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Volunteer Training

Thank you for volunteering for Booksale!

It takes the efforts of you and over 1,000 other volunteers to help us hold one of the largest Booksales in the nation! Thank you for making it possible for the Friends to fulfill our mission of supporting the Metropolitan Library System. We want your volunteer experience to be a positive one, so we’ve included some helpful information below as well as some training information for you.

If you do have any questions or need further information, please contact us at 405-606-3763 or at friends@metrolibrary.org.

Volunteer Training Materials

Please review the instructions and videos below for your assigned position(s) to know what you will be doing:

Book Stockers - General Area

Book Stocker Goal: Make sure tables are full of the right categories of books ready for shoppers.

  • Keep the books organized on the tables.
  • Keep books stocked from the excess books under each table.
  • Facing the side of the table; books are positioned to be read from left to right down the table. All titles face the same direction for easy readability.
  • Keep the books organized under the table; spines facing up, following the title positioning above.
  • Put empty boxes against South Wall near the overhead doors.
  • When customers leave books along the walls; if you are sure the customer has indeed left, gather these and redirect to their proper category.
  • Please see your Quadrant Coach or volunteer supervisor for any special stocking requirements. (Mystery and Audio Visual especially)
  • Always remember to smile and say thank you to our customers!
Cashiers - Better Books Room

Cashier Goal: Quickly and accurately add and charge customers for their books.

You will be either a counter or cashier forming a team at each table. There should always be two volunteers at each table. Counters will separate the books and other non-print items and help figure the total amount of each purchase.

Cashiers will tally the purchase using an adding machine and accept cash or check for the total amount, or call for a credit card volunteer by raising the Credit Card sign. Cashiers will also be responsible for providing the customer with a receipt.

  • Books are individually priced.
  • Prices are marked on the inside cover; you may need to flip back a few pages at the front of the book to see the price.
  • If a price cannot be found, hold up the help sign and the supervisor of the area will find out the price.
  • Members of the Friends of the Library may present a membership card to receive a discount. This card is only valid one time on the Saturday of the sale and one time on the Sunday of the sale. The card gives the holder 10% off their purchase.
    • To calculate the discount: Total Cost X .90 = New Total. For example: Total Cost of $25 x .90 = $22.50the new total.
    • If the final price is not a whole number and/or the ability to give precise coin change is a challenge, round the price DOWN to the nearest even amount so that the guest is able to complete their purchase and receive a discount so that the line keeps moving forward and the transaction is complete. 
    • Please use a sharpie to mark the appropriate box once the card is used.

Debit/Credit cards are accepted. There is also an ATM in the main lobby.

At each table there will be signs for notification

  • Use the Help Sign when:
    • A customer needs help with a hand truck.
    • You need change in your cashbox.
    • You need a price check. If a price cannot be found, the supervisor of the area will find out the price.
    • You have a customer who is tax exempt or who has a purchase order. (There will be someone there to figure out the tax that is to be subtracted from the total.)
  • Use the Table Number Sign when:
    • The sales procedure is completed, hold up the table number sign so the next customer can be directed to your table.
  • Use the Credit Card Sign when:
    • When a customer has a credit/debit card purchase.

Please see your volunteer supervisor for any special cashier requirements.

Please smile and say thank you to our customers!

Cashiers - General Area

Cashier Goal: Quickly and accurately add and charge customers for their books.

You will be part of a team including a counter and a cashier at one table. There should always be two volunteers at each table.

If the customer has not already added purchases on a tally sheet;
Counters will separate the hardbacks, softbacks and other non-print items and count each category.
Cashiers will tally the purchase and accept cash or check for the amount, or call for a credit card volunteer by raising the credit card sign. Cashiers will also be responsible for providing the customer with a receipt.

