Overview of Festival Day Organization
by Area | by Supervisor

OVERVIEW BY AREA:

7:00 am - 9:00 am: At arrival: Site management puts traffic control people in place, Passport booth puts table checkout in place & Info booth begins checkins as other supervisors go to their areas to finish any setup not concluded Friday night. Site crews will assist areas with larger objects such as tents, tables, chairs & bins while shifts assigned to each booth will finish off decorating & organizing booths. All booth are open to public at 9:00 am & any unfinished work should be done around serving audience & participants.

Each crew of volunteers is assigned to a festival area & should report to that area at the beginning & end of their shift as well as if any issues arise. Areas are:

  • Site Coordination Tent in small parking lot [1 tent, 1 table, 3 chairs] Oversees the placement of everything within & around the site. Several subcrews stay in specific areas:
    • Traffic control (Supervisor: Victoria Thompson) keeps all unauthorized vehicles out of parking lots & inner lane of streets, facilitates gate traffic & vendor inspections.
    • Vendor inspectors (Supervisor: Kimberly Boswell) make sure vendors are properly setup & registered.
    • Setup & Maintanence (Supervisor: Charles Borders) of fencing, signs and festival booth areas.
  • Information Booth (Supervisor: Angela Jones) [1 tent, 1 walls, 4 tables, 3 chairs] Checks in in Vendors & answers questions.
  • Volunteers Tent (Supervisor: Linda Pickle) [1 tent, 1 table, 3 chairs] Checks in Volunteers & provides initial directions
  • Passports (Supervisor: Franne Jennings) [2 tents, 3 tables, 4 chairs] Controls tables, Provides passports & USA stamps
  • Merchandise Booth (Supervisor: Delphine Burton) [1 tent; 1 wall, 3 tables, 3 chairs] Sells fundraising items
  • Children's Activities (Supervisor: Susan Morris) [4 tents, 9 tables, 14 chairs] Provides activities
  • Gates (Supervisor: Linda Pickle) [1 tent, 1 table, 2 chairs each] Admits festival goers
  • Stages (Supervisor: Armin Hasanagic, Johnny Thompson, Donnie Botts) [1 tent, 1 table, 50 chairs each] Oversees entertainment
  • Dressing Room [1 tent,1 table, 1 chair] No volunteers, provided for performers convenience
  • Beer Booth (Supervisor: Molly Kerby) [3 chairs, 3 tables] Sells beer as fundraiser

9:00 am - 5:00 pm: Crews are decreased to numbers needed to conduct ongoing booth business in each booth listed above as well as maintain a neat, well organized area.

  • Site Coordination Tent: Troubleshoots any issues with vendors & around the site. Several subcrews stay in specific areas:
    • Traffic control keeps all unauthorized vehicles out of parking lots and inner lane of streets on festival sides.
    • Trash crews pick up the area and empty trash cans
    • Assistance check the interior perimeter and help with any vendor issues.

5:00 pm - 11:30 pm: The last shift in all areas continues with ongoing duties and organizes materials for the end of the day. At 7pm they pack up their area, throw away all trash around the area and bring all materials & equipment to the Site Tent.

  • Site Coordination Tent remain set up until last & is headquarters for all volunteers after the festival to:
    • Check out last shifts from each area
    • Bring all festival equipment & materials, beginning with fencing, banners/signs etc. from areas other than the festival booths above.
    • Pick up all trash & put away trash bins
    • Unload everything from truck at storage shed.

OVERVIEW BY SUPERVISOR:

Marty Deputy: Lead crew hanging posters before festival. Award poster trophies at 9am. Saturday make sure food vendors have proper set up for Health Dept. regulations before inspections in late morning. Detailed Description

Charles Borders & Joe Jackson: Oversee set up, maintanence and teardown of site. Coordinate with Site - Trash, Site-Traffic & subcontractors/city representatives to be sure those areas are proceeding as planned. Prior to event reserve & pick up UHaul, Friday afternoon/night and Saturday morning concentration is on placement of festival booths, stage areas, signage and perimeter fencing. Saturday afternoon check perimeter fencing and troubleshoot vendor space issues as well as checkin with Trash and Traffic progress. Saturday night clean site & store supplies. Related detailed descriptions include: Festival Setup (Friday & Saturday), Festival Teardown, Site Trash, Site Maintenance/Traffic

Bud Fox: Oversee Site-Trash crew from 9:30am to 7pm. Place trash cans. Empty trash throughout the day. Pickup trash throughout the site. At 7pm checkin crew with Charles. Related details.

Victoria Thompson: Friday night assist Kimberly Boswell with Vendor placements & Inspections. Saturday oversee crew for traffic control in streets and parking lots and facilitate Gate line formation and exit traffic. Assist with Gate deposits, change and supplies.

Kimberly Boswell: Assist with information booth. [see Angela below]. Friday night & Saturday morning oversee vendor booth placements & Vendor Inspections, coordinate with Marty on Food booths. Saturday coordinate deposit pickups and change delivery. Vendor inspection details, Info booth details.

Angela Jones: Before festival secure change. Friday checkin vendors. Saturday morning checkin vendors and coordinate with Vendor Inspector. Throughout day relay messages and information from public and participants; make deposits. Create post festival deposit. Related details.

Franne Jennings: Saturday morning secure tables and checkin Passport Country Displays, providing with table, chairs and flag stamps and instruction. In afternoon hand out passport bookets and check participants displays. Related details.

Linda Pickle: Oversee Volunteer Tent. Checkin volunteers and provide initial instruction. Oversee Gate crews. Provide volunteers with rewards and proof of service. Related details.

Delphine Burton: Oversee Merchandise booth. Related details.

Molly Kerby: Oversee Beer booth and supply volunteers. Related details

Susan Morris: Oversee Children's activities. Related details.

Ronnie Jaggers: Oversee pinata bursts.

Johnny Thompson, Armin Hasanagic: Oversee and MC stages. Related details.

Directions that apply to All Volunteers, All Shifts, All Stations

  • Enter near Gate 1 on State St. (see Park Map). Admission is waived if you are on the schedule & enter here.
  • Check at the volunteer booth to receive instruction. Wear your volunteer tag for identification.
  • Locate your supervisor and the volunteer you will be relieving to learn specific shift duties.
  • Maintain a clean & organizaed work area. Use care with all materials/equipment - we reuse almost everything.
  • Before leaving train your replacement.
  • Don't leave area unattended - If you feel unneeded, check with your supervisor for work or reassignment.
  • After your shift check out at the volunteer tent to receive: Confirmation/thank you letter, Restaurant Discount Card and Hospitality Tent pass (all food must be eaten in the tent). If working 9 hours or more you will a tshirt. All volunteers can purchase tshirts for $8 (regularly $12).