Artists Hospitality Committee

The Artists Hospitality Committee is responsible for procuring and providing refreshments for the artists and cultural performers at the Fair, which includes morning coffee and breakfast at the Hospitality Tent, as well as morning and afternoon snacks packaged and distributed to the artists tents. Bottled water is available at all times.

The Artists Hospitality Chair is selected by the Fair Chair and Artist Exhibitor Chair and is part of the Artist Exhibitors group. The Hospitality Chair may recruit others to share the workload.

The Chair

  • Reports progress and problems to Fair Chair.
  • Attends all Fair Committee Chair meetings.
  • Prepares and submits a line item budget to the Fair Chair.
  • Coordinates with Fair Chair and Staging Chair to understand and accommodate any changes for the upcoming Fair.
  • Invites the Fair Chair to strategic committee meetings including wrap-up and initial planning meetings.
  • Recruits, schedules, and trains volunteers.
  • Submits the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Acknowledges by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • Submits vendor invoices to the Guild Treasurer for payment.
  • Submits vouchers with receipts to the Guild Treasurer for reimbursement of committee expenses.
  • 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. Updates and sends it to the Fair Chair who will review and forward it to the President Elect and to
  • Attends the Wrap-Up Meeting after the Fair. At least a week prior to the meeting, emails the Committee Report to the Fair Chair. The sections of the report are: Committee Purpose, What Worked Well, What Needs Improvement, Recommendations for Improvement. Appropriate attachments would be sales spreadsheets, tallies, and other information that would be useful for decision making. One report is given to the Fair Chair and the duplicate is kept in the Committee Notebook. The report is the basis for the individual Committee planning meetings for the following year.



1. Recruit and assign volunteers to help set up, prepare and package the food, distribute the food, and clean up the distribution area after the event. Typically:

  • The current year’s Las Guias class is a source of volunteers.
  • A small crew is needed to set up the staging area and begin accepting food donations for two days before the Fair.
  • Each day during the Fair, the volunteers work in 2 and 3 hour shifts:


5:30 – 7:30 a.m. 4 5:30 – 7:30 a.m. 4 Water Distribution
6-9 a.m. shift 8 7-9 a.m. shift 8 Early Breakfast Shift
9-12 noon bridge 2 9-12 noon 2 Shift Bridge
10-12 noon shift 10 10-12 noon shift 10 AM Snack Shift
12-3 p.m. bridge 2 12-3 p.m. 2 Shift Bridge
2-4 p.m. shift 10 1-3 p.m. shift 10 PM Snack Shift
3-5 p.m. bridge 2 3-5 p.m. 2 Closing Bridge
  • Arrive 5:15 Saturday and 5:30 Sunday
  • 4 – Water Distributers
  • 4 – Tent Breakfast Servers
  • 2 – Kitchen Food Prep
  • 2 – Beverage, Food & Supplies Runners
  • AM and PM Food Distribution:
  • 10 – Citrus and Snack Carriers
  • Shift Bridge Tasks:
  • 1 – Coffee Tender
  • 1 – Water & Citrus Server

2.  Solicit food donations from Guild members:

  • Fresh fruits and vegetables and/or packaged foods are preferred.
  • Apples, bananas, grapes, trail mix, nuts, and cheese are popular.
  • Brownies, corn bread, and cookies are also popular.

3.  Purchase all needed supplies.
4.  Arrange to have delivered or picked up:

  • Bagels for breakfast and eggs, plus cream cheese and jellies.
  • Large citrus donations [NOTE:  The USDA has issued a Citrus Greening Quarantine for parts of Maricopa County.  Citrus donations accepted for the Fair must be in compliance with the quarantine.  Approval for accepting citrus donations must be obtained from Brian McGrew, AZ USDA Citrus Quarantine Manager, the Fair Chair, and the Heard Museum Deputy Director/COO.]

5. Arrange for delivery of two bottles of water for each artist at their booths both Saturday and Sunday mornings.

6. Prepare and package foods.

7. Provide coffee and breakfast for the artists on Saturday beginning at 6:30 and Sunday at 7:30. Three rooms are needed the night before for prepped large pots.  Coffee and hot water are needed all day for artists and volunteers until 3 pm.

8. Send out volunteers to deliver food packets to the artists in their tents.

  • On a campus map, draw a layout of the grounds showing volunteers the areas to be covered.
  • Morning delivery of fruit begins at 10:00 a.m. each day.
  • Afternoon delivery of snacks begins at 2:00 p.m. on Saturday and 1:00 p.m. on Sunday.

Time Line


  • Prepare and submit a budget to the Fair Chair.


  • Begin recruiting and continue through the beginning of February.
  • Coordinate with Volunteer Placement Chair to recruit at Job Fair usually at October Guild meeting.
  • Begin planning for the next Fair.
  • Attend Fair Chair Committee meeting.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements (tables, pallets, coffee pots, and refrigeration), booth location, and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair particularly the Food and Beverage Chair to arrange for bottled water and the Cultural Performance Chair for food and water for their performers.


  • Confirm with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Solicit volunteers and donations at the monthly Guild meeting.
  • Call tCitrus Donors who are in compliance with the Citrus Quarantine to arrange delivery date for citrus.


  • Attend Fair Chair Committee meeting.
  • Confirm volunteers’ commitment and finalize volunteer schedules. Send volunteers maps and parking instructions
  • Submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Purchase needed supplies.

The Fair

  • Set up staging area and begin accepting food donations two days before the Fair.
  • Set up booth and hospitality room prior to the Fair and clean out booth and hospitality room at the end of the Fair.
  • Oversee the Artist Hospitality process during the Fair – prepare, package, and deliver food to the artists and performers.


  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already done so.
  • Acknowledge the work done by the volunteers.
  • Meet with Committee to debrief. Invite the Fair Chair and next year’s Committee Chair if there is a new Chair.
  • Write the Committee report (see Chair section above)
  • Review the job description (see Chair section above).
  • Attend the Fair Committee Chair Wrap-Up Meeting.
  • If not continuing as Chair, ensure a smooth transition to the new Committee Chair.