Party Coordinator Guidelines

Party Coordinators are the "nuts and bolts" of Birthday Wishes and we could not carry out our mission without them. The Party Coordinator acts as a liaison between Birthday Wishes and the shelter for which they are responsible, coordinating and attending the shelter party each month. The position requires a minimum 9 month volunteer commitment and training and orientation are provided.

Basic Responsibilities of a Birthday Wishes party coordinator (PC):
  • PC's will receive a shelter assignment and will accompany a BW staff member to the shelter to meet the shelter staff, establish a contact person, and tour the facility.
  • Near the end of each month, the PC will check in with their shelter contact to get the first names, ages, and gender of the birthday children for the following month.
  • The PC will set a date and time for the party with the Shelter Contact. PC's are encouraged to set the same day each month for the party (i.e., the 3rd Tuesday of the month).
  • Party date and birthday information is then sent to the BW Volunteer Director at the end of each month along with the supply and volunteer needs for the party. This information is published on the BW web-site and e-newsletter on the 1st of each month.
  • The Volunteer Director will forward all contact information of donated items and volunteers to the PC, and PC needs to confirm with donors as well as give specifics such as address/directions, time to be at party, number of people attending, names of birthday children, etc.
  • If an item is not donated, PC needs to come to one of our warehouses to pick up. If a cake is not donated, BW will provide a Shaw's card or reimburse the PC for the cake purchase.
  • Two days before the party, PCs should confirm with shelter contact, donors and volunteers.
  • PC's attend and run the party at their shelter each month. It is their responsibility to make sure the children are engaged in their activities, that volunteers are helping – set up/passing out cake, juice boxes, goodie bags, etc./clean up, that parents feel involved, and that the party moves along smoothly.

Most importantly - Have fun!
(Download the application here!)