2025 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.
4. Collect data and feedback for future planning and improvements
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.
ALL Volunteers will need to be 21 and older.
STEP 2
Review & Apply Before Sept. 5th
Review the needs of the program below and confirm with your organization that you are able to meet all requirements and on what date(s) and what program you want to apply for.
Then, apply BEFORE September 5th. (link at bottom of page). However, applications will be accepted until all dates have been filled.
STEP 3
Get Food Permit (if applicable)
If your organization is selected for the Kinderplatz program, at least three on the ambassador team will need to get a food handlers permit (that the Chamber will assist and pay for) before September 27th.
Training will be provided by the Chamber of Commerce Staff a half hour before your shift starts. At the training we will provide the timeline, 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.
2025 Ambassador Dates & Volunteer Needs
The program has the potential to have seven different organizations over the course of Oktoberfest. 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 up to two weekends.
Trachten Troupe
Award:
$1200 each for Trach1, 2 & 3
Ambassadors Needed:
Fridays, 6 people from 5:00 - 8:00 pm
Saturdays, 6 people from 10:30 am - 3:00 pm
Dates:
Trach1 - 10/3 & 10/4
Trach2 - 10/10 & 10/11
Trach3 - 10/17 & 10/18
Duties:
Walking the entrance lines giving out information and helping direct people
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.
Kinderplatz Troupe
Award:
$2500 each for Kinder 1, 2, & 3
$1200 for Kindersunday
Ambassadors Needed:
Fridays, 6 people from 5:00 - 9:00 pm
Saturdays, 6 people from 11:00 am - 4:30 pm & 6 people from 4:00 pm - 9:00 pm (to avoid a 10 hour shift)
Sundays, 6 people from 11:00 am to 4:00 pm
Dates:
Kinder1 - 10/3 & 10/4
Kinder2 - 10/10 & 10/11
Kinder3 - 10/17 & 10/18
Kinder4 (Sundays) - 10/5 & 10/12
Duties:
Operate three separate carnival Game Booths (3)
Operate the Root Beer Garden & Snack Shack (2)
Pouring Root beer and scooping ice cream.
Selling snacks (Hot dogs, cookies, etc)
Taking tickets for snacks and food.
Supervising Free Games and area
Making sure people take turns, games get reset
Report to security any alcohol that gets inside the Kinderplatz
Keep the Root Beer Garden area tidy and the tables clean
Food permits will be needed to operate the popcorn and the Root Beer Garden.
Program Details & Deliverables
Reporting and Award Program
Grant awards range between $1200 and $2500 per period.
Trachten Troupe required deliverables:
· 60% Providing program staffing requirements (See Grid)
· 20% Taking counts and filling out the end-of-day report.
· 20% Return any borrowed trachten within 48 hours of the event.
Kinderplatz Troupe required deliverables:
· 70% Providing program staffing* requirements and getting a health permit for, at minimum, three people on your team. (The chamber will cover expenses. *All staff will need to be 21+
· 30% Taking specified attendance counts and filling out the end-of-day report.
Ambassador Required Duties
Training: The Kinderplatz Ambassador team will need, at minimum, 3 people, to get or shoow proof of having 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 on the job will be done a half hour prior to your shift begging.
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.
