Admissions

The Admissions Committee plans the admissions tent for a smooth operation and coordinates with the Guild Treasurer for money handling control and security. The Admissions Chair recruits, trains, and supervises four shifts of cashiers who sell admission tickets. The Admissions Chair is also responsible for line control and the flow of traffic through the admissions tent.

The Admissions Committee Chair is appointed by the Fair Chair and the Guild Treasurer and is part of the Revenue Group lead by the Treasurer.

 The Chair:

  • Reports progress and problems to Fair Chair and Guild Treasurer.
  • 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 webmaster@heardguild.org.
  • 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.

Tasks

  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, and signage needs. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Consult with Fair Chair, Staging Chair, Signage Chair, and Heard Visitor Services staff concerning booth and signage needs.
    • The advertised entrance is on Central and a secondary entrance is on Monte Vista to accommodate ADA attendees.
    • Submit a drawing of the booth floor plan showing the placement of tables and chairs to the Staging Chair.
  • Recruit volunteers to work during the Fair as cashiers, line control managers and all other required position for that year. There are usually two shifts per day.
  • Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Maintain a database of approximately 100 volunteers with names, phone numbers, and email addresses.
  • Arrange with the Guild Treasurer for security, cash boxes, start-up bank, change, and money pickups during the Fair.
  • Set up booth on Friday prior to the Fair and clean out booth at the end of the Fair on Sunday.
  • Oversee the admissions process during the Fair:
    • Train the volunteers.
    • Cashiers sell tickets, collect money, make change and collect discount coupons.
    • Money is collected frequently by the Money Room
    • Coupons are turned over to Heard Marketing staff.
    • Line managers direct traffic down the sidewalk, direct customers to the credit card of cash lines, and direct customers to the next available ticket seller inside the booth.

Time Line

March/April/May – the year before the event

  • Begin recruiting and continue through the beginning of February
  • Begin planning for the next Fair. Invite the Fair Chair and Guild Treasurer. (Depending upon the Committee, the planning meeting may not take place until the Fall.)

 

July

  • Prepare and submit budget to the Fair Chair.

October/November

  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, booth location and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Coordinate with Volunteer Placement Chair to recruit at Job Fair usually at October Guild meeting.

January

  • Confirm with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and signage needs. Confirm will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Confirm volunteers’ commitment and verify their schedules.

February

  • Attend Fair Committee Chair meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Arrange with the Guild Treasurer for cash boxes, start up bank, change, and money pickups during the Fair.

The Fair

  • Set up booth prior to the Fair and clean out booth at the end of the Fair.
  • Oversee the admissions process during the Fair.

March/April

  • Submit 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.

 

 

4/12/12