Volunteer Placement Committee

The Volunteer Placement Committee is responsible for recruiting a pool of volunteers from internal and external sources for the Fair to assist Chairs. The pool is a back-up resource for those committee chairs who have not been able to fill all their volunteer positions. This committee also prepares the volunteer badges and distributes them during the Fair.  The Chair is appointed by the Fair Chair and may select others to assist if necessary.

The Chair

• Reports progress and problems to Indian Fair & Market Chair and attends all Fair meetings scheduled by the Fair Chair.
• At the end of the year, reviews the committee job description posted on the Guild website. Submit any changes to the Fair Chair, President Elect, and Webmaster and retain a copy for the Committee Notebook.
• Attends the Indian Fair and Market Wrap up Meeting and submits four copies of the annual Committee Report, using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Fair Chair, Guild President, and Library Archives. Also e-mail the report in MSWord , to the webmaster.

Tasks

• Submit a line item budget to the Chair of the Indian Fair & Market.
• Consult with all the Committee Chairs in recruiting volunteers for the Fair.
• Committee Chairs are responsible for recruiting their own volunteers and retaining records of the previous year’s volunteers.
• Committee Chairs will advise when they have recruited enough volunteers or if they need volunteers from the Placement pool.
• Write and submit articles requesting volunteers for inclusion in the appropriate issues of Artifacts. Design and print Volunteer Request forms for insertion with the articles.
• Attend the General Fair meetings.
• Confer with the Fair, Staging, and Signage Chairs concerning booth and sign needs.
• Compile a list of volunteers including name and volunteer assignment.
• Prepare name tags for all volunteers and other non artist groups as required (examples: Food Vendors, Entertainers, and Performers.) There will be one badge per person. Badges for Thursday are distributed to Juried Comp Chair early. Badges for Friday Best of Show and Silent Auction are prepared and placed in Security for Friday night. All other Fair badges are distributed at the Volunteer Placement Booth Saturday and Sunday. Volunteers are to turn in their badge after they have completed all of their volunteer assignments. If they work Thursday and Sunday, they turn it in Sunday. This is an honor system.
• Consult with Heard Shop and any other Museum department that will have workers during the Fair and make volunteer name tags for them. This includes sponsors and members of non-profits who staff information booths.
• Set up booth on Saturday prior to the Fair and clean out booth when Fair ends on Sunday.
• Submit vouchers (with receipts) for expenses to the Guild Treasurer.

• Attend the General Fair meeting.
• Consult with Committee Chairs about their volunteer needs.
• Begin to enter volunteers names in a spreadsheet.

February

• Prepare name tags.
• Distribute Chair’s badges.
• Distribute Juried Comp badges to Chair.

March

• Distribute Friday night badges to Security.
• Set up and staff Volunteer Placement booth.
• Arrange all name tags holders for distribution.
• Open booth at 5:30 a.m. on Saturday and 7:00 a.m. on Sunday.
• Remind volunteers to return their name tags when leaving.

April

• Review website description of Job Description and distribute.
• Attend the Indian Fair & Market Wrap Up Meeting and submit three copies of the annual Committee Report (unbound) using the Sample Committee Report as a guide. The hard copy reports will be distributed to the incoming Committee Chair, the Fair Chair, and the Library Archives. Also, a copy of the report in MS Word is sent to the Webmaster for Guild records.

4/12/2012