Advancement

Office of Advancement
Office of Advancement

Staff Homecoming Volunteers

Help welcome alumni home!

If you're interested in any of the positions, please contact the Volunteer Coordinator by Thursday, Oct 3.

If you've already signed-up to volunteer, we look forward to meeting you at orientation!

If you have any questions about volunteer roles and how you can participate in Homecoming, please contact the Kathryn Vilela, Volunteer Coordinator at ext. 77903.

Homecoming Football Game Alumni Relations Zone Captain

What you’ll be doing in this role:

  • Circulate in the stands, and address any Alumni Relations-related questions
  • In preparation for the Tricolour Guard Halftime parade, manage and provide some on-site training for student volunteers in designated zones. Depending on the zone, possible half-time duties for student and staff volunteers include:
    • Ushering participating Tricolour Guard alumni out of the stands to prep for parade
    • Holding “PARADE THIS WAY” signs to mark the route across the field
    • Walking alongside the procession, possibly helping classes carry their banners/signs
    • Ushering alumni back to their seats after half-time
  • Assist with collecting student volunteer vests and decade flags after half-time

What’s required to succeed in this role:

  • Participating in an orientation session prior to Homecoming
  • Being adaptable; able to focus and answer questions in a fast-paced environment
  • Having a friendly, respectful, patient personality
  • Having an enthusiastic attitude and the ability to work well in teams
  • Strong interpersonal skills

Skills, experience, & other benefits you’ll get from this role:

  • Hands-on event logistics experience
  • Volunteer management experience
  • Complimentary football game admission and hot dog at the game

Time Commitment

  • Arrive at the stadium at 11:30 AM
  • The shift is ~4.5 hours in length (ending at ~4 PM), depending on gameplay

Other Notes

  • Pick up red volunteer vest at the central Volunteer Lounge anytime Saturday morning
  • Shuttle service from Grant Hall to Richardson Stadium is open to volunteers
  • Check-in with Carey/Kathryn at the red tent on the southwest corner of the concourse
  • Bring a water bottle, sunscreen, hat and/or rain gear as needed
  • External factors (e.g. weather, number of attendees, event logistics, etc.) may necessitate changes to duties. Be prepared to be flexible!

Staff Contacts:

Carey Morrison – Alumni Officer, Reunions
Cell: 613-331-5343
Email:carey.morrison@queensu.ca

Kathryn Vilela – Homecoming Volunteer Coordinator
Cell: 613-328-1392
Email:vilela@queensu.ca

Homecoming Meet and Greet Check-In Lead

The purpose of this role:

  • Meet & Greet takes place in Grant Hall on Friday, Oct. 18 from 1-6 pm and Saturday, Oct. 19 from 8:30 am-1 pm. It is often the first event that many alumni attend, and is an opportunity for volunteers to set a positive, inclusive, and welcoming tone for the weekend.
  • Check-In Leads are responsible for training and overseeing student volunteers working at the registration desk, helping alumni and guests through the check-in process, and ensuring that pins and other inventory are efficiently stocked and accurately distributed. 

What you’ll be doing in this role:

  •   Train student volunteers on the registration process
  •   Oversee student volunteers, answer their questions, and provide support to ensure an efficient and seamless registration experience for guests
  •   Check-in or register alumni for weekend activities (training will be provided before Homecoming)
  •   Show each alumni registrant how to access their Temporary Alumni Card
  •   Answer general questions about Homecoming to ensure alumni are informed and comfortable
  •   Help students provide the right items, as needed, to the right alumni/guests as they check-in
  •   General trouble-shooting and logistics support for alumni and guests as needed; complicated questions/concerns or those requiring onsite payment can be referred to the Solutions Table 

What’s required to succeed in this role:

  •  An outgoing, friendly personality
  •  Ability to focus and to answer questions in a fast-paced environment
  •  Familiarity with campus locations and Homecoming programming
  •  Respectful, patient demeanour
  •  Adaptability

Time Commitment

  • Shifts are between 2.5–4 hours in length – check the start and end times listed on your shift(s) of choice on the Google Doc sign-up sheet (confirmation will be emailed)
  • Prior to Homecoming weekend, all volunteers complete a brief orientation and training session (training video will be sent to volunteers)

Other Notes:

  •   Sign in at the Volunteer Lounge a few minutes in advance of your shift start time to receive your red vest and any last-minute instructions
  •   Dress code:  Red volunteer vest, comfortable, casual, Queen’s colours encouraged – comfy shoes are a must
  •   Enjoy complimentary coffee, tea, and refreshments at the event
  •   External factors (e.g. weather, number of attendees, event logistics, etc.) may necessitate changes to duties. Be prepared to be flexible!

Staff Contact:

Jess Koehn – Alumni Officer, Reunions; Homecoming Registration Coordinator

Email:jk111@queensu.ca

 

Homecoming Meet and Greet Set-Up & Tear-Down Lead

The purpose of this role:

  • The volunteer in this role will be the primary overseer of both the Friday morning set-up for the Homecoming Meet & Greet at Grant Hall and the tear-down/pack-up when the event wraps up at 1 pm on Saturday. This role frees up the Event Coordinator to provide customer service to any alumni and guests who arrive early on Friday or late on Saturday, outside of the event hours. The volunteer in this role will provide valuable assistance to maintain smooth, efficient event transitions at very busy times of the weekend.       

