Artists Hospitality Chair

What is the Purpose

The Hospitality Chair is responsible for providing refreshments for the artists at the Indian Fair & Market.

Who is Involved

The Hospitality Chair is an Area Chair selected by the General Food Chair.  The Hospitality Chair may, in turn, recruit from one to three co-chairs to help share the workload.  They, in turn, recruit 25-35 volunteers to assist in the preparation, packaging, and distribution of refreshments during the two day event.  In addition, several businesses and a number of Guild members are asked to donate food for the event.

What are the Tasks

Recruit and assign volunteers to help set up, prepare and package the food, distribute the food, and clean up the food distribution area after the event.  Typically:

• the current year’s Las Guias class is a traditional source of volunteers.
• a small crew is needed to set up the staging area and begin accepting food donations for two days before the Fair.
• each day during the Fair, the volunteers work in three shifts:
   
              Early shift                   6:30 a.m. -  8:30 a.m.                 8 volunteers needed per day
              Morning shift              8:00 a.m. - 12:00 noon             16 volunteers needed per day
              Afternoon shift          1:00 p.m. -  4:00 p.m.                16 volunteers needed per day
• volunteers do not have to be members of the Museum or the Guild and receive free admission to the Fair for volunteering.

Submit a list of volunteers to the Volunteer Placement Chair for badges to be made.

Solicit food donations from Guild members to supplement business donations.

• Chompies and Einstein Brothers have donated bagels for early morning coffees.
• large citrus donations come from the Arcadia Association.
• donations of fresh fruits and vegetables and/or packaged foods are preferred.
• apples, bananas, grapes, trail mix, cheese sticks, and hard boiled eggs are popular.
• brownies (unfrosted) and cookies are also popular.

Attend all Indian Fair & Market meetings and those called by the General Food Chair.  

Consult with the Signage Chair to determine sign needs.

Consult with the Staging Chair to confirm the number of tables, risers, and chairs needed.

Coordinate closely with the General Food Chair who will supply any equipment, supplies, and food needed.

Confirm volunteer commitments and verify their schedules.

Set up the staging area and begin accepting donations on Thursday and Friday before the Fair.

Package snack foods for delivery to the artists.

Provide a coffee break for the artists on Saturday and Sunday mornings while they are setting up their tents.  When the gates open, this area is then closed.

Send out volunteers to deliver food packets to the artists in their tents.

• draw a layout of the grounds showing volunteers the areas to be covered.
• a bottle of water is delivered to all artist booths, demonstration booths, and entertainer
  tents each morning.
• the morning delivery of fruit begins at 10:00 a.m. each day.
• the afternoon delivery of snacks begins at 2:00 p.m. each day.

Clean up hospitality room on Sunday afternoon and return all equipment and supplies to the General Food location.

Acknowledge, with a thank you note or other means, appreciation for the work done by volunteers.

Prepare and submit to the General Food Chair a written report using the Sample Committee Report Format as a guide.

What is the Suggested Time Line

October

Begin recruiting volunteers.

November

Attend the General Fair meeting with all the Division and Area Chairs.
Consult with the Signage Chair to confirm sign needs.
Consult with the Staging Chair to confirm number of tables, risers, and chairs needed.

December

Submit article for January issue of Artifacts soliciting volunteers and donations.

January

Attend the General Fair meeting with all the Division and Area Chairs.
Submit article for February issue of Artifacts soliciting volunteers and donations.  
Solicit volunteers and donations at the monthly Guild meeting. 
Call the Arcadia Association to arrange delivery date for citrus.
Consult with the General Food Chair to confirm the equipment, supplies, and food
needed.

February

Confirm volunteer commitments and verify their schedules.
Obtain needed equipment, supplies, and food from the General Food Chair.
Set up staging area and begin accepting food donations two days before the Fair.

March

Prepare, package, and deliver food to the Fair artists.
Clean up the hospitality room and return all equipment and unused supplies to the General Food location.
Prepare and submit to the General Food Chair a written report.