Volunteer Opportunities
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Volunteer Opportunities
The WWP Northern Knights Football Booster Club is 100% staffed by parent volunteers and is 100% financially supported by voluntary dues, donations, and fundraising events. The club serves as a source of information and experience for parents new to the football program and provides to the players a number of products and services that cannot be provided by the school. This document describes the volunteer opportunities for parents of football players. These opportunities fall into three categories: board members are involved in the program year around and meet monthly; fundraising and non-fundraising events typically require volunteers to organize the event in advance and then staff the event; some on-going activities throughout the year require a low level of maintenance.
Board Positions
The four board positions require election by members of the Booster Club. Elections typically take place shortly after the year-end banquet.
President
The role of the president is to oversee the operations of the Booster Club and interface with the coaching staff, the school, the school district, and the community as necessary. The president establishes the club goals and priorities with input from the coaching staff and enlists the help of the treasurer to create a budget to meet these goals. The president oversees all board meetings.
Vice President
The primary responsibility of the vice president is the organization of volunteers.
Treasurer
The treasurer is responsible for tracking the organizations cash flow, creating the annual budget, and tracking adherence to that budget throughout the year. The treasurer is responsible for the club bank account.
Secretary
The secretary is primarily responsible for publishing minutes from all board meetings. These minutes are published on the club website.
Non-Elected Board Positions
These six volunteers regularly attend all monthly board meetings. They are active participants in the Booster Club all year.
Class Parents
Each class has a class parent to act as the liaison between the Booster Club Board and the team families. Class parents provide the primary means of communication to the rest of the parents and provide feedback to the board when possible. Each class parent maintains a contact list for the players and parents in their class and is encouraged to help keep parents engaged with the Booster Club. Class parents help the Vice President recruit volunteers.
Web Master
We have an excellent website that is a constant source of information. Schedules, coaches info, links, records are all found on the site. The webmaster will be familiar with running a website. Your work on the website would be about once a week during the season, a little more in the preseason and at the end of the season.
WW-P Athletic Foundation Liaison
The WW-P Athletic Foundation is the organization raising money to light the two WW-P High School football fields. The Liaison attends the WWP North Football Booster Club meetings as well as the WW-P Athletic Foundation meetings with the goal of facilitating communication between the two organizations.
Fundraising and Other Activities
The rest of the volunteer opportunities are focused on specific events. Some of these events raise funds and some of the events spend the funds on items for the players and their families. Most of these events require a coordinator plus additional volunteers. The coordinator is asked to take responsibility for the event, report planning progress to the board as the event approaches, and provide a summary report to the board after the event.
Camp Apparel and Cleat Sale
This event requires a coordinator to organize and 1 additional volunteer.
A season of high school football put a great deal of wear on a pair of football cleats and most players elect to purchase new cleats each year. The Booster Club traditionally makes arrangements with a local vendor (e.g., Efinger Sporting Goods) to provide cleats at a significant discount if the cleats are ordered in bulk. The Booster Club does not profit from the cleat sale. Once the vendor is selected, the football coach identifies one or more shoe models that will be included in the sale. At a special Cleat Sale event, held at the high school, the vendor is available to measure player’s feet for proper sizing and volunteers collect orders and payment from the players. Fitting for summer football camp apparel is also done at the Cleat Sale.
The Cleat Sale Coordinator is responsible working with the football coach to select the vendor and schedule the cleat sale day and cleat distribution day. With the help of an additional volunteer, the coordinator creates the order forms (typically distributed via the web site), is responsible for the setup and running of the fitting event (including setup of tables for display of cleats and camp apparel, collection of order forms and payments, and clean up), tracking of orders and payments, and for the scheduling and organization of cleat and apparel distribution during a distribution day.
Cleat Day is typically in mid-May (Lacrosse schedules must be considered in scheduling Cleat Day).
Car Wash
These two events require a coordinator to organize and 15 additional volunteers for each event.
Twice a year, the players are asked to participate in a community car wash. This typically takes place at the Plainsboro Fire House and is always a good fundraiser for the club. Parent volunteers are needed to supervise the players. This event gives the players the opportunity to work together off of the field and gives the parent volunteers the opportunity to see the players without their helmets and jersey numbers!
The Coordinator is responsible for making sure that all event preparations are addressed and that the event runs smoothly. This is done with the help of the additional volunteers. Some of the preparation includes scheduling the date with the Plainsboro Fire Department, the Booster Club board, and the football coach. Advance tickets are sold by the players. The tickets must be created/obtained and given to the coach for distribution to the players. In preparation for the event, the players are assigned shifts. During the event, parent volunteers oversee the players, control traffic, and collect fees and tickets.
Car washes are typically scheduled for early June and late August.
