BUDDY EXPECTATIONS

BUDDIES 2023

DRESS:  We are asking that you dress in business casual (slacks, blouse, polo, dress shirt, etc.) and with a black/white color scheme.  This will help other team members identify us as Buddies and not as other team members, as well as help accent our Kings and Queens who are showing in their best!  Also, it is imperative that NO CLEAVAGE AND SKIRTS BE AT LEAST FINGERTIP LENGTH.  Please keep in mind that anything less modest may create problems for some of our Kings and Queens!

ARRIVAL: Please be at Highland Woods Center at 3:30 pm.  The doors open at 4:00 pm. The Kings and Queens are scheduled to arrive at staggered 30-minute slots; however, last year we had several that arrived early (a lot early!).  Upon arrival, please go to the hallway (through the door) to the left and check in with one of our Lead Team members. We intend to call you to the atrium when your King/Queen arrives and will have a sign with your K/Q’s name for you to carry and help your K/Q find you! It is imperative that the noise level in the Buddy waiting area is kept to a minimum, as we do not have a sound system to announce the arrivals. 

ORDER:    After pairing up with your King/Queen, you will escort him/her down the hallway to the 2nd door.  Enter the banquet hall and help him/her receive his/her crown/tiara and flowers.  You will then be photographed in front of the backdrop then proceed to the red-carpet area.  There will be 2 red carpets to try and help “speed up” this portion, but still allow each King/Queen his/her spotlight time!  Once the K/Q on one carpet is ½ way down the carpet, the next K/Q will be announced and begin his/her walk!

After exiting the red carpet, please locate a seat for you and your King/Queen. If your K/Q is ambulatory with no assistance, please discreetly help them select seating toward the back.  We will have tables toward the front for those in wheelchairs (fewer chairs will be at these tables) or walk with canes/walkers.

NOTES: As the Buddy, you will have some “cards” to keep track of for your King/Queen.  Tucking these in your name tag/lanyard may be an easy way to hold on to them.

1st – Their coat check tag. You may want to keep this in their name tag “pouch”.

2nd – Menu card. When you get to the table, please write your table number on the menu card, so your Food Service Team Member will know what to bring where. (You will also have your meal card, too.)

3rd – Picture card.  You will have a “photo card” that has the K/Q’s first and last name on it that needs to be given to the photographer when photos are taken before the red carpet!

4th – Announcement card.  Prior to walking down the red carpet, you will hand this to Aaron so he will have the K/Q’s name to announce.

5th – Limo ride card.  After walking down the red carpet, you will had this to one of the transportation team members (we are intending for them to be at the northeast door of the main hall/dining area).  You and your royalty will be called when it is your turn to ride. Limo rides will begin at 4:00pm to ensure all Kings and Queens get a chance to ride.

YOUR KING/QUEEN:  One critical responsibility for you (and all team members) is to help ensure your King/Queen does not ingest food that can be harmful to him/her (diabetic, choking hazard, etc.).  If he/she has a yellow lanyard, it should alert you to the fact that he/she has some type of dietary restriction. These dietary restrictions will be listed on the back of his/her name tag/card; simply ask him/her if you can see his/her card for a minute…All other volunteers are aware of this identifying feature and will be helping to make sure we keep all the Kings/Queens safe!

HAVE FUN!!!!  A key to having fun will be remembering that this night is all about them, not us!  Be flexible. We are trying really hard to make things go smoothly, but every year we learn something that can be and should be done differently, but will have to manage with what we have for the time being.  Our attitude makes all the difference in the world! Stay positive and enjoy!

If you or your K/Q needs any type of assistance, don’t hesitate to let another Team member know; there should be one within arm’s reach at most times!  There will be medical, bathroom attendants, food service, floaters, and many other volunteers in the immediate area and all are willing and able to help…just flag one of them down and he/she will help get what your K/Q needs so you don’t have to leave them alone!

CAUTION…Please be cautious of giving out personal contact information to your King/Queen.  We cannot tell you not to, but please be aware that we are advising you not to!

TAKING PICTURES/VIDEOS: If you post pictures or videos, please remember these are not your family members, so be respectful of their privacy.  Also, please tag anything you post with #NightToShine, #TimTebowFoundation, #StandWithUs, #ACCNTS2020 (we are double-checking the accuracy of these, but they will be posted around Westgate during the event)

Regarding phones…please give your full attention to your K/Q!  This is their night and if their Buddy is on the phone more than conversing with him/her, it can be very discouraging and detracts from the wonderful experience the K/Q should be having!

LANYARDS/NAMETAGS: Please do not forget these!  You cannot/will not be allowed into the facility without these the night of the event.  Also, the King/Queen information cards contain HIPAA information, so please keep that information close to you.

KEEP IN MIND: Please be aware that although you have been paired with a K/Q, due to unforeseen issues (medical, behavioral, other family issues), a K/Q may not show.  We hate this when it happens, but it is completely out of our control. In the event that your K/Q is a “no show,” we will either ask you to be paired with another K/Q (some don’t register and just show up – we are not allowed and will not turn anyone away) at the last moment or to stick around and help in other capacities (the dance floor is always a great way to interact with all the K/Qs, too!).  Thank you for understanding and for volunteering your time!

When leaving at the end of the night: We will announce tables to leave. Once your table is announced please help your K/Q gather their items and move towards the front entry doors. You will walk thru a line of tables. On these tables will be the gift bag from TTF and the other side will have the K/Q tshirts. Please be prepared to know their shirt size, it will be on the back of your K/Q info card. Once you have gathered those items move on to the foyer where you will help them find there picture and claim their coat. Stay with your K/Q until they are prepared to leave with their parent/caregiver. Once all K/Q’s have left please stay and help with the cleanup. Last year it only took about 40 minutes with everyone’s help.