Header Image

153rd GRAND LODGE NATIONAL CONVENTION
SUB-COMMITTEE JOB DESCRIPTIONS
VOLUNTEER SIGN-UP FORM

As announced at the 152nd Grand Lodge Convention in Houston,Texas, the location of the 153rd Grand Lodge Convention will be Reno, Nevada in July 16-19, 2017. Are you ready to get involved? Great! Your volunteer time is appreciated; as are you. We need 150 or more people to make the convention a success. You will be required to work any combination of shifts totaling six (6) hours or more to have your registrations fees paid by the GL Convention Committee. After reviewing the job descriptions listed below please submit the form with all the required information. Thank you!

Host Convention Committee: Chaired by Dee Boskie, PSP, Area 7 Fraternal Committee

Location: Manpower Center

Job Description: This committee is responsible for the oversite of 153rd Grand Lodge Convention.

  • Interface with Tina Haran of Grand Lodge on all convention related business.
  • General oversite of 153rd Grand Lodge Convention (150-200 volunteers).
  • Work closely with the Manpower Committee in the appointment of all Sub-Committee chairs.

Manpower: Chaired by Bill Wiseman, SP, DL Nevada South

Location: Manpower Center

Job Description: Monitor workshop/panel by assisting presenters, distributing handouts, distributing and collecting evaluation forms and counting attendance. This Committee is responsible for:

  • Working closely with the Host Convention Chair on all issues.
  • Manning the Manpower Center. (16-18 volunteers)
  • Providing security for the VIP room.
  • Providing a pool of individuals to fill in where extra help is needed and/or where individuals do not show up for duty.
  • If Food is brought in - IT MUST BE CONSUMED IN THE ROOM.

Registration Control Committee: Chaired by Marlen Hoesly, PSP

Location: Registration Hall

Job Description: The responsibility of this committee is to assist in the registration process. It is not the responsibility of the committee to register convention attendees that is the responsibility of the Grand Lodge. Specifically the committee is responsible for the following:

  • Assisting the delegates in completing registration forms.
  • Assembling registration credentials (name tags and voting cards).
  • Ensure availability of Ribbons and assist registrants with the correct selection.
  • Help control and keep the registration process moving swiftly and in an orderly manner.
  • Provide information regarding exhibit booths located in the general area as needed.
  • Assist the Grand Lodge Credentials Committee as required.
  • Arrive at the room 30 minutes prior to the session start time.
  • Assist with registration starting Friday, July 14th through Tuesday, July 18th from 8:00 AM to 5:00 PM each day.
  • Typically duty is in 4 hour shifts.

Critical Elements of Operation:

  • Required staff must be available and on duty Saturday morning and continue through Tuesday. Registration Control supervisors will meet with Grand Secretary's staff on Friday July 14th to discuss specific duties.
  • This committee will control entry into exhibit area - only registered people (with badges) will be permitted into the area - supply security people at all times the exhibit area is open).

Estimated Manpower Requirements:

  • One (1) Chairperson
  • One (1) Shift Supervisor
  • Six (6) Assembling Credentials
  • Three (3) at Ribbon Table
  • Five (5) Rovers
  • Six (6) for security to the Exhibit Hall

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge. (Suite or Blues and Greys with Host Badge where needed.)top

Opening Ceremony Committee: Chaired by Al Bye, PDDGER

Location: Convention Floor (Hall #1 & #2)

Job Description: It is the responsibility of this committee to serve as ushers during the Opening Ceremony on Sunday, July 16th and to hand out programs. Ten will be assigned to ride the busses when members of the Grand Lodge are brought to the Convention Center. The remaining portion will report to the Convention Center on Sunday, July 16th not later than 1:30 p.m., and take their stations at the doors.

Critical Elements of Operation:

  • Ensure that only those authorized by certain tickets or badges are allowed on the special busses.
  • Grand Lodge members will be seated in the reserved seating area.
  • Direct the Grand Exalted Ruler and the Past Grand Exalted Rulers to the designated waiting area at the rear of the Convention Center, or area designated.
  • Usually, the Past Grand Exalted Rulers and wives will be in a waiting area, then introduced one by one as they are escorted into the room.
  • Oversite of ushers assigned to assist.
  • Arrive at the room 30 minutes prior to the session start time.
  • Provide information as needed.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Two (2) Supervisors
  • Seventeen (17) Convention Center ushers
  • Manpower selected for this committee should be either PER's, PDDGER's, DDGER's or other chair officers, due to the fact that they are most likely to have white jackets available.