Photo Day
This event requires a coordinator to organize and 1 additional volunteer.
Football Yearbook
This event requires a coordinator to organize, a layout volunteer, and 2 or more volunteers to sell advertisements.
The Football Yearbook is essentially a program for the football season. It is distributed to fans and players at the first home game. The Yearbook includes pictures of the players, teams, coaching staff, and captains as well as team rosters with jersey numbers and the game schedule for the season. Advertising in the yearbook provides more than enough funding to pay for production. Thus, the yearbook serves as a fundraiser in addition to being a great keepsake for the players.
The Coordinator establishes the schedule for obtaining the photographs (in conjunction with the Photo Day Coordinator – often the same person), selling advertisements, completing the layout, providing materials to the printer, and distributing yearbooks. In addition, the coordinator tracks the yearbook budget and advertisement payments. The number, size, and cost of advertisements is determined with the help of the layout volunteer, ad sales volunteer, and treasurer to ensure that the fundraising target is met.
The yearbook layout volunteer is responsible for creating the layout and inserting all of the content and advertisements. An Apple Macintosh iWork template is available from previous yearbooks. Ad sales volunteers call on advertisers from last year as well as potential new advertisers. Advertisements are typically sold throughout the summer.
Gold Card Sales
This event requires a coordinator to organize and 6-8 additional volunteers.
Gold cards are year-long coupons good at many local restaurants and stores. These cards are sold by the players to local friends and family as well as to neighbors. The Gold Card Sale is one of the primary fundraisers for the club. In the past, the Gold Card Sale has been a week-long event anchored by one or two “Blitz” events during which a number of players work together at a public site (like a grocery store). All players are asked to participate in this fundraiser with awards given to the top sellers.
The Gold Card Sales Coordinator will oversee the distribution of the cards to the players, coordinate the players, coaching staff, and Gold Card Company salesperson, establish the schedule for the event and “Blitz” events (including obtaining permission for the event locations), oversee collection of sales proceeds and unsold cards, and track high sellers. Two Gold Card Sales Volunteers assist during the “Blitz” events and assist with distribution and collection of cards and money.
The Gold Card Sale typically occurs during the middle of August. The actual date must be coordinated with the football coach.
Merchandise Sales
This event requires a coordinator to organize and up to 7 additional volunteers.
The Booster Club sells branded merchandise through an on-line store as well as at the kickoff BBQ and at varsity home games. The coordinator oversees all merchandise sales including selection and pricing of items (inventory can be stored in a secured location at HSN). The Coordinator is responsible for keeping the Board advised on the status of inventory. The online store requires just the initial set up and monitoring of payments due to the Club. Any item purchased online is by credit card and is shipped right from the manufacturer; the Booster Club receives a commission on each sale. This position also includes coordination of design, purchase, printing, and sale of t-shirts for the North/South football game.
Day of event sales volunteers will help set up the displays, sell merchandise, and break down at the end of the event. Each of the 7 events (the BBQ, 5 varsity home games, and the North/South varsity game) can have a different merchandise sales volunteer, but typically a few people do multiple events each. 50/50 raffle tickets can also be sold at the merchandise table during varsity home games.
Knight Out
This event requires a coordinator to organize and 2 additional volunteers.
The “Knight Out” fundraisers takes place at a local restaurant (e.g., Cheebuger Cheeburger and/or Sultan Wok). The host restaurant typically offers a commission payment back to the Booster Club for each patron who presents a special coupon.
The coordinator is responsible for selecting the host restaurants and scheduling the dates with the football coach and the host restaurants. With the help of 2 volunteers, the coordinator will publicize the event and monitor the front door to ensure that all HSN people have the required coupon. The coordinator will also collect the commission at the end of the events.
These events are typically coordinated by the sophomore class and typically takes place at the end of August and in mid-October.
Cookie Dough Sale
This event requires a coordinator to organize and 1 additional volunteer.
Players sell frozen cookie dough to friends, family, and neighbors. All players are asked to participate in this fundraiser with awards given to the top sellers. The coordinator works with the distributor and the football coach to schedule the sale and distribution dates. These dates are usually scheduled so that cookie dough can be distributed in time for the Holidays. With the help of another volunteer, the coordinator will obtain and distribute order forms to the players, collect completed orders and payment from the players, place the order, track high sellers, and distribute the cookie dough to the players for delivery.
50/50 Raffle
This event requires a coordinator to organize and between 5 and 10 additional volunteers.
The Booster Club holds a 50/50 raffle at each of the 5 varsity home games. This activity is best staffed by volunteers who do not have players on the varsity team. Freshmen and JV parents are encouraged to volunteer. Tickets are sold at the entrance gate, at the merchandise table, and in both the home and visitor bleachers during the first three quarters. The winning ticket is selected at the start of the 4th quarter and is announced during the 4th quarter.
