American Indian Food Committee

American Indian Food Committee

The American Indian Food Committee determines what foods should be offered and who will provide them; for example, Piki Bread by Hopi women, Posole Stew from the Museum Cantina, and selecting Chefs for demonstrations and tastings using indigenous ingredients and sale of ingredients. Coordinates with the Staging Chair for space and equipment needs including sound system and ensures compliance with health standards.

The Chair is selected by the Fair Chair and the Food & Beverage Chair and is part of the Food & Beverage group. The Chair will select about 20-30 volunteers to oversee the Chef Demonstration and Tasting, Indian food preparation, and the Piki Bread demonstration areas.

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 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, power, refrigeration, equipment and signage needs. Consults with all other Chairs as needed to ensure the success of the Committee and Fair.
  • Recruit about 20-30 volunteers for the Chef Demonstration and Tasting, Indian food preparation (if any), and the Piki Bread demonstration areas.
  • Recruit a person to be in charge of the Piki Bread demonstration area.
  • Select and contract with chefs and ingredient sales vendors.
  • If it is decided to offer American Indian foods for sale, consult with the Fair Chair and the Food & Beverage Chair to determine the menu and to set the food prices and make all necessary arrangements including permits.
  • Make sure that Food Handler’s Permit requirements are met, if needed. They are issued by Maricopa County. Testing sites are located at:


Central Region
1001 North Central #300
Phoenix, AZ 85004

Eastern Region
1255 West Baseline #124A
Mesa, AZ 85202

Western Region
8910 North 43rd Avenue
Glendale, AZ 85302

Northern Region
3101 East Shea #220
Phoenix, AZ 85032

 

  • Coordinate closely with the Food & Beverage Chair for needed equipment and supplies for the booth. Consider what it is storage.
  • Submit to the Staging Chair and Food & Beverage Chair a drawing of the booth floor plan showing the placement of risers, tables, chairs, refrigerators/freezers, roasters, grills, wash station, etc.
  • Arrange for payments to demonstrators (chefs, Piki Bread ladies) with the Guild Treasurer.

Time Line

March/April/May

  • Begin recruiting and continue through the beginning of February
  • Begin planning for the next Fair. Invite the Fair Chair and Food & Beverage Chair..

July

  • Prepare and submit a budget to the Fair Chair.

Summer

  • Obtain commitments and signed contracts from chefs.
  • Coordinate with Museum bookstore manager for cookbook signings (if any).

October/November

  • By October 1, send promotional materials to Fair Chair including images for inclusion in the Fair Program and web site. Continue to send updates to the Fair Chair through February.
  • Obtain commitment from Piki Bread demonstrators.
  • 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.
  • Submit a drawing of the booth floor plan to the Staging Chair.
  • Consult with Food & Beverage Chair to determine the menu and set the food prices, if needed.
  • 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.
  • Confirm with the Food & Beverage Chair the equipment, supplies and food needed.
  • Obtain special events permit from health department

February

  • Attend Fair Committee Chair meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Purchase equipment and supplies.

The Fair

  • Purchase food and supplies, as needed.
  • Set up Chef Demo area, Piki demonstration area and any other American Indian food area with the assistance of the Staging Chair and Food & Beverage Chair.
  • Set up should be completed in time for the Health and Fire Inspectors’ visits.       Be on site for inspections and correct any deficiencies.
  • Clean and return equipment and unused supplies to storage.

March/April

  • 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.

7/20/14