Margarita Ball 2010 Volunteer Information
We still need volunteers.What is the Margarita Ball?
Where is the Margarita Ball held this year?
When does the event start?
When should I arrive?
Where do I go when I arrive?
Why do I need to show up 10 minutes early?
What is the layout of the volunteer positions at the hotel?
What do I do if the next shift of volunteers has not come to relieve me?
What is the attire/dress code?
What should I bring?
How do I sign up for the Love for Kids Christmas Party?
Why should I stay at the hotel?
Where are the volunteer suites?
What are the numbers in the chart for the Margarita Ball volunteer signup?
What about directions and parking?
What do I do as a Supervisor?
Will there be a silent auction again this year?
Will there be food at the ball?
Will there be coat check?
Will there be security?
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What is the Margarita Ball
The Dallas Margarita Society, Inc., (d.b.a. Dallas Children's Charities) was formed in 1977 when a small group of business acquaintances decided to host a holiday party for associates and friends. The Society is a non-profit charitable organization whose goals are twofold. The first is to provide disadvantaged Dallas/Fort Worth Metroplex children with gifts at Christmas time and secondly to help those community organizations that work with underprivileged children throughout the year. The Margarita Ball has grown over the years and is now the largest annual charity black tie gala in the world, providing gifts for nearly 4,000 disadvantaged children each year. Last year, around 9,000 guests attended the ball. The ball is by invitation only. The Dallas CPA Society (along with friends of CPAs) has been fortunate in that we have been the primary source of volunteers at this outstanding (NOT TO BE MISSED) charity and social event of the year. If you are interested in finding out more about the Dallas Margarita Society, please refer to: http://www.dallasmargaritasociety.org/
TopWhere is the Margarita Ball held this year?
The Margarita Ball is at the Dallas Sheraton in downtown Dallas on Saturday, November 20, 2010. The hotel address is 400 North Olive Street, Dallas, TX. Please see the question on Directions and Parking for more detailed information about the day of the ball.
TopWhen does the event start?
The Margarita Ball begins admitting guests into the foyer area at 7:00 p.m.; this allows guests to arrive a little earlier, and beat the later crowd. The ballroom doors open at 8:00p.m. The party ends at 1:30 a.m. with the playing of Margaritaville. This year, there will be a casino in the Grand Hall from 7:00 p.m. - 11:00 p.m. with prizes to choose from for those with the most 'winnings'.
TopWhen should I arrive?
You may arrive as early as you wish to enjoy the party before your shift begins if you have a later shift. We strongly suggest that you arrive at least 1 hour before your shift begins due to anticipated heavy traffic. We are not exaggerating when stating that it may take an hour to park if you wait too late to arrive. Over 9,000 people are expected to attend the 2010 Ball, which is the largest annual charity black tie gala in the world! You can imagine how traffic, self park, and valet parking may take a while if you arrive around 8pm when the party begins. Please arrive at your position 20 minutes before the shift begins and refer to your job description on the website or in your confirmation email for instructions on where you need to be and what you will be doing.
TopWhere do I go when I arrive?
You will go to the Volunteer Check-In area on the 2nd floor behind the escalators to the rear of the Press Club; bring your shift and position email confirmation with you at check-in. The volunteer check-in will be open at 5pm and remain open throughout the evening. Here you will receive your stamp to get in the party and a ticket to enter the volunteer suites where free food and drinks will be available for you. This is in addition to the margaritas provided at the Ball. The volunteer suite tickets are very important to have, as hotel security may not let you gain access to the elevators or stairs leading to the suites without a ticket. Remember that the Margarita Ball is to benefit Love for Kids. Each volunteer is strongly encouraged to also bring an unwrapped new toy valued at $35 or more or purchase a gift certificate at the Ball.
TopWhy do I need to show up 20 minutes early?
The volunteers should arrive at their positions 20 minutes early for the following reasons:
1. To receive training from the persons working the shift at that time;
2. Since position alternates have not yet been assigned to a specific position, these persons should be at the Volunteer check-in 20 minutes prior to their shift to check in with their supervisor so that the supervisor knows how many are available to take with them to each volunteer area. Any volunteer positions lacking sufficient volunteers will be filled by the available alternates.
