Ask Me Stations Committee

The Ask Me Stations Committee organizes and staffs table stations throughout the Fair grounds to provide information and directions to Fair visitors, obtains initial supplies of Museum, Guild, and Fair literature, and keeps the tables stocked.

The Chair is appointed by the Fair Chair and in turn recruits about 40 volunteers to assist.

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 Guild Member website to determine if the description of the committee in the public area accurately reflects committee work and send 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 send to the President Elect and to webmaster@heardguild.org.
  • Attends the Indian Fair & Market Wrap Up Meeting and submits in duplicate the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair and the Fair Chair. Also, a copy of the report in MSWord format is e-mailed to webmaster@heardguild.org for posting on the Guild website.

Tasks

  • Prepare and submit a budget.
  • Consult with the Fair, Staging, and Signage Chairs concerning location and sign needs.
  • Recruit volunteers and then confirm their schedules.
  • Submit a list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Create a notebook and obtain a large map for each of the stations.
  • Set up tables on Friday prior to the Fair and remove all supplies from the stations at the end of the Fair on Sunday.
  • Oversee the “Ask Me” stations as volunteers provide information and directions to Fair visitors.

Time Line

August

  • Submit a budget.

November

  • Attend General Fair meeting.
  • Recruit volunteers.

January

  • Attend General Fair meeting.
  • Request copies of maps, artist lists, and Fair programs be provided.

February

  • Confirm volunteers’ commitments and verify their schedules.
  • Submit a list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Create notebooks of information for each “Ask Me” Information station.

March

  • Set up tables at each station on Friday prior to the Fair and remove all supplies from the table areas at the end of the Fair on Sunday.
  • Oversee the “Ask Me” Information stations during the Fair.
  • Acknowledge the work done by the volunteers.

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 final Fair Wrap Up meeting and submit 2 unbound copies of report and e-mail the report in MSWord . to the webmaster.

4/4/2010