Staging Chair

What is the Purpose

The Staging Chair’s primary responsibilities are: (1) to manage the physical aspects of the Indian Fair and Market; (2) to buy, rent, and otherwise provide all the equipment and services as specified by the Fair committees; and (3) to be a troubleshooter during the week leading up to the Fair, during the Fair, and during the tear down days after the Fair.

Who is Involved

The Staging Chair is selected by the Fair Chair.  The Staging Chair must work with a large number of people, including:.   

• the Chair of the Fair, the Chair of Exhibitors, and the General Food Chairs during both the planning and the implementation periods.. 
• the contractors for the Fair to ensure their timely and full cooperation.
• the Museum’s Maintenance, Custodial, and Security staff throughout the process..
• the Phoenix Fire Marshall to ensure all canopies, tents, exits, signage, flammables, and loading capacities are in compliance with fire and safety regulations.
• the remaining booth chairs and Museum’s personnel to ensure their needs are met.

What are the Tasks

Submit a line-item budget to the Fair Chair.

Consult with individual division and area chairs and the custodial staff to determine needs.

Plan the physical layout of the buildings, booths, and grounds.

• Compile a list of all layout requirements from all Chairs.
• Layouts include size of tents; full, one-half, or no sidewalls; location of electrical outlets and water outlets; tables; chairs; sound systems, and other equipment needed.
• Submit electrical requirements and locations, with drawings, to Maintenance.
• Submit list of equipment needs from off-site storage to Custodial.
• Submit tent layouts and equipment needs to vendors of choice.

Map the physical layout of the buildings, booths, and grounds.

• Submit small-scale map of the Fair to the Museum’s Director of Marketing for inclusion in the program provided to guests.
• Submit a large-scale map of the Fair to the Chair of Permits to apply for Tent and Fire Safety permits.

Order fencing, tents, canopies, tables, chairs, port-a-johns, and any other necessary items.

Arrange with the Museum’s Facilities Manager and Security Chief for night security.

Prepare a time line for vendor’s setups and the participation of the Museum’s Maintenance, Custodial, and Security staff.

Set up a First Aid Station.

Verify with the Museum’s Facilities Manager about staff needs and permit and inspection requirements.

Oversee the setups. 

Consult with chairs during the Fair to be sure they have necessary equipment and everything is working properly.

Oversee take down.

Submit vouchers, with receipts, for all expenses to the Guild Treasurer.

Prepare and submit four copies of the annual Staging 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; Staging Chair; and President.  One copy will be filed in the Museum’s Library and Archives.

What is the Suggested Time Line

The tasks of the Staging Chair are ongoing throughout the year.