighting

Zone 3 – Gym (“Main Attraction”)
Games · Photo Corner · Magic Show · Dance · Raffles · PTO Booth

Safety: Trash bins per zone · clear aisles for wheelchairs/strollers · custodian on duty until 9 PM

Sound Check: 5:30 PM – Steve S.

Timeline & Zone Leads

Time/Activity/Lead/Zone

5:00–5:30 PM Setup tables, décor, signage Setup Crew
5:30–6:00 PM Sound check, food truck prep Steve S. (AV)
6:00 PM Doors open, food & games begin All Zone Leads
6:45–6:55 PM Dance warm-up AV + Floaters
6:55 PM MC Welcome & Magician Intro Steve S.
7:00–7:30 PM Magic Show (Vince Charming)Stage & AV
7:35–7:50 PM Costume Contest MC + Helpers
7:50–8:00 PM Raffles & Closing Officers / MC
8:00–8:30 PM Cleanup & Walkthrough Cleanup Crew + All Volunteers

Setup Crew (5–5:50 PM)

Goal: Prepare all areas before opening.

General Prep

Set up tables, chairs, and decor (pumpkins, balloons, banners).
Secure cords with tape; post bilingual signs (English · Español · العربية).
Test bubble machine, lights, and speaker.
Mark food-truck lane with cones and caution tape.
Deliver materials:
- PTO Booth: raffle boxes, vouchers, QR membership forms
- Welcome Table: wristbands, pens, voucher box, signs

Zone 1 – Front Loop & Patio (Entry + Food)

Leads: Check-In Team & Front Volunteers

Two tables for check-in and door sales.
Podiums with QR code signs for online purchase for quicker check-in
Plug in bubble machine and speaker; test sound.
Post “Welcome · Check-In · Food Trucks →” signs.
Cover tables and place trash bins near food trucks.
Power: One cord per device; tape flat to avoid tripping.

Zone 2 – Cafeteria (“Gathering Hall”)

Leads: Parent Volunteers

Arrange dining tables; keep two clear walkways.
Wipe tables and place trash bins at both exits.
Post “Dining Area Only – No Games Inside.”

Zone 3 – Gym (“Main Attraction”)

Leads: PTO Booth & Games Volunteers

Set up Prize Games (Spin Wheel, Prize Drop, Ring Toss).
Add Free Games (Bowling, Fishing, Can Knock Down, Hopscotch).
Prepare Photo Corner with backdrop, props, and lights.
Organize Arts & Crafts / Tattoo Table with spray bottles and towels.
Setup the stage and run sound check.
Safety: Tape cords flat · Keep exits clear · Ensure emergency lights visible.

Welcome Table (5:30–8 PM · Zone 1)

Goal: Greet families and manage check-in.

Have Ready:
Pre-sale list · Blue and Gold wristbands · Star hole punch · Golden Vouchers · Red Raffle tickets · Raffle box ·Cash box (PTO officers only) · Square reader · QR posters · Pens · Flyers (English · Spanish · Arabic)

Setup (Arrive by 5 PM)

Set up two 6-ft tables and podiums with visible QR code posters for ticket scanning or payment.
Turn on the bubble machine and background music.
Organize wristbands, vouchers, raffle tickets, pens, and supplies.
Keep QR posters visible along the line so families can scan while waiting.
Remind families in line:

“Please scan the QR code on the podiums to open your ticket email or confirmation. Showing it at the table makes check-in faster.”

Check-In Steps

Greet families warmly.
Verify pre-sale or at-door purchase.
Distribute wristbands and vouchers (plus red raffle ticket for pre-sale).
- Gold = Pre-Sale + Raffle
- Blue = At-Door Sale
Punch a star on PTO member wristbands (2 Prize Plays + free photo).
Remind:

“Please wear your wristband all evening—it’s your entry pass.”
Direct families:
- Outside: Food Trucks – Pako’s Fresh Mex, Halal Burger & Hotdog Truck, Kona Ice
- Cafeteria: Indoor dining and quiet space
- Gym: Games, Magic Show 7 PM, Raffles 7:30 PM

Quick FAQ

Tickets: Sold here (cash or card)
Included: Games, photo corner, dance, Magic Show
Join PTO: Booth inside gym near Photo Corner
Lost child/parent: Escort to PTO Booth immediately

End of Shift

Count remaining wristbands and vouchers.
Pass materials to next volunteer.
Stay until relieved by Zone Lead

PTO Booth (6–8 PM · Zone 3)

Setup (5:00–6:00 PM)

Place PTO Booth table along the back-right wall of the gym, next to the Photo Corner.
Display the “Join the PTO · Win Prizes · Support Our School!” sign.
Ensure QR codes and raffle box are visible and labeled (New Member).
Restock small prizes and confirm all forms and clipboards are organized.

