2025 VINEart Gala and Auction - Volunteer Sign-Up

We can’t wait for the 10th Anniversary of YWCA Banff’s biggest fundraiser, VINEart Gala and Auction, on Saturday, March 15th, 2025 at the Fairmont Banff Springs. Thank you for your interest in volunteering and supporting YWCA Banff!

The majority of the shifts will be taking place on Saturday, March 15 although we are also looking for volunteers for our event tear-down the day after the event on the morning of Sunday, March 16. 

To learn more about VINEart, visit this link.

Please review the details about volunteering below before signing up to volunteer:

Venue: Fairmont Banff Springs (Cascade Ballroom) 

Accessibility Information:

  • The ballroom is situated on an upper floor, accessible by elevator. Please note that reaching the venue involves considerable movement. Additionally, due to the arrangement of 250+ attendees, along with numerous tables and chairs, the space may feel quite crowded with narrow spaces to navigate.
  • The venue will be loud and there may be varying levels of lighting.
  • Please be aware that the venue’s washrooms are gender-specific and the doors may be heavy without accessible push-button options.

If you require specific accommodations, please indicate your needs on this form. We will do our best to meet your requirements, although options may be limited due to venue constraints.

Getting Here: 

  • The closest bus stop is the Banff Springs Hotel bus stop (Roam Transit, Route 2) and is 140 metres from the venue (uphill). 
  • Free parking is available at the venue for volunteers. 

Transportation to and from the venue will need to be arranged independently by our volunteers. We appreciate your understanding and effort in joining us! 


Volunteer Roles:
 

Event Set-Up, 10:00 AM – 5:00 PM (10 spots)

  • Set up Cascade Ballroom, Conservatory, raffle table, coat check and hallway check-in desk area for the event.  (Involves setting up linens, decor, etc). 
  • At 3 PM, head to the silent auction area to help the Auction Coordinator (Jade) with the silent auction set-up.
  • This position will involve a lot of standing, walking, and is fast-paced.
  • This position requires you to be able to lift heavy items (20 lb+) 

Welcome/Registration Desk, 4:30 PM – 7:30 PM (4 spots)

  • Greet guests in a welcoming and efficient manner.  
  • Check in guests on tablet and ensure they have a cell phone # set up for auction bidding.  
  • Direct guests to view auction items in Conservatory   
  • The role is mainly seated. 
  • This is a fast-paced role which involves face-to-face interactions with guests. This role may involve using tech (computer or ipad).

Raffle Ticket Table, 4:30 PM – 9:30 PM (2 spots)

  • Sell raffle tickets: We accept card (using Clover POS machines) or accept cash 
  • Monitor how many raffle tickets remain. 
  • This role may involve using tech (computer). 
  • The role is mainly seated. The raffle ticket table is located in the Cascade Ballroom and will involve navigating through the crowded venue space to get there.

Coat Check, 5:00 PM – 8:30 PM & 8:15 PM – 12 AM (2 spots per shift)

  • Greet guests in a welcoming and efficient manner. Take guests’ coats, give them a number and tag their coat hanger with the corresponding number. When guests are leaving, take numbers, give them back their coat with the corresponding number

Silent Auction Assistants, 2:00 PM – 11 PM (3 spots)

  • This position requires you to be able to lift heavy items (20 lb+) 
  • This position will involve a lot of standing, walking, and is fast-paced.
  • At 2 PM, Assist the Auction Coordinator (Jade) with setting up the auction
  • From 5 – 9 PM: Monitoring the auction items during the event + engaging with guests and help promote the silent auction.
  • At 9 PM, assist with packing auction items.
  • Note: Jade will be contacting the Auction Assistants ahead of the event to coordinate details about the auction.

Entertainment Assistants/Floaters + Auction Item Pick-Up, 5:00 PM – 12:30 AM (5 spots)

  • Assist performers with what they need. This may include getting them water, directing them to where the washrooms are, etc.  
  • Covering for other volunteers when they need a break.
  • During live auction, go to winning bidders, ask them to fill out live auction sheet and confirm that they want to pay by their credit card registered on the Givergy system (will be charged 15 mins after silent auction ends) 
  • Assist with other duties as assigned by Volunteer Coordinator or YWCA Banff event staff
  • At 10 PM, go to the silent auction area to help with packing items and take-down.
  • This position will involve a lot of standing, walking, and is fast-paced.
  • This position requires you to be able to lift heavy items (20 lb+) 

Post-Event Tear-Down, 9 AM – 12 PM – Sun, March 16 (8 spots)

  • Tear-down the Cascade Ballroom, Conservatory, raffle table, coat check and hallway check-in desk area for the event.  (Involves taking down linens, decor, etc). 
  • This role may involve heavy lifting (20 lb+) and is fast-paced.


Further details will be provided via email as the event approaches. If you have questions or need to cancel your shift, please inform our Volunteer Coordinator, Mich, well in advance. Due to the demands of the event, we are unable to accommodate last-minute requests.

Volunteer Coordinator: Mich ()