Participation Coordinator & Assistants

Specific Duties: The Participation Coordinator manages the checkin and experience of performers, vendors and other booth exhibitors. They also oversee the information booth where festival goers come for information.

Inventory: Clipboard contains vendors placement diagram and check in list as well as vending permit. KY Revenue tax letters for anyone selling.

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

  • Organize information booth. Find binder and clipboard.
  • Director 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 correct bin.
  • Checkin vendors. Keep information in clipboard for festival am. (see park diagram)
  • Check out with Executive Director.

Festival Day:

7:30 am - 9:30 am [2 volunteers]

  • Get binder and clipboard for information. Get cash box. Finish organizing information booth. [Post vending permit from clipboard. Put out newspapers and any 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 the top of each hour the Coordinator will count cash box & place receipts in envelope for to give to the treasurer. Write total on envelope and on sheet in cashbox.
  • Send newspapers out to refill racks on lamp posts.

9:15 am - 12:15 am [1 volunteer]; 12:00 pm - 3:00 pm [1 volunteer]; 2:45 pm - 5:45 pm [1 volunteer];

  • Answer questions from festival goers.
  • Handout newspapers & encourage them to visit merchandise booth.
  • Forward information to site coordinator or other for trouble shooting.
  • Director performers to their stages.
  • At the top of each hour the Coordinator will count cash box & place receipts in envelope for to give to the treasurer. Write total on envelope and on sheet in cashbox.
  • Send newspapers out to refill racks on lamp posts.

5:30 am - 8:30 pm [1 volunteer];

  • Continue as above until 7pm. Check out vendors and collect country flags and stamps.
  • At 7pm begin carefully removing decorations and placing them neatly in the appropriate bag and bin.
  • Oversee Site Coordinator's crew in tearing down area. Be sure they are careful with tents and decorations & everything is returned neatly to the correct bin.
  • Place all important papers in clipboard and turn in to the Director.
  • When bins are full close them and return them to trailer area.
  • Leave one table and 2 chairs for clean up crews to use.
  • Fold the rest of chairs and tables and stack on big lawn.
  • Gently fold tent. Hard pressure is not necessary. Replace in box or bag and return to trailer.

The Place

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To participate fill out our online application or print the application pdf

Bowling Green International Festival
P.O. Box 50996, Bowling Green, KY 42102-4296 • ph/fax 270-796-2777

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