VOLUNTEERS
VOLUNTEERS
NEEDS
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NEEDS ⋆
Designs and sets up decorations in the CLC, creating a welcoming and visually appealing environment for the event.
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Design Plan Creation: Develop a comprehensive design plan for key areas within the CLC, including the stage, dance area, table settings, and VIP area. Ensure that the design reflects the theme and enhances the overall ambiance of the Night to Shine event.
Collaboration with Inventory & Procurement Committee: Work closely with the Inventory & Procurement Committee to utilize existing decorations from previous events, ensuring cost-effective and sustainable use of resources.
Set-Up Plan Development: Create a detailed set-up plan for the committee to follow, outlining the placement of decorations and the timeline for installation.
Decoration Construction: Build and prepare any decorations that are needed for the event, ensuring they are ready for installation.
Vendor Coordination: If additional decorations or services are required, coordinate with vendors to source or rent the necessary items, ensuring they align with the overall design vision.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in making phone calls and coordinating with vendors or external services as needed.
Creativity and an eye for design to create visually appealing and cohesive event spaces.
Organizational skills to manage both the design and execution phases effectively.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
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10
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The CLC Decoration Committee aims to establish a consistent and innovative approach to decorating for Night to Shine, ensuring that each year’s event builds upon the successes of the previous ones. The long-term goal includes creating a repository of design plans and reusable decorations that can be adapted for future events. This will contribute to a recognizable and memorable aesthetic for Night to Shine at NCUMC, enhancing the experience for all guests and ensuring the event remains visually stunning and well-organized year after year.
Provides transportation for guests from parking areas to the event entrance using golf carts, ensuring easy and comfortable access.
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Parking Lot Patrol: Regularly patrol the parking lot to identify guests and volunteers who may need transportation assistance from their vehicles to the event entrance.
Guest Transportation: Safely transport guests, particularly those with mobility challenges or who are carrying heavy items, from their cars to the building entrance using a golf cart.
Golf Cart Operation: Ensure that all golf carts are operated safely and in accordance with event guidelines, always prioritizing the safety of passengers.
4–6-Seater Requirement: Ensure the availability of a 4-6 seater golf cart that meets the needs of the event.
Cart Maintenance: Before the event, ensure that the golf cart is in good working condition, including checking the battery, tires, and any other essential components. Ensure the cart is properly insured and meets all necessary safety standards.
Coordination with Traffic Control Committee: Work closely with the Traffic Control Committee to ensure that the flow of vehicles and golf carts is well-coordinated, avoiding congestion and ensuring smooth transportation for all guests.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Experience or comfort in operating a golf cart, particularly in a busy event environment.
Must have access to a golf cart with proper insurance coverage.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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10
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The Golf Cart Chauffeur Committee aims to provide a reliable and efficient transportation service for guests at Night to Shine, ensuring that everyone arrives at the event comfortably and safely. The long-term goal includes refining the operation of the golf cart service, training a team of skilled chauffeurs, and maintaining a fleet of well-insured and well-maintained golf carts. By achieving this, the committee will contribute to a welcoming and accessible event experience for all guests, reinforcing NCUMC’s commitment to hospitality and care.
Ensures the safety and security of all guests and volunteers, coordinating with law enforcement and managing crowd control.
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Honored Guest Safety: Ensure the safety and security of all honored guests throughout the event. This includes monitoring entrance and exit points, maintaining a visible presence, and intervening in any potential security issues.
Crowd Control: Manage the flow of guests, volunteers, and staff to prevent overcrowding and ensure that all areas remain safe and orderly.
Emergency Response: Be prepared to respond to any emergencies, including medical situations, disturbances, or security threats. Coordinate closely with the Medical Committee and local law enforcement.
Communication with Law Enforcement: Establish and maintain communication with a local police officer who will be present during the event. Ensure that law enforcement is aware of the event layout, schedule, and any potential concerns.
Perimeter Security: Monitor the perimeter of the event space to ensure that no unauthorized individuals enter, and that the area remains secure throughout the event.
Volunteer Coordination: Work with other committees to ensure that volunteers understand security protocols and know how to report any concerns.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Experience in security, law enforcement, or a related field is preferred.
Strong observational skills and the ability to remain calm under pressure.
Ability to manage crowds and maintain order in a busy environment.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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10
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The Golf Cart Chauffeur Committee aims to provide a reliable and efficient transportation service for guests at Night to Shine, ensuring that everyone arrives at the event comfortably and safely. The long-term goal includes refining the operation of the golf cart service, training a team of skilled chauffeurs, and maintaining a fleet of well-insured and well-maintained golf carts. By achieving this, the committee will contribute to a welcoming and accessible event experience for all guests, reinforcing NCUMC’s commitment to hospitality and care.
Directs and manages traffic flow, parking, and the special car route, ensuring a smooth and organized arrival and departure for all guests.
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Traffic and Parking Mapping: Develop a detailed traffic and parking map for the event, outlining designated areas for guest parking, volunteer parking, VIP parking, and any special needs areas.
Special Car Route Planning: Design and implement the route for special cars that will drop off guests, ensuring that this route is clearly marked and efficiently managed to create a smooth and memorable arrival experience.
Signage Coordination: Work closely with the Signage Committee to ensure that all parking areas and traffic routes are clearly labeled, using appropriate signs to guide guests and volunteers.
Exit Plan Development: Create a comprehensive exit plan to ensure a smooth and organized departure for all vehicles at the end of the event, minimizing congestion and ensuring safety.
Traffic Direction: Direct traffic flow during the event, ensuring that vehicles are efficiently guided to the correct parking areas and that there are no traffic jams or confusion.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Strong organizational and communication skills to develop and implement traffic and parking plans.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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15
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The Traffic Control Committee aims to establish a reliable and efficient system for managing traffic and parking at Night to Shine events, ensuring a safe and organized experience for all participants. The long-term goal includes refining traffic and parking maps, improving signage and communication, and developing a team of skilled volunteers who can handle the demands of event logistics. By achieving this, the committee will contribute to the smooth operation of the event, reinforcing NCUMC’s commitment to safety and organization.
Prom Buddies assist Honored Guest throughout the event, providing companionship and support to make the experience memorable and enjoyable.
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Meeting Attendance: Attend all required meetings to stay informed and prepared for the Night to Shine event.
Communication with Leaders: Maintain open and regular communication with committee leaders to ensure alignment on responsibilities and event details.
Compliance with Requirements: Submit a completed background check by October 22 and provide an up-to-date headshot by January 16 to fulfill event participation requirements.
