VOLUNTEER OPERATION CENTRE
THE MERGED PREP & ASSEMBLY SHIFT
Thank you for your service! On Wednesday, October 21st, we are transforming the studio into an assembly engine to fully prepare our inventory and pack our giveaway kits, all in one seamless flow. Please review your shift details carefully below, as assignments are generated directly from your signed-up form answers regarding your availability.
Shift Details & Comfort Guidelines
Arrival Time:
Wednesday, October 21st @ 7:15 PM sharp
Dress Code:
Completely relaxed and casual! Sweatpants, hoodies, leggings, and activewear are highly encouraged so you can move around comfortably.
Color Rule:
You can wear ANY COLOR you like tonight!
Studio Climate Note:
The temperature inside the studio will be comfortable during our assembly shift! Please note that no pumpkins are being moved outside tonight. The outdoor transfer happens exclusively on Event Day at 3:30 pm. Heavy outdoor layering will only be required on Thursday!
Wednesday Crew Roster
3-4 Volunteers
In-Store L-Shaped Staging Rule
To keep our storefront and showroom immaculate, we will organize and stage all 150 to 170 kits neatly against two designated interior walls in an “L” shape.
Spacing Flexibility: We will initially arrange the totes in a single-file row along the walls. If space permits, we will layer them two bags deep along this L-shaped boundary to keep the center showroom floor as wide open as possible.
The Loading & Layering Steps
Step 1 (The Pumpkin Base): We open the fabric tote bags and align them along the L-shaped walls (layering them two deep if space permits). We place the pumpkins inside the bags first to create a sturdy, anchored baseline.
Step 2 (The Goodie & Miscellaneous Layering): Once the pumpkins are anchored, volunteers move down the L-shape to layer the paints, stickers, treats, and all other fun miscellaneous items directly into each tote [Sept 26, 2026]. A final quality check ensures all items are nested safely before the finished L-shaped display is locked down for event day.
OUR GOAL
To check in 200 pre-registered families flawlessly between 4:00 PM and 7:00 PM. We scan their QR codes with our smartphones, hand out green tickets based on the verified headcount, and distribute the pumpkin tote bags in under 15 seconds so the West Broadway sidewalk stays safe, organized, and clear.
QUICK EVENT DAY LOGISTICS FOR THE TEAM:
Arrival Time:
Please arrive at Micro Plant Studio by 3:00 PM sharp for our final layout walkthrough, device checks, and a quick team huddle before doors open at 4:00 PM.
What to Wear:
Dress all in black! Check the forecast and dress in comfortable, warm layers! We will be standing outside on the West Broadway sidewalk from 4:00 PM to 7:00 PM, and it will get chilly once the sun goes down. Each of you will receive a pumpkin hat to wear during the event.
Hydration & Fuel:
We will have bottled water and quick snacks available inside the studio for you throughout the shift to keep your energy up!
The Main Goal:
Have fun, smile, and welcome our families! Your positive energy and how you made them feel is what everyone will remember.
The Waiting Line
Families form a single-file queue on the street side, 3 feet away from the parked cars, extending down West Broadway past the building entrances.
The Boundary Cones
Green cones run in a straight line 3 feet from the parked cars to wall off the waiting queue from regular sidewalk traffic.
The Event Sign
Placed right at the front of the cone line, immediately to the right of the scanning table.
The Checkpoint
The SCAN table sits directly next to the street-side TREE pit.
The Walkway
The entire interior facade against the building window, doors, and mailboxes stays completely open as a public walkway.
3:00 PM
Team arrives on time for our final layout walkthrough, phone scanning app checks, and a quick huddle.
4:00 PM – 7:00 PM
Live event and pumpkin distribution. (Remember to stay bundled up in your warm all-black layers as the evening weather shifts!)
7:00 – 7:30 PM
CLEAN UP!
- 7:00 PM Sharp: Close the scanning checkpoint by logging out and start bringing furniture in.
- Sidewalk Restoration Event Cleanup begins. We will bring in the outdoor furniture, pack up the green cones/signage and other decorative event items, recycle the collected green tickets, and leave the West Broadway sidewalk completely clean and clear.
- Gear Return Check-In: Please also return all hats and costumes so we can reuse them next year. Please check in all pumpkin hats, bubble makers, specialized props, and the two full-body mascot suits with Julio before departing.
TEAM ROLES & RESPONSIBILITIES
(2 People — Table next to the Tree)
Volunteer 1 (The Scanner):
Stand on the street side of the table (back to the parked cars), facing the shop window. Scan the family’s QR code using your smartphone when they reach the front of the curbside queue.
- Smartphone Scanning Best Practices: Set the family’s screen brightness to 100%. Angle screens away from direct glare. Hold your phone roughly 6 inches away from theirs and adjust slightly until the code registers.
Volunteer 1B (The Tech Assistant):
Stand right next to the scanner with the printed master registration list. If a smartphone code fails to scan or an email is missing, immediately step the family to the side of the tree pit to manually look up their name so the main queue never freezes.
- The Ticket Handoff: Count the registered kids/teens physically present. Hand the family one green ticket per present child/teen (maximum of 2 tickets per family). Direct them straight across the open walkway lane. Instructions for families:
Awesome! Take your green tickets right across the walkway to Table A (or B) to claim your bags!
(2 People — 1 per table under the main store window)
Your Action
Collect the green tickets from the families and drop them immediately into your table’s collection bucket so the Broadway wind doesn’t blow them away.d
Bag Handoff
For every green ticket placed in your bucket, hand over one pre-packaged pumpkin tote by its fabric handles directly to the child or teen. Wish them a happy early Halloween!
Traffic Control
After they get their bags, point them toward the right (past the studio door) to exit so they don’t walk backward into incoming traffic.
(1 Person — The Runner)
Your Action
Keep Tables A and B fully stocked with pumpkin bags from the backup supply inside the store so the Handoff team never runs dry.
Line Safety
Walk the curbside queue continuously down the long block. Ensure families stay strictly behind the green cones near the street so the center sidewalk lane remains a completely clear public walkway. Remind families to open their QR codes and turn screen brightness to 100%.
(1 Person — Curbside Queue Patrol)
Your Action
Wear the full-body pumpkin suit and patrol the curbside line near the parked cars [Sept 26, 2026]. Smile wide, high-five the waiting kids, and hand out themed stickers to keep families happy, engaged, and moving smoothly down the block [Sept 26, 2026]. Stay strictly on the street side of the sidewalk.
(1 Person — Stationary Window Anchor)
Your Action
Wear the full-body pumpkin suit and stand firmly against the shop windows near the exit path. Act as a festive, stationary photo backdrop for families who have already collected their bags. Do not drift out into the center sidewalk walkway.
(1 Person — The Content Creator)
Your Action
Stand near the Photo Mascot by the storefront window. Capture high-quality portraits of families posing with the mascot and their pumpkin totes, keeping groups tightly against the window so the center public walkway stays 100% clear.
Volunteer Coverage
Make it a priority to capture high-energy candid photos and group portraits of our volunteer team! Take photos of the crew working during the Wednesday prep and assembly shifts, as well as action shots of the volunteers scanning, handing out bags, guiding the line, and wearing their pumpkin hats during the live event. way stays completely clear for residential neighbors entering and exiting the building doors [Sept 26, 2026].
1 Person — Floater/Host Role
Your Action
Manage overall crowd flow, welcome neighborhood families face-to-face, handle high-level tech troubleshooting by the tree pit, and keep the interior sidewalk walkway completely clear for residential neighbors entering and exiting the building doors.
THANK YOU
Thank you all so much for jumping in to support this community event; your assigned responsibilities and your service and energy at each station are exactly what will make this a safe, organized, and incredible night for our neighborhood families.
– Julio César Román, Owner & Founder of Micro Plant Studio