Volunteer Responsibilities

Volunteer Responsibilities

Volunteer Responsibilities

Volunteer Responsibilities

Our volunteers are responsible for a variety of tasks in setting up and running Texas VegFest. To review your role’s responsibilities, and to be best prepared for your shift, click below for your volunteer position. You may also review your volunteer shifts, the festival map, and complete your volunteer waiver. 

Administration and Inventory Team

Help with supplies and inventory

ADMINISTRATION AND INVENTORY TEAM POSITION SUMMARY:

Help with organizing, inventory, labeling, ordering, and accounting for event supplies before and during the event. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Organize, label, inventory, and order supplies before the event
  2. Focus - : Store event supplies, maintain inventory, and keep admin office organized during the event

RESPONSIBILITIES AND DUTIES:

  • Set-up admin office before the event
  • Take inventory of event supplies before, during, and after the event
  • Clean, organize, and label equipment and supplies to get them ready to use at their respective booths the day of the event
  • Keep items organized and inventoried during event
  • Order supplies or equipment needed before or during the event
  • Make copies before event
  • Store items after they've been cleaned, labeled, and inventoried after the event
  • Clean office and return tables and chairs

Admission Gate Team

Greet and help with swag bag tickets

ADMISSION GATE TEAM POSITION SUMMARY:

Greet and count each attendee, help with swag bag tickets and donations. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Greet each attendee and get them excited for the vent while making sure each attendee is accounted for
  2. Focus - : Help go over donation proceeds and how attendees can get their swag bags

RESPONSIBILITIES AND DUTIES:

  • Greet each attendee and let them know what activities we have and where they are located
  • Keep count of attendees
  • Share our donation proceeds and how attendees can get their swag bags
  • Collect donations and provide swag bag tickets to donors while keeping track of tickets distributed and donations made
  • Keep traffic flowing through the gate 

Beer Booth Team

Sell tickets and pour drinks

BEER BOOTH TEAM POSITION SUMMARY:

Sell drink tickets and pour drinks after checking for valid ID. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Check for valid ID and sell drink tickets
  2. Focus - : Collect drink tickets and pour selected drink

RESPONSIBILITIES AND DUTIES:

  • Clean and set-up beer booth materials before event
  • Post of legally required signs and set-up hand-washing station
  • Set up ticket and money boxes, cups and kegs
  • Keep area clean and organized during the event
  • Check IDs and sell tickets
  • Collect tickets and pour drinks
  • Be aware of how many drinks you are selling to each attendee and use your best judgement for safety at a family event

Info Booth Team

Share info about the event and veganism

INFO BOOTH TEAM POSITION SUMMARY:

Share information about Texas VegFest, Austin, Texas, and veganism! 

ESSENTIAL FUNCTIONS:

  1. Focus - : Provide information about the event, Austin, and Texas
  2. Focus - : Provide information on veganism using our educational print outs and online resource pages

RESPONSIBILITIES AND DUTIES:

  • Make copies of educational information, maps, and event information before event
  • Set-up all materials for the booth before the event
  • Organize, label, and keep items in stock during event
  • Provide information on the event using our event map or website
  • Provide information on Austin and  Texas using materials available 
  • Inventory items before organizing and storing during break down

Lecture and Demo Team

Assist our speakers during presentations

LECTURE AND DEMO TEAM POSITION SUMMARY:

Assist lecture and cooking demo presenters prep, present, and clear-off. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Help set-up and break-down presentations

2: Focus - : Assist during presentations and during Q&A/ book signing session

RESPONSIBILITIES AND DUTIES:

  • Help with presentation preparations and set-up
  • Assist with presentation and sampling 
  • Organize and clean prep, presentation, and seating area
  • Keep schedule on time
  • Assist attendees in and out of the room quietly during presentations
  • Direct to and moderate Q&A/ book signing session

Marketing Team

Print and social media promotion

MARKETING TEAM POSITION SUMMARY:

Print media distribution and social media promotion before and during event.

ESSENTIAL FUNCTIONS:

  1. Focus - : Distribute print media promotion in Austin and abroad
  2. Focus - : Social/Online media posts on all our platforms 

RESPONSIBILITIES AND DUTIES:

  • Distribute our event flyers and posters at food spots, book stores, coffee shops, health and specialty stores, libraries, and more before the event 
  • Keep a list of sites that received posters and flyers
  • Keep track of dates and amount placed at each site
  • Keep sites stocked until the day of the event
  • Make promotional post on our social media platforms as well as on our list of bulletin boards, forums, and calendars before and during event 

Merch Team

Sell shirts and keep inventory

MERCH TEAM POSITION SUMMARY:

Sell our official shirts and any other merchandise items while keep stock and inventory inventory of remaining supplies. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Sell event shirts and merchandise
  2. Focus - : Take stock and inventory of supplies and sales made

RESPONSIBILITIES AND DUTIES:

  • Set-up, organize, label, and display merchandise before event at the booth
  • Test tablets to make sure card readers work
  • Set-up money boxes and accounting envelopes
  • Grab attendees attention as they walk by and encourage them to purchase our event merchandise
  • Keep accounting envelope up to date
  • Keep inventory on items 
  • Organize and store reaming merchandise items safely as you break-down and clean the booth after the event

Parking and Gate Team

Watch over utility gate and the parking lot

PARKING AND GATE TEAM POSITION SUMMARY:

Keep watch over the utility gate and main parking lots to ensure no heavy or unwanted traffic. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Keep utility gate guarded to make sure no trucks or attendees enter unless authorized
  2. Focus - : Watch over main parking lots to make sure vendors have room to unload safely and that the lots doesn't overfill

RESPONSIBILITIES AND DUTIES:

  • Set-up any signs or banners for the parking lots and gate before the event 
  • Help any participants, volunteers, or attendees park safely and tightly int he main parking lots
  • Make sure lots do not overfill
  • Hold utility gate closed to prevent vehicles or attendees from entering without authorization
  • Make sure everyone is parking, crossing, and entering safely into the main lots

Participant Check-In/Out

Check participants in and out of fest

PARTICIPANT CHECK-IN/OUT POSITION SUMMARY: 

To help check-in and out all participants before the event begins and after it ends. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Check-in participants

2: Focus - : Check-out participants

RESPONSIBILITIES AND DUTIES:

  • Check participants in and out of event
  • Show event map and booth locations
  • Collect balances
  • Provide food permit and equipment
      • No cars on-site unless there is a grass permit for that