Preparation for Event: Familiarize yourself thoroughly with the contents of your Buddy Bag, understanding the purpose and timing of each item’s use. Study the event map and learn the layout of each room to guide your guest effectively.
Guest Engagement: Provide entertainment and support to your special guest, ensuring they have a memorable and enjoyable experience at Night to Shine.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and enthusiasm in working with honored guests, ensuring they feel valued and cared for throughout the event.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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Training Options (Pick One)
October 22 from 5:30-6:30 PM - Training (Streaming & In-Person)
January 16 from 5:30-6:30 PM - Training (Streaming & In-Person)
Virtual Training (Self-Paced, available after Nov. 1)
Other Attendance
February 6 from 5:30-6:30 PM - Rehearsal (In-Person)
February 7 at 4:30 & 4:45 PM - Check-In
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120
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The Prom Buddies Committee aims to build a lasting and impactful experience for both the honored guests and the volunteers. The long-term goal includes developing training programs that enhance volunteer preparedness and guest interaction, fostering a sense of community and inclusion. By continuously improving the Buddy program, the committee will contribute to creating a supportive environment that honors and uplifts every guest, reinforcing the church’s commitment to love and service.
Prepares and sends thank you notes to all volunteers, sponsors, and participants after the event.
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Personalized Thank You Notes: Write and personalize thank you notes for each volunteer involved in the Night to Shine event. Begin the process early to ensure all notes are completed in a timely manner, expressing sincere gratitude for their contributions.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Willingness and ability to write a large volume of notes with attention to detail and personalization.
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Zoom Meeting
October 22 from 7:30-8:30 PM - Training & Planning
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20
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The Thank You Notes Committee aims to establish a tradition of personalized appreciation that extends beyond the Night to Shine event. The long-term goal includes creating a consistent and heartfelt system for recognizing volunteers’ efforts, encouraging continued participation, and fostering a culture of gratitude within the church community. This tradition will help strengthen the volunteer base and reinforce the church’s commitment to acknowledging and valuing the contributions of every individual involved in its mission.
Handles the physical setup of all event spaces, ensuring everything is in place for a smooth and organized event.
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Room Set-Up: Collaborate with event leaders to execute the set-up of each room, ensuring that decorations and equipment are properly installed according to the event’s design plan.
Physical Labor: Assist in the physical set-up, including lifting and positioning items weighing up to 30 lbs., and ensuring that all elements are securely and safely installed.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Physical capability to lift and move items up to 30 lbs. as part of the set-up process.
Ability to listen to leaders and execute the event vision with attention to detail and efficiency.
Willingness to collaborate with other committees and adapt to any changes or challenges that arise during the set-up process.
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In-Person
February 4 beginning at 12 PM – Break Down CLC Chairs
February 5 from 8 AM – 12 PM – Set-Up
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50
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The Set-Up Committee aims to develop a streamlined and efficient set-up process that can be replicated and improved upon for future Night to Shine events. The long-term goal includes creating a detailed set-up guide and checklist, training volunteers to ensure consistency and quality in execution, and fostering a culture of teamwork and adaptability. By achieving this, the committee will contribute to the smooth and successful implementation of Night to Shine, ensuring that each event is well-organized and visually impressive from start to finish.
Responsible for dismantling and cleaning up after the event, ensuring all spaces are returned to their original condition.
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Collaborative Tear Down: Work closely with the Inventory Committee and Facilities Staff to efficiently tear down event setups, ensuring that all items are carefully disassembled and packed away.
Inventory Organization: Assist in the organization and proper storage of inventory items, ensuring they are preserved and ready for future events.
Physical Labor: Participate in the physical teardown process, including lifting and moving items up to 30 lbs., and ensuring all materials are handled with care.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Physical capability to lift and move items up to 30 lbs. as part of the teardown process.
Ability to listen to leaders and execute the event vision with attention to detail and efficiency.
Willingness to collaborate with other committees and adapt to any challenges that arise during the teardown process.
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In-Person
February 7 at 7 PM - Check-In
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50
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The Tear Down Committee aims to develop an efficient and organized teardown process that can be replicated and improved upon for future Night to Shine events. The long-term goal includes creating a detailed teardown guide and checklist, ensuring that all inventory is properly stored and maintained for reuse. By fostering teamwork and a systematic approach, the committee will help ensure that each event concludes smoothly, leaving the venue in excellent condition and preserving resources for future events.
Provides first aid and medical support, coordinating with local EMS to ensure the health and safety of all guests.
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Healthcare Staffing: Ensure that the committee is staffed with qualified healthcare workers, including nurses, doctors, paramedics, and other medical professionals, to provide immediate medical support during the event.
Coordination with Local EMS: Work with local EMS to schedule their presence on-site during the Night to Shine event, ensuring that emergency services are readily available if needed.
First Aid and Medical Station Setup: Set up a designated first aid and medical station at the event, equipped with necessary medical supplies and easily accessible to guests and volunteers.
Guest and Volunteer Support: Be available throughout the event to provide medical assistance to guests, caregivers, and volunteers, addressing any health concerns or emergencies that may arise.
Emergency Response: Be prepared to respond to medical emergencies quickly and efficiently, coordinating with on-site EMS and other emergency services as needed.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Must be a qualified healthcare worker, such as a nurse, doctor, paramedic, or other medical professional.
Experience in emergency medical response and first aid.
Strong communication skills to coordinate with local EMS and other emergency services.
Ability to handle medical emergencies with calmness and professionalism.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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4
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The Medical Committee aims to establish a reliable and well-coordinated medical response system for Night to Shine events, ensuring the health and safety of all participants. The long-term goal includes building strong relationships with local EMS and other healthcare providers, maintaining a well-equipped medical station, and continuously improving the medical support offered at the event. By achieving this, the committee will contribute to a safe and secure environment, reinforcing NCUMC’s commitment to the well-being of its guests and volunteers.
FAQ & Key Info
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FAQ & Key Info ⋆
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Kick Off Meeting
Please watch the Volunteer Kick-Off Meeting before registering. It is about 25 minutes.
We learned so much last year and are excited to implement new ideas to make this year even more magical for both our Honored Guests and Volunteers!
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Online Registrations
**CONTINUE TO SCROLL FOR ALL COMMITTEES!
Register for the committee you are interested in below (click the committee title). Please read all the listed information before registering.
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Volunteer Newsletter
Please sign up for the Volunteer Newsletter. We will be sending out monthly updates, reminders, and progress reports to keep everyone on track and informed. It’s the best way to stay in the loop, click here to sign-up. You will recieve a confirmation email when you sign-up, if you do not recieve it, make sure you check your junk mail and accept sender.