Have Ready:
Membership forms (Tablet)/ QR poster · Raffle box & blue tickets · Golden Voucher stamp or marker · Prize bin · Pens · Tape · Scissors · PTO flyers · QR codes for newsletter & membership · Clipboards for logs · Hand sanitizer · Water · Cash box (officers only)

Roles & Responsibilities

1. Membership Sign-Up & Info

Invite families to join the PTO ($20 Family / $10 Teacher or Staff).
Have them scan the membership QR code
For new members, star-punch their wristband for 2 Prize Plays + raffle ticket + Free Photo.
Say:

“Joining the PTO helps us fund events like this—and you’ll get extra prize plays and a free photo tonight.”

2. Raffle Collection & Drawings

Distribute tickets for New Member Raffles during the night.
Stop collecting at 7:20 PM.
Hand raffle box to the MC / Stage Announcer by 7:25 PM.
Raffles announced around 7:45 PM (four $25 gift cards + Teddy Bear + Football giveaway by The Kidz Docs).

3. Golden Voucher Validation & Prize Support

Mark each voucher as “used” with a stamp or dot.
Confirm PTO members (star-punched bands) get 2 Prize Plays + Free Photo.
Encourage non-members to join to unlock the same perks.
Say:

“If you join the PTO tonight, you’ll get another prize play and a free photo print!”

4. Family Assistance & Event Info
Be the go-to table for questions.

Magic Show: 7 PM on gym stage
Photo Corner: Right next to PTO Booth
Lost child / item: Notify Volunteer Captain immediately
Food Trucks: Front loop – Pako’s Fresh Mex, Halal Burger & Hotdog Truck, Kona Ice

End of Shift

Count and record remaining raffle tickets and forms.
Turn in cash box (officers only).
Stay until relieved by Zone Lead.

Game Zone (6–8 PM · Zone 3)

Sponsor: Pet Sitting 4 Comfort®
Goal: Keep games safe, organized, and fun.

Prize Games (Golden Voucher Required)

Each family uses one Golden Voucher for one prize game.
PTO members (star on wristband) receive 2 plays + 1 free photo at the Photo Corner.

Games: Spin-to-Win Wheel · Prize Drop Board · Ring Toss

How to Run:

Greet families and ask for their Golden Voucher.
Say: “You get one prize play — two if you’re a PTO member.”
Mark voucher “USED” after play with heart stamp.
Give a small prize and invite families to visit the Photo Corner.

Free Games (Open Play)

No voucher needed. Families can play freely but should take turns.

Games: Candy Corn Bowling · Magnetic Fishing · Can Knock Down · Hopscotch Rings · Pumpkin Toss · Giant Twister · Sticker & Puzzle Table

Volunteer Tips

Stay upbeat and encourage cheering.
Keep game areas tidy and restock prizes as needed.
Clear the floor between rounds.
Rotate stations every 20–30 minutes to stay energized.
Use bilingual volunteers when possible to explain rules in Spanish or Arabic.

During the Show & Raffles

6:55 PM: Pause all games for the Magic Show; clear space near the stage and store pieces safely.
7:30 PM: Pause again for raffles and costume contest, then resume light play if time allows.

Arts & Crafts + Temporary Tattoos (6–8 PM · Zone 3)

Setup (5:00 – 6:00 PM)

Cover tables with plastic cloths.
One side = coloring crafts · Other side = tattoos.
Sort crayons, markers, and stickers in baskets.
Place spray bottles and paper towels at tattoo tables.
Post “Free Crafts & Tattoos” signs and attach trash bags.
Keep aisles open for families and strollers.

Supplies

Coloring & magician puzzles · crayons · markers · stickers · temporary tattoos · spray bottles (clean water) · paper towels · baby wipes · hand sanitizer · tape · trash bags · flyers (English · Español · العربية)

Craft Area

Offer coloring pages, puzzle sheets, and sticker decorating.
Encourage kids to display artwork on the “Mini Gallery Board.”
Say:

“Would you like to color a pumpkin or try a magician puzzle?”

Tattoo Station – Safe Steps

Ask where they’d like the tattoo (arm or hand only).
Clean the area with a wipe.
Place tattoo face down and dampen paper towel.
Hold 20–30 seconds, peel slowly, pat dry.
Say:

“Hold still—the design will appear like magic!”
Parents may apply tattoos to their own children.

