Bowling Green International Festival

Site Coordinator [Larry Caillouet] & support volunteers

Specific Duties: The Site Coordinator insures that the site is arranged and functions as outlined in their binder. This includes insuring that cars are kept out of the festival area, that all vendors are in the proper location, have the proper permit, have paid and have their needs met. The Site Coordinator oversees setup and teardown of festival booth areas. During the festival the Site Coordinator will monitor and evaluate the effectiveness of the site as well as trouble shoot any areas of concern.

Bin contents: Tools for your use are in bins labeled site. Replace anything you use as soon as you finish. Contents include - screwdrivers, cable cutters, duct tape, rags, gloves, pens. Put all site bins under information or volunteers booth tables during the festival.

Night Before Festival: 6:00-10pm [8 volunteers]

Gather volunteers at park and outline duties.
Load up trailer with everything in 603. Nothing goes from 602 except water & if any extra fencing material is needed or sidewalls for tents. Only bring about 6 plywood stands and pvc pipes to go with them (for stage banners). Little bottom insert pipes are in the bin.
Place paint sticks in each area to mark vendors spaces according to the park diagram.
By 6:00 set up information booth table and place all info booth bins under it for early checkins.
Make sure that any subcontractors are following maps - place the stages. (see park diagram)
Next, set up the merchandising 1 booth adjacent to info. Put both tents & the rest of the tables, chairs and coke bins in place. Leave festival merchandise bins on the trailer.
Set up tents for remaining areas: volunteers, passports, hospitality, merchandising 2, children's activities [6 tables, 14 chairs], Bud [3 chairs, 3 tables, bin - leave mugs on trailer until am]. Cable tie tent legs & tables loosely. (see sitemap-ourtents diagram)
Make sure tables & chairs are secured or set where they belong.
Attach signs to white wire shelves. Cable tie shelves to marked lampposts. Use foam strips between shelf edge and lamp. Also attach holder for newspapers at the bottom of the shelf and fill with newspapers.
Set yellow and orange fiberglass stakes about 25 ft apart around the inside of the outermost curb to form the "beer garden". If you have trouble pushing them in use a screwdriver to start a hole.
Tie white material between each fiberglass stake as straight as possible.
By stage put 50 chairs by Diversity Stage, 30 chairs by World Stage. Leave enough room between stage and start of chairs for dancers - at least 30 feet. Place tent and table for sound booth by World stage. Under the table put the stage manager’s bin & trash can beside it. At Diversity stage place these items beside the stage towards the back.
Set stage banners next to stages. Us plywood stand with sort pvc pipe to hold.
Attach decorations & signage to info, merchandising, passport tents and/or tables.
Hang two sponsors banners from the flagpoles on both sides of the fountain facing the pie slice shaped lawns/parking lots.
Set push in small yellow sign [no beer, buy cards] on either side of each the entrance to each exit
Move & replace beer garden fence as vendors take their places.

Festival Day:

7:00 am - 9:30 am: [2 assistants - 7:30 8 volunteers]

Go over Friday night setup above and make sure all is still in place.
Move & replace beer garden fence as vendors take their places.
Insure that the site matches the maps. (see park diagram and site map)
Make sure supplies are on site. Unload rest of bins on trailer and place according to their labels.
Check that all vendors are in assigned locations, have the appropriate permits, are checked in and paid.
Make sure vendors are using the proper plug & have paid for electric & proper space. [see checkin in list]
Make sure subcontractors are progressing properly.
Trouble shoot any problems with volunteers, subcontractors & vendors.
Check that parking lot areas have appropriate cars.

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

Trouble shoot any problems with volunteers, subcontractors & vendors.
Check that parking lot areas have appropriate cars.
Check on trash crew and gatekeepers & help if needed.
Replenish newspapers in signs.

5:30 am - 8:30 am: [2 assistants, 7:30-10pm 12 volunteers]

Trouble shoot any problems with volunteers, subcontractors & vendors.
Discourage anyone from tearing down.
Check on trash crew and gatekeepers & help if needed.
Replenish newspapers in signs.
At 7pm begin taking down decorations in festival tents and replacing neatly in marked baggies in bins.
Gather paint sticks and put in box in bin.
Remove beer garden fence. Group yellow and orange poles and cable tie together & put on trailer. Throw away white material between poles. Detach small signs and stack in site bin.

7:30 am - 10:00 am: [12 volunteers]

Take down festival signs on lamposts. Carefully cut with cutters from bin. Do not scrape post or shelf. Pick up all cable tie pieces and throw in trash. Dismantle lamppost signs by removing and discarding all ties and signs. Cut newspaper rack from signs and stack in bin. Cable tie racks in groups to fit in bin.

Fold tables and chairs and stack on big lawn. Leave 2 tables at information/volunteer booth. Leave site bins under these tables.

Dismantle festival tents in information, merchandise 1 & 2, passport, hospitality, children's activity & stage areas. GENTLY fold - do not apply pressure! Put in cases or boxes and place in very front of trailer.

Take down banners by stages. Throw away banner & ties. Pull pvc out of playwood stand and put both back on the trailer.

Emply all trash cans using rolling dumpsters to bring the trash to large dumpsters in the parking lot.

Follow behind leaf blowing crew to rake or pick up any small items like cigarette butts and throw in trash. Bags & gloves are in site bins.

When all festival belongings are packed in trailer one group will take it to storage shed while several will remain to continue assisting clean up crew.

Carefully remove all signs & fold or store.

BE GENTLE with all tents, signs, banners etc - WE REUSE EVERYTHING Possible.