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Leadership Structure
This year, we’ve organized our leadership into six categories to streamline communication and ensure we’re all working together efficiently. Each committee has been grouped into one of these categories: Activities, Budget, Facilities, Guest, Logistics, and Volunteers. Keep scrolling to see all committees in each Team.
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Waitlist
If the committee you wanted to join is full or you are open to being placed in a high needs committee, please join our Waitlist by clicking here (opens September 23 at 8 AM).
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Committee Binders
To help keep everything organized, every Committee Leader will receive a binder with all the resources and information you need to successfully manage your role. These binders will be available for pick up at the Administration Office during business hours starting October 1. Please make sure you’ve read through the binder thoroughly before October 22.
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Self Check-In
When you arrive for meetings, we’ll be using self-check-in scanners in the narthexes. Be sure to bring your NCUMC ID card with you to check in. If you don’t have an ID card yet, click here to email the Leadership Team with your contact information, we will have it ready for you to check-in at your first meeting.
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Required Attendance
Each committee has required attendance for its meetings. If you're interested in joining a committee but are unable to attend a meeting, you are still welcome to sign up. Please inform your committee leader about your absence in advance and coordinate with them to catch up on any missed information. Under the 'Required Attendance' tab, you'll find details on whether meetings are in-person or virtual.
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Donations
If you have formal wear you'd like to donate to the Prom Boutique, please bring it to our next scheduled meeting on October 22. Note that we are unable to accept donations after November 12.
Our sponsorship book will be available at the end of October.
Instead of monetary donations this year, we kindly ask you to purchase items from our Walmart and Amazon registries. We will begin adding items on October 22 and continue to add items throughout the planning process; your support is invaluable to making this event a success.
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Contact
The best way to contact the Leadership Team is by email. This is the fasted form of communication.
The Leadership Team does not work at the church and cannot be contacted through the phone system.
Click here to contact the Leadership Team. You will be able to let us know how you want to be followed up with.
ACTIVITY TEAM
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ACTIVITY TEAM ⋆
Plans and manages activity stations, including photo booths and games, to keep guests entertained and engaged.
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Photo Booth Coordination: Research and obtain quotes for photo booth services, selecting the best option that aligns with the event’s budget and quality standards. Recruit and secure photo booth services, ensuring all logistical needs are met and the experience is enjoyable for guests.
Karaoke Coordination: Recruit and coordinate karaoke leaders for the Chapel, ensuring they are prepared to create an engaging and inclusive atmosphere. Oversee the logistics of the Karaoke room, including volunteer management, song selection, and time management to maximize guest participation.
Game Room: Have a volunteer presence in the Game Room. The table games (ping-pong, air hockey, foosball, and connect 4) will be moved from the Youth Room into the Game Room for the event. Find a lively playlist on Spotify to play in this room and have a volunteer on hand to manage the room.
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Strong commitment to the vision and mission of New Covenant United Methodist Church (NCUMC) and a passion for contributing to the success of the Night to Shine event.
Excellent organizational skills, with the ability to manage multiple tasks and projects simultaneously.
Ability to maintain confidentiality and handle sensitive information with discretion.
Established connections with local talent and service providers, with the confidence to negotiate and secure donated services.
Strong communication skills, both verbal and written, with the ability to work effectively with other committee members and event volunteers.
Completion of a background check is required for volunteers participating on the night of the event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4:15 PM - Check-In
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6
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The long-term goal of the Activities Committee is to establish innovative and engaging activities that enhance the Night to Shine experience for all participants. By continuously refining the event's interactive elements, such as the photo booth, balloon drop, and karaoke, the committee aims to create memorable experiences that increase community involvement and contribute to the event's growth and sustainability at NCUMC.
Responsible for organizing and managing all performances and entertainment, ensuring a lively and engaging atmosphere throughout the event.
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Manage Blonde Ambition: Arrange dressing room setups and hospitality platters for the band, ensuring their needs are met throughout the event.
Playlist Management: Create and manage a curated playlist for intermissions and times when the band is not performing, maintaining the energy and mood of the event.
Piano Player Recruitment: Recruit a piano player for the Honored Guest dinner, ensuring a seamless and elegant musical experience.
Celebrities Coordination: Recruit local personalities and celebrities, such as pageant winners, to greet guests as they get in line for the professional photos, creating a memorable entrance experience.
Respite Room Entertainment: Collaborate with the Respite Room Committee to organize entertainment options for caregivers, providing a relaxing and enjoyable atmosphere.
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Strong commitment to the mission and vision of New Covenant United Methodist Church (NCUMC), with a desire to contribute to the success of the Night to Shine event.
Excellent organizational and communication skills, with the ability to maintain confidentiality and handle sensitive information appropriately.
Established connections with local talent, including musicians, celebrities, and other entertainers, with the ability to negotiate and secure donated services.
Comfortable with outreach and engagement, including asking for volunteer services and donations.
Ability to work collaboratively with other committee members and church staff, with a proactive approach to problem-solving.
Completion of a background check is required for volunteers participating on the night of the event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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4
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The long-term goal of the Entertainment Committee is to establish a sustainable framework for organizing high-quality entertainment at Night to Shine events that can be replicated and enhanced each year. By building lasting relationships with local talent, developing efficient processes, and continuously improving the guest experience, the committee aims to contribute to NCUMC’s reputation as a welcoming and joyous host for Night to Shine, ultimately increasing community engagement and outreach.
Sensory Room Committee
*FULL* Creates and manages a Sensory Room, providing a calm, sensory-friendly space for guests who need it.
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Conceptualize and Design the Sensory Room: Develop creative and inclusive ideas for the Sensory Room to enhance the experience of all participants. This includes selecting appropriate board games, music, decorations, and sensory items like fidget toys.
Procurement and Inventory Management: Identify, source, and evaluate all necessary items for the Sensory Room. This involves researching vendors, comparing prices, and working with the Inventory & Procurement Committee to ensure all required materials are available.
Create Setup Plan: Fill out the Set-Up Plan in your binder.
Volunteer Coordination: Actively volunteer in the Sensory Room during the event, assisting participants and ensuring a safe, supportive atmosphere.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Established connections with local talent and vendors, enabling the committee to secure donations or discounts for items needed for the Sensory Room.
Comfort in reaching out to local businesses and service providers to request donations or support for the event.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30 – 6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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2
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The Sensory Room Committee aims to establish a sustainable and continually evolving sensory environment that can be utilized during all major church events, not just for Night to Shine. This long-term goal includes expanding the Sensory Room's resources, training more volunteers in sensory care, and creating partnerships with local organizations to provide ongoing support and enhancements.
BUDGET TEAM
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BUDGET TEAM ⋆
Inventory & Procurement Committee
*FULL* Manages all supplies and materials, including tracking inventory and handling any additional needs through donations, registries, and purchasing.
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Inventory Organization: Maintain and organize inventory both physically and digitally, ensuring all items are accounted for and easily accessible.
Inter-Committee Communication: Regularly communicate with each committee to inform them of available inventory and how they can utilize it effectively.
Order Management: Process orders from committees for additional items needed, verifying inventory first to see if similar items can be used instead.
Donation Strategy: Research and implement the most effective methods for securing item donations, such as through Weekly Word announcements, Walmart or Amazon wish lists, etc.
Order Tracking and Communication: Develop and manage a system for ordering, tracking, and communicating ordered items with the relevant committees.
Check-Out System Creation: Establish a check-out system for inventory to prevent over-committing items and ensure all resources are properly managed.
Documentation: Complete order forms with receipts and assign the appropriate committee number for accurate record-keeping and budget management.
Post-Event Inventory Reorganization: After the event, reorganize and assess the inventory to prepare for the following year, ensuring that all items are stored properly, and any needed restocking or repairs are noted.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Highly organized and detail-oriented to manage inventory and procurement tasks effectively.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
November 12 from 5:30 – 6:30 PM – Planning
December 17 from 5:30 – 6:30 PM – Planning
January 7 from 5:30 – 6:30 PM – Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 5 from 8 AM - 12 PM - Set-Up
February 10 from 8 AM - 12 PM - Inventory Reorganization
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2
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The Inventory & Procurement Committee aims to establish a highly efficient and organized system specifically tailored for Night to Shine events. This long-term goal includes creating a digital inventory database dedicated to Night to Shine, optimizing the donation process for event-specific needs, and ensuring that each year's event builds upon the previous one in terms of resource management. The committee will focus on continuous improvement, ensuring that all necessary items are readily available, well-maintained, and effectively utilized, contributing to the success and growth of Night to Shine year after year.
Recruit sponsors and manages VIP guests, ensuring they receive special attention and have a positive experience at the event.
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Review and Update Sponsorship Materials: Revise the Sponsorship Opportunities booklet as needed to ensure it accurately reflects the latest offerings and benefits.
Outreach to Local Businesses: Actively reach out to local businesses to secure sponsorships, presenting them with opportunities to support the event and engage with the community.
VIP Guest Invitations: Create and distribute invitations to VIP guests, ensuring they receive all necessary information about the event.
Finalize VIP Attendance: Confirm the final count of VIP guests by January 16, allowing for adequate planning and preparation.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in soliciting sponsorships from local businesses and community members.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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5
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The Sponsorship (VIP Guest) Committee aims to build lasting partnerships with local businesses and community leaders, creating a sustainable sponsorship program that supports the Night to Shine event year after year. The long-term goal includes developing a reputation for excellence in sponsorship engagement, offering meaningful recognition and involvement opportunities for sponsors, and enhancing the VIP experience to make it a highlight of the event. This approach will not only secure financial support but also strengthen community ties and expand the church’s outreach.
FACILITIES TEAM
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FACILITIES TEAM ⋆
Designs and sets up decorations in the CLC, creating a welcoming and visually appealing environment for the event.
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Design Plan Creation: Develop a comprehensive design plan for key areas within the CLC, including the stage, dance area, table settings, and VIP area. Ensure that the design reflects the theme and enhances the overall ambiance of the Night to Shine event.
Collaboration with Inventory & Procurement Committee: Work closely with the Inventory & Procurement Committee to utilize existing decorations from previous events, ensuring cost-effective and sustainable use of resources.
Set-Up Plan Development: Create a detailed set-up plan for the committee to follow, outlining the placement of decorations and the timeline for installation.
Decoration Construction: Build and prepare any decorations that are needed for the event, ensuring they are ready for installation.
Vendor Coordination: If additional decorations or services are required, coordinate with vendors to source or rent the necessary items, ensuring they align with the overall design vision.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in making phone calls and coordinating with vendors or external services as needed.
Creativity and an eye for design to create visually appealing and cohesive event spaces.
Organizational skills to manage both the design and execution phases effectively.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
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10
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The CLC Decoration Committee aims to establish a consistent and innovative approach to decorating for Night to Shine, ensuring that each year’s event builds upon the successes of the previous ones. The long-term goal includes creating a repository of design plans and reusable decorations that can be adapted for future events. This will contribute to a recognizable and memorable aesthetic for Night to Shine at NCUMC, enhancing the experience for all guests and ensuring the event remains visually stunning and well-organized year after year.
Food Prep Committee
*FULL* Prepares all food for the event, ensuring meals are cooked, organized, and ready for service.
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Support the Chef: Assist the chef in executing the pre-planned menu, ensuring that all dishes are prepared according to the chef’s instructions and high standards.
Ingredient Preparation: Work under the chef’s direction to prepare ingredients, ensuring that all items are ready for cooking or assembly in a timely manner.
Special Dietary Needs: Under the chef’s direction, ensure that guests with special dietary needs (e.g., allergies, vegetarian, gluten-free) have safe and satisfying meal options, clearly labeled and served separately.
Clean-Up: Help with the clean-up of the kitchen and food preparation areas after the event, ensuring all equipment is properly cleaned and stored.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Ability to work under the direction of a chef and contribute to a cohesive team effort.
Attention to detail, particularly in accommodating special dietary needs and ensuring food safety.
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In-Person
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 10 AM - 2 PM - Advanced Food Prep
February 7 at 12-8 PM - Kitchen Prep, Service, & Clean-Up
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10
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The Food Prep Committee aims to establish a reliable and efficient team that supports the chef in delivering high-quality meals at Night to Shine events. The long-term goal includes building a network of skilled volunteers, refining the coordination process between the chef and committee members, and ensuring that food service consistently meets the needs and expectations of all guests. By achieving this, the committee will enhance the overall meal experience, reinforcing NCUMC’s commitment to providing exceptional hospitality.
Serves food and drinks to guests, ensuring a smooth and hospitable dining experience in both the CLC and Respite Room.
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Guest Welcoming: Greet and welcome guests as they enter the CLC, ensuring they feel valued and comfortable as they arrive for the event.
Table Service: Serve food and drinks to guests in the CLC, ensuring that all service is conducted with attentiveness and hospitality.
