Volunteer Opportunities

Our directors and students need help to keep this amazing program running.  Be a part of this by volunteering!  Meet great BPAB families, make connections and build a community! Fill out the form for general opportunities or see the job descriptions below for more specific ways for you to help. 

How can you help with Ballard Performing Arts?  Let us know by filling out this Interest Form.

 

To volunteer for in-building events with Seattle Public Schools, you MUST complete the SPS online process. PLEASE start this process ASAP. Paperwork needs to be filled out and submitted, along with ID and other requirements. It can take up to two weeks for paperwork to be approved. Begin the process at Seattle Public Schools Volunteer Application and Forms to get started or check your status (if you have volunteered before).

 

Available positions for 2022-2023 school year:

Roles Needed

Several of our dedicated and wonderful volunteers will be graduating with their students or stepping into other positions. We would love to bring new parents on board so they can “shadow” and learn how to support the program. Please email Jeannette Chen, BPABPresident@gmail.com if you have interest in any positions.


Critical open positions for 2022-2023 are noted below and highlighted in red.


Look for more volunteer opportunities posted in the weekly newsletter throughout the year. There are more opportunities than listed below. If there is something you want to do and something you'd like to help with, just let us know!

 

Job Descriptions

President/VPs (Unfilled)

  • Can split time between two or more people

  • Time commitment: 5 hours/week 

  • Where: At home and in person

  • Meetings: Yes—All of them (obviously, things come up, which is another reason it’s great to have co presidents/team leadership) 

  • Description: Spokesperson, plans and conducts meetings, consults with directors, establishes subcommittees. and subcommittees, with final approval of the executive committee. An ex-officio member of all committees, except any nominating committee.

Secretary

  • Can be split between 2 people

  • Time commitment: 8 hours/month

  • Where: At home and in person

  • Meetings: Board and general meetings, committee meetings as appropriate

  • Description: Maintains minutes of board and general meetings, distributes agenda, tracks action items, custodian of records and reports, Updates BPA calendar on website and maintains Google Drive and serves as archivist. 

Treasurer

  • Time commitment: 8 hours/week during school year and 4 hours/week during summer

  • Where: At home and in person

  • Meetings: Board and general meetings, finance committee

  • Description: Serves on the finance committee, presents the budget to the membership; keeps accurate records at all times; receives, issues receipts, and deposits promptly in an authorized account all monies and disburse same according to the approved yearly budget. Presents a written financial report every month and such other times as required by the president; provides all financial records if requested by the president or board of directors members; closes the books on June 30 and submit the books and records for financial review to a financial review committee, handles all moneys and deposits, maintains ledger.
     

Vice-President – Finance  (OPEN, CURRENTLY NOT FILLED)

  • Time commitment: 3 hours/month

  • Where: At home and in person

  • Meetings: Board and general meetings, committee meetings as appropriate

  • Description: Track student accounts, add student fundraisers to student accounts. Perform collections of overdue fees.

 

Vice-President – Volunteer Coordinator 

  • Time commitment: 2 hours/month

  • Where: At home and in person

  • Meetings: Board and general meetings, committee meetings as appropriate

  • Description:  Creates and updates Sign Up Genius, relays event needs to newsletter, confirms all volunteers, sends out thanks to volunteers after events.

 

Parent Group reps (1 or co-reps of each for Orchestra, Band, Jazz, Choir, Drama) 

  • Time commitment: Intensive for trip planning, otherwise 2 hours/month 

  • Where: At home and at school

  • Meetings: Committee meeting as appropriate and weekly meeting with director

  • Description: Liaison between BPABC and directors. Assists directors with trip planning, chaperone recruitment, and fundraising. Recruits uniform help, bake sale help, and photography/video/socialmedia help for their group. Recruits replacement in their last year of service. Helps organize Curriculum Night and 8th Grade Choices Night. Helps relay information about the program to newsletter, publicity, social media to make sure programs covered equally.
     

