Volunteering for the longest Table - Vienna

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Table Captains (TCs) are an important part of making the event a success! They are responsible for communicating with people in their section of the table around logistics – how to get there, where to park, what to bring (and not to bring), etc. Please read through this carefully to see if you’re able to commit to this role. We need a LOT of TCs to make this event work and we appreciate your help!

All attendees will sign up for the event via an EventBrite invitation that will go out April 6. We’ll be promoting the event via several channels and are expecting a heavy turnout. The main part of the event is a potluck lunch on Mill Street that will have 500 seats. Each Table Captain will manage a group of 12, which includes their own party of up to 3 people.

• As a TC you’ll be able to invite 3 people to sit in your section.
• An additional 8 people will be assigned to your section from the “master registration list.” This ensures there’s a good mix of folks in each section and helps us accommodate odd-sized groups. Remember, our main goal for this event is to get to know people we haven’t met!

When folks sign up between April 6-20, they’ll get an auto-generated response that tells them their TC will be in touch with them the week of April 25th to coordinate their section and answer any questions. So, roughly…

• You’ll get your final list of people on April 25th.
• In the 3-5 days after that you’ll send an email and a text message welcoming everyone on your list to your section of the table (and giving them the section number). We’ll give you a template to use that includes parking instructions and other logistical details that will apply to everyone.
• Let them know what food to bring. You’ll have a lot of discretion around this for your section…Let everyone show up with whatever they want and trust it will all work out? Micro-manage everything like Monica on Friends? Someone brings the main dish and everyone else brings sides and desserts? Pick a theme? You bring nothing because you did all the work and get to kick back and enjoy yourself? It’s up to you! 😊
• Field questions from them … Some people will have a thousand questions, others will just want you to tell them where to show up. This is ultimately a customer service role and y’all are the public face of the event, so patience and a cheerful disposition are essential! We’re here to help you with anything difficult.
• TCs will coordinate a tablecloth (x2), utensils, plates, cups, and napkins for their section. We strongly encourage reusables if possible! There will be a few water stations scattered around but no other beverages provided.
• Stay in touch with folks as needed and send them at least one more communication a few days before the event reminding them of your section number and any last-minute details. (Lists of tables/people will be available at the entrances day-of as well.)
• Send your section attendees a follow-up email afterwards, thanking them for coming and including any photos you might have taken. We’ll have a professional photographer there as well, and can send you the link to the shared photo site.

We’ll host a couple of Zoom calls with Table Captains between late March-end of April to make sure everyone’s feeling good about their table sections, and will have a mandatory in-person huddle the week before the event to go over game-day details. There will be important

logistical things everyone will need to be aware of, like what to do in the case of an emergency and who the point people are for communicating with the Town.

If you are excited for this event, have a personality that can flex with last-minute changes, are moderately well-organized, and a good communicator, we’d love to have you! We need about 25 more TCs this year for a total of 41 (note: we may get more volunteers than we need). Please fill out this quick form by March 6th and we’ll get back to you by March 15th. If you have questions, you can send them to longesttablevienna@gmail.com and someone will get back to you shortly.