Drink Service: Manage and coordinate the delivery of drinks to guests throughout the event, ensuring that all guests have access to beverages as needed.
Respite Room Service: Assist with serving food and drinks in the Respite Room, providing a calm and attentive service experience for caregivers.
Coordination with Food Prep Committee: Work closely with the Food Prep Committee to ensure that food is served promptly and at the correct temperature, maintaining the quality of the dishes.
Special Dietary Needs: Be aware of guests with special dietary needs, ensuring they receive the appropriate meals and drinks, clearly labeled and served with care.
Guest Interaction: Engage with guests during the event, offering assistance, answering questions, and ensuring they have a positive dining experience.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Strong interpersonal and hospitality skills to ensure guests feel welcomed and well-served.
Ability to work in a fast-paced environment and manage multiple service tasks simultaneously.
Attention to detail, particularly in serving guests with special dietary needs.
Willingness to collaborate with other committees to ensure a seamless food service experience.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4:30 PM - Check-In
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60
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The Food Service Committee aims to provide an exceptional dining experience for guests at Night to Shine, ensuring that every interaction is marked by warmth, efficiency, and attention to detail. The long-term goal includes developing a team of volunteers skilled in hospitality, refining service protocols, and enhancing coordination with the Food Prep Committee and Respite Room. By achieving this, the committee will contribute to a memorable and enjoyable event for all guests, reinforcing NCUMC’s commitment to service and care.
Handles the physical setup of all event spaces, ensuring everything is in place for a smooth and organized event.
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Room Set-Up: Collaborate with event leaders to execute the set-up of each room, ensuring that decorations and equipment are properly installed according to the event’s design plan.
Physical Labor: Assist in the physical set-up, including lifting and positioning items weighing up to 30 lbs., and ensuring that all elements are securely and safely installed.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Physical capability to lift and move items up to 30 lbs. as part of the set-up process.
Ability to listen to leaders and execute the event vision with attention to detail and efficiency.
Willingness to collaborate with other committees and adapt to any changes or challenges that arise during the set-up process.
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In-Person
February 4 beginning at 12 PM – Break Down CLC Chairs
February 5 from 8 AM – 12 PM – Set-Up
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50
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The Set-Up Committee aims to develop a streamlined and efficient set-up process that can be replicated and improved upon for future Night to Shine events. The long-term goal includes creating a detailed set-up guide and checklist, training volunteers to ensure consistency and quality in execution, and fostering a culture of teamwork and adaptability. By achieving this, the committee will contribute to the smooth and successful implementation of Night to Shine, ensuring that each event is well-organized and visually impressive from start to finish.
Responsible for dismantling and cleaning up after the event, ensuring all spaces are returned to their original condition.
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Collaborative Tear Down: Work closely with the Inventory Committee and Facilities Staff to efficiently tear down event setups, ensuring that all items are carefully disassembled and packed away.
Inventory Organization: Assist in the organization and proper storage of inventory items, ensuring they are preserved and ready for future events.
Physical Labor: Participate in the physical teardown process, including lifting and moving items up to 30 lbs., and ensuring all materials are handled with care.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Physical capability to lift and move items up to 30 lbs. as part of the teardown process.
Ability to listen to leaders and execute the event vision with attention to detail and efficiency.
Willingness to collaborate with other committees and adapt to any challenges that arise during the teardown process.
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In-Person
February 7 at 7 PM - Check-In
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50
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The Tear Down Committee aims to develop an efficient and organized teardown process that can be replicated and improved upon for future Night to Shine events. The long-term goal includes creating a detailed teardown guide and checklist, ensuring that all inventory is properly stored and maintained for reuse. By fostering teamwork and a systematic approach, the committee will help ensure that each event concludes smoothly, leaving the venue in excellent condition and preserving resources for future events.
GUESTS TEAM
⋆
GUESTS TEAM ⋆
Assembles and distributes bags containing event essentials and goodies for guests, ensuring everyone receives the necessary items.
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Creative Concept Development: Brainstorm and develop innovative ideas for takeaway bags for various groups, including Special Guests, VIP Guests, and Respite Care guests. Each bag should be thoughtfully curated to enhance the event experience and include elements that encourage guests to connect with NCUMC after the event.
Prom Buddy Bags Development: Develop and organize specialized Prom Buddy bags to be used during the event. These bags should include items such as corsages/boutonnieres, crowns, fidget toys, and other essentials that enhance the Prom Buddy experience.
Community Collaboration and Procurement: Engage with the local community to secure donated items for all bags, leveraging relationships with businesses and organizations to maximize contributions. Ensure some items, such as informational material or small gifts, help build a connection between guests and NCUMC.
Price Research and Procurement: Research and compare prices for bag items that cannot be donated, ensuring the best possible value while maintaining high-quality standards. Work with the Inventory & Procurement Committee to add items to the Amazon Wishlist.
Assembly and Distribution: Organize and assemble all bags, ensuring accuracy and consistency across all categories.
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Strong commitment to the mission and vision of NCUMC, with a dedication to contributing to the success of the Night to Shine event.
Creative and detail-oriented, with the ability to develop unique and meaningful bag contents that reflect the spirit of the event and promote ongoing connections with NCUMC.
Excellent organizational skills, with the ability to manage multiple tasks and deadlines.
Strong communication and networking abilities, with established connections in the local community and businesses.
Confidence in outreach and negotiation, with experience in securing donations or sponsorships.
Ability to maintain confidentiality and handle sensitive information with care.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Planning
February 5 from 10 AM – 2 PM – Bag Assembly
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10
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The long-term goal of the Bag Organizers Committee is to create bags that not only provide a memorable and personalized experience during the Night to Shine event but also serve as a bridge for guests to connect with New Covenant United Methodist Church (NCUMC). By including NCUMC-branded items, informational materials, and other thoughtful elements, the committee aims to help guests feel a lasting connection to the church, encouraging them to engage with the NCUMC community long after the event has ended.
Manages and organizes the grand entrance, including the red carpet layout, decorations, and guest flow, ensuring a memorable and seamless arrival experience for all guests.
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Idea Generation: Brainstorm and develop creative ideas for the Red-Carpet experience, including organizing paparazzi/fan sections, arranging caregiver seating, VIP seating, and coordinating the participation of VCHS & WMHS Cheerleaders and Football players.
Sourcing and Budgeting: Price out necessary items and utilize existing inventory for the event, ensuring all elements contribute to a memorable grand entrance.
Collaboration with Set-Up Committee: Work closely with the Set-Up Committee to implement the vision for the Red Carpet, ensuring all components are properly arranged and aligned with the event’s overall design.