  • Hardbacks are $2.00
  • Softbacks are $1.00
  • Other items are as listed on the cost sheet at each table.
  • Members of the Friends of the Library may present a membership card to receive a discount. This card is only valid one time on the Saturday of the sale and one time on the Sunday of the sale. The card gives the holder 10% off their purchase.
    • To calculate the discount: Total Cost X .90 = New Total. For example: Total Cost of $25 x .90 = $22.50the new total.
    • If the final price is not a whole number and/or the ability to give precise coin change is a challenge, round the price DOWN to the nearest even amount so that the guest is able to complete their purchase and receive a discount so that the line keeps moving forward and the transaction is complete. 
    • Please use a sharpie to mark the appropriate box once the card is used.

Debit/Credit cards are accepted for purchases over $20. There is also an ATM in the main lobby.

At each table there will be signs for notification

  • Use the Help Sign when:
    • A customer needs help with a hand truck.
    • You need change in your cashbox.
    • You have a customer who is tax exempt or who has a purchase order. (There will be someone there to figure out the tax that is to be subtracted from the total.)
  • Use the Table Number Sign when:
    • The sales procedure is completed, hold up the table number sign so the next customer can be directed to your table.
  • Use the Credit Card Sign when:
    • When a customer has a credit/debit card purchase.

Please see your volunteer supervisor for any special cashier requirements.

Please smile and say thank you to our customers!

Customer Service

Goal: Enhance the shopping experience by helping customers with hand trucks, information and help.

Customer Service Table

  • Check hand trucks in and out to customers using a driver’s license as collateral.
  • Answer customer questions if possible (“Where are the restrooms?”, etc.)
  • Refer any issues or questions to your Supervisor or a Booksale Chair if needed (colored logo shirt).

Line Monitor

  • Help maintain order and provide direction to customers waiting to check out.
  • When line gets long, hold up an END OF LINE sign so customers can easily find it.
  • Be positive and cheerful.
  • Point out the Express Line to customers who have just a few books. Be aware, the choice to remain in the regular line is the customer’s as the length of express line is sometimes longer than the regular line.

Door Greeter and Guest Monitor

  • Ensure that doors to which you are assigned are accessed properly, and only by individuals authorized to do so.
  • On Friday, guest MUST have a ticket to enter. Please take their ticket, put in the ticket box, and stamp the guest’s hand. No tickets are required on Saturday or Sunday.
    • The only exception for not having a ticket on Friday is if the individual is a child aged 11 and under. They will still need to have their hand stamped.
  • Use your electronic counter or a tally sheet to monitor the number of people coming in and out of the room.
  • Customers may only enter and exit the sale through the lobby.
  • Please be prepared to answer questions as best you can regarding locations of restrooms and materials in the building.
  • Direct any customers with questions you do not know the answers to a Quadrant Coach, Booksale Chair or Coordinator.
  • Please do not leave your door unattended at any time!
  • Be confident and kind in letting guests know when we have reached a room capacity and they must wait for admission.

Hand Truck Operator

Hand Truck Goal: Help with the flow in the cashier area and assist customers with their purchases.

  • Assist customers with large number of books by taking them outside on a hand truck.
  • Go to curb in front of the OK Expo Building and wait while the customer gets their car and drives up to the front and retrieves the books.
  • Please do not go further than the curb in front of the OK Expo Building

Holding Area

Goal: Help customers continue to shop by holding purchases until shopping is completed.

  • Customers bring filled containers of books to be held until they are ready to check out.
  • Give the customer a numbered tag in return for each container.
  • Place items in numbered slots corresponding to the tags given to the customer.
  • When customer is ready to check out, tag is surrendered by the customer and containers of books are then returned to customer.
  • Further instructions will be given on site.
Move In

Goal: Bring all books, shelving and equipment into the Oklahoma Expo Building as quickly and safely as possible.

  • After pallets of books are unloaded from the trucks, unpack the pallets.
  • Take boxes of books them to the appropriate sections of the building, and begin putting them on tables.
  • Further instructions will be given on site.

