Oktoberfest Ambassador Program
Objectives
1. Create a fundraising opportunity for member non-profits who can provide volunteers for the Oktoberfest weekends.
2. Assist in executing three very important elements of the Oktoberfest event.
3. Provide a consistency in staffing during the event weekends.
Program Steps
Step 1 - Eligibility
The Ambassador Program Service Grant will be open to Chamber member non-profits that have an active volunteer program and the ability to facilitate the program goals by utilizing their current volunteer network and expertise.
Volunteers will need to be 21 and older with the exception of the Kinderplatz where minors 14+ can participate.
Step 2 - Review & Apply
Review the needs of the program and confirm with your organization that you are able to meet all requirements and on what dates/programs you want to apply for.
Then, apply BEFORE September 7th. (link at bottom of page). However, applications will be accepted until all dates have been filled.
Step 3 - Training
If your organization is selected for Kinderplatz or Festhalle Food Servers programs, each ambassador will need to get a food handlers permit (that the Chamber will assist and pay for) before September 21st, and there will be a mandatory 30-minute Zoom training to attend the week prior to your service weekend.
Training will be provided by the Chamber of Commerce Staff and will provide answers to frequently asked questions that volunteers will receive, an overview of the events and activities that will be taking place, the jobs the volunteers will be assisting with, and an overview of the daily report each will be required to complete.
Step 4 - Execution
Once an organization has completed their awarded timeframe, all daily reports have been received, and the Volunteer Coordinator completes a program feedback form, organizations will receive award payment within 30 days of completion.
Program Details & Deliverables
Reporting and Award Program
Grant awards range between $1300 - $2500 per period.
Required deliverables:
70% - Maintain the program’s staffing guidelines and always maintain a professional manner.
10% - Completion of Daily report by all volunteers.
10% - All volunteers adhered to required duties.
10% - Volunteer Coordinator provides an end-of-period report.
Ambassador Required Duties
Training: All Food Servers and Kinderplatz Ambassadors will be required to get a food handlers permit prior to the event. This training is done online, and each person will receive instructions via e-mail on how to complete it. The cost of this will be covered by the Chamber and is good for two years.
Training will be one-on-one with each nonprofit at a mutually beneficial time the week prior to their service weekend.
Uniform: All will be provided with Oktoberfest staff t-shirts and nametags and will also have the option of checking out Trachten from the Chamber’s Bavarian Closet.
Guest Services: Welcoming guests to Leavenworth and answering area-specific and regional questions, aiding visitors, managing the activations at the Kinderplatz, and providing food sales in the Festhalle.
Reporting: Each Ambassador team will need to complete an end-of-shift report with any incidents or other information deemed to be useful.
2023 Ambassador Dates & Volunteer Needs
The program has the potential to have three different organizations per weekend. Assess the volunteer dates and needs and see if you have the resources to execute, if not, you can partner with another organization to pool your resources.
The application will have you check the dates your are interested/have volunteers for. You can select more than one weekend or even double on a weekend if you have the amount of volunteers needed. If applications and interest is low, this will most likely be accommodated.
Program Details & Awards
Trachten Troupe - $1300 per weekend
Trach1 (9-29/30), Trach2 (10-6/7), Trach3 (10-13/14)
Fridays, 6 people from 5:30 - 8:00 pm
Saturdays, 6 people from 11:30 am - 6:30 pmWalking the entrance lines giving out information and helping direct
Posing for photos
Providing coverage at the Merchandise or Ticket Booths if needed.
Recruiting people for the Saturday Festzug
Assist with games and ceremonies:
Festhalle & Gazebo keg tappings.
Stein Holding Competitions.
Mustache Showdown.
Costume Competitions.
Kinderplatz Ambassadors - $1700 per weekend
Kinder1 (9-29/30), Kinder2 (10-6/7), & Kinder3 (10-13/14)
Fridays, 6 people from 5:30 - 9:00 pm
Saturdays, 6 people from 11:30 am - 4:30 pm & *5 people from 4:00 pm - 9:00 pm
Oversee crafts for kids.
Supervising games and making sure people take turns.
Pouring root beer and scooping ice cream.
Report to security any alcohol that gets inside the Kinderplatz.
Keep the activity tent area tidy and the tables clean
*shifts can be combined if a volunteer wants to work longer.
Festhalle Food Service - $2700 per weekend
Food1 (9-29/30), Food2 (10-6/7), Food3 (10-13/14)
Fridays, 6 people from 5:30 -11:00 pm
Saturdays, 6 people from 11:30 am - 5:30 pm & *6 people from 5:00 pm -11:00 pm
Maintaining correct temperatures of food.
Filling chaffing dishes.
Keeping area clean and washing dishes if the need arises.
Serving food (brats, sauerkraut, turkey legs, pulled pork sandwiches, bags of chips)
Clearing Festhalle tables of cups and rubbish and wiping spills.
*shifts can be combined if a volunteer wants to work longer.