Recruitment: Recruit families and staff to act as paparazzi/fans and enlist the youth group to create posters for the event. Additionally, coordinate the involvement of VCHS & WMHS Cheerleaders, Football players, and an announcer for the event.
Seating Planning: Plan and arrange seating for various groups, ensuring that caregivers have easy access to the Youth Room, VIP guests are comfortably seated, and paparazzi/fans are positioned effectively in both sitting and standing areas.
Event Coordination: Oversee the execution of the grand entrance on the event day, ensuring that all participants are in place and the entrance runs smoothly.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and maintain confidentiality at all times.
Comfort and confidence in working with honored guests and coordinating with various groups, including youth and community members.
Strong organizational and communication skills to manage the logistics of the grand entrance effectively.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30 - 6:30 PM - Rehearsal
February 7 at 4:15 PM - Check-In
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10
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The Grand Entrance Committee aims to create a consistently impressive and memorable entrance experience for Night to Shine events. The long-term goal includes refining the entrance setup, building strong relationships with community groups like cheerleaders and football teams, and continuously enhancing the Red Carpet experience. By achieving this, the committee will contribute to making the Night to Shine event a highlight for honored guests and the community, reinforcing NCUMC’s commitment to celebration and inclusivity.
Honored Guest Committee
*FULL* Manages honored guest follow-up and check-in. Ensures that honored guests are welcomed and supported from registration to Night to Shine.
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Management of Waitlisted Honored Guests: Reassign waitlisted honored guests as replacements if any registered guests drop out, ensuring full participation.
Guest Communication: Make necessary follow-up phone calls to honored guests or their caregivers, ensuring they are well-informed and prepared for the event.
Script Development: Create a standardized script for follow-up calls to ensure consistent and clear communication.
Name Tag Creation: Design and produce personalized name tags for Honored Guest and Respite Room ensuring they are ready for distribution at the event. Lanyards are color coordinated with meal choices.
Prom Boutique Calls: Follow up with guests attending the Prom Boutique to confirm their appointment times, providing reminders and additional information as needed.
Salon Appointment Calls: Follow up with guests attending the Salon to confirm their appointment times and provide necessary details.
Pre-Event Confirmation: Reach out to all guests during the week leading up to the event to confirm registration details and ensure all logistics are in place.
Guest Check-In Management: Oversee and manage the guest check-in process for Night to Shine, ensuring a welcoming and efficient experience for all honored guests.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in making phone calls and engaging in follow-up communication.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 15 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 5 from 12-2 PM - Nametag Stuffing
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4:30 PM - Check-In
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12
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The Honored Guest Committee aims to create a seamless and supportive experience for all guests attending Night to Shine, extending beyond the event itself. The long-term goal includes developing a comprehensive guest management system that facilitates smooth communication, timely follow-ups, and personalized attention to each honored guest. This system will be adaptable for future events, ensuring that NCUMC continues to provide an exceptional experience for all attendees, reinforcing the church’s commitment to hospitality and care.
Organizes and manages the Prom Boutique, where guests can select dresses, suits, accessories, and other items for the event, ensuring a welcoming and organized shopping experience.
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Schedule and Logistics Planning: Brainstorm and develop a detailed schedule and logistics plan for the Prom Boutique, ensuring smooth operations on the day of the event.
Inventory Management: Go through the existing dress inventory to assess what is available and identify any additional needs.
Dressing Room Construction: Coordinate with the appropriate team or individuals to build and set up dressing rooms, ensuring privacy and comfort for guests trying on formal wear.
Donation Coordination: Collaborate with local thrift stores to secure donations of formal wear, including dresses, suits, shoes, and accessories, to ensure a wide selection for guests.
Appointment Scheduling: Create and manage appointment slots for guests on the day of the Prom Boutique, ensuring an organized flow of attendees.
Guest Communication: Draft and send out appointment confirmation emails to guests by October 28, providing them with all necessary information for their boutique visit.
Follow-Up Script Development: Create a follow-up script for the Honored Guest Committee to use when confirming appointments with guests during the week leading up to the event.
Event Day Coordination: Oversee the Prom Boutique on the day of the event, ensuring guests have a positive and personalized experience as they select their formal wear.
Prom Buddy Rentals: Put together a rental system of the left-over inventory for Prom Buddies. Communicate with the Prom Buddy Committee about the system you have in place for Prom Buddies to rent formal wear for the event. Follow up with Prom Buddies after the event to get the rentals dry cleaned and reorganized for next year.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in working with honored guests, ensuring they feel supported and valued during the boutique experience.
Strong organizational and communication skills to manage logistics, appointments, and donor relations effectively.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 1 from 5:30-6:30 – Prom Boutique Meeting
October 22 from 5:30 – 6:30 PM – Training & Planning
November 12 from 5:30 – 6:30 PM – Planning
November 21 from 9-11 AM – Set-Up
November 22 from 9 AM – 2 PM – Prom Boutique
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15
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The Prom Boutique Committee aims to create a sustainable and well-stocked formal wear program that serves Night to Shine year after year. The long-term goal includes building relationships with local thrift stores and donors, maintaining an up-to-date and diverse inventory of formal wear, and continuously enhancing the boutique experience for guests. By achieving this, the committee will ensure that every honored guest has access to beautiful attire for the event, reinforcing NCUMC’s commitment to dignity and celebration for all participants.
Manages the Respite Room, offering a calm and comfortable space for caregivers, with a sit down dinner and attentive service.
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Idea Generation: Brainstorm and develop ideas for creating a comfortable and welcoming Respite Room, including selecting music, decorations, and planning an entertainment schedule that provides a soothing atmosphere for caregivers.
Sourcing and Budgeting: Identify, inventory, and price out all items needed for the Respite Room, ensuring that all materials contribute to the desired environment.
Catering Planning: Plan, price out, and arrange for a catered sit-down dinner within the Respite Room, collaborate with Food Service Committee to serve.
Collaboration with Set-Up Committee: Work closely with the Set-Up Committee to bring the Respite Room vision to life, ensuring that all elements are properly installed and arranged.
Volunteer Coordination: Volunteer in the Respite Room during the event, providing support and ensuring a peaceful experience for caregivers.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Strong organizational and budgeting skills to manage the planning and execution of the Respite Room setup and catering.
