Call For Volunteers for GOTG 2010
Posted by marebear_56 on 01/24/2010 19:46:28
Updated:  15 Feb 10

Call For Volunteers for Gathering of the Guard 2010


Members,

Most of you already know that we (Texas PGR) are hosting the National Gathering of the Guard at the north end of the Killeen Civic & Conference Center on W.S. Young in Killeen.  The dates are 9-12 Sep 10, with early registration on 8 Sep 10.  We held off going full speed on the planning as we were waiting to find out if we would be allowed to hold the Gathering on Fort Hood.  In light of the shootings there and the Command's need for increased security, we decided to withdraw our bid and pursue a location in the surrounding civilian community.  We are saddened by this, but the security of our Warriors and their workplace is paramount,

That said, we are now ready to get down to business.  Inside you will find a list of volunteer positions available.  Although "Texas" is hosting this event, it is being held in Central Texas and I believe in pride of ownership - you are the boots on the ground.  You get first dibs.  We have amazingly competent, talented and experienced leaders in our ranks and I know we can fill all these positions locally.  Any positions that are not filled locally will be offered to members throughout Texas.

I ask that anyone who volunteers does so with the understanding this is a huge undertaking and will require a lot of time, effort and tenacity on your part.  I am asking for a Primary and an Alternate/Shadow Project Manager for each position to work together for continuity.  You need to search your hearts and your lives to ensure you have what it takes to see this project to fruition.  Please do not think that once you volunteer, you will be thrown to the wolves.  Not true.  Guidance and assisstance will always be there for you.

This will be work.  However, I fully expect when it is over, we will all sit back and say, "Wow - We did THAT!?" with smiles of amazement and satisfaction on our faces.

So.... If you are interested, please email me letting me know which position or committee you're interested in or with any questions you have.
 
Mary "Marebear" Gregory
Deputy State Captain
Patriot Guard Riders, Texas
GOTG 2010 Chairperson

Click "Read More" to see the list of volunteers needed -------------------------------v
Extended News
GOTG 2010 Planning Guide, v4
                

Project Managers/Committees Needed.  Each Project Manager (PM) will keep records of their contacts and progress and attend all required In Progress Reviews (IPR).  Each Committee (Cmte) will do the same. It is desired that each PM have a “shadow/alternate” who will assist the PM and can take over in case of an emergency.  In cases where there are committees, one committee member will be designated as the “shadow/alternate.”

 

            Chairperson.   Marebear + Lou.  Present proposals as appropriate (City Manager and Chamber of Commerce).  To call and conduct periodic IPRs attended by any or all PMs as needed and oversee ALL of the following:

 

            Accountant.  Marilyn Stewart  - To disburse, receive and keep a strict paper trail of all monies used for this event and to coordinate with our Money Source (TBD). Work with Jim “Cyber” Grant, National Treasurer and ensure he is kept in the loop.

 

                        Bank.

           

                        Registrations.  Marilyn Stewart.  To coordinate and accomplish the following:

 

                                    Registrations

 

                                    Registration Packet Assembly & Presentation

 

                        Sales of GOTG Items. 

 

            Activities PM w/Cmtes. Ron “PACMan” Decker (Contact Ron if you’re interested in contributing time and effort to these activities) - To coordinate times, locations and conduct of the following activities throughout the event:

 

Rides Tours– Ron

            Guided – Coordinate RCs

            Maps for solo rides

                        Bike Contest

                        Biker Games

                        Cager Activities

                        Children Activities

 

            Auction/Raffles PM. NEED SOMEONE! To coordinate (ICW Donations Cmte) times, locations and conduct of all auctions and raffles to be held during event.

 

            Donations & Sponsors Committee (ICW Auction/Raffles PM) NEED sombodies. 

 

                        Donations.  Dewey Hulme. To coordinate procurement. Contact Deweu if you are “in” with a person or business who may donate to the event! Pick-up & delivery of all donations, to include providing donators with receipts and tax-exempt documentation will be accomplished by requestor or Dave Hofeditz. 

 

                        Sponsors.   Dewey Hulme. To coordinate all sponsorship donations, discount & activities.  Contact Dewey if you are “in” with a person or business who may be willing to sponsor the event!

 

            Fort Hood Liaison. Marebear. To coordinate with and attend FORT HOOD IPRs.

                                   

            Lodging & Travel PM.  Jim “Cyber” Grant - To procure discounts for all lodging within 35 miles of the GOTG Homebase; to assemble and update locations, discount availability for said lodging and provide this to the Webmaster for inclusion on the official GOTG website, to include:

 

            Logistics.

 

                        Fire. NEED SOMEONE!

                                                EMT/Ambulance Support

                                                Fire Points w/supplies

 

                        Ground Layout Coordinator. NEED SOMEONE! To coordinate all event displays and vendor booths, to include setup locations, dates & times.

 

                        Killeen Civic Center. Marebear.

 

                        Medical.  NEED SOMEONE! Coordinate with US Army & local Fire/EMTs

 

                        Police. NEED SOMEONE!

                                    Security Concerns

                                    Traffic Control

 

                        Towing Agreements. NEED SOMEONE!

 

            Military PM (All other Branches).  NEED SOMEONE! To invite and coordinated (In coordination with (ICW) Fort Hood PM) activities of all other Military Branches desiring to participate/sponsor this event, including but not limited to:

                        Informational Booths

                        Static Displays

                        Involvement in/support of GOTG events

 

Other Organizations PM. To coordinated booths, events, event sponsorships and support, as well as create sub-committees
.  

            Public Affairs PM.  To coordinate all information dissemination to include Radio, TV, Newspapers, Flyers, Emails and Websites (other than the official GOTG website).

 

                        Airwaves -Kricket

                        Emails

                        HardCopy – Barb

                        Historical Record – Jerry Castille – US Fallen.org

                        Website - Greg

 

Procurement (Event Items) PM.  Jerry Caballero & Lou Freitas – To utilize approved design and procure GOTG Event Items for sale and inclusion in registration packets.

 

            Speakers & Honoured Guests PM/POC(s). Bob “CigarKing” Strattman & Dewey Hulme - To invite then coordinate times, locations and conduct of activities of all Honoured Guests and Guest Speakers.

 

            Vendors PM. NEED SOMEONE & Sombodies! To solicit Vendors and coordinate with members who solicit or are vendors.

 

Volunteer Coordinator. NEED SOMEONE & Somebodies!  Coordinate and control all volunteers from planning through execution at the event.

Greeters/Roaming Hospitality

Setup/Teardown Teams

Crowd Control

                        Parking

                        Stuff I haven’t thought of yet!

 

Webmaster.  Gregory Rafuse.  To design the Official GOTG 2010 Website and update as needed.  To provide and maintain email accounts for all event PMs, as needed.  To provide links to outside websites for purposes deemed necessary to conduct GOTG 2010.  Greg has already reserved and paid for the GOTG 2010 domain and has an “Under Construction” page and several email addresses up and running at http://www.gotg2010.org/.


ANYONE WITH SUGGESTIONS IS WELCOME TO EMAIL Mare or the PMs already in place.