Appropriate Dress:

  • Suite or Blues and Greys with Host Badge.top

Memorial Service: Chaired by Al Bye, PDDGER & Dee Boskie, PSP

Location: Convention Floor (Hall #1 & #2)

Job Description: The principal responsibility of this Committee is to assist the immediate Past Grand Exalted Ruler who will be in charge of this program for the Grand Lodge. Specifically the Committee is responsible for:

  • Contacting the Past Grand Exalted Ruler in charge and arrange for any assistance that he may need.
  • Making available ushers to help with the seating, as the ladies/spouses will be arriving in large numbers to attend. The chairman may coordinate with the Manpower Chairman and Usher Chairman to use the ushers previously on duty for the morning session, or he may provide his own additional ushers.
  • Arranging for 10-15 men dressed in Blues and Greys with Host Badge to be at the doors to hand out programs, and to escort people to seats during the Memorial Service.
  • Blocking out approximately forty (40) seats located up front and usually in the center of the stage area, for the Past Grand exalted Ruler’s and their wives. (The Grand Lodge Convention Commission may prearrange this).
  • Making arrangements, by direction of the Past Grand Exalted Ruler, for choir or musical entertainment.
  • The Grand Lodge Convention Committee and others will handle flowers, backdrop, altar emblems and placement of other arrangements. This will include the placement of floral arrangements and moving of organ if required. The Grand Lodge will print programs unless other arrangements are made.

Critical Elements of Operation:

  • All personnel serving on this Committee shall be available, not later than Noon on Sunday.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Ten to fifteen (10-15) volunteers

Appropriate Dress:

  • Ushers are required to wear Suite or Blues and Greys with Host Badge.top

Grand Lodge Session Committee: Chaired by Al Bye, PDDGER

Location: Convention Floor (Hall #1 & #2)

Job Description: It is the responsibility of this committee to assist the Grand Lodge Convention Commission and Memorial Service Committee as needed in setting up for and conducting the Business Sessions and the Memorial Service. Specific duties are as follows:

  • With the help of the Host Furnishings and Equipment Committee, ensure that the required stations and paraphernalia are available for use in the meeting room:
  • The Grand Lodge Session's Coordinator will assist in placing them in the meeting room.
  • Man the entrance doors to the meeting room and check the credentials of the delegates.
  • Assist in seating guests, when invited into the convention center for special events (i.e. Sundays open session and Memorial Service and the installation of Officers on Wednesday morning).
  • Distribute programs and other materials as needed, to the delegates as they enter.
  • 6-10 volunteers will be required Saturday, July 15th and/or Sunday, July 16th to assist the Grand Lodge Convention Coordinators in setting up the meeting room.
  • All will be needed Monday, July 17th through Wednesday, July 19th for each morning Business Session.
  • Arrive at the room 30 minutes prior to the session start time. Doors will OPEN at designated time - crowd control.
  • Make sure everyone who enters is wearing a badge.
  • Provide information as needed.

Critical Elements of Operation:

  • Ensure that Stations and Altar Emblems are available at proper time.
  • Along with the Usher Chairman, ensure that adequate ushers are available at designated times.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Two (2) Supervisors
  • Six (6) Rovers
  • Nine (9) report to the Grand Lodge Convention Commission.
  • Six to twelve (6-12) Ushers, as required

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge.top

Ritual Committee: Chaired by Frank Reynolds III, PDDGER

Location: Ritual Contest Room

Job Description: The principal duty of this Committee is to assist the Grand Lodge Ritualistic Committee in conducting the contest, which will begin on Saturday with the first contest at 7:00 a.m. The Chairman and his Committee should be available to assist in the conduct of the contests, which will continue through Tuesday with the finals on Wednesday. Specifically this committee is responsible for the following:

  • Contacting the Grand Lodge Ritual Committee Chairman and letting him know whom the Host Ritual Chairman is, and offering assistance. Determine if there is anything that should be done prior to his arrival in preparation for the contest.
  • Preparing, well in advance, through the Host Furnishing & Equipment Committee to borrow the necessary Lodge furnishings to outfit two contest rooms.
  • Selecting, at the direction of the Grand Lodge Ritual Chairman, four men to assist him in setting up the rooms for ritual contest, and then be available to secure all equipment after each contest. The set up will probably be Thursday prior to the contests.
  • Providing a minimum of four (4) members for the East Side, and four (4) members for the West Side to control crowd noise and direct incoming teams to the dressing room.
  • Supplying, upon request by the Grand Lodge Ritual Chairman, a ritual team for the contest official's certification tests.
  • Supply, upon request by the Grand Lodge Ritual Chairman, a Tiler for each contest room.
  • Keeping the ready rooms stocked with water, lemons and wherever else the Grand Lodge Ritual Chairman desires.