A collaborative mindset to work effectively with other committees and vendors.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30 - 6:30 PM - Rehearsal
February 7 at 4:15 PM - Check-In
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10
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The Respite Room Committee aims to establish a consistently high standard for creating restorative spaces at Night to Shine events, ensuring that caregivers feel valued and rejuvenated. The long-term goal includes refining the Respite Room setup process, building a repository of successful ideas and vendor contacts, and continuously improving the environment based on caregiver feedback. By achieving this, the committee will enhance the overall experience for caregivers, contributing to the lasting impact of Night to Shine and reinforcing NCUMC’s commitment to compassionate care.
LOGISTICS TEAM
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LOGISTICS TEAM ⋆
Directs and manages traffic flow, parking, and the special car route, ensuring a smooth and organized arrival and departure for all guests.
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Traffic and Parking Mapping: Develop a detailed traffic and parking map for the event, outlining designated areas for guest parking, volunteer parking, VIP parking, and any special needs areas.
Special Car Route Planning: Design and implement the route for special cars that will drop off guests, ensuring that this route is clearly marked and efficiently managed to create a smooth and memorable arrival experience.
Signage Coordination: Work closely with the Signage Committee to ensure that all parking areas and traffic routes are clearly labeled, using appropriate signs to guide guests and volunteers.
Exit Plan Development: Create a comprehensive exit plan to ensure a smooth and organized departure for all vehicles at the end of the event, minimizing congestion and ensuring safety.
Traffic Direction: Direct traffic flow during the event, ensuring that vehicles are efficiently guided to the correct parking areas and that there are no traffic jams or confusion.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Strong organizational and communication skills to develop and implement traffic and parking plans.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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15
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The Traffic Control Committee aims to establish a reliable and efficient system for managing traffic and parking at Night to Shine events, ensuring a safe and organized experience for all participants. The long-term goal includes refining traffic and parking maps, improving signage and communication, and developing a team of skilled volunteers who can handle the demands of event logistics. By achieving this, the committee will contribute to the smooth operation of the event, reinforcing NCUMC’s commitment to safety and organization.
Provides transportation for guests from parking areas to the event entrance using golf carts, ensuring easy and comfortable access.
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Parking Lot Patrol: Regularly patrol the parking lot to identify guests and volunteers who may need transportation assistance from their vehicles to the event entrance.
Guest Transportation: Safely transport guests, particularly those with mobility challenges or who are carrying heavy items, from their cars to the building entrance using a golf cart.
Golf Cart Operation: Ensure that all golf carts are operated safely and in accordance with event guidelines, always prioritizing the safety of passengers.
4–6-Seater Requirement: Ensure the availability of a 4-6 seater golf cart that meets the needs of the event.
Cart Maintenance: Before the event, ensure that the golf cart is in good working condition, including checking the battery, tires, and any other essential components. Ensure the cart is properly insured and meets all necessary safety standards.
Coordination with Traffic Control Committee: Work closely with the Traffic Control Committee to ensure that the flow of vehicles and golf carts is well-coordinated, avoiding congestion and ensuring smooth transportation for all guests.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Experience or comfort in operating a golf cart, particularly in a busy event environment.
Must have access to a golf cart with proper insurance coverage.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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10
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The Golf Cart Chauffeur Committee aims to provide a reliable and efficient transportation service for guests at Night to Shine, ensuring that everyone arrives at the event comfortably and safely. The long-term goal includes refining the operation of the golf cart service, training a team of skilled chauffeurs, and maintaining a fleet of well-insured and well-maintained golf carts. By achieving this, the committee will contribute to a welcoming and accessible event experience for all guests, reinforcing NCUMC’s commitment to hospitality and care.
Floater Committee
*FULL* Provides flexible support throughout the event, filling in where needed, and spotting areas that require extra hands.
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Event Coverage: Walk around the event venue to provide support wherever needed, filling in roles that require extra hands or attention.
Problem Identification: Actively observe and identify areas or tasks that need additional assistance, stepping in to help as necessary to ensure smooth operations.
Regular Checks: Regularly check bathrooms and other high-traffic areas to ensure they are clean, stocked, and functioning properly, addressing any issues immediately.
Volunteer Assistance: Support other committees by helping with tasks that may be falling behind or require extra manpower, ensuring all event activities run smoothly.
Guest Support: Be available to assist honored guests and caregivers with directions, information, or any special needs that arise during the event.
Communication: Maintain open communication with event leaders and other committees to stay informed about any areas that may require attention or additional support.
Flexibility: Be prepared to take on various roles and responsibilities as the event unfolds, demonstrating flexibility and adaptability to changing needs.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Strong observational skills and the ability to recognize when and where help is needed.
Flexibility and adaptability to move between different tasks and roles as required.
Excellent communication and teamwork skills to effectively coordinate with other volunteers and committees.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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10
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The Floater Committee aims to develop a reputation as the flexible and reliable backbone of the Night to Shine event, providing crucial support wherever it’s needed most. The long-term goal includes building a team of volunteers who are skilled at quickly assessing situations and stepping in to ensure that every aspect of the event runs smoothly. By achieving this, the committee will enhance the overall efficiency and success of the event, contributing to a seamless and memorable experience for all participants.
Medical Committee
*FULL* Provides first aid and medical support, coordinating with local EMS to ensure the health and safety of all guests.
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Healthcare Staffing: Ensure that the committee is staffed with qualified healthcare workers, including nurses, doctors, paramedics, and other medical professionals, to provide immediate medical support during the event.
Coordination with Local EMS: Work with local EMS to schedule their presence on-site during the Night to Shine event, ensuring that emergency services are readily available if needed.
First Aid and Medical Station Setup: Set up a designated first aid and medical station at the event, equipped with necessary medical supplies and easily accessible to guests and volunteers.
Guest and Volunteer Support: Be available throughout the event to provide medical assistance to guests, caregivers, and volunteers, addressing any health concerns or emergencies that may arise.
Emergency Response: Be prepared to respond to medical emergencies quickly and efficiently, coordinating with on-site EMS and other emergency services as needed.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Must be a qualified healthcare worker, such as a nurse, doctor, paramedic, or other medical professional.
Experience in emergency medical response and first aid.
Strong communication skills to coordinate with local EMS and other emergency services.
Ability to handle medical emergencies with calmness and professionalism.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 4 PM - Check-In
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4
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The Medical Committee aims to establish a reliable and well-coordinated medical response system for Night to Shine events, ensuring the health and safety of all participants. The long-term goal includes building strong relationships with local EMS and other healthcare providers, maintaining a well-equipped medical station, and continuously improving the medical support offered at the event. By achieving this, the committee will contribute to a safe and secure environment, reinforcing NCUMC’s commitment to the well-being of its guests and volunteers.