Volunteer Roles

Craft Helper: Refill supplies, engage with kids, tidy the table.
Tattoo Helper: Apply tattoos carefully and sanitize after each child.
Floater: Replace towels, refill water, collect trash, assist as needed.

Cleanliness & Safety

Keep coloring supplies dry.
Refill spray bottles with clean water only.
Sanitize tables often; discard wet or damaged tattoos.
Tattoos go only on arms or hands—supervise younger kids.

Tips for Success

Stay cheerful and calm; compliment every child’s artwork.
Suggest coloring before tattoos to reduce wait times.
Direct families to the Photo Corner afterward for pictures.

Dance Party (6:45–6:58 PM · Zone 3)

Goal: Energize families before the magic show.
Hand out 70 bandanas and gather them to front of the stage by 6:45 pm.

Eagle Mascot & Handler (6–8 PM)

Goal: Encourage school spirit and photo fun.
Stay hydrated, take short breaks, greet kids, and visit the Photo Corner.

Photo Corner (6–8 PM · Zone 3)

Lead: Tomo | Sponsor: Pet Sitting 4 Comfort®
Goal: Take family photos for new PTO members.

Process:

Verify stamped voucher
Take photo (Fujifilm Instant Camera)
Print · Label · Give to family

Keep props and equipment tidy and dry.

Costume Contest & Raffles (7:30–8 PM · Gym Stage)

Leads: Steve S. (MC) · Kathleen D. (Co-Announcer)
Goal: Celebrate creativity, announce raffle winners, and close the evening smoothly.

Schedule

7:00–7:30 PM – Magic Show (Vince Charming)
7:30 PM – Costume Contest
7:40 PM – Raffle Drawings
7:55–8:00 PM – Closing Remarks & Exit Music

Sponsors: Pet Sitting 4 Comfort®, The Kidz Docs, Pako’s Fresh Mex, Halal Burger & Hotdog Truck, Kona Ice of Fairfax

Costume Contest (7:30 PM)

MC Opening:

“Let’s give Vince Charming one more round of applause!
Now it’s time for our Costume Contest and Raffle Finale!
If you’re wearing a costume, please come to the front of the stage!”

How to Run:

Contestants line up across the stage.
Judges (Kathleen, Heather, Steve, Devan) choose winners by applause or quick visual vote.
Hand each winner a ribbon and small prize, then take a photo.

Prizes:

1st Place: Ribbon + $25 Gift Card
2nd & 3rd: Ribbons
All participants: Ribbon

MC Example:

“Our winner for Most Creative Costume is the Mini Magician!
Congratulations — don’t forget to stop by the Photo Corner for your picture.”

Raffle Drawings (7:40 PM)

Cleanup Crew (8–8:30 PM)

Zone 1 – Front Loop & Patio

Collect trash near check-in tables and food trucks.
Fold tables, stack chairs, and bring podiums, cones, and QR signs inside.
Unplug and store the bubble machine and speaker.
Check that no items are left on sidewalks or by parking cones.
Return to: Room 115 (“Outdoor Supplies” section).

Zone 2 – Cafeteria

Clear all trash, leftover food, and spills.
Wipe tables, fold chairs, and follow cafeteria staff directions for stacking.
Check bathrooms for litter or water mess.
Tip: Work quietly — some families may still be finishing meals.

Zone 3 – Gym

Pick up trash from floor and game areas.
Stack game boards (Spin Wheel, Prize Drop, Ring Toss) along the back wall.
Gather arts & crafts and tattoo supplies, plus Photo Corner props.
Wipe tables, unplug cords, and return items to storage.
Note: Steve S. handles all sound and lighting power — do not unplug equipment.

Return Checklist

Game boards → Room 115 (Games Shelf)
Art & tattoo supplies → Room 115 (Arts Bin)
Tables & chairs → Stacked by size along gym wall
Decor boxes → Closet corner labeled “Fall Festival”
Extension cords → Coiled and labeled “PTO AV”
Trash bags → Dumpsters by kitchen door

Final Walkthrough

Before leaving, confirm:

All trash removed and floors swept.
Supplies returned and labeled.
Lights off, doors locked, and no belongings left behind.
Report any lost items to the Volunteer Captain.

Safety & Accessibility

First-Aid kits at PTO Booth & Main Office
Report lost child to Welcome Table immediately
Keep aisles & stage clear
Food limited to Cafeteria
Sensory Corner available for students needing quiet space

Communication & Wrap-Up

Officers coordinate via group text or walkie-talkies
Final walkthrough with custodian by 8:30 PM
Submit any receipts or attendance notes to Treasurer