2026 Chicago Lymphoma Walk - Event Set Up

Volunteers will help with pre-event set up the day before our annual Chicago Lymphoma Walk. Join us for a beautiful day outside at Montrose Harbor and help with all the details that will ensure walk day goes smoothly - from placing signage to organizing tables/chairs to distributing materials/boxes to tents. This is an active, outdoor role in a grassy area. We appreciate all volunteers and welcome groups, students, corporate groups, and individuals. Make a difference while supporting the Lymphoma Research Foundation's mission to realize the promise of science to eradicate lymphoma and serve the community touched by this disease. Note: This is set up the day BEFORE the Lymphoma Walk. We're also looking for volunteers to help at the Lymphoma Walk event on Sunday, July 26 (6 AM - 2 PM). Join us for one day or both! Specific details are below. Join us all afternoon from 2-6 or let us know if there's a specific time slot that works best for you. 2:00–3:00 PM — Load-In and Supply Staging 6 Volunteers Pick up event materials from FedEx, if needed Transport approximately 40 supply crates to the event site Unload and move materials to the central staging area Sort supplies by tent or activity Break down packing materials and keep access paths clear Volunteers must be comfortable lifting heavy materials. Dollies, carts, and appropriately sized vehicles should be secured in advance. 2:30–4:00 PM — Tent, Table, and Chair Setup| 6 Volunteers Confirm tent placement with the site map and vendor Move tables and chairs to designated locations Install and secure tent backdrops Establish Registration, Volunteer Check-In, Survivor, Sponsor, Family Fun Zone, Hospitality, Pick-a-Prize, and Stage areas All major tents, tables, and chairs should be in place by 4:00 PM. 2:30–4:30 PM — Signage, Flags, and Event Grounds 4 Volunteers Assemble and place more than 50 event signs Assemble and secure feather flags Install banners and sponsor signage Confirm signs are visible, correctly placed, and secured against wind 2:30–4:30 PM — Walk Route Setup 4 Volunteers Walk and confirm the approved route Install directional signs and turn arrows Identify intersections requiring Walk Day coverage Confirm the water station location Verify that the route is clearly marked from beginning to end At least two volunteers should complete the full route together before sign-off. 3:30–5:00 PM — Registration and Volunteer Check-In 4 Volunteers Position tables and add tablecloths Create alphabetized participant check-in stations Organize registration materials, waivers, and supplies Prepare the cash and check handling area Sort participant and volunteer shirts by size Label all check-in stations clearly Registration should be fully organized and ready for review by 5:00 PM. 3:30–5:00 PM — Participant Materials and Activity Tents 4 Volunteers Sort giveaways, incentive prizes, and survivor gifts Organize brochures, sponsor materials, and Pick-a-Prize supplies Distribute materials to each tent Store extra supplies beneath tables for restocking Confirm that every activity area has the materials needed for Walk Day 3:30–5:00 PM — Stage and Program Area 2 Volunteers Place stage signage and arrange the podium and DJ table Set program chairs and round tables, if applicable Organize awards, presentation materials, and ceremonial items Confirm clear access for speakers and honorees Secure program materials overnight 3:30–5:30 PM — Sponsor and Vendor Support 2 Volunteers Welcome sponsors and vendors and direct them to assigned areas Assist with unloading and equipment placement Confirm tables, chairs, and sponsor signage are in place Answer basic questions and refer issues to the Site Lead Keep vendor access paths clear 4:30–5:30 PM — Safety and Site Operations 4 Volunteers with Staff Oversight Place trash and recycling bins throughout the site Check tent weights, stakes, and walking paths Secure loose materials against wind Move valuable materials into secure storage or vehicles Remove boxes, packing materials, and other debris Report any remaining safety concerns to staff 5:30–6:00 PM — Final Site Walk All Available Volunteers and Staff Inspect every tent and activity area Confirm that event and route signage is complete Verify that tables, supplies, and sponsor materials are properly placed Secure materials against weather and wind Remove remaining boxes and debris Consolidate unused supplies Clean all work areas Complete a final walkthrough with the Event Lead