Vols Playbook

A resource for all volunteers.

Welcome Aboard!

A Personal Welcome to the Diversity Wine Club Team

Hello, and thank you.

I want to welcome you to the Diversity Wine Club volunteer team personally. What we do here—bringing together the LGBTQ+ community and friends through the shared joy of wine and truly unforgettable parties—is more than just a club to me; it is my absolute passion. Since our founding in 2018, the club has grown to include thousands of members and followers. Thank you, from the bottom of my heart, for sharing your time, energy, and unique perspective with this vision.

As a community-building organization, every action we take is driven by our core motto: Socialize • Network • Learn • Give Back to Our Community. Your volunteer work is essential to fulfilling this vital mission.

By ensuring our events run smoothly, you are making it possible for us to generate the much-needed funds that benefit our local charities. Our goal is simple but ambitious: to make every Diversity Wine Club event the can't-miss party for the LGBTQ+ community and our allies, and in doing so, to be a powerful engine for good.

This Jumpstart document is your starting point. It lays out the process, but I hope you use it as a foundation, not a limit. Your ideas, your experience, and your unique approach are what will help us continuously improve and amplify our impact.

I’m thrilled to have you on the team. Let's make some magic happen and give back to our community!

Warmly,

Bob Day (he/him) 

Founder & Organizer

www.DiversityWine.Club

Just a Few Quick Tips

  • Don't assume Bob knows everything—he doesn't! We're all in this together.

  • Please be responsive to messages from Bob or your fellow volunteers.

  • We welcome your suggestions on how we can improve your Vols role.

Thank you again for your commitment to DWC. We look forward to working with you.

The Diversity Wine Club Team

Do, Learn, Repeat, Do Better

The quality of every Diversity Wine Club event—from the atmosphere to the impact on our charity partners—depends entirely on a consistent process. This isn't just a boring checklist; it's our blueprint for success.

You are the driver of this process. While this Jumpstart document provides essential starting points and best practices for your role, we rely on our volunteers to bring it to life and improve it. A well-executed process is what delivers consistent, high-quality results, ensuring every party is the "can't-miss" event we promise. Volunteers drive the process; the process delivers consistent quality results.

Our approach to process is simple: Do, Learn, Repeat, Do Better.

  • Do: Execute your role using the on-the-job training and the guidance in this document.

  • Learn: Observe what works, identify friction points, and note where we can be smoother or more efficient.

  • Repeat: Apply the refined process—including any improvements you or your team have made—at the next event to solidify consistency and quality.

  • Do Better: Use your on-the-ground insights to suggest further refinements and elevate the experience for everyone.

Think of this document as a living, breathing resource. It’s the starting line for your contribution. If you find a more efficient or effective way to achieve a task, that’s a win for the entire organization! Share your ideas so we can collectively and continuously improve the quality of our events and amplify our impact on the community.

Event Dates

Communication Compliance: Response Time 

Timely communication is a core requirement and the backbone of our operational success. To ensure projects move forward and no teammate is left hanging, we adhere to the following standards:

Response Time

  • All Internal Messages: Within 72 Hours

  • Urgent Flags: As soon as possible

Communication Compliance: Join DWC Vols Chat

Active participation in the Messenger chat group is a core requirement for all volunteers. This ensures real-time coordination, safety, and event success.

System Configuration

Visit DWC Vols Chat: Click Here to Participate

Become a Member of the Official Chat: Click Here to Join DWC Vols Chat

Mobile Access: Install the Messenger App (iOS/Android) or Bookmark the website: Messenger.com

Desktop Access: Bookmark the website: Messenger.com

Multi-Device Sync: Install/Log in on all personal devices (Phone, Tablet, PC)

Mandatory Notification Settings

To ensure you receive critical updates and the team knows you are "in the loop," please verify the following settings in your app:

  • Read Receipts: Toggle ON (so everyone knows messages are seen).

  • Alert Frequency: Set to "All Messages" (under Notifications & Sounds).

  • Active Status: Ensure you are reachable when needed.