The coordinator is responsible for overseeing each raffle including bringing tickets and buckets, organizing other volunteers, collecting tickets and money at the end of the 3rd quarter, selection of the winning ticket, providing the winning ticket number and prize amount to the announcer, and awarding the prize to the winner.
Merchandise volunteers may sell 50/50 tickets at the merchandise table, but additional 50/50 volunteers sell tickets in the bleachers and at the front gate. Parent volunteers are discouraged from delegating this duty to children as that has reduced the raffle success in the past.
Kick-off BBQ
This event requires a coordinator to organize and between 4 and 6 additional volunteers.
We conclude the preseason and get the regular season off in style with a family, buffet-style kick-off barbeque. This event typically takes place in the high school dining hall with grilling taking place just outside. Grills are rented from Pop Warner or H&H Gas. Some food is donated from local supermarkets and families are asked to contribute food as well. Each class is typically assigned a certain food type (drinks, deserts, salads, etc.)
In preparation for the event, the volunteers establish the date with the coach, reserve the high school dining hall, assign each class certain foodstuffs, solicit donations from local supermarkets, and reserve the grills. On the day of the BBQ, the volunteers take care of the cooking and cleaning up as well as the coordinating/arranging of the donated food on the buffet tables. The Kick-Off BBQ Coordinator oversees all volunteer activities.
Varsity Half-time Snack
This event requires 1 volunteer.
As you well know, a football game is an exhausting activity. Half-time provides the players an opportunity to adjust their strategy and replenish their energy. At the request of the football coach, the players are provided with oranges and applesauce during half-time.
For Saturday games, the snacks should be dropped off in the morning at the breakfast. For Friday games, they should be dropped off at the school around lunch time, or at least 30 minutes prior to the scheduled bus departure time.
Varsity/ Junior Varsity Team Meals
This event requires a coordinator to organize and between 4 and 6 additional volunteers.
The Booster Club sponsors a team dinner before each Varsity evening game and a team breakfast before each Varsity day game (10 games). The meals are at the high school dining hall and are typically catered.
The volunteers set up heating pans, serve food, and clean up. The coordinator works with the board to select the caterer, reserves the dining hall, and oversees the volunteers.
Freshmen Team Meals
This event requires a coordinator to organize and 1 additional volunteer.
The freshmen team has a pre-game dinner the evening before each game. These meals are at the high school dining hall. Freshmen typically pay a nominal fee per week for the pre-game meal ($5 for 2010). The coordinator is responsible for collecting this fee and arranging for the purchase of food (something easy and inexpensive like pizza). For special games (North/South and the last game of the season), the coordinator can arrange for parents to bring in homemade (or purchased) food as a special treat. This is something more special for the boys and they really enjoy it. The coordinator also reserves the dining hall and is responsible for clean up.
Senior/Parent Day
This event requires a coordinator to organize and 1 additional volunteer. NOT senior parents; usually junior/sophomore parents.
We say goodbye to our seniors at their last home game. During a pregame ceremony, seniors are escorted onto the field by their parents. Mom (or female escort) wears her player’s away jersey and is given flowers. The parents are also given a thank you note written by their player. A picture of each senior can be taken at a team dinner in advance of Senior Day and attached to the thank you note. (Laminating the note and picture together is suggested in case of rain.)
With the help of a volunteer, the coordinator makes the arrangements with the coach to loan the away jerseys to the Moms and to collect them after the game; makes sure that the announcer has the correct list of seniors and their parents in the correct order; arranges for the purchase of flowers, taking of pictures, and collection of notes; and arranges for distribution of flowers, notes, pictures, etc. to the parents. Blank note paper can be provided to the coach for preparation of the notes. Please coordinate with the coach.
Year-End Banquet
This event requires a coordinator to organize and 1 additional volunteer.
To conclude the football season, the Booster Club hosts a year-end celebration dinner. In the past, this event has taken place at the Mercer County Golf Course clubhouse. In addition to the food, the football coaching staff is given the opportunity to speak to the players and parents. Special accolades are awarded, a highlight DVD (created by the players from game film) is shown, and the scrapbook is distributed. With the help of a volunteer, the coordinator will select the menu, decorate the tables (center pieces), arrange for audio visual equipment to show highlight DVD. They are also responsible for obtaining a head count from the players and collecting the fee. (The Booster Club makes no profit on the banquet).
Scrapbook
This event requires a coordinator to organize and 2 additional volunteers (typically from the Senior Class).
Senior Scholarship Committee
This event requires a coordinator to organize and 2 additional volunteers (not from the Senior Class).
