Booth Relief Committee

The Booth Relief Committee provides volunteers to temporarily staff the booths of artists and demonstrators so they can have 15-20 minute breaks. The volunteer answers questions and watches the art but does not sell. The Booth Relief Chair, who is appointed by the Fair Chair, recruits 35-45 volunteers to provide the booth relief.

The Chair:

  • Reports progress and problems to Fair Chair and attends all Fair meetings scheduled by the Fair Chair.
  • Invites the Fair Chair to all committee meetings. The Fair Chair will attend whenever possible.
  • Acknowledges by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to webmaster@heardguild.org.
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to webmaster@heardguild.org.
  • Attends the Indian Fair & Market Wrap Up Meeting after the Fair and submits in quadruplicate the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Fair Chair, the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to webmaster@heardguild.org for posting on the Guild website.

Tasks

  • Prepare and submit a budget to the Fair Chair.
  • Recruit a co-chair and volunteers to provide the booth relief.
  • There is a morning and afternoon shift each day.
  • Approximately 12 volunteers are needed for each shift.
  • Attend the General Fair meetings.
  • Confer with the Fair Chair, Staging Chair, and Signage Chair for booth and signage needs.
  • Signs are needed to locate and identify the Relief Booth.
  • When circulating, each volunteer carries a “Booth Relief” sign so that they are clearly visible to the artists.
  • Confirm volunteers’ commitment and verify their schedules.
  • Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Set up booth on Saturday before the first shift of volunteers arrives. Chair and Co-Chair are available by cell phone during Fair hours.
  • Volunteers are assigned to an area where they rove and sit in artists’ booths when needed.
  • Volunteers keep track of and report to Booth Relief Chair the number of times they are asked to sit at booths during the shift.
  • Submit vouchers (with receipts) for any expenses to the Guild Treasurer.

Time Line

August

  • Prepare and submit a budget.

November

  • Attend the General Fair meeting.
  • Begin recruiting volunteers.

February

  • Attend the General Fair meeting.
  • Confer with Fair Chair, Staging Chair, and Signage Chair for booth and signage needs.
  • Confirm volunteers’ commitment and verify their schedules.
  • Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Send out commitment reminder letters to all confirmed Booth Relief Volunteers.

March

  • Set up booth on Saturday prior to volunteer assignments.
  • Provide booth relief for artists and demonstrators.
  • Send “Thank You” letter to all Booth Relief Volunteers.
  • Submit vouchers (with receipts) for any expenses to the Guild Treasurer.

April

  • Review website description of committee work and send changes to webmaster@heardguild.org. Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to webmaster@heardguild.org.
  • Attend the Indian Fair and Market Wrap Up Meeting and submit three copies of the annual Committee Report (unbound) using the Sample Committee Report as a guide. The hard copy reports will be distributed to the incoming Committee Chair, the Fair Chair and the Library Archives. Also, a copy of the report in MS Word is sent to the Webmaster for Guild records.

4/12/12