What You’ll Do:

• Early in the week, announce that artwork created during the conference will be displayed at the Art Show on the final afternoon.

• Encourage workshop leaders and participants to share their work in the show (including art made independently during the week).

• Coordinate with Conference Services the day before the show to ensure four 6-foot accordion display boards are delivered to the show location.

• Set up the Art Show on the final afternoon (typically 3:30–6:15 pm) in the assigned location.

• Provide basic supplies to hang and label artwork (pins, clips, tape, string, hangers, and labels with artist name/title).

• Take down the exhibit at 6:15 pm and announce during social hour that artists should pick up their work.

Time Commitment:

• Light outreach and coordination during the week

• Set-up, hosting, and take-down on the final afternoon

What You’ll Do:

• Lead younger children (ages ~2–10) out of the dining room after the Banquet for a 30–45 minute activity.

• Supervise and entertain children in Elliot while adults finish Banquet testimonials.

• Help reunite children with their parents as the Grand March passes through.

Preparation:

• Plan a simple, age-appropriate activity (videos via streaming or quiet play).

• If using video, arrange AV equipment with Conference Services in Elliot before the Banquet.

• Check with Banquet hosts about optional music for the children’s procession.

During the Banquet:

• Be ready between 7:15–7:30 pm.

• When introduced, gather the children and lead them to Elliot.

• Keep children engaged and supervised until the Grand March begins.

• Assist each child in finding their parent or guardian.

Time Commitment:

• About 1 hour on the evening of the Banquet

What You’ll Do:

• Organize and run a lively, multigenerational Bingo night (about 50–60 players).

• Coordinate with Conference Services to access Bingo supplies stored in the LOAS bins.

• Set up Bingo in the dining room after supper cleanup and run the event for 1–1.5 hours.

• Plan the number of Bingo rounds and types (e.g., straight, four corners, X, blackout).

• Manage and distribute prizes (“Starbucks”) so they last throughout the evening.

• Add optional fun bonus prizes (e.g., age- or costume-based) to keep play inclusive and lighthearted.

Staffing You’ll Coordinate (8 people total):

• 2 volunteers to sell Bingo cards ($1 per card; multiple cards allowed)

• 1 Bingo caller

• 1 person to rotate Bingo balls

• 2 checkers to verify winning cards and distribute Starbucks
  (You may fill one of these roles.)

Money & Prizes:

• Work with the conference treasurer, who will:

  • Provide $1 bills for change

  • Collect cash before play begins

  • Set limits on Starbucks distribution

• Ensure Bingo cards are collected at the end of the event.

• Oversee use of plastic chips for marking cards.

Starbucks (Prizes):

• Create at least 130 Starbucks ($1 snack bar coupons) before the event.

• Use only conference-made Starbucks (do not use island stock).

• Guard Starbucks carefully—they function as currency.

• Coordinate with the treasurer, who will handle redemption with the snack bar staff.

Time Commitment:

• Advance planning (supplies, Starbucks, volunteers)

• 1–1.5 hours on the evening of the event

What You’ll Do:

• Manage the main chalkboard schedule for the conference.

• Post clear, accurate daily schedules so conferees know what’s happening and when.

• Coordinate closely with the Conference Chairs to confirm details and update changes.

Before the Conference:

• Bring chalk (chalk only—no markers).

On Island Responsibilities:

• Arrive on the early ferry, if possible, to post the first day’s schedule before conferees arrive.

• Update the next day’s schedule daily, completing it before evening chapel.

• Use the second board for recurring information and general announcements (e.g., kids’ groups, workshops, social hour, shower times).

• Optionally post a large-print list of evening events for the week.

• Monitor the boards throughout the day and update as needed.

• Remove any unauthorized postings (the board is managed only by you and the Conference Chairs).

Time Commitment:

• Daily check-ins and updates throughout the conference

• Early arrival on the first day preferred

Chapel Bell Ringer

• Ring the chapel bell at the start of morning/evening chapel each day.

• Ring once every 10 seconds, for up to 10 rings, stopping when the procession appears.

• Get brief instruction from Island Staff or an experienced ringer.

• Enter the bell tower from the north-side door.

• Do not ring faster than every 10 seconds (to avoid confusion with a fire alarm).

You can provide fresh flowers for the chapel to keep it looking beautiful all week. Check with the Front Desk for the staff in charge of flora and fauna, who will give you a list of acceptable flowers and areas to gather from. Vases and pots can be arranged through conference services, available next to the Front Desk before each meal.

Set up flowers for the first evening’s chapel, and refresh the arrangement as needed for each service. Avoid over-picking the island's flora. Arrangements can be placed by the front windows or on the table by the pulpit.

