40th Chocolate Ball
Volunteer Activities

Thank you for your interest in volunteering!

Please review prior to signing up to volunteer. Contact Jill Johnson with questions at jejohnson@epiny.org.

Sign Up

When you are ready to sign up for volunteer slots, please visit EPI’s Sign Up Genius page.

Sign Up Now

Mandatory Volunteer Meeting

Please note that there will be a MANDATORY VIRTUAL MEETING for all volunteering working the night of the event Monday, March 2 at 5:30 pm.

Volunteer Job Descriptions

There are many ways you can help! Read on for a description of the various jobs. Visit the Sign UP Genius page for specific dates and times. Please note that Night Of assignments will be determined as we get closer to the event.

Prior to the Ball

  • Silent Auction Baskets: Volunteers help compile and wrap items for the silent auction.
  • Silent Auction Item Pick-Up: Volunteers go to various vendors to collect donated items and bring them back to EPI’s offices.

Day of the Ball

  • Set-Up (Morning): Set up silent auction, put on chair covers, help set up the cake competition, put up decorations and signage, and other odd jobs. Wear comfy clothes and shoes!
  • Work the Event (Evening): These jobs will be assigned the week of the event and reviewed at the mandatory meeting on March 2nd.
    • Greeters: Say hello and welcome our guests upon the downstairs entry.
    • Check-in: Check-in guests as they arrive. ** This job requires working on a laptop or tablet.
    • Photo Booth: Encourage guests to take pictures at the photo booth.
    • Champagne: Greet guests at the top of the stairs and offer them champagne.
    • Cake Drawing Sales: Register guests who want to be entered into the cake raffle.
    • Dinner Program Assistants: Help with spotting during the cash call and live cake auction.

After the Ball

  • Clean Up After the Event: On the morning of Monday, March 9th, go to the Convention Center to help take off chair covers and collect left over supplies to bring back to EPI.

Night of Volunteer Shifts

This year, volunteer shifts have been set up in three formats:

  • All Night: You are available for the entire evening (4:30 – 11:00 pm) and are willing to execute a variety of jobs.
  • First Half of the Event: You are available from 4:30 – 7:30 pm.
  • Second Half of the Event: You are available from 7:30 – 11:00 pm.

Theme & Attire

The theme for this year’s ball is “A Roaring Good Time!”, referencing the glitz and glamour of the 1920’s. Please feel free to embrace the theme in your attire for the evening. Otherwise, a standard black-tie optional dress code applies.

Venue Locations & Parking

EPI: For jobs at EPI, parking is free in front of our offices at 1650 South Ave., Rochester, NY.

Convention Center: For jobs at the Convention Center (123 E. Main Street, Rochester, NY), please park in the South Ave Garage at 39 Stone Street, Rochester, NY. We will validate your parking.

Volunteer Meal

A volunteer meal will be available from 7:00 – 8:00 pm and volunteers are encouraged to grab a bite to eat schedule permitting. Please bring your own snacks if you are any food allergies or sensitivities.

Cocktail Reception Activities

Volunteers are welcome to partake in various aspects of the ball providing it does not interfere with their assigned duties.

  • Cake Tasting: Get a voting ticket from the Check-In table to participate in the People’s Choice Award voting.
  • Craft Cocktails: Volunteers of legal age may enjoy a cocktail, however, please remember you are working and professional conduct is expected at all times. Know your own limits.
  • Silent Auction: If you would like to participate in the silent auction, visit the Check-In desk BEFORE guests arrive. Bidding is done on your phone and you will need a special link to do this.
  • Cake Drawing: The top six cakes will go into a live auction at the end of the evening. The rest of the cakes are entered into a drawing for which we select winners at the very end of the evening. Volunteers must have a bid number to participate and can get this at the Check-In table BEFORE guests arrive. One chance is $25 and five chances are $100.

Dinner Program & Dancing

After dinner, volunteers are welcome to enjoy the show by sitting at one of the open tables in the back of the room. Dancing starts at 9:00 pm and all volunteers who have completed their assignments may participate!

School or Employer Volunteer Programs

If you are volunteering as a part of your school or employer’s community relations program, please bring any applicable paperwork with you so that we may complete it onsite. If you require additional paperwork, please contact Jill Johnson AFTER the ball, jejohnson@epiny.org.