What you’ll be doing in this role:

  •   Act as the on-site contact for Purtell’s at Grant Hall 
  •   Refer to Event Coordinator for direction
  •   Assist with the organization of Meet & Greet registration materials and display elements, directing fellow volunteers with friendly and efficient leadership
  • SET-UP (Friday morning):
    • Ensure that incoming registration supplies and materials being brought in by Purtell’s are placed in the right area and then unpacked/set-up for tidy and efficient access for volunteers
  • TEAR-DOWN/PACK-UP (Saturday around noon):
    •   Coordinate and organize on-site pack-up
    •   Ensure that any supplies/materials that are being picked up by Purtell’s have been boxed or packed in delivery bins, on time for scheduled pick-up
    •   Direct Purtell’s employees regarding the delivery of items from Grant Hall to The Old Medical Building/Summerhill 

What’s required to succeed in this role:

  •   Knowledge of the Meet & Greet 2019 Detailed Sequence, Supplies List, and Event Layout (provided in training)
  •   Professional, patient demeanour when dealing with challenging situations
  •   Ability to focus, delegate tasks efficiently, and direct volunteers in a fast-paced environment
  •   Comfortable with light to moderate lifting and physical activity

Time Commitment

  •   Shifts will likely last between 2–3 hours on both days, depending on the flow of the day’s events
  •   Prior to Homecoming weekend, all volunteers complete a brief orientation and training session, which for this role will include a one-on-one detailed sequence walk-through with the Event Coordinator

Other Notes:

  •   Sign-in at the Volunteer Lounge for any last-minute instructions
  •   Dress code:  comfortable, casual, comfy shoes
  •   Enjoy complimentary coffee, tea, and refreshments at the event
  •   External factors (e.g. weather, number of attendees, event logistics, etc.) may necessitate changes to duties. Be prepared to be flexible!

Staff Contact:

Jess Koehn – Alumni Officer, Reunions; Homecoming Registration Coordinator

Email:jk111@queensu.ca

Homecoming Football Game Golf Cart Driver

The purpose of this role:

  • During half-time at the football game, approximately 250 Tricolour Guard alumni will participate in the Half-time Parade on the field, recognizing their significant milestone years (50+) since graduation. By facilitating an accessible way to participate in the Parade for Homecoming guests with mobility restrictions, Golf Cart Drivers contribute to Queen’s commitment to an inclusive and accessible Homecoming.

What you’ll be doing in this role:

  •   At 7-10 minutes on the game clock before halftime, meet passengers (may be pre-assigned) at the bottom of the southwest stairwell and escort passengers to golf carts.
  •   Once seats are full, drive a golf cart to the front of the parade lineup and, once half-time begins, across the field following the designated parade route
  •   Answer guests’ questions about event logistics, layout, or accessibility concerns to ensure a positive and comfortable experience

What’s required to succeed in this role:

  •   Decent driving skills
  •   An outgoing, friendly personality
  •   Ability to focus and to answer questions in a fast-paced environment
  •   Respectful, patient demeanour
  •   Adaptability

Time Commitment:

  •   Arrive at the stadium at 11:30 AM
  •   The shift is ~3.5 hours in length (ending at ~4 PM), depending on gameplay
  •   Prior to Homecoming weekend, all volunteers complete a brief orientation and training session (training video will be sent to volunteers)

Other Notes

  •   Pick up red volunteer vest at the central Volunteer Lounge anytime Saturday morning
  •   Shuttle service from Grant Hall to Richardson Stadium is open to volunteers
  •   Check-in with Carey or Kathryn (staff contacts for the event) at the Alumni Relations tent on the southwest corner of the concourse
  •   Bring a water bottle, sunscreen, hat and/or rain gear as needed
  •   Enjoy a complimentary hotdog at the game
  •   External factors (e.g. weather, number of attendees, event logistics, etc.) may necessitate changes to duties. Be prepared to be flexible!

Staff Contacts:

Carey Morrison – Alumni Officer, Reunions
Cell: 613-331-5343
Email:carey.morrison@queensu.ca

Kathryn Vilela – Homecoming Volunteer Coordinator
Cell: 613-328-1392
Email:vilela@queensu.ca

Volunteer Lounge Coordinator

The purpose of this role:

  • The Volunteer Lounge is the central campus location for volunteers to check-in for their shifts, connect with other volunteers, drop off their belongings, ask questions, pick up their volunteer vests (and any other role-related materials), and grab a snack between shifts. 
  • The Volunteer Lounge will be the first point of contact for volunteers, and so the Volunteer Lounge Coordinator sets a positive, inclusive, and welcoming tone for Homecoming Volunteers’ experience.

What you’ll be doing in this role:

  •  Check-in arriving volunteers, both staff and students
  •  Manage the sign-in/out process for resources (volunteer vests, signs for QSAA Spirit Corner, etc.)
  •  Answer volunteer questions - refer to Volunteer Lounge Binder, and, when necessary, contact staff partners for role-specific concerns
  •  Monitor the material in the room for security (vests, food, supplies, etc.)

What’s required to succeed in this role:

  •  Outgoing, friendly personality
  •   Adaptable and detail-oriented
  •   Ability to focus and to answer questions in a fast-paced environment
  •   Strong familiarity with Homecoming events and campus locations
  •   Respectful, patient demeanour

Time Commitment

  •  Shifts are between 3-4 hours in length – check the start and end times listed on your shift(s) of choice on the Google Doc sign-up sheet (confirmation will be emailed)
  •  Prior to Homecoming weekend, all volunteers complete a brief orientation and training session

Other Notes:

  •   Arrive at the Volunteer Lounge a few minutes in advance of your shift start time to receive your red vest and any last-minute instructions
  •   Dress code: Red volunteer vest, comfortable, casual, Queen’s colours encouraged!
  •   Volunteers in this role may encounter peaks and lulls in activity/traffic through the Volunteer Lounge, so should come prepared for both
  •   External factors (e.g. weather, number of attendees, event logistics, etc.) may necessitate changes to duties. Be prepared to be flexible!

Staff Contacts:

Kathryn Vilela – Homecoming Volunteer Coordinator
Cell: 613-328-1392
Email:vilela@queensu.ca