Ensures the safety and security of all guests and volunteers, coordinating with law enforcement and managing crowd control.
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Honored Guest Safety: Ensure the safety and security of all honored guests throughout the event. This includes monitoring entrance and exit points, maintaining a visible presence, and intervening in any potential security issues.
Crowd Control: Manage the flow of guests, volunteers, and staff to prevent overcrowding and ensure that all areas remain safe and orderly.
Emergency Response: Be prepared to respond to any emergencies, including medical situations, disturbances, or security threats. Coordinate closely with the Medical Committee and local law enforcement.
Communication with Law Enforcement: Establish and maintain communication with a local police officer who will be present during the event. Ensure that law enforcement is aware of the event layout, schedule, and any potential concerns.
Perimeter Security: Monitor the perimeter of the event space to ensure that no unauthorized individuals enter, and that the area remains secure throughout the event.
Volunteer Coordination: Work with other committees to ensure that volunteers understand security protocols and know how to report any concerns.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
Experience in security, law enforcement, or a related field is preferred.
Strong observational skills and the ability to remain calm under pressure.
Ability to manage crowds and maintain order in a busy environment.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3 PM - Check-In
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10
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The Golf Cart Chauffeur Committee aims to provide a reliable and efficient transportation service for guests at Night to Shine, ensuring that everyone arrives at the event comfortably and safely. The long-term goal includes refining the operation of the golf cart service, training a team of skilled chauffeurs, and maintaining a fleet of well-insured and well-maintained golf carts. By achieving this, the committee will contribute to a welcoming and accessible event experience for all guests, reinforcing NCUMC’s commitment to hospitality and care.
VOLUNTEER TEAM
⋆
VOLUNTEER TEAM ⋆
Prom Buddies assist Honored Guest throughout the event, providing companionship and support to make the experience memorable and enjoyable.
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Meeting Attendance: Attend all required meetings to stay informed and prepared for the Night to Shine event.
Communication with Leaders: Maintain open and regular communication with committee leaders to ensure alignment on responsibilities and event details.
Compliance with Requirements: Submit a completed background check by October 22 and provide an up-to-date headshot by January 16 to fulfill event participation requirements.
Preparation for Event: Familiarize yourself thoroughly with the contents of your Buddy Bag, understanding the purpose and timing of each item’s use. Study the event map and learn the layout of each room to guide your guest effectively.
Guest Engagement: Provide entertainment and support to your special guest, ensuring they have a memorable and enjoyable experience at Night to Shine.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and enthusiasm in working with honored guests, ensuring they feel valued and cared for throughout the event.
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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Training Options (Pick One)
October 22 from 5:30-6:30 PM - Training (Streaming & In-Person)
January 16 from 5:30-6:30 PM - Training (Streaming & In-Person)
Virtual Training (Self-Paced, available after Nov. 1)
Other Attendance
February 6 from 5:30-6:30 PM - Rehearsal (In-Person)
February 7 at 4:30 & 4:45 PM - Check-In
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120
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The Prom Buddies Committee aims to build a lasting and impactful experience for both the honored guests and the volunteers. The long-term goal includes developing training programs that enhance volunteer preparedness and guest interaction, fostering a sense of community and inclusion. By continuously improving the Buddy program, the committee will contribute to creating a supportive environment that honors and uplifts every guest, reinforcing the church’s commitment to love and service.
Prepares and sends thank you notes to all volunteers, sponsors, and participants after the event.
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Personalized Thank You Notes: Write and personalize thank you notes for each volunteer involved in the Night to Shine event. Begin the process early to ensure all notes are completed in a timely manner, expressing sincere gratitude for their contributions.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Willingness and ability to write a large volume of notes with attention to detail and personalization.
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Zoom Meeting
October 22 from 7:30-8:30 PM - Training & Planning
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20
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The Thank You Notes Committee aims to establish a tradition of personalized appreciation that extends beyond the Night to Shine event. The long-term goal includes creating a consistent and heartfelt system for recognizing volunteers’ efforts, encouraging continued participation, and fostering a culture of gratitude within the church community. This tradition will help strengthen the volunteer base and reinforce the church’s commitment to acknowledging and valuing the contributions of every individual involved in its mission.
Oversees volunteer recruitment, check-in, and coordination, ensuring that all volunteers are informed, equipped, and supported throughout the event.
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Utilization of Waitlisted Volunteers: Assign waitlisted volunteers to appropriate roles based on the evolving needs of each committee, ensuring that all volunteer resources are effectively utilized.
Volunteer Communication: Make follow-up phone calls as necessary to ensure volunteers are informed and prepared, maintaining consistent communication throughout the event planning process.
Background Check Management: Track and follow up on required volunteer background checks to ensure compliance and readiness for the event.
Volunteer Information Management: Ensure that all volunteers have an updated photo in Arena and maintain a t-shirt size list for accurate ordering.
T-Shirt Coordination: Research and price out volunteer t-shirts for the event, managing the procurement process to ensure timely delivery.
Name Tag Creation: Design and produce personalized name tags for volunteers, Prom Buddies, and VIP Guest ensuring they are ready for distribution at the event. Lanyards are color coordinated with meal choices.
Tag Management: Keep tags updated for each committee in the system to enable accurate reporting and ensure all volunteers are recognized and appreciated.
Volunteer Self Check-In: Oversee and monitor the volunteer self check-in process for meetings & events, ensuring a smooth and efficient experience for all volunteers.
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A strong dedication to the vision and mission of New Covenant United Methodist Church (NCUMC) and the Night to Shine event.
The ability to handle sensitive information with discretion and always maintain confidentiality.
Comfort and confidence in making phone calls and engaging in follow-up communication.
Proficient on the computer. Very comfortable with databases, email, and self Check-In machines (training provided).
Successful completion of a background check, which is mandatory for all volunteers participating in the Night to Shine event.
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In-Person
October 22 from 5:30-6:30 PM - Training & Planning
January 16 from 5:30-6:30 PM - Training & Planning
February 5 from 12-2 PM - Nametag Stuffing
February 6 from 5:30-6:30 PM - Rehearsal
February 7 at 3:15 PM - Check-In
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The Floater Committee aims to develop a reputation as the flexible and reliable backbone of the Night to Shine event, providing crucial support wherever it’s needed most. The long-term goal includes building a team of volunteers who are skilled at quickly assessing situations and stepping in to ensure that every aspect of the event runs smoothly. By achieving this, the committee will enhance the overall efficiency and success of the event, contributing to a seamless and memorable experience for all participants.