Bowling Green International Festival

Information Booth - Participation Coordinator & Assistants

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Specific Duties: The Participation Coordinator manages the checkin and experience of performers, vendors and other booth exhibitors. They work with the Site Coordinator to insure vendors spaces are used as described in registration and trouble shoot any issues. They also oversee the information booth where festival goers come for information and serves as the go to place for any issue.

Inventory: Masterlist of all stations, schedules etc. Clipboard contains vendors placement diagram and check in list as well as vending permit. KY Revenue tax letters for anyone selling. Festival information (ie brochures or newspapers). Cash box. Deposit envelopes marked 9am & 5pm.

Night Before Festival: 5:30-10:00pm

Find binder and clipboard. Organize information booth.
Direct site crew on set up of your area including decorations and signs. Make sure everyone is careful with items and replaces empty containers neatly in the correct bin. Bins marked site or information are stored in this tent. (see park diagram)
Checkin vendors (advertised checkins 6-9).
Check out with Executive Director. Keep information in clipboard for festival am (take home or give to director).

Festival Day:

7:30 am - 9:30 am

Get binder and clipboard for information. Get cash box. Finish organizing information booth. [Post vending permit from clipboard. Put out signs.] (see park diagram)
Check in vendors. Put and x by checkin and checkout. Mark down check numbers and amount paid on checkin sheet in clipboard.
- If unregistered have them fill out an application.
- send passport booths to passport tent for flag stamps.
Trouble shoot any problems with boothspaces, reassigning spaces when necessary.
Keep bins marked site or information under tables. Be sure all items are properly/neatly returned to bins throughout the day.
At 9:00am and at 5pm the Participation Coordinator will count the cash box & place receipts in the appropriate envelope and turn it into the treasurer. Write your total as well as information on your checks on envelope and on the sheet in cashbox.

9:15 am - 12:15 am; 12:00 pm - 3:00 pm; 2:45 pm - 5:45 pm;

Coordinate check of vending spaces to insure all are paid, setup as registered. Food booths ready for registration.
Answer questions from festival goers.
Handout information & encourage them to visit merchandise booth.
Forward information to site coordinator or others for trouble shooting.
Direct performers to their stages and tell them where to pick up checks with treasurer.
At 9:00am and at 5pm the Participation Coordinator will count the cash box & place receipts in the appropriate envelope and turn it into the treasurer. Write your total as well as information on your checks on envelopes and on the Deposit Record sheet in cashbox.

5:30 am - 8:30 pm;

Continue as above until 7pm. Do not begin visible breakdown until 7pm.
Check out vendors and collect country flags and stamps. Send a volunteer out to collect country flags if necessary.
At 7pm begin carefully removing decorations and placing them neatly in the appropriate bin.
Oversee Site Coordinator's crew in tearing down the area. Be sure they are careful with tents and decorations & everything is returned neatly to the correct bin. Gently fold tent. Hard pressure is not necessary. Replace in box or bag and return to trailer.
When bins are full close them and return them to trailer area. Keep supplies neatly organized for long term storage (ie don't crease papers or pile haphazardly).
Place all important papers in clipboard and turn in to the Director - Checkin Sheets and Deposit Record Sheet.
Leave one table and 2 chairs for clean up crews to use.
Fold the rest of chairs and tables and stack on big lawn.

All Volunteers, All Shifts, All Stations

Enter the park by the big parking lot on the State Street side of Circus Square. You will not be charged admission to the festival.

Check in at the volunteer booth by fountain. Checkin is very important. You will receive information and preliminary instruction as well as a one time pass for each shift you work to the hospitality tent where you can get drinks and refreshments. Volunteers working 3 or more shifts will recieve an all day pass.

Wear your volunteer tag for identification.

Locate your supervisor and the volunteer you will be relieving to get instructions.

Throughout your shift maintain as clean a work area as possible. Small trash cans should be emptied into the larger roller dumpsters. When this dumpster is full it can be emptied into the large bin in the parking lots.

Before leaving describe your duties to your replacement and show them the location of supplies and information.

Anytime you see litter or something out of place take care of it. Use extreme care with all materials and equipment, we try to reuse everything we can each year.

If at anytime you feel you are not needed, check with your supervisor and they may have you visit the volunteer coordinator to see where more help is needed.

At the end of your shift you must check out at the volunteer tent. At checkout you will receive a confirmation/thank you letter for your service as well as free admission to the festival and a Festival Discount Card that provides you with a 10% discount at area restaurants valid for an unliminted number of visits for one year. Those who work 9 hours or more will also receive a tshirt. Any volunteer can purchase a tshirt for $6 (regularly $10). If you do not check out you will not receive any of these items including a confirmation of your service hours.