Signs Committee

The Signs Committee determines, supplies, and installs the signs needed for the Fair. The Chair maintains a sign inventory, orders new signs as needed, installs and oversees the installation of signs, and removes and stores them after the Fair. The Chair coordinates with the tent contractor for assistance in hanging and removing signs. The Chair coordinates with the Fair Chair and Staging Chair to understand sign change needs based on new Fair activities and activity name changes.

The Chair is appointed by the Fair Chair and the Staging Chair and is part of the Logistics group coordinated by the Staging Chair.

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 about 5 to 8 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.


  • Consult with the Fair Chair and Staging Chair about set up requirements, changing booth locations, and signage needs.
  • Solicit from all Chairs their requests for new or altered signs.
  • Recruit volunteers to assist with the installation and removal of signs at the Fair.
  • Request crew from Staging Chair and oversee hired crew during installation of signs requiring a ladder. Coordinate installation schedule with Staging Chair.
  • Maintain an inventory of relevant and usable signs.
  • Design and order new signs as needed.
  • Purchase the tools and supplies needed for the installation of signs.
  • Assemble tools, ladders, and supplies and lay-out and organize signs during Fair week.
  • Pinpoint the proper locations of signs by using a map of the grounds and photos from previous years.
  • Remove signs after the Fair, pack them in the storage box nicknamed “the coffin” and return them to storage.

Time Line


  • Submit a budget estimate to the Guild Treasurer.


  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair, and all Chairs about signage needs.
  • Design new signs and obtain approval from Fair Chair, Staging Chair, and appropriate Committee Chair.
  • Begin recruiting volunteers and continue through February.


  • Confirm with the Fair Chair, Staging chair and all Chairs about signage needs.
  • Continue to design signs and obtain approval.
  • Confirm volunteers’ commitment and verify their schedules.


  • Attend Fair Committee Chair meeting.
  • Order signs.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Inventory and purchase tools and supplies needed to install signs.

The Fair

  • Assemble tools and organize signs for installation.
  • Install the signs. Oversee the hired crew for installation of signs requiring a ladder.
  • Remove, pack, and store signs for next year.


  • 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.