3. If volunteers are late to their positions, they may be moved to another position if an alternate has already been assigned to replace him/her. If you want to ensure that you are able to work the position you volunteered for, please arrive 20 minutes early to your position.
What is the layout of the volunteer positions at the hotel?
Volunteer Check-in, Skybridge, Preconvene, and Lone Star Ballroom positions Please Click to see layout
Will Call and Gift Certificates/Sponsorship Sales - Lobby positions Please Click to see layout
Silent Auction and Casino positions - Grand Hall positions Please Click to see layout
What do I do if the next shift of volunteers has not come to relieve me?
Please stay at your position until relieved. Talk to your supervisor or the next lead supervisor to let them know that you have not been relieved yet. They should be able to find a volunteer or position alternate to replace you.
TopWhat is the attire/dress code?
The Margarita Ball is black tie suggested. For Gentlemen - A tuxedo is the preferred choice; although, a dark suit and tie is acceptable. Open collar shirts (i.e., no tie) or "Texas Tuxedo" (tuxedo top and jeans), and or denim will NOT be admitted, and this policy is strictly enforced. The majority of men wear tuxedos. For Ladies - gowns can be long or short. Sequins are definitely appropriate. This is one of those rare times where you cannot be overdressed.
TopWhat should I bring?
Unwrapped toy or money for a gift certificate, email confirmation with your volunteer position and shift, and yourself dressed in formal attire ready for an excellent party. The ball is intended to generate toys for the underprivileged children in Dallas/Fort Worth. Each guest and volunteer is requested to bring a toy valued at $35 or more for children 8-12 years of age. Keep in mind that the toys you bring may be the only present these kids get for Christmas. The toys are distributed through Love for Kids, Inc., a non-profit organization that directly supports underprivileged children in D/FW. They will distribute the toys to kids on Saturday, December 12th at the Love for Kids Christmas Party. Approximately 4,000 children are brought to the party in buses that are provided by the Dallas Margarita Society. The toys are loaded into their vehicles while the kids enjoy the games at the party. At 1:00, a "sea" of kids races back to get their toys. The look of anticipation on their faces brings the fun and spirit of Christmas back in a way that is truly heart-warming. Over 300 volunteers are needed to conduct this party so please consider volunteering with the Dallas Margarita Society. The remaining toys are given to organizations serving children that couldn't make it to the party and to children in local hospitals. If your schedule prevents you from going toy shopping, you can buy gift certificates of at least $35 (per guest). Checks, Visa, MasterCard and American Express are accepted.
Please no stuffed animals.
TopHow do I sign up for the Love for Kids Christmas Party? Please go to where you may sign up for the Love for Kids Christmas party volunteer opportunity on the DMS web site.Top
Why should I stay at the hotel?
- Hotel rooms are available at a discounted rate (see below).
- You don't have to worry about getting a designated driver for that evening in the event that you need one.
- You don't have to contend with the wait (coming and going) at valet.
- Food is not provided at the Ball. You can order room service before the ball if you choose. (Of course, you will want to visit the volunteer suites for socializing and snacks.)
- It provides a convenient place to stash your silent auction items.
Call (214) 922-8000 to make reservations and be certain to request the preferred Margarita Ball rate. Please keep in mind the large numbers of persons that will be checking in at the hotel and be sure and arrive early enough to make your shift. When you register, find out the check-in time of the hotel. It would be wise to arrive as early as you can to relax and prep for the party.
TopWhere are the volunteer suites?
When you register at Volunteer Check-In, 2nd floor outside the Press Club, be sure and ask for the volunteer suite room numbers. You will also need to obtain a ticket at Volunteer Check-In to visit the volunteer suites.
TopWhat are the numbers in the chart for the Margarita Ball volunteer signup?
The first page allows you to enter your information by individual, couple, or group by clicking on one of those options. The couple entry form may be used so that you may sign up yourself and another at the same time. The couple form is intended to make the input easier for you and will group your names together so that it will be known you intend to work the same position. The group entry form may be used for those attending as part of a group of 3 or more. Either the group leader could enter the information for all group members or the group members could each enter their own information along with the information for the group leader. If a group member is entering the information, that person should find out what Group Name to use from the group leader. The shift times are listed at the top of the chart. The number in the shift column is the number of positions already filled for that corresponding job. The number in parenthesis is the number of available positions for that job.
