About the Event:
The Date: Friday February 7th, 2025
6pm-9pm
Doors open for Guests starting at 5:45pm.
The Venue: YMCA at 3800 River Rd Yakima, WA 98902
All guests and volunteers must be pre-registered.
Volunteers must be a minimum of 16 years old. We try to pair same sex buddies when possible and pair younger volunteer buddies with younger guests when possible. Only background checked staff and volunteers will be allowed into the main event space without a volunteer escort for the safety of all the honored guests.
When do I need to be there? Station & Buddy Volunteers need to arrive between 4:30 and 5pm. When you arrive, you will be directed to the volunteer check-in area where you will receive your badge. After receiving your badge, you can to go your station to finish set-up if that is needed. We will gather at 5:30pm for a quick meeting and then get ready to welcome our honored guests.
Where can I volunteer?Volunteers are either a “Buddy” for an Honored Guest for the evening or a Station Volunteer. You will be assigned in advance and we try to put you in one of your chosen areas if there are still spots available.
What do I wear? This is a formal prom night event for our Honored Guests, so we suggest you match their energy! Formal dress looks different to many people. Last year, we had formal gowns, skirts, sweaters, suits, slacks, button ups, and more casual for those that didn’t feel comfortable dressing up. Dust off those fancy clothes in your closet and dress up to the level you are comfortable! For buddies in particular, it is important to dress up so their guests feel like they are at a prom with friends rather than being chaperoned by a volunteer.
Can I store my coat somewhere? There is a coat check at the event.
Will volunteers get to eat? Yes, volunteers will get to eat with their guests if they are a Buddy and if they are working at a station, they will get to take a break to have dinner and then return to their station when they are done. We will have some options for Gluten Free, Dairy Free and Sugar Free. Please note on your registration form if you have specific allergies or dietary restrictions.
Here is a little information about each volunteer position.
Buddy Volunteers- Buddies accompany and assist assigned Honored Guests throughout the evening, providing companionship and any assistance they may need during the event. They will sit with their guest during dinner, dance with them and participate in activities with them. We recommend volunteer buddies be at least 16 years old. Guests have a lot to do throughout the evening and you are there to accompany them and help provide a fun and safe experience. Don’t worry about entertaining them, they bring the fun and the dance moves, you just follow along!
Papparazzi- This group of volunteers lines the red carpet and cheers on each guest as they are introduced for the evening. Cheers, smiles and holding signs of encouragement is the job of this group. Many times volunteers are assigned to other positions for the second half of the evening since this is only for the first part of the evening.
Flower Station- These volunteers unload, display flowers, and get the honor of handing out wrist corsages and pinning the boutonnieres onto the Honored Guest. They are also usually assigned to another station the second half of the evening.
Hair/Make Up- This group of volunteers may be curling hair, touching up make-up or putting a bow into the guest’s hair to complete their look for the evening.
Shoe Shine- At this station our Honored Guests can come, sit down and have their shoes shined up like royalty.
Limo- At the limo station, volunteers are helping to get Guests and Buddies in and out of the limo if needed, preparing the next group that will be going into the limo, and talking to Buddies and Guests standing in line. You also get a front row seat to Karaoke, so while the limo line forms, they also get to be entertained by the Karaoke. If you are volunteering here you might want to bring a coat to keep warm while opening doors to the outside.
Dance Floor- A few volunteers will be asked to help light up the dance floor by leading some dance trains, doing a little YMCA or anything else the DJ may have in mind.
Sensory Room- One or two volunteers will be in the sensory room where Honored Guests can go if they need a quiet space to gather themselves, enjoy some quiet time or want to unwind with some fidget toys. If Buddies need a little extra help in figuring out how to help their Honored Guest, they can come to the Sensory Room where someone who has experience working with special needs individuals and can provide assistance if needed.
Respite Room- Volunteers in the respite room are working with parents (and volunteers coming for a bite to eat). They will ensure that there is food to eat, drinks and clean tables to sit at. Last year, we thought the parents would hang around in the room, but they wanted to see the event below from the 2nd floor track. Parents & caretakers are supposed to stay separated from the event unless they have gone through the background check and registration process. Respite room volunteers also need to make sure that all guests stay off the workout equipment upstairs.
Food Prep Placement- Assist caterer with unloading food, additional food preparation and set up food and beverages in the main event space and in the Respite Room. This will include volunteers picking up food before the event starts the evening of the event and making a trip or two for warm food to bring back to the YMCA kitchen.
Food Service Team- Serve dinner, drinks and dessert to guests in main event space and Respite Room (for parents, caretakers or family members). Be knowledgeable about the items and assist guests in finding what they would like (especially if they have dietary restrictions or allergies) and refill food warmers, drinks and snacks as needed.
Janitorial/Garbage Team- These volunteers help to keep tables clear in the gym and respite room and take trash out to the dumpster throughout the night. You get to be all around the venue for the evening and help to ensure a quick clean up after the event.
Bathroom Attendant Station/Coat Station- Volunteers provide oversight of restroom areas to ensure honored guests, volunteers, etc. are never alone. If a guest requires assistance with more than getting in and out of a stall or hand washing, contact their parent or caregiver for assistance (the number is on the back of their name tag). Volunteers and buddies are not required to and should NOT help guests with undressing, dressing or toileting. We will have a cot in the locker room for guests needing to be changed by their caretaker. This station helps direct them where to go, but does not provide assistance. For most of the evening 1-2 volunteers will stand outside the bathroom just watching over things. You also get to watch the event happen as you can see into the hair/make up area, red carpet and dance floor. This is a required volunteer position for the event. This volunteer also takes coats, hangs them on the racks and gives a wristband to the person, and puts a matching labeled wristband on the coat hook.
Parking attendant/People Director- We need at least 2 volunteers for the start of the evening helping to direct traffic & people. We need people turning YMCA members away who are coming to workout and don’t know they are closed for the evening. Some Guests may need to unload closer to the front door and then their caretaker can park. Help direct people on where to go if they are checking in. Keep Guests/Families from entering the building until doors open at 5:45pm. Bring a coat since you could be inside the doors or out in front of the building at times.
Check-in/Guest Registration/Gift Givers/Q&A Help- At the beginning this station is checking in volunteers and guests, then they help disburse crowns and tiaras, answer questions throughout the night, provide help as needed and give the gift bags and t-shirts at the end of the night.
Floater Team- These volunteers constantly “float” around the main event /dance floor space, kitchen, restrooms and outdoors to assist anywhere an extra hand is needed. Ensure guests can move about easily in the main event/dance floor space, seats are available should they need to rest and water stations are continuously stocked. Floaters should also be trained and prepared to serve as a buddy should additional buddies be needed at the last minute.
Local Security- 4-5 individuals will coordinate with each other and roam the event and be called on if needed. Only registered volunteers and guests are to be in the facility the night of the event.
Medical- We will have 2 EMTs with an ambulance, a doctor onsite and multiple nurses for medical needs.
Set Up/Décor Set Up- The set up/decor is an amazing part of setting the mood for the evening. We start to decorate the event space around 10am and it takes several hours. Of course, the more hands we have to help, the faster it goes. It really is an amazing part of the whole event. For those interested, you can help during the day and also stay to help at the event. In order to help with set up, you do not have to stay the entire time, just note when you are available on the registration so we know how many we need to schedule.
Tear Down- We could use everyone’s help with the tear down. Last year, we walked out of the facility one hour after the event was over because we had an overwhelming amount of help stacking chairs, breaking down tables and putting everything away. The station lead will help pack up their area but as the old saying goes, “Many hands make light work”.
Here is a map of the Night to Shine event space:
