Spanish Market Hospitality Committee
What is the Purpose
The Hospitality Committee for Spanish Market is responsible for providing refreshments for the artists throughout the length of the event.
Who is Involved
The Hospitality Chair is appointed by the Guild President with the assistance of the Museum Programs Coordinator. The Chair, in turn, recruits 25-35 volunteers to assist in the preparation, packaging, and distribution of refreshments during the two-day Spanish Market. In addition, Guild members are asked to donate food for the event.
What are the Tasks
Meet with the staff personal organizing Spanish Market and determine the hospitality needs.
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. The Guild provides breakfast and snacks each day. Typically, hospitality includes:
- coffee, orange juice, sweet rolls, and bananas are available when artists arrive in the mornings
- trail mix, bags of veggies, fruit, string cheese, and sweets throughout the day.
Publicize the Spanish Market to Guild members through Artifacts and announcements at the September and October Guild meetings.
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, four or five volunteers are needed for each of two daily shifts.
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.
What is the Suggested Time Line
September
Circulate a “sign-up” sheet at the September Guild meeting asking volunteers to work and/or bring food.
Begin contacting previous donors and volunteers about this year’s Spanish Market.
November 1
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
Verify an ample supply of cups, napkins, paper plates, creamers, sugar, etc.
Verify 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
Brew coffee to be ready between 7:30 - 8:00 a.m.
Assign volunteers to their tasks: 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.