Move Out

Goal: Remove all books, shelving and equipment from the Oklahoma Expo Building as quickly as possible.

  • As directed, gather up all remaining books and either place in boxes or gaylords.
  • Help disassemble shelving and equipment and load onto trucks to be returned to the Friends storage space or sorting site.
  • If you have work gloves please bring them!

Set Up

Goal: Make sure tables are full of the right categories of books ready for shoppers.

Please see your Quad Coach/Volunteer Supervisor for any special set up requirements.

  • Organize books on the tables.
  • Place excess books under each table in the appropriate categories, spines facing up, following the title positioning below.
  • Facing the side of the table; books are positioned to be read from left to right down the table. All titles face the same direction for easy readability.
  • Put empty boxes against South Wall near the overhead doors.
Volunteer Support - Hospitality

Hospitality Goal: Make all Booksale Volunteers feel welcomed and valued – because Booksale wouldn’t happen without ALL of you!

  • One person at the end of the sign-in lines thanking volunteers and helping them get in three lines by last name (A-G, H-P, Q-Z).
  • Two people at each check in station - one with the list and name badges, and one standing behind to retrieve the t-shirts, and all thanking the volunteers.
  • If available, a person at the doors of the kitchen thanking volunteers and directing them snacks and drinks.
  • Others will provide instruction sheets and direct volunteers to their area of service (on the bottom of volunteer name badge) and help them find the Quad Coach in that area for instructions.

Familiarize yourself with ALL the volunteer job descriptions as well so you can answer questions volunteers may have about their area. For any questions you can't answer, please direct the volunteers to the Volunteer Table.

The process for volunteers will be as follows:

  1. 1. Volunteer enters building and is directed to the Volunteer Check In Table in the lobby.
    2. Volunteer lines up according to last name: (A-G, H-P, Q-Z)
    3. Volunteer is checked off the list, receives t-shirt, receives name badge and small instructions. (If volunteer is not on the list, please have him/her see the Volunteer Coach at the Volunteer Table to the west side of the General Area)
    4. Volunteer is told meal times and sent to work area or Booksale Kitchen.
    5. If Volunteer is directed to Booksale Kitchen, after receiving his/her meal he/she will be directed to his/her work area (on the bottom of the name badge) and told to find the Quadrant Coach or Booksale Chair in that area for instructions.

After all volunteers are checked in, most Hospitality Volunteers will go to the Booksale Kitchen to help with meal prep, or take water, and snacks to all volunteer areas. During the sale, please be sure to visit all the door guards, volunteers in the lobby holding area, and Better Books volunteers in addition to the General Area volunteers.

You may also point out the restrooms by the Booksale kitchen and in the lobby of the Oklahoma Expo Building.

Also - remember to say a special thanks to any volunteer in a colored logo shirt - these volunteers work tirelessly all year to make Booksale happen!

Frequently Asked Questions

How to get to the Fairgrounds?

Address - OKC Fairgrounds, Oklahoma Expo Hall, 3213 Wichita Walk, Oklahoma City

 

Where do I park?

Parking is free, but come early to get a close spot! There is parking close to Gate 10 (closed for driving but you can walk through) directly North of the Oklahoma Expo Building.

Where do I enter the Oklahoma Expo Building?

The Volunteer entrance is on the north side of the building. See the map below.

Where do I sign in and get my t-shirt, name badge and training?

Volunteer Check-In

  1. Enter the building and go to the Volunteer Information Table in the southwest corner of the General Area.
  2. Line up according to your last name: (A-G, H-P, Q-Z)
  3. You’ll be checked off the list, receive your t-shirt, receive your name badge and written instructions. (If you are not on the list, please see Volunteer Coach at the Volunteer Table on the west side of the General Area)
  4. Find out meal times and go to your work area or the Booksale Kitchen.
  5. When you arrive in your work area (listed at the bottom of your name badge) find Quadrant Coach or Booksale Chair in that area for instructions.

