The Vegetarian Food Fair Manual Project

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Vegetarian Food Fair Manual Draft

Part II


Section 18: Final confirmation of plans

Approximately two months before the food fair and again a week or two before the fair you should contact the participants in your event to touch base with them and remind them of any responsibilities they have. You should also confirm that your planning has been taking place according to your schedule (see Section 4). Although the bulk of the organization for the fair will be completed at this point, the months leading up to the fair will be the most hectic because you will be trying to get publicity for the event and the final touches will be coming together.

The following is a checklist that can be used to confirm the details of the food fair as planning nears completion:

Media

If vendors will be cooking on location at the food fair (as many vendors likely will), make sure that booths allow adequate space to work. Working in close quarters with hot foods and liquids can create a dangerous situation. Ask vendors to bring a fire extinguisher, or rent one that you can place near booths that are using open flames or grills. Ask them also to arrange cooking areas toward the backs of the booths, away from places where attendees will be standing or walking. During set-up, check to be sure that vendors are following these instructions. Also check extension cords for frays and make sure outlets are not overloaded.

  • Make sure media submissions, including press releases, media packets, and other information, are ready for distribution.
  • Make sure posters and flyers are complete and ready to be posted and distributed.
  • Prepare special invitations and send them.      TOP

    Sponsors

  • Double-check sponsor agreements and confirm any outstanding obligations or obligations that will be met on the day of the fair. Vendors
  • Confirm that vendors have received all the information they need to participate in the food fair?
  • Double-check that you have received payment for vendors, if applicable, to reserve their booth at the event.
  • Go over the booth arrangement to make sure you have assigned a spot to all vendors. Verify this arrangement by touring the food fair site.      TOP

    Participants

  • Confirm that participants received all the information they need to participate in the food fair.
  • Double-check that travel and lodging arrangements have been made for speakers or other our-of-town participants per your agreement.      TOP

    The location

  • Make sure all permits have been secured.
  • Confirm the final site layout by making a visit to the site.
  • Confirm rental, parking, waste removal, and other arrangements that you have secured for the day of the food fair.      TOP

    Volunteers

  • Confirm all volunteers and make sure they have necessary details about helping at the fair, for example, when to arrive and where to park.
  • Double-check volunteer supplies (for example, t-shirts, buttons, or name tags)      TOP

    Miscellaneous

  • Check outstanding orders for photocopying or merchandise to ensure that they'll arrive on time.
  • Make sure you have the necessary tools for setting up booths, displays, and other equipment and props that you'll be using at the food fair.      TOP

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