Vegetarian Food Fair Manual Project

The Vegetarian Food Fair Manual Project

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Part III

Section 19: Setting up

The main organizers of the food fair should arrive early, not only to help with general set-up but also to organize volunteers and make sure the layout is followed and the site is prepared according to plan. If streets are to be blocked off, the barricades should be in place; if tents and tables are to be set up, they should be set up according to the layout. Volunteers should also arrive early so that the set-up goes smoothly, leaving plenty of time to prepare your organization's display before vendors and attendees begin arriving. By arriving early, you ensure that there is time to run for last-minute supplies or arrange quick-fixes for unanticipated problems (a sick volunteer or a wobbly table, for example) before other participants arrive.

Important: All the permits that you obtained for the food fair should be present, and volunteers should know who has these permits in case they are asked questions.

You should probably hold a brief meeting of all volunteers to go over the task list (see Section 12) and assign volunteers to their positions. The best plan is often to assign the specific set-up and event tasks to volunteers other than the main organizers of the event, who should instead be available to speak to the media, greet the public, oversee the event throughout the day, and handle an emergency should one come up. Be sure to inform volunteers about handling emergencies as well (see Section 17).

Give volunteers name tags, t-shirts, pins, or stickers that identify them as members of the group that organized the fair. Having volunteers identified clearly helps vendors and exhibitors identify those who can help them and enables members of the public or media to identify readily the individuals who are most likely able to answer their questions about vegetarianism and other issues that are the focus of the fair. Officials or police officers will also want to be able to identify the organizers if there are questions.

When vendors begin arriving, direct them to report to one volunteer who is keeping track of which vendors are there and is directing them to the proper booth. Labeling each booth with the assigned organization's name may also help avoid confusion. Vendors and exhibitors have been informed ahead of time about parking, loading and unloading zones, and other details of set-up and teardown, but volunteers should be prepared to answer any questions they may have. If you have created signs or banners for each vendor and exhibitor, you should place them on their booths in addition to the vendor's signage, if any.

You will need to check and arrange areas in which videos, cooking demonstrations, music, or lectures will be held. Volunteers should set up tables, chairs, and supplies ahead of time and check video and sound equipment. If demonstrations are taking place throughout the day, you should organize volunteers to clean up after each demonstration and re-stock supplies or re-arrange the area as needed.

Cash boxes for use by your organization should be prepared ahead of time and be placed securely before the fair begins. TOP