Speakers and authors

The focus of your food fair will determine the kind of speaker or speakers you want to highlight. Prominent vegetarian, environmentalist, and animal rights speakers or authors will likely be interested in speaking at your event if you can assure them of a fairly large crowd and if you are focusing on the aspects of vegetarianism that they support and speak about. Cookbook authors might also be interested in an opportunity to promote their books. You should provide a fairly specific description about the fair so that the speaker can decide if he or she wants to appear there.

Prominent international, national or local speakers and authors will likely have a set fee for speaking at events, and you might not be able to negotiate much on that amount. If a fee is not firm, you should negotiate based on the amount you've budgeted for attractions at the fair and the other options available (for example, lodging and meals during the individual's stay).

You should think ahead of time about how much above your budget you can go to book a speaker or author. It may be all right to extend your budget a little bit, but you might not want to stretch too far. Knowing that the speaker or author is absolutely central to your fair or that you are going to earn back some of the cost by charging admission to the fair or the lecture (for example, if the fair is a fundraiser [see Section 28]) will guide your negotiations.

Many speakers and authors are also dedicated activists, so they are likely to be reasonable about budgeting and fees because they, too, are anxious to speak and spread their message. If your fair is well organized and you can anticipate a good turnout, you shouldn't have problems booking a speaker or author if that is what you want to do.     TOP

Nutritionists or registered dietitians

Many fair attendees will be attracted to your event as a place to learn more about vegetarian nutrition. Recent reports from the media about incorporating more servings of vegetables and other vegetarian staples into the diet has done much to stimulate interest in a vegetarian diet, but many people are unsure about the diet's benefits or how to take advantage of them. For these people, a lecture or question-and-answer session with a nutritionist or RD will be of great interest.

You can check the directory at a local hospital or health clinic for potential speakers or invite a well-known dietitian to speak at your food fair. Booking a well-known advocate of vegetarian nutrition will proceed much like booking a prominent speaker or author (see the section on authors and speakers). A local individual or group of dietary consultants might present an opportunity for sponsorship (participation in exchange for advertising or booth space. See Section 6).

To best take advantage of a nutritionist or RD, you should try to schedule lectures or audience-participation sessions throughout the day. You could feature various topics as well-for example, vegetarian children and pregnancy, vegetarian athletes, or meal-planning discussions. Many people are concerned about meeting the most basic requirements of the diet-nutrients and protein-and you might schedule the main lecture as one that addresses these aspects of vegetarianism, dispelling myths and demonstrating that animal products are not the only sources of key dietary components. Be sure to get planning input from the nutritionist or RD. He or she will know how best to organize and present information.     TOP

Chefs

Because the focus of a vegetarian food fair is food and because many attendees may be new to vegetarian cooking, inviting chefs to do cooking demonstrations is a great idea for the food fair. You should contact chefs at local restaurants, co-ops, caterers, and perhaps grocery stores to generate interest in the food fair. Even if they are not strictly vegetarian, chefs will likely be willing to demonstrate techniques and recipes that are part of a vegetarian lifestyle. You should be specific about the ingredients you don't allow when you make the initial contact. Also be as specific as possible about the area in which the chef will work. Is there running water? Will there be ovens and stoves available? Is an open flame or grilling permitted?

Local food-related businesses might be willing to have their chefs appear in return for advertising instead of charging a fee to do the demonstration. When you contact these businesses, you might offer this kind of exchange up front as part of the negotiation. If the business agrees, you should treat them much like you would a sponsor (see Section 6). Be sure that the agreement is clear so that you know what you are responsible for at the demonstration. The chef will likely provide the ingredients, utensils, and other equipment he or she will use, but you may offer volunteer help to prepare ingredients or set up the area for the demonstration. Be sure to get detailed instructions about the chef's preferences for this preparation.     TOP

Bands

Music can add a festive atmosphere to your vegetarian food fair. Bands attract people to the fair, especially young people, who are likely to be open to the idea of becoming vegetarian. It is up to you to decide what kind of music you want to have at the fair. If possible, a variety of bands will add interest and appeal to a wider audience. Some local bands may be willing to perform for free in exchange for the exposure your event will provide. Another option is to budget for a small performance fee or offer to pay the band's travel fees. You can also offer to put the names of performers on posters and fair t-shirts, as offered for sponsors and vendors, in exchange for their participation.     TOP

Children's activities

Creating a special area for children serves several purposes. It gives vegetarian children and parents a place to meet, it provides entertainment for children at an event aimed at adults, it gives children an opportunity to learn more about vegetarianism, and it establishes a safe place for a parent to stay with a child or for parents to leave their children while they explore the fair. You might want to invite participation by someone with experience with children, for example, a humane educator or vegetarian teacher. You might also want to have clowns or other costumed individuals who can interact with the children. You should plan age-appropriate games for children of all ages. Be aware of choking hazards and other dangers, and provide adequate supervision. One way to ensure proper supervision (and reduce liability) is to specify the area as a parent-children area and request that at least one parent stay with their child while he or she is there. Even with liability insurance, the responsibility of looking after others' children may be more than you can or want to take on. Even if you require parent supervision, keep the children's activity area fully staffed with volunteers to ensure that it fulfills its purpose and keeps children entertained.     TOP