Vice President, Communications

  • Time commitment: 6 hours/month (more if they take on one of the lead roles, as well)

  • Where: At home and in person

  • Meetings: Board and general meetings, committee meetings as appropriate

  • Description: In charge of communication and promotions to the community at large. Main job is to keep families and the community informed of BPA goings on and relay information out to the rest of the board.

  • Updates and retains all outside contacts to send information as needed. Including PTA newsletter, feeder schools, BHS website, BHS Foundation.

Publicity lead

  • Time commitment: 6 hours/week, fluctuates with concerts and shows and events.

  • Where: At home, events and rehearsals.

  • Meetings: Communications committee meeting as needed

  • Description: Works with local media to publicize BPA events and accomplishments. Writes press releases and articles for neighborhood blogs. Maintains spreadsheet of contacts. Also communicates to feeder elementary and middle school newsletters. Recruits parent photographers during shows and events. Works with parent reps to recruit videographers.

  • May break job into Music and Theatre Publicity chairs

 

Website Chair

  • Time commitment: 4 hours/month, more intensive at the beginning of the year.

  • Where: At home 

  • Meetings:  Communications committee meeting as needed

  • Description: Maintains BPA website, coordinating with Promotional Committee and directors. 

 

Poster distribution lead

  • Distributes posters and flyers to feeder schools. Use the inter school mail system to send out to feeder schools. Recruit people to post in neighborhoods.

 

Social media lead

  • Time commitment: 2 hours/week, more before shows and concerts

  • Where: At home

  • Meetings: Communications committee meeting as needed

  • Description: Owns Facebook, Twitter, Instagram, Vimeo, and Flickr accounts and coordinates with publicity lead and graphics lead.

 

Visual media lead

  • Time commitment: 2 hours/week, more before shows and concerts

  • Where: At home

  • Meetings: Communications committee meeting as needed

  • Description: Videos or finds someone to video concerts and take photographs. Owns Vimeo, and Flickr accounts. Uploads content

 

Calendar owner (currently part of secretary role)

  • Time commitment: 1 hour/week

  • Where: At home

  • Meetings: Communications committee meeting as needed

  • Description: Works with BPA directors to keep up the Performing Arts calendar. Updates a PDF version, the Google calendar on the website. 

 

Graphic Design (OPEN)

  • Time commitment: 35 hours/year (7 posters)

  • Where: At home

  • Meetings: Communications committee meeting as needed

  • Description: Designs posters for concerts, shows, and fundraising events for both printing and online assets. Okay to templatize. Approximately 7 designs per year.

 

Newsletter editor

  • Time commitment: 8 or more hours a week

  • Where:  At home

  • Meetings:  Communications committee meeting as needed

  • Description: Designs layout in Constant Contact of weekly enews, gathers info from directors and other board members, coordinates with publicity.

 


Administrative
 

Student Directory

  • Time commitment: intensive at the beginning of the year. 

  • Where: At home

  • Meetings: No

  • Description: update Google form to collect information. Create a link to form and send to all the directors. Use the input to arrange a database, by program. Upload to Drive and share w/ the board. Provide to PTSA newsletter leads. 

Finance Committee (Budget, fundraising, sets goals)

  • Time commitment: 2 hours/quarter (in addition to other roles)

  • Where: At home and in person

  • Meetings: One per quarter?

  • Description: Consists of President, VP, Treasurer, Fundraising lead, and one other volunteer. Drafts, projects, and maintains budget, assists directors with budgeting, researches and recommends fundraising programs and schedule.
     

Fundraising (non-event based)
 

Sponsorship coordinators

  • Time commitment: intensive at the beginning of the year. 

  • Where: At home

  • Meetings: No

  • Description: Recruit sponsors of the programs, get logos to website and yearly program cover, update sponsorship benefits document, arrange for reserved seats, thank sponsors.


