Folk Art Festival Hospitality Committee
What is the Purpose
The Hospitality Committee for the Folk Art Festival is responsible for providing refreshments for the artists throughout the length of the event. As a Museum event, the recruiting of artists and the set up for the Festival are done by Heard North staff. The Guild provides hospitality, which includes breakfast, lunch and snacks, for the artists.
Who is Involved
The Folk Art Hospitality Chair is appointed by the Guild President with the assistance of the Museum Programs Coordinator. The Chair, in turn, recruits 15-20 volunteers to assist in the preparation, packaging, and distribution of refreshments during the two-day Festival. In addition, a number of Guild members are asked to donate food for the event.
What are the Tasks
Meet with the staff personal organizing the Folk Art Festival and determine the hospitality needs.
Prepare food supplies for hospitality. Typically, the menu includes:
- coffee, sweet rolls, hard-boiled eggs, and bananas are available when artists arrive in the mornings;
- ham and cheese and turkey and cheese sandwiches with a bag of chips and a cookie at lunch; and
- trail mix, bags of veggies, fruit, string cheese, and sweets left from lunch as afternoon snacks.
Recruit and assign committee volunteers to help set up the food service, prepare the food, serve during the event, and clean up the food distribution area after the event. Typically:
- there is a morning and an afternoon shift each day.
- there are four to five volunteers needed for each shift.
Solicit Guild members to make food and/or cash donations to the hospitality effort. Only fresh fruit and vegetables and/or packaged foods are accepted..
Arrange for the purchase of necessary supplies within the event budget and submit all expense vouchers to the Guild Treasurer.
Acknowledge, by thank you notes or other means, appreciation for the work done by the volunteers.
Attend the Notebook Turnover Meeting in early May and submit, in quadruplicate, the annual Folk Art Festival Hospitality Committee Report using the Sample Committee Report Format as a guide. These reports will be distributed to the incoming Folk Art Festival Hospitality Committee Chair; Museum Services Coordinator; and President. One copy will be filed in the Museum’s Library and Archives.
What is the Suggested Time Line
Two/three months before the event
Circulate a “sign-up” sheet at the Guild meetings asking volunteers to work and/or bring food.
Begin contacting previous donors and volunteers about this year’s Festival.
The month before the event
Send a letter to all who have volunteered to remind them to bring their food and to notify them of the time they signed up to work.
Wednesday or Thursday before the event
Buy paper goods and needed food supplies at Costco or Smart & Final
Friday before the event
Secure an ample supply of cups, napkins, paper plates, creamers, sugar, etc.
Acquire food handling and serving supplies & equipment on hand, including push carts.
Allocate the food supplies so they will last through the entire event.
Set up and fill the coffee and hot water urns so coffee can begin brewing early the following day.
The days of the event
Begin brewing coffee to be ready between 7:30 - 8:00 a.m.
Assign volunteers to their tasks, making sandwiches, cutting fruit, making veggie packs, serving, etc.
At the end of the event
Be sure the food distribution area is clean and in good order.
Soon after the event
Thank the volunteers for their efforts.
May
Attend the Notebook Turnover Meeting.
Submit notebook and four copies of the Folk Art Festival Hospitality Committee Annual Report for the turnover