Direct Communication Protocols

If a message is not addressed specifically, it may be missed. Use these tagging standards to ensure your message reaches the intended audience:

  • To Reach One Person: Type the @ symbol followed by their name.

  • To Reach The Full Team: Type @Everyone to send a notification to all members.

Note: Proper @Mention usage is required for any time-sensitive updates or questions.

Volunteers and Partners

Thanks to all the members of our community who help! Your time and commitment make every Diversity Wine Club Event a success. To help everyone understand how different roles impact our gathering, we have defined these types of Volunteers.

Visionary Vols

This foundational role is held by Bob Day, the founder and owner of Diversity Wine Club, LLC. As the architect of our mission, the Visionary Vol provides the steady hand and long-term inspiration that keeps our community thriving. By curating our brand integrity and managing the complex technical ecosystem behind the scenes, they ensure that every Event remains a safe, beautiful, and consistent sanctuary for all our Follower(s).

Advisory Vols

Our Advisory Vols are the brilliant minds who safeguard our organization's future. By providing high-level professional guidance and strategic wisdom, you ensure that the DWC remains healthy, sustainable, and legally sound. We lean on your expertise to navigate the complexities of the business world, allowing our community-facing mission to flourish with confidence and grace.

Operation Vols

Operations Vols are the dedicated engines that make the magic happen. Your commitment is the bedrock of every gathering; you are the reliable heroes who ensure our Event(s) run seamlessly from start to finish. Because your role is so vital to our community's collective experience, we honor your time by providing a partner for every task—ensuring the DWC standard of excellence is always met.

Hospitality Vols

Our Hospitality Vols are the masters of the "first hello" and the warm atmosphere we cherish. You possess the incredible gift of making every guest feel seen, valued, and at home the moment they walk through the door. You are the face of our welcoming spirit, turning a simple gathering into a true community through your kindness and inclusive energy.

Community Partners

Our Community Partners are the soul and purpose of our gatherings. You provide the vital platform and the meaningful causes that inspire our community to connect. Your contribution is the crown jewel of our program; without your physical spaces, your voices, and your missions, we would simply be sharing wine—with you, we are changing lives and strengthening the fabric of our community.

Volunteers & Partners Matrix

Role Examples Impact Small Stipend Community Recognition Pitch-In Wine Optional Comp Tickets (via Promo Code)
Visionary Vols DWC Founder & Organizer Essential No Yes Yes Ten Comp Tickets per Event
             
Advisory Vols Accountant/CPA Strategic Yes Yes Yes Two Comp Tickets per Event
             
Operation Vols Event Manager, Photographer, Check-In Lead, Supplies Lead Critical Yes Yes Yes Two per Event(s) assigned
             
Hospitality Vols Greeter Valuable No Yes Yes Two per Event(s) assigned
             
Community Partners Host, Charity, Community Matters Speaker Pivotal No Yes Yes Ten per Event(s) assigned

Promo Codes Explained

For Online Purchases (Guests)

  • Click the Add Promo Code button during checkout.

  • Enter the code exactly as provided and click apply.

  • The Registration Confirmation indicated the exact address. This is the only way to get the address.

For At-the-Door Sales (Check-In Lead)

  • Click Register Someone.

  • Select the Add Promo Code button and enter the code.

  • This will immediately add the guest to the Registrants list, ready for check-in.

Finding Your Promo Code

  • If you need to retrieve your code:

    • Go to your Home Page.

    • Click the View Promo Codes link to display all available codes for your team.

New Permanent Policy

As of January 2026, all previous promo codes have been retired and replaced with permanent codes that do not expire. These codes will remain active indefinitely unless a change is required due to unauthorized use or abuse.

Handling Guests Without a Code

Occasionally, a guest may arrive stating they are a guest of the host but may not know their code (or may try to use an expired one). If this occurs:

  1. Retrieve the Code: Follow the "Finding Your Promo Code" to look up the correct code on your Home Page.

  2. Process the Entry: Follow the "For At-the-Door Sales" instructions to register the guest and apply the code.