TopWhat about directions and parking?
Directions to the Dallas Sheraton Hotel- From I-35E or Dallas Tollway: Turn on Woodall Rodgers, Exit Pearl St, Right on Live Oak St, Right on Olive St.
- From McKinney Ave, Uptown: From Harwood St, crossing Woodall Rodgers, Go past Live Oak St, Left on Pacific, Left on Olive St.
- From 75 Central Expressway: Exit Live Oak St, (the second exit into Downtown) Right on Olive St.
Parking options:
- Self park $8.00 Bryan Tower Garage (large, multi-story garage just north of the Sheraton): From Woodall Rodgers, Exit Pearl St, Go straight to Ross Ave and turn right, Left on Harwood St. Enter on left. (The Bryan Tower Garage parking may not be available for guests arriving at the hotel Friday night or might not be available at the contracted rate. The contracted rate of $8 by the Margarita Society is for Sat night. You can self park at theShearton ONLY IF YOU ARRIVE ON Friday. The rate for Adams Mark self park is $11 per night. I understand that there will be no self-park at the Adams Mark on Saturday at any time during the morning, day, or evening.)
- Sheraton Valet Parking - $18 per day/night.
- Sheraton self park ONLY AVAILABLE PRIOR TO SATURDAY November 15 at $11/night. Those arriving Saturday will have to valet park at the hotel or self park at the Bryan Tower Garage. Volunteer check-in is located on the 2nd level. When entering the hotel from the front entrance, take the escalators to your left to the 2nd floor. You will find volunteer check-in behind the escalators. Position description sheets will be available if you have not printed out your job description. Please report to your volunteer position 20 minutes before the start of your shift. The ball is from 8:00pm to 1:30am; you do not have to wait until completing your shift to enter the ball.
PLEASE - if you work 2nd, 3rd, or 4th shift, be considerate of those working before you and timely relieve them so that they may enjoy the ball as well!
TopWhat do I do as a Shift Supervisor or Lead Supervisor?
A shift supervisor has a list of volunteers for which he/she is responsible. The supervisor should collect the position alternates at Volunteer Check-In 20 minutes prior to the shift time and take them around to each volunteer position, filling them in where needed. The shift supervisor should make sure that all volunteers are present at their shift positions and mark any absentees on the list provided at Volunteer Check-In. The Lead Supervisor position is in charge of assuring that the shift supervisors are at their shift and should fill in as shift supervisor for any that are absent. Also, the Lead Supervisor should check all volunteer positions of the shift supervisor's and assist where needed with any forms, change for the cash register, etc that are needed. All shift supervisors and lead supervisors MUST attend the training session at the Adams Mark to be held the week of the Ball. After an introduction, we will tour the ball areas to show you where everything will be located.
TopWill there be a silent auction again this year?
Yes--In 2010, the DMS will hold it's ninth annual silent auction. Donors know that with over 9,000-10,0,00 guests at the Ball their marketing exposure is great, so auction items are first rate. Auction items include great trips/hotel stays, jewelry, restaurants, sports tickets and collectibles from some of sports' most famous athletes. The auction will close at 11:30pm and items can be paid for and picked up shortly thereafter.
TopWill there be food at the ball?
Yes, food will be available for volunteers in the volunteer suites. When you are registering at Volunteer Check-In, you will pick up a ticket for suite entrance and find out the location of the smoking and non-smoking suites. No food is provided at the ball with the exception of the breakfast buffet ($14/person) from midnight to 2:00a.m. Rather than standing in line at the valet, rest, re-fuel and re-hydrate before getting back on the road. Cost is $14 per person and is located in the Austin Ball Room, located at the beginning of the cross walk to the Lone Star Ballroom. It certainly would not be the Margarita Ball without margaritas. As a thank you for your toy donation, the Margarita Society provides these free of charge. Cash bars are also available throughout both the foyer and the ballroom.
TopWill there be coat check?
Coat check is provided by the hotel.
TopWill there be security?
Yes, approximately 8 Dallas Police will direct traffic and 30 DPS officers are on hand inside to ensure that everyone has a safe time. There is a "zero tolerance" policy on disruptive or belligerent behavior.
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