39th Annual Chocolate Ball
Volunteer Guide
Schedule of Events
SCHEDULE OF EVENTS: MARCH 8, 2025
| TIME | ACTIVITY |
| 7:00am | Set up at the Convention Center EPI Staff 20-25 volunteers |
| 12:00pm | Chefs arrive to drop off cakes |
| 11:45 am | Judges arrive |
| 12:00 pm | Cake Judging begins Chefs must leave the building |
| 1:30pm | Cake judging ends, votes tallied, and cakes ranked |
| 2:00pm | Cake Watch (volunteers) |
| 4:00pm | Volunteer meeting |
| 4:30pm | Chefs may return Volunteers register for practice and to enable bidding Volunteers get raffle ticket to vote Greater Giving review for Check-In Volunteers |
| 5:00pm | Ballroom doors close until 5:30 pm |
| 5:10pm | Volunteers set at first station of the eveningVolunteers mingle with early guests |
| 5:30pm | Cocktail Reception opens Silent Auction starts Lotus Bowl sales start Cake Raffle sales start |
| 6:50pm | Move guests to the dining area |
| 7:00pm | Program starts Flip Cocktail Reception area to Check-Out Set up Judges collect bags, count raffle tickets and determine People’s Choice Award. Tell production.Chefs pack up cakes, attach flyer and leave on tables. Chefs to into dinnerVolunteers pack up remaining samples and bring to Volunteer Room.Volunteers pack up cake framesSet up Check-Out tables and stanchions to block off area.Set up laptops (power in pipe and drape)Set up stanchions to corral guests to Check-OutMove tables into a large “U” behind Check-Out and set silent auction items in numeric order. Collect and store plexi and write lot number on post-it note and stick to item(s).Select Lotus Bowl winner and tell production. Move Lotus Bowls to tables behind Check-OutVolunteers watch silent auction areaVolunteer dinner.Greater Giving review with Check-Out volunteers |
| 7:05pm | MC’s Welcome, Introduce Mayor Malik Evans |
| 7:10pm | Mayor Malik Evans Remarks |
| 7:20pm | Jeff Sinsebox thank Mayor and Introduce Dr. Michel Berg |
| 7:25pm | Dr. Michel Berg Remarks |
| 7:30pm | Dinner |
| 7:4 pm | Spotters in place on all sides of roomLive Cake Assignee volunteers to front of roomGG data entry volunteer to table at front of room |
| 7:50pm | Last Call Cake Raffle & Lotus Bowls Video |
| 7:55pm | Cash Call Spotters move into crowd to help with cash call |
| 8:05pm | Chef Awards Volunteer assist with handing out awards on stage |
| 8:20pm | Live Cake Auction Spotters assist MCLive Cake Assignee volunteers collect donor information and return to front of the room |
| 8:35pm | Raffle Cake Assignee volunteers to front of room |
| 8:40pm | Pie Face |
| 8:45pm | Cake Raffle Winners |
| 8:55pm | Lotus Bowl Winner |
| 9:00pm | Closing remarks Silent auction closes Volunteers, runners, transport, live cake assignees and cake raffle assignees to Check-OutJudges with cakes to Check-OuOther judges collect chefs and ask them to return to their cake tablecollect chefs who return to their table |
| 9:15pm | Check-Out opens |
| 10:30pm | Break down begins Take down step & repeatPack up plexi and picture frame signsMove unclaimed silent auction items to secure storageMove any unclaimed Lotus Bowls to secure storageGather any “station” bins and move to secure storagePut any EPI easels into storage (most will be from CC)Move remaining wine and champagne to secure storageGather any items from Volunteer RoomGather/pack up items from Work RoomMake sure to have live cake auction donor information forms.Volunteer parking validation |
| 11:00pm | Event concludes |