Grant Writer lead (OPEN)

  • Time commitment: 2-3 hours a month

  • Where: At home

  • Meetings: No

  • Description: Research and apply for grants. Relay news of grants to the board and announce  successes through BPA enews, BHS news, and social media. Follow up any grant stipulations. Thank grantors as applicable.

Fundraising Events Leads
 

Direct Giving Campaign/Main Fundraiser Event chair (October or November)

  • Time commitment: August-November

  • Where: At home and in person

  • Meetings: Ad hoc, plus report to board

  • Description: Recruits committee to plan fall fundraising event

 

Spaghetti dinner chair (January/Feb)(OPEN)

  • Time commitment: October-January

  • Where: At home and in person

  • Meetings: Ad hoc, plus report to board

  • Description: Recruits committee to plan winter Spaghetti Dinner. 

 

Dessert Dash Lead for Golf Tournament (August )

  • Time commitment: 4 hours for emails, 8 hours day of tournament

  • Where: At home and in person

  • Meetings: Ad hoc, plus report to board

  • Description:  Organizes collection of desserts for Ballard High School Classic annual golf dinner event (fundraiser for PTSA/Foundation).  Organizes transport to the site and setup of table including signage.​

 

Mattress Fundraiser (Sat, late May) 1 person, min time commitment (OPEN)

  • Communication with Nancy(Custom Fundraising Solutions), promotions prior(email, remind, social media, post flyers, insert flyers in Concert and Theatre programs Flyers and posters provided by CFS, set up informational parent meeting 3 weeks prior to event, the day of- greet people and handout discount coupons and Thank them for coming.

 

Goodwill Truck (2x a year)

  • Coordinate truck dates and coordinate volunteers to help unload. 

Student Fundraiser - Coffee Sales lead

  • Time commitment: 10 hours in Fall and in Spring

  • Where: At school and home

  • Meetings: No

  • Description: Work with Caffe Appasionato Coffee to order coffee.  Update information for flyer, website and enews. Tally up student sales to send to be calculated into the student accounts. Be available, or find someone to help to speak to the classes about the event and be present at concerts for merchandise pick-up. Sales in the Fall and Spring. 
     

Student Fundraiser - Chocolate Bar Sales lead

  • Time commitment: 10 hours in Fall 

  • Where: At school and home

  • Meetings: No

  • Description: Work with Worlds Finest Chocolate.  Update information for flyer, website and enews. Tally up student sales to send to be calculated into the student accounts. Be available, or find someone to help to speak to the classes about the event. Collect money from students. 
     

Bake Sale lead

  • Time commitment: 10 hours each concert week

  • Where: At school

  • Meetings: No

  • Description: Get out tables and baskets, set up coffee and waters, receive bake sale donations and oversee volunteers, work with parent reps to get donations, collect money and work with the treasurer to deposit.
     

GiveBig (late April to early May) 1 person, 30 mins per day,

  • pre-prep & during fundraiser, work from home, online. Promotes event also.

Dine out for Ballard Performing Arts 

  • Coordinate dine out nights with local restaurants willing to give 20% (or a perentage) of proceeds to the program. Promote and ensure check received.

Uniforms and Concertwear

Marching Band Uniform Coordinator (OPEN)

  • Time commitment: Intensive (30-40 hours) at beginning and end of year through summer, with some mid-year maintenance

  • Where: At school

  • Meetings: No—coordinates with volunteer coord.

  • Description: Maintain uniforms, organize fittings in the fall and return in the spring. Coordinate with directors in the summer to order new inventory. Gets support from parent reps.

 

Concert Wear Uniform Coordinator (OPEN)

  • Time commitment: Intensive (30-40 hours) at beginning and end of year through summer, with some mid-year maintenance

  • Where: At school

  • Meetings: No—coordinates with volunteer coord.

  • Description: Maintain uniforms, organize fittings in the fall and return in the spring. Coordinate with directors in the summer to order new inventory. Gets support from parent reps.

  • May break into Tux and Dress co-leads​