VOLUNTEER POSITIONS and SUPPORT
Thank you for your interest in joining our Celebration Team! What we do is fun and brings the community together on the Fourth of July. Please consider one of these positions. We’ll get you up to speed on various details by providing you with a mentor who has experience serving in that position. Your help will ensure Evanston continues to have the best July 4th celebration.
Parade Marshals
(minimum of 30 needed)
Parade Marshals organize the parade staging area and move the parade along its route on Central Street. Marshals arrive at the Information Booth beginning at 11 a.m. on July 4. They chalk the streets in the staging area on Central Street (west of Central Park), distribute numbers to entrants and assist with putting the numbers on the parade units where needed, and enforce the instructions and guidelines. They answer questions about parade entrants’ locations, help the public with questions and provide general orderliness in the assembly area.
At 2 p.m. the parade begins. Marshals “fold” entries into position as they move down the parade route. The marshals escort their sectors down the parade route and at the end collect the entry numbers and any EFJA signs. A safety vest is provided (to be returned at the end), July 4 t-shirt to keep and lunch is provided. Time commitment involves a one-hour training one evening prior to the 4th, and six hours on the 4th of July.
Chief Marshal
(one needed)
Recruits, trains and organizes the Parade Marshals. Commitment begins in January but gets more involved as July 4 nears with recruiting and training, and involves eight to 10 hours of phone and emails. Works with the Celebration Manager.
Lakefront Director
(one needed)
Under the direction of the Celebration Manager. Responsible for the evening events involving the concert and fireworks. Works with vendor to provide the sound system and the City of Evanston to provide power. Coordinates with the City for the needs of the concert band’s transportation, chairs, sound and payment. Works directly with the fireworks vendor and City to provide the fireworks display as contracted including set up, inspection and public safety. Begins next year’s planning right after July 4 events conclude with evaluations and recommendations for next year. Most of the work can be done remotely. There are also Celebration Committee Meetings and/or Trustee Meetings monthly (Jan-July) prior to July 4. July 3 and 4 will require onsite involvement with police, fire, public works, sound vendor, concert band and fireworks vendor.
Fun Run Coordinator
(one needed)
Coordinates with Evanston Running Club, Northwestern University Athletics and Flying Turkey 5K Run to provide the Fun Run for children (12 and under), an opportunity to run/walk on Central Street prior to the parade. Coordinate with the City through the Celebration Manager for street closure and coordination. Tasks are accomplished via phone and emails and take two hours in January/February for initial contact, then two to four hours in March/April with vendors/donations. Two to four more hours are needed on July 3 and 4 gathering supplies and being at the event.
Morning Games Coordinator
(one or two can work together)
Coordinates for the six or seven parks where family games and events take place on July 4. Each site has its own crew of volunteers. Provides needed information prior to July 4. Works with City staff and gets permits from School Districts 65 and 202. Contacts vendors and purchases/picks up supplies (see separate list). Distribute supplies to site leaders on July 2, 3 or 4. Takes pictures on July 4 and follows up as needed with reports and thank you letters. Tasks begin in January with initial contact and take two to three hours of time on emails. Follows up with vendors and gathers donations, which takes another two hours in April/May. Picks up supplies and delivers between July 2 and July 4, which takes four to six hours. On July 4, goes around to the sites to check on activities and take pictures.
Parade Logistics (“Flying Squad”) (two spots – need their own van or pick-up truck)
Under the direction of the Celebration Manager. This position requires working with vendors on ordering staging and supplies needed for the parade, and working with City staff for assembly of viewing stands, barricades and other items including coolers and tents. Initial tasks begin in January/February and require phone calls and emails amounting to a few hours. Four to eight hours will need to be spent prior to the 4th purchasing other supplies to distribute along the parade route on July 4 (i.e., water, ice, programs). On July 2nd or 3rd, pick up supplies (tents, mascots, first aid, street marking) stored in the City Fleet Services facility. After the parade, collect appropriate items and return to storage. Drop off additional programs at lakefront HQ.
Properties – Parade Banners and Entry Numbers Coordinator
(one needed)
Keeps the banners and numbers. Takes inventory of the banners and numbers that are on hand and orders new/additional ones as needed. Works closely with the Parade Director on banner names, titles and numbers. Places order for new items prior to the parade and accounts for lead time needed. Picks the vendor and works to ensure items are correct. Delivers everything to “Info Booth” on July 4 and oversees distribution, then gathers everything at the parade’s end. Sort, inventory and store banners until next year. Time commitment is two to four hours conducting inventory in May/June, one to two hours ordering new/replacement supplies, one to two hours picking up supplies July 2-3, and six to seven hours on July 4.
Parade Director(s)
(two spots – you and a friend?)
Under the direction of the Celebration Manager. Recruit and organize the 100-plus entries in the Parade. Initial work and research for next year’s new entries should begin right after July 4. January through March is when information needs to be updated and sent out for the upcoming year. Make contact, follow up on contracts and see to the details. Most work is done via phone and email. Organize and set the parade entries in order two weeks prior to July 4. Proof and approve final list for publication with Program Editor. On July 4, coordinate with Marshals to mark out the staging area, greet entries, answer questions and troubleshoot. Follow up with awards, payments (if needed) and thank-you letters. Procedural documentation is available.
Parade Entry Manager –
(one needed)
Works with Celebration Team to stay in contact with returning and new parade entries. Sends out information to past entries about this year’s dates and procedures, and follows up with new inquiries. Helps with review of parade entry spreadsheet (Google Doc), and makes notes of action items. Monitors list and follows up on needs. Will help with getting 2023 Google Forms updated, including an auto-reply when entries are registered. Registration opens May 1, 2023.
Paid Performers Coordinator
(one needed)
Coordinates with the paid-professional entries for the parade and lakefront events. Oversees contracts. Works with the Treasurer on payments. Researches and hires new groups which is done via phone and emails and takes five to eight hours. Coordinates with Skokie and other neighboring communities’ July 4 teams about shared performers. Activity should begin in February to ensure availability of groups.
Social Media
(one needed)
Gathers material, content and pictures and posts on social media platforms. Maintenance and follow-up as needed. Time commitment is two to four hours per month January through April. May through July 4 may involve weekly/biweekly posts.
Program Book – Assistant Editor
(one needed)
Gathers material, content, pictures, advertisements and other features into a program book. Works with vendor on formats, style and deadlines. Oversees review process with key Trustees, vendors, advertisers and content contributors. Most of the time commitment is April through June and would involve five to eight hours per month with a few more as final drafts and deadlines approach.
Advertising Sales Representative
(one needed)
Part-Time position with flexible hours. Must be responsible, accurate and honest with the ability to work independently. Strong sales skills are required with the willingness to make cold calls for a worthy cause. April, May and June are the busiest months. The sales representative must be aware of Program Brochure ads cost and deadline for publication purposes. Follow-up with clients for camera-ready art and payment are a must. Must provide a proper invoice to clients for ad payments. The incumbent must submit a personal invoice for ads sold once payment is collected. Commission rate of pay is 20% for new ads and 10% for renewals.
Celebration Manager
(one needed)
Responsible for the overall management and direction of the celebration. Sets meetings and timelines, recruits and assigns volunteers, coordinates the activities and subcommittees and is the line of communication for all decisions, expenditures and contracts related directly to the celebration. Also serves on the Board of Trustees. A heavy investment of time is required. More information is available by speaking with a Trustee.