What do I wear?

When volunteering, please wear your complimentary Booksale t-shirt paired with very comfortable shoes and casual clothing that can be washed—books are dusty!

Visit the Volunteer Table Saturday, February 18 – Friday, February 24 from 10 am to 12 noon to pick your shirt. You can also pick up your shirt on the volunteer limited shopping night Thursday, February 23 from 5:30 – 7:30 pm or at the start of volunteer shift.

What should I bring to volunteer?

As little as possible! There is not storage for personal items of any kind, so please make plans to wear/carry anything you bring with you, including your coat, purse, backpack, etc. or leave them at home!

Where are the restrooms?

Restrooms are located in the South end of the front lobby as well as in the back of the general area through the double glass doors. Please ask your volunteer supervisor for a break if you need one at any time.

Is there any food?

Yes, there will be water and snacks for all volunteers.

What if I can’t make it?

You can go here, log in, and cancel or reschedule your shift, or call 405-606-3763 and leave a message.

Who can help me if I have a problem or question before I get to the sale?

You may call the Friends at 405-606-3763 or email friendsvol@metrolibrary.org.

What if there is an emergency during the sale?

In case of evacuation overhead doors on both sides of the building will open. Direct people to those doors and exit the building yourself.

Where do I check in for my shift?

You’ll check in at the volunteer table along the west wall of the general shopping area. Sign in will be by last name: A – I, J – P, Q – Z. Please see the Friends’ Booksale – Oklahoma Expo Building Layout.

When can I shop?

Volunteers (no substitutes please!) may shop on Thursday evening, February 23, from 5:30—7:30 pm at the Oklahoma Expo Building. You will enter through the lobby entrance; check-in to receive two tickets, one for Better Books and one for the General Area. You will be able to check out and pay only one time on each side.

NOTE: If you plan to shop in both the General and Better Books Areas and plan to pay with a check or purchase order, you must bring two separate types of payments, one to be used in each area. You will not be able to use one check to pay for books being purchased from the two areas. We accept cash, checks and debit/credit cards.

Debit/credit card may be used to make purchases.

In the interest of time and fairness to all, please don't browse or shop during your volunteer shift(s), or while wearing a name badge, apron, or volunteer t-shirt, or during set-up. Please do not bring children or guests unless they are also independently signed up and registered to volunteer as well.

When is Volunteer Shopping and how many books can I buy?

Thursday, February 23, 2023 from 5:30 – 7:30 pm

The Booksale Committee asks that you follow these shopping guidelines (please do not ask for exceptions!):

General Area:

  1. Limit book purchases to 75 with a maximum of 5 from any one category.
  2. Please keep book sets and magazine bundles together.
    1. There will be a limit of 3 books purchased from a single category, with the exception of Audio/Visual ALL items count as 1 book of total.
    2. One encyclopedia set may be purchased per family. Sets consisting of both micro and macropedia are considered one set. A set is counted as one book.
    3. One reference set may be purchased.
    4. One bundle of magazines counts as one book; there are 12 magazines per bundle. There is no limit to the number of loose magazines that may be purchased.
    5. Contents of boxes containing sets (or partial sets) are usually marked on the box along with the price of the box.
    6. Two books tied together are $1.00 each, a total of $2.00.

Better Books:

Limits are a total purchase of thirty (30) books with a maximum of five from any single category.

Holding Area:

The Holding Area will NOT be staffed Thursday night. Books placed in the Holding Area is done at the shopper’s own risk. Shoppers will be responsible for their own purchases.

Can I shop after the sale?

YES! Volunteers and representatives from non-profit organizations may choose as many books as they would like for FREE from 6 – 7:30 pm on Sunday, February 26, 2023. After Booksale ends at 5:30 pm, please exit the building, and re-enter at 6 pm or when the buildings are cleared. This is just another way we like to give back to the community and show appreciation for you as a volunteer!

To print a copy of these guidelines, please click here.