Critical Elements of Operation:

  • The local Committee Chairman must be available Wednesday prior to the Convention to meet with the Grand Lodge Ritual Committee to make any last minute arrangements. The local Committee must be available to start at the contest locations at 6:30 a.m. for duty assignments on Saturday and continue through Tuesday finals.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Two (2) - One Sfift Supervisor for each side
  • Fourteen (14) volunteers per shift
  • Two (2) - One Tiler for each side
  • Four (4) persons for noise and crowd control for each side
  • It is recommended that two rotating shifts per day be used because each day becomes a long and tiring process. It is also recommended that chairs be provided for the workers to sit in during the contests.

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge.top

Ask Me! Volunteer (Information Booth)

Location: Exhibits Hall (assignments given out daily).

Job Description: This committee is responsible for securing information pertaining to the convention, Reno, Nevada, Lake Tahoe, Carson City, Virginia City, and the surrounding area, as well as local Elks Lodges and provides that information to the visiting delegates at the Host Committee Information Booth in the Convention Center. The committee may also be requested to man additional information booth in the various hotels. Specifically, the committee is responsible for the following:

  • With the assistance of the Host Public Relations Committee, secure information on the activities, attractions and services of the City, State and surrounding area.
  • Secure information on the activities and happenings of the Convention.
  • Secure information on activities and transportation being planned by local lodges.
  • Operate in conjunction with the Booth sales Committee a Local Information/Sales Booth in the Convention Center from Saturday through Wednesday during the hours of Registration (8:00 AM to 5:00 PM daily, Saturday through Tuesday and 8:00 AM till noon on Wednesday).
  • As determined by the Executive Committee, may be requested to operate smaller information Booths in the various hotels where the delegates to the convention are housed.
  • Direct attendees to meeting rooms and other special areas.
  • Be able to answer the following Frequently Asked Questions:
  • Where is the nearest bathroom?
  • Where can I get something to eat or drink?
  • Where is Registration?
  • Where is the Vendor Area?
  • Where can I check my e-mail?
  • Will need to stand the majority of the time to engage attendees, especially in high traffic areas.

Critical Elements of Operation:

  • Hand out typed materials (maps, brochures, schedules, directories, lists, etc.) must be available for the visiting delegates to help them find out what is available for their enjoyment during and possibly after their stay for the convention.
  • The Information/Sales Booth must be open and manned during all hours of registration starting Saturday morning July 15th and ending Wednesday morning, July 19th. The Booth must be set up and prepared on Thursday, July 13th.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Nine (9) Assistants

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge.top

Sales and Merchandise Booth: Chaired by PERs Gary and Toni Wendt

Location: NSEA Booth

Job Description: This committee is responsible for selling merchandise purchased by the Committee. This includes the Official Grand Lodge Pin, which is a design selected to enhance the location of the Grand Lodge Convention. Other items to sell are caps and shirts. Specifically, the committee is responsible for the following:

  • Be sure that you are the ONLY booth selling the Official Grand Lodge Pin.
  • Be sure to have a cash register available to keep track of your sales.
  • Lock up all the merchandise in the Manpower Room, taking out the merchandise daily for the sale.
  • Although there will be an Information Booth available, it is suggested that you also have a map of the City for those requesting it. If other information is requested, send them to the Information Booth.
  • Ask local Lodges to prepare and provide information flyers for the events in their Lodges during the days of the Convention (who, what, where and the prices). These can be placed on the table of the Sales and Merchandise Booth, and may also be available at the Information Booth.
  • Be prepared to start off with a blast on Saturday morning, as the doors will be opened at 8:00 a.m., before the Convention is officially opened.
  • Prepare a supply kit, pad of paper, stapler, scotch tape, sacks for merchandise, and a tally sheet of prices for different amounts of merchandise to aid in adding up totals due.
  • Have a list of emergency contacts.
  • You will need electricity for your booth. Contact the person who will provide this.
  • Decorate the booth accordingly with flashing lights, signs, etc. to bring attention to it.
  • Arrive at the room 30 minutes prior to the session start time.
  • Provide information as needed.

