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
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
Welcome to the Team!
Thank you for stepping forward! Your time, energy, and commitment are what make every Diversity Wine Club event a massive success. Whether you are coordinating operations behind the scenes, capturing beautiful memories, or offering a warm smile at the door, every single role works together as one unified team. Together with our founder, advisors, and community partners, we do far more than just share wine—we build a safe, welcoming sanctuary where people can truly connect, belong, and thrive.
The Full Stack
Sponsors | Hosts | Charity Partners | Community Matters Speakers | DWC Founder | Event Managers | Photographers | Check-In Leads | Supplies Leads | Greeters | Vibe Leads | Flex Vols
Volunteers & Partners Matrix
| Role | Small Stipend– | –Community Recognition | Comp Tickets |
|---|---|---|---|
| DWC Founder | No | Yes | Ten Comp Tickets per Event |
| Accountants/CPA | Yes | Yes | Two Comp Tickets per Event |
| Event Managers, Photographers, Check-In Leads, Supplies Leads | Yes | Yes | Two per event you work or host |
| Greeters, Vibe Leads, FlexVols | No | Yes | Two per event you work or host |
| Sponsors, Host(s), Charity Partners, Community Matters Speakers | No | Yes | Two per event you work or host |
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:
Retrieve the Code: Follow the "Finding Your Promo Code" to look up the correct code on your Home Page.
Process the Entry: Follow the "For At-the-Door Sales" instructions to register the guest and apply the code.