Volunteer | River Swing

Date(s) - 09/21/2024
5:30 pm - 11:00 pm

River Circle Farm – Currey Family Farm


River Swing is Harpeth Conservancy’s largest fundraiser of the year. It takes lots of volunteers to make the event happen! We need people to commit to their responsibilities, show up on time, be prepared and ready to work. Every year, there might be slight adaptations to roles. Benefits include being fed and hydrated, possibly attending all or part of the greatest party in the region, meeting lots of great people, and helping protect our rivers in Tennessee.

 Thank you for being willing to donate your time!

Office Work | 215 Jamestown Park Road, Brentwood, TN
A great deal of work happens in the office to be sure the event is organized and runs smoothly. Most of the office work will be:

Cutting signs/various items
Assembling signs (table logo and name signs, auction signs, etc.)
Assisting in packaging and numbering auction items
Alphabetizing and separating Name Tags
Compiling registration and check-in information
Gathering auction clipboard, bid sheet, pen, etc. materials
Organizing, laminating, etc. HC informational signs.
Helping with other tasks – might involve driving to pick up items, cleaning items, etc.

Specific work days and number of volunteers to be determined. Typically Monday-Friday 9am-5pm especially the two weeks prior to River Swing.

Auction Solicitation | Around town or at home and on your own time!
Drop forms off at area businesses, complete online forms, send emails, or make phone calls requesting donated items and services. We like to have about 400 items, so we can use all the help we can get!

Auction Pick-Up | Any businesses that have items to give!
This involves picking up items throughout the area (and we have some in Knoxville, Chattanooga, outside of Atlanta, etc.). Ideally, these will be brought to our offices in Brentwood during business hours. Volunteers must have their own transportation.

Auction Monitor/Closer | River Circle Farm
Saturday, September 21: 5:30 PM – 8:30 PM (6 volunteers)
These volunteers will be on their feet most of the evening. These volunteers MUST pay attention to detail. They need to monitor bid sheets to make sure that bids are legible, meet the requirements (minimum bid, minimum increase, etc.), must be able to handle bidding wars, call on volunteer lead or staff when help is needed, and be firm with the auction close times. They must have good handwriting, as these volunteers write the winners on the Auction Winner Sheets. Monitors will be assigned a table of about 20 items to monitor. There will be a few floaters, so Monitors can take restroom breaks, grab a bite to eat, etc., but staying in position is VERY important. This is NOT for a person who is easily distracted or who isn’t comfortable with enforcing auction rules and guidelines.

Decorations | River Circle Farm (6 shifts available over 3 days)
Prep Work: Volunteers may work in cutting grasses, plants, flowers, clean vases, gather rocks and other items needed for the decorations. There also will be floral arranging, so ideally creative or floral experience is preferred.

Thursday, September 19: 10 AM – 1 PM (4 volunteers)

Assembly: Ideally all centerpiece projects and floral items will be completed the day before the event unless items need to remain in a cooler or be fresh cut. This day we also fold/tie napkins.

Friday, September 20: 9 AM – 12 PM (4 volunteers)
Friday, September 20: 1 PM – 3 PM (6 volunteers)

Table Setup: Setting tables and place settings for about 900+ people takes a GREAT deal of time. This will be placing tablecloths, assembling centerpieces, setting tables (napkins and silverware).

Saturday, September 21: 9 AM – 12 PM (10 volunteers)
Saturday, September 21: 1 PM – 3 PM (10 volunteers)

Registration/Check-In| River Circle Farm
This position will be standing most of the time and requires people with big smiles and pleasant greeting voices. Check in guests, make sure they have their name tags, help with directions and table assignments, promote the Auction Express Check-In, etc.

Saturday: 4:30 PM – 7:30 PM (10 volunteers)

Event Set-Up | River Circle Farm (3 shifts available over 3 days)
We need people to assist with setting up tables/chairs, putting out directional signs, hanging banners, putting up pop-up tents, etc. Must be able to lift up to 20 pounds.

Thursday, September 19: 9 AM – 3 PM (10 volunteers)
Friday, September 20: 9 AM – 3 PM (10 volunteers)
Saturday, September 21: 6:00 AM – 5:00 PM (15 volunteers)

Trash/Composting/Recycling | River Circle Farm
This can be a messy job. It will be a mix of standing and sitting. Our recycling and composting volunteers will be clearing tables, working stations, etc. to be sure that the correct items go into the correct bins (glass, aluminum, compost, trash). Empty bins as they get full. Must be able to lift up to 20 pounds. Our goal is to be zero-waste, so other than the backs of name tags and a few other things, there should be very little trash!

Saturday, September 21: 6 PM – 9 PM (15 volunteers)
Saturday, September 21: 9 PM – 11 PM (15 volunteers)

Trash/Compost/Recycling Sorting | River Circle Farm
These volunteers sort through the trash and recycling bags from the evening before to be sure that items are going to the correct places. Ideally some of the volunteers will have trucks, so they can assist with taking items to recycling.

Sunday, September 21: 10 AM – 1 PM (4 volunteers)

Floaters | River Circle Farm
These volunteers will assist throughout the night to let other volunteers take breaks from their duties to go to the restroom or eat. These people need to be quick learners, be able to stand for long periods and be problem solvers. Fill in for missing volunteers or those who need to leave early.

Saturday, September 21: 6 PM – 9 PM (4 volunteers)

Stage Hands | River Circle Farm (two shifts)
Help unload artists’ equipment. Able to follow directions from the production manager and artist crew. Able to lift 40+lbs. Familiarity with sound/production equipment.

Saturday, September 21: 12 PM – 3 PM (4 volunteers)
Saturday, September 21: 8 PM – 11 PM (4 volunteers)

VIP Welcome and Concierge | River Circle Farm
Volunteers will pass out VIP cocktail hour credentials, VIP Swag bags, and assist with the private concert and attend to other needs of our VIP attendees throughout the night.

Saturday, September 21: 4:30 PM – 9 PM (6 volunteers)

Golf Cart Shuttle Drivers | River Circle Farm
Volunteers will pick up attendees/vendors/volunteers in golf carts from the parking areas/ride share areas and shuttle them to the entrance. Volunteers must be at least 16 years old.

Saturday, September 21: 4:30 PM – 7:00 PM (6 Drivers)

Volunteers at the night’s end to take attendees back to the parking areas.

Saturday, September 21: 8:00 PM – 11:00 PM (3 Drivers)
Saturday, September 21: 9:00 PM – 12:00 AM (6 Drivers)

Clean-Up/Break Down | River Circle Farm
The day after River Swing, we break down all the decorations, take down signs, pick up trash, load tables and chairs, return items to our offices, etc. This is a casual, on-your-feet, hands-on job. Must be able to lift 20 pounds and stand for long periods in varying weather, etc.

Sunday, September 22: 10 AM – 1 PM (10 volunteers)
Sunday, September 22: 2 PM – 5 PM (10 volunteers)

Post Event Reset | Office (215 Jamestown Park Rd) and various places
Help staff deliver auction items to winners, return items to the office and beyond! Specific Work Days and number of volunteers to be determined. Typically Monday-Friday 9am-5pm especially the two weeks after River Swing.

All volunteers must complete a waiver, available online and at the time of volunteering.