Critical Elements of Operation:

  • Keep a running inventory total to know what sales have occurred on a daily basis.
  • Set a price for the Official Grand Lodge Pin at $5.00 each, and watch the quantity you order.
  • Items that will sell are novelty items that are local to the state. Keep the price point below $10.00 for anything you sell.
  • This booth must be open and manned during all hours of registration starting on Saturday morning July 15th and ending Wednesday morning July 19th or beyond. Set up should be on Thursday, July 13th.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Two (2) Assistants
  • Three to Six (3-6) volunteers per shift for sales
  • It is recommended that you have roving sales personnel to push your wares.

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge.top

Ushers: Chaired by Al Bye, PDDGER

Location: Meet in Manpower Center with Location as Assigned

Job Description: This committee is responsible for THE ORDERLY MOVEMENT OF ATTENDEES at the convention Site. If a volunteer usher is not needed to work at a specific time, they will return to the Manpower Room for assignment as needed.

Memorial Service: Ushers will be needed to assist during the Memorial Service on Sunday afternoon. Appropriate attire for this service is Suite or Blues and Greys with Host Badge.

Critical Elements of Operation:

  • Ensure that adequate ushers (45) are available at least thirty-minutes (30) before each session and before the opening on Sunday afternoon.
  • Individuals assigned to this committee will also be assigned to those other committees required to do usher duty.
  • Ushers will work with Grand Lodge Session committee in handling out daily newsletter and other materials
  • Ushers will control the distribution of Ballots on Wednesday – there will be six (6) entry lines and a minimum of three (3) Ushers on each line – one will check Voting Credential; one will distribute pencils; and one will distribute the Official Ballots (one per person)
  • Assist handicapped as needed.
  • When not working in your assigned committee capacity, return to the Manpower Center to be on stand-by as a Floater.

Estimated Manpower Requirements:

  • One (1) Chairperson
  • Two (2) Assistants
  • Forty-five (45) Ushers

Appropriate Dress:

  • Nevada Vest, shirt with Host Badge.top

Public Relations Committee:

Location: Manpower Center

Job Description: This committee works closely with the GL Convention Committee to compile a list of all the local news media, develop a profile on each and establish appropriate points of contact.

  • This committee requires a chair and 1-2 assistants.
  • Secure photos and welcome letters from the Mayor, Governor, Congressional members, etc. for publication in the Elks Magazine and Convention Program. These will be secured and forwarded to the Grand Lodge Convention Office in March prior to the Convention.
  • This committee will also secure a local prominent individual to give the welcome speech during the Opening Ceremony.
  • This committee also surveys the need for and recommends publicity initiatives that will enhance the image of Elkdom and contribute to the success of the Convention.
  • Work with the Information Booth Committee and the local Chamber of Commerce it will assist in developing a packet of information on the convention, hotels, city, etc. to be mailed to the State Association and distribute at the Information Booth.

Elks Exalted Ruler Ball Committee: Danny Wells, PDDGER and Mary Wells, PER

Location: Grand Ball Room (Headquarters Hotel)

Job Description: This committee serves as ushers and assists attendees of the Ball to find tables and seating.

  • This committee requires a chair and twenty (20) volunteers.
  • Oversite of ushers assigned to assist.
  • Arrive at the room 30 minutes prior to the session start time. Doors will OPEN at designated time – crowd control.
  • Assist with seating and provide refreshments for the dignitaries in the reserved section.
  • See that the chimes are available for the Eleven O'clock Toast.
  • Provide traffic control at doors. Direct attendees to the correct entrance doors.
  • Make sure everyone who enters is wearing a badge.
  • Provide information as needed.
  • The attire for this duty is Suite or Blues and Greys with Host Badge.

Furnishing and Equipment Committee: Frank Reynolds III, PDDGER

Location: Manpower Center

Job Description: The committee is responsible for securing the various lodge furnishings (officers stations, emblems, etc.) from the local lodges for use in the Business Session meetings room and the two (2) Ritual Contest rooms.

  • This committee requires a chair and three (3) volunteers.
  • Secure by rental an organ and piano for use during the sessions and opening ceremony.
  • Secure by rental a high speed copy machine for the Grand Secretary's office.
  • Secure by rental a fax machine for Public Relations office.
  • Make certain 10-15 wheelchairs are available for use at the Convention Center.

Floater

Volunteers who are assigned to floater roles will be stationed at the Manpower Center. Floaters may be assigned to any of the above positions based on additional needs that develop throughout the conference. A floater may have several different assignments within the course of a day.top

Manpower Chairman | 9801 Biscayne Ln. | Las Vegas, NV 89117-3646
cell: 702-523-2278 | fax: 702-901-0996 | e-mail: bill.wiseman@earthlink.net | Terms of Service/Privacy Policy