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Scrip Sales Chair

What is the Purpose

The Scrip Sales Chair sets up the booths and recruits the volunteers to sell scrip tickets.  Those attending the annual Indian Fair & Market use scrip tickets to purchase their food and beverage items.

Who is Involved

The Scrip Sales Chair is appointed by the Chair of the Indian Fair & Market.  The Scrip Chair may select a Co-Chair.  The Co-Chairs, in turn, recruit 35-45 volunteers to staff the scrip booths and sell the scrip tickets.

What are the Tasks

Prepare and submit a line item budget to the Fair Chair.

Recruit volunteers to sell Scrip tickets during the Fair.  (Note:  Scrip tickets are used to purchase food only.)

  • There are two 4-hour shifts per day and three booths to be staffed.
  • Twelve volunteers are needed per shift, plus floaters.
  • Primary sources for volunteers were those who sold scrip in previous years and those who signed up with the Volunteer Placement Chair.

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

Purchase rolls of Scrip tickets.

  • 65-75 rolls (2,000 tickets per roll) are needed.
  • Purchase six weeks in advance at Easley’s Fun Shop.

Consult with General Food Chair to determine food prices and the value of each Scrip ticket.

Consult with General Food Chair on how to handle the Scrip ticket count for all the sub-contractors who will receive a percentage of their sales.

Consult with appropriate personnel to determine the number of complimentary tickets needed, including;

  • the Entertainment Chair to determine tickets needed for the entertainers;
  • the Food Contract Workers Chair to determine tickets needed for Indian cooks;
  • the Guild Treasurer to determine tickets needed for hired police security personnel; and
  • the Museum Accounting Department to determine tickets needed for staff that will be working.  (Note: The Museum will pay for all scrip tickets they request.)

Consult with appropriate personnel about booth, equipment, and supply needs, including:

  • the Staging Chair to determine booth locations, dimensions, and hook ups;
  • the Signage Chair to determine sign needs;
  • the Museum’s Facilities Manager to determine desk, table, and chair needs; and
  • the General Food Chair to determine equipment and supply needs.

Attend the General Fair meetings with Division and Area Chairs.

Confirm volunteers commitment and verify their schedules.

Set up the booths and the Scrip Headquarters in Steele on Friday prior to the Fair.

Arrange for the start-up bank for cash drawers and for pickup and change needs during the Fair with the Guild Treasurer.

Train volunteers on money handling procedures.

  • Turn over as much money as possible each time Money Room personnel come by to collect.
  • Communicate directly with Money Room by cell phone or walkie talkie so requested change can be delivered promptly.

Deliver Scrip Buckets to all food sellers.

Pick up the buckets of scrip tickets at each food booth periodically.  Tickets are counted to determine the income from each booth or type of food.

Remove all money drawers and moveable equipment at the end of the Fair on Sunday.

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

Prepare and submit four copies of the annual Scrip Sales Chair Report to the Indian Fair & Market Chair using the Sample Committee Report Format as a guide.   These reports will be distributed to the incoming Indian Fair & Market Chair; Scrip Sales Chair; and President.  One copy will be filed in the Museum’s Library and Archives.

What is the Suggested Time Line

August

Prepare and submit line item budget to the Indian Fair & Market Chair.

November

Attend the General Fair meeting with Division and Area Chairs.
Consult with General Food Chair about food prices and value of scrip tickets.
Consult with appropriate personnel about booth, equipment, and supply needs.
Begin recruiting volunteers.

January

Attend the General Fair meeting with Division and Area Chairs.
Determine the number of complimentary tickets needed.
Purchase rolls of scrip tickets.

February

Confirm volunteers commitment and verify their schedules.

March

Set up on Friday prior to the Fair.
Sell, pick up, and count Scrip.
Remove and return all drawers and moveable equipment.
Prepare and submit written report to Indian Fair & Market Chair.