• Plan and lead one evening chapel service.

• Coordinate with Chairs and Conference Services at least one day before your service for timing and any support you may need.

• Arrange to have at least one volunteer greeter at the door with a flashlight to help attendees safely navigate the entrance and the stairs into the chapel

• Coordinate with the evening chapel bell ringer on the day of your service.

This service helps youth appreciate the tradition of Evening Chapel on Star Island.

1. Confirm with the chairs when they’d like to hold the service, usually around 7:15–7:30 pm.

2. Plan a 15-20 minute service for all ages, including stories, songs, live music, or a message. Consider adding an interactive element, like a conversation or song.

3. Arrange music in advance if desired.

4. Notify Conference Services the day before to have the chapel lanterns lit 5 minutes before the service.

5. Gather families 5 minutes before the chapel at the east porch to explain the lantern procession and set a reverent tone.

6. Remind helpers (Pels with lanterns, Bell Ringer, musicians) of the chapel time in the afternoon.

The Chief Polar Bear encourages Shoalers to take a daily early-morning ocean dip, often with a theme, fun costumes, and prizes for participants. The goal is to get everyone involved.

Preparation:

• Choose a theme and eye-catching costumes.

• Create numbered badges for each Polar Bear. Track repeat participants with stickers or color codes.

• Bring gag prizes for daily or end-of-week awards.

Procedure:

• On arrival, ask the Front Desk to connect you with the Conference Services liaison.

• Introduce yourself as the Chief Polar Bear and arrange for a lifeguard at the dock from 7:00-7:45 am.

• Ask the Chairs for time at the Conference Orientation to explain the event, noting it’s for strong swimmers. Participants need a towel and warm clothes after the dip.

• Prepare a chart to track Polar Bears’ names and numbers.

• Each morning, greet participants at the dock, record their names, and hand out badges.

• Remind participants about warm drinks from 7:00-7:45 am and breakfast at 8:00.

• Lead by example!

Preparation:
Bring a selection of children’s books for ages 2-7, as Star’s collection may not be enough.

Time:
Storytime is at 7:45 PM, just before the Children’s Monitor takes over at 8:00 PM.

Location:
Gather children near the Pelican’s Monitoring Station on the first floor of the Oceanic Hotel. Parents will be nearby as they help get children ready for bed.

Procedure:

• Consistency is key; it’s best to have the same storyteller each night.

• Decide how to handle late arrivals who want a story after 8:00 PM. You can read to them if they need calming support.

• Since the Banquet or Grand March often runs late on the last night, inform children the night before that there may not be a story on the final night.

• After the story, say goodnight, and let parents or guardians help children to bed. The Pelican Monitor will take over the hallway watch.

The Smuttynose middle school youth group hosts a carnival and field day for the Lunging, Cedar, and Duck youth groups. Volunteers help by obtaining the requested supplies and delivering them to the island.

The Smuttynose middle school youth group hosts a carnival and field day for the Lunging, Cedar, and Duck youth groups. Volunteers provide day-of support by assisting youth leaders, fetching supplies for activity stations, and relaying messages between youth and leaders.

Families with children age eight and under stay in the Oceanic Hotel. Each room with a child in this age group must have a name plate on the door for safety and convenience. Name plates help staff quickly locate children during emergencies and during nightly hallway child-monitoring (8:00–11:00 p.m.).

Procedure:
Obtain a list of children under eight from the LOAS registrar and create an 11” x 4” name plate with each child’s first name (include age if two or younger). Bring blank plates for changes. Upon arrival, confirm room assignments, verify accuracy, and attach plates to the appropriate doors.

LOAS may offer clams and mussels during an adult Social Hour, with agreement from the Chairs, Provisioner, and hosts. A Coordinator is recruited to manage sign-ups and payments.

Coordinator Duties:
Identify yourself to the Provisioner, confirm the event day and cost per person, and create a sign-up/payment sheet for the lobby. Announce the event, price, and sign-up location at Saturday orientation. Collect payments (including during Social Hour), track sales, and submit the funds to the Treasurer.

The Final Banquet celebrates the week with a more formal atmosphere, including decorations, a special meal, optional printed program, and dressier attire. Banquet Hosts serve as masters of ceremony, guiding events that reflect the spirit of the week—honoring volunteers, children, athletes, leaders, and the community, and concluding with the Grand March.

Budget:
Funds are limited; be frugal unless donating materials.

Preparation:
Form a small helper team. Provide simple, wildlife-safe dining room decorations (no helium or small loose items). Coordinate table decorations if needed.
Optionally produce a folded 8.5" x 11" program (about 150 copies) with event details, order of events, and Star Island songs. Print off-island and share with Chairs and relevant staff.

On Island:
Coordinate timing with Food Services, Post-Banquet Child Care, the Grand March leader, Music Director, and the Minister of the Week.

Procedure:
Decorate after lunch on banquet day. Begin the Invocation at 6:35 p.m., proceed with dinner and program by 7:15, and start the Grand March at 8:00. Remove and dispose of decorations off-island after the banquet.

Work with the Banquet Hosts to design table décor that matches the room decorations. You may create the full table look or just a centerpiece, but do not add flowers, as each table already has them.

The budget is $0 unless you donate materials. Youth groups can help by creating simple decorations (e.g., paper tablecloths or found-object centerpieces). After the banquet, assist the Hosts with cleanup and ensure any youth-made items are collected.

The Final Party is held in both rooms of Newton Center after Evening Chapel (about 10:00 p.m.–midnight) and is for adults 21+ only due to alcohol service.

Coordinate with the LOAS Provisioner on refreshments and budget. Provide non-alcoholic punch, soda, beer, and wine; simple snacks; and, if budget allows, prepared platters from the kitchen. Arrange music and a DJ for dancing in the front room.

The day before, work with Conference Services to set up tables, sound equipment, and cleanup expectations; ensure auction items are removed; recruit helpers. Decorate the back room simply (no helium balloons), set up food near the kitchen, restock as needed, and organize cleanup at midnight. Remind guests that ferry boarding begins at 8:00 a.m.

Final Party Facilitator – Senior High Youth Group

The Appledores hold a farewell party on the final evening of LOAS (10:00 p.m.–midnight) to celebrate the week, say goodbyes, and encourage responsible behavior. The Chairs recruit a Facilitator to support the Youth Coordinator with decorations, oversight, and cleanup; food and drinks are provided by the Youth Coordinator.

Preparation & Planning:
Meet mid-week with the Youth Coordinator, youth leaders, and Appledores to plan expectations, music, activities, and cleanup. The party is held in the Snack Bar area.

Procedure:
Coordinate with Conference Services two days prior confirm space and cleanup expectations. Attend a meeting the day before with parents to plan discreet check-ins. On party day, help decorate, set up refreshments after the Grand March, greet youth at 10:00 p.m., and assist with closing and cleanup at midnight.

Junior High:
Same role as Senior High. To save costs, junior and senior high parties may be combined.

The Grand March is a joyful, spiraling farewell that lets everyone say goodbye face-to-face.

There are two versions:

Version I – Hotel Lobby (preferred):
More intimate with better singing; best when it’s dark.

• Coordinate music with the Music Director.

• Clear lobby furniture and turn on porch speakers.

• Form pairs led by the March leader, current Chairs, then next year’s Chairs.

• March through dining hall, Elliott Hall (pick up children), porch, lawn, and back into the lobby.

• Enter right, switch to single file, spiral in and out using the full lobby.

• End in a circle, hold hands, sing Auld Lang Syne, then a Star cheer.

Version II – Front Lawn:
For large crowds and only with good light.

• Follow Version I through the lawn, then stay outside.

• Switch to single file, spiral on the lawn, and finish with Auld Lang Syne and the cheer.

• Assign a porch spotter to cue the Music Director.

Upon arrival, inform the Conference Services Coordinator of the bonfire date and time and request marshmallows and sticks. Arrange a song leader (the Music Director can help) and make announcements, including that children must be accompanied by an adult.

Be prepared for last-minute location changes or cancellation due to wind; if canceled, hold a porch sing-along instead. At the bonfire, welcome guests, manage sticks, introduce the singer, and close the event after about an hour. Conference Services will light the fire, but you are responsible for putting it out, staying until finished, and notifying the Front Desk.

Star Island wakes conferees each morning with a roving singing group.

On arrival, get the wake-up song cache and a marked route from the Desk Clerk, avoiding Pel sleeping areas. Choose six songs. Announce at first-night dinner to recruit singers.

Meet daily in the lobby at 7:00 a.m. (final morning 6:40 a.m.). Before singing, gather the breakfast menu, water temp, and weather report. Sing through the hotels, cottages, and motel units, sharing the song plus the day’s info. Avoid Pel quarters; sing on Oceanic and Gosport 2nd–3rd floors (not stairways).

The Musicale is a refined, Victorian-style musical evening held in the Oceanic Hotel lobby, typically featuring trained musicians.

Preparation:
Confirm the date with the Chairs and coordinate auditions with the Music Director. Post an audition sign-up sheet in the lobby (15 slots, audition and performance times). Announce the Musicale at Saturday orientation and invite musicians to audition with their sheet music. Coordinate equipment, seating, lighting, and sound with Conference Services.

Auditions & Program:
Offer encouraging feedback, suggest alternate venues if needed, avoid overlap with the Talent Show, time each piece, and build a balanced one-hour program, placing children first.

Performance:
Gather performers at 7:45 p.m. Begin at 8:15 by lowering lights, welcome the audience, introduce each performer and piece, and close by thanking performers and audience and helping reset the space.

Name tags help conferees connect—especially New Shoalers—and let returning Shoalers put names to faces.

Create & Print:
Get a sorted conferee list from the Registrar (first name, last name, New Shoaler, city, state). Format tags with first name most prominent, last name next, city/state least, and a clear New Shoaler mark (e.g., star). Use a legible font, verify accuracy, and print on perforated stock. Optional: add LOAS session and year.

Assemble:
Use plastic covers with pins and secure tags with a small piece of tape.

Distribute:
Arrive at the dock by noon–12:30 to distribute. Bring unclaimed tags to the Oceanic Lobby Desk and post a message indicating pickup location. Bring extra stock for replacements.

This 30-minute tour orients New Shoalers to key buildings, landmarks, and traditions on Star.

Before arrival, get the New Shoaler list from the Chairs or Registrar and maps from the Oceanic Front Desk. Meet New Shoalers at the East Porch “Island Tours” sign at the scheduled time, introduce yourselves, and have participants introduce themselves. Distribute maps and tour nearby sites, noting that distant areas can be explored later. Briefly explain key traditions and weekly events, and help New Shoalers connect with their Old Shoaler contacts.

Pair New Shoalers with well-connected, experienced Old Shoalers (e.g., past Chairs) to help newcomers feel included and learn Star traditions.

Get lists from the Registrar/Chairs of New Shoalers without Old Shoaler family and Old Shoalers willing to help. Confirm Old Shoalers’ availability and explain their role: answer questions, meet New Shoalers at the Portsmouth dock, and dine together Saturday evening (meet at 6:25 p.m. for first bell seating).

Share New Shoalers’ contact info with assigned Old Shoalers and encourage prompt outreach. Match by age when possible. After pairing, send a brief intro letter to New Shoalers introducing yourself and their Old Shoaler contact with contact details.

The Porch Bell Ringer role is mostly delegated—kids often volunteer to ring the bell. You may rarely ring it yourself.

Coordinate with the Chairs and Conference Services to confirm when bell ringing is needed. You may use a sign-up sheet, but choosing ringers on the spot often works best with children.

Guidelines:

• Use single, clear strikes.

• Mealtime bells are rung only at the Hostess’s direction.

• Always give a loud warning before ringing (e.g., “BELL!”).

Jam on the porch at noon.

Road Race Coordinator (LOAS 1)

Confirm the race time with the Chairs and announce it at Orientation. Runners sign up in the lobby; no watches or phones allowed. The race is usually 4–6 half-mile laps (2 laps for kids), with an optional under-12 division. Winners can be based on closest predicted time and/or fastest finishers.

Prepare numbers or finish cards, use a stopwatch, and have two people record times at the finish. Request water from Conference Services. Announce winners at dinner or the Final Banquet and award certificates or ribbons.

• In advance of the conference and in coordination with the Chairs and Registrar, create a system (email, Google Form, etc) where conferees can request rides and offer rides.

• Monitor the sign up system and facilitate connections between those who need rides and those who can provide them to/from the dock.

You organize and run the Silent Auction, which benefits the Lee Reid Scholarship Fund.

Before Star, contact conferees (email, letter, or via Chairs) so they plan donations in advance. Prepare bid sheets listing item name, donor, starting bid, minimum increment, and bidder name/amount columns. Bring bid sheets, pencils, tape, push pins, and simple table décor. Confirm the auction location with the Chairs (usually Newton front).

At first-night orientation, introduce yourself, explain item drop-off, and announce auction dates. The auction typically closes at the end of Thursday Social Hour (earlier than Banquet night for smoother payment and pickup). Consider a raffle for a special item if the donor agrees.

At closing, mark winning bids, collect payments (cash or checks to “LOAS”), and give funds to the Treasurer. Track unpaid bids and unclaimed items, ensuring all items are removed from Newton by the end of the banquet.

The Softball Coach organizes the conferees’ team to play the Pelicans on the Star Island field and aims to win—while keeping good sportsmanship.

Announce sign-ups at orientation, post a sheet on the writing desk, and suggest players be 16+. Schedule 2–3 practices (coordinate with Chairs and post on the chalkboard). Decide whether to bring an MVP trophy.

Choose a team format (limited roster for simplicity or open roster for competitiveness). Play the game, then report highlights at the Final Banquet and present the MVP award, congratulating the Pelicans as appropriate.

Adults’ Social Hour is held each afternoon (5:30–6:15) for mingling with snacks, wine, or beer; a non-alcoholic option is usually offered in the Pink Parlor.

Preparation:
Coordinate with the LOAS Provisioner on budget and orders (wine, beer, sherry only—no liquor). Learn setup/cleanup tips from prior hosts. Choose the location with the Chairs (outdoors if weather allows; otherwise Newton Center). Consider optional themes and prizes; inform the Chairs in advance. Plan early arrival if needed.

Procedure:
On arrival, coordinate daily setup/cleanup and sound system with Conference Services. Set up snacks and tables at 5:15. Welcome guests, run any theme activity around 5:45, and remind parents at 6:10 to pick up children. Accept voluntary contributions via a basket (not near liquor). Enforce 21+ alcohol rules, then clean up after.

The Social Hour Maestro provides background music for Adults’ Social Hour using LOAS’s mobile stereo system (already on site). Plan music for about 7 one-hour sessions.

Use an MP3-capable device (phone, tablet, etc.) via the headphone jack. You may choose themed playlists, shuffle, or take requests. Keep music as background—sing-alongs usually don’t fit unless themed—and expect mixed opinions.

Children’s Social Hour Groups & Locations (subject to change):

• Malaga (Baby–K): Louise’s Barn

• Lunging (Grades 1–3): Children’s Barn

• Cedar (Grades 4–5): Front Lawn

• Duck (Grades 6–7): Front Lawn

Children’s Social Hour runs 5:30–6:15 p.m., allowing parents to attend Adults’ Social Hour.

Staffing & Logistics:
Recruit 3 adults daily for Malaga/Lunging and 2 for Cedar/Duck (parents or other volunteers). Post the sign-up sheet in the Oceanic Lobby and remind volunteers the night before. Volunteers arrive at 5:25 and leave by 6:20. Parents must sign children in and out; pickup is 6:15.

Snacks & Weather:
Juice and crackers are provided—confirm daily with Conference Services and supervise the snack table. In rain, use the Children’s Barn and Brookfield for quiet activities; board games are available at the Lobby Desk.

Emily Jones, LOAS I Annual Fund Coordinator, has detailed duties and tips in a shared GoogleDoc.

The Annual Fund Conference Volunteer serves a one-season term, appointed by the Chairs in early spring. Volunteers attend a spring training call, then coordinate with the Star Island Director of Development to plan strategy. On island, they adapt materials to the conference culture; after the conference, they assist with follow-up. All materials are provided by Star Island Corporation (SIC).

Before the Conference:
Sign a confidentiality agreement, complete training with the Director of Development, form a volunteer team as needed, and send pre-conference emails encouraging early gifts.

On Star Island:
Meet with the Director of Development, distribute materials, thank donors with buttons, make announcements or asks as planned, staff an info table briefly, and track progress on the Tucke-o-meter with SIC support.

After the Conference:
Send thank-you notes if able, and assist with fall follow-up emails (managed by SIC staff).

Create a slow/swing dance playlist and coordinate with the island to play it at sunset, inviting conferees to dance on the porch.

The Talent Show is a popular highlight where youth and adults perform.

Before the Show:
Announce the date, time (8:00 p.m.), and types of acts early in the week. Encourage performers to consider other venues (Musicale or Starlite) to keep the show manageable.

Auditions:
Post a tryout sign-up sheet and announce times. Encourage brief, appropriate acts, include as many performers as possible, coach as needed, and remind adults that children may stay past intermission.

Setup & Support:
Coordinate with Conference Services for sound, lights, props, accompanist, and backstage water. Recruit volunteers for the curtain and sound cues.

Running the Show:
Limit solo acts to ~3 minutes, schedule children first, post the performance order, allow a 10-minute break for bedtime, use an interlocutor between longer setups, and end by 9:45 p.m.

Conference Services provides a Welcome Wagon with drinks and a small amount of cookies for arriving conferees. To enhance it, the Cookie Coordinator arranges for conferees to bring additional cookies (unless the Chairs opt to purchase extras).

Tasks:
Get the conferee contact list from the Registrar/Chairs. For a conference of ~260, arrange 20–30 dozen extra cookies by asking ~30 conferees to bring 2 dozen each, with drop-off and container return instructions. Request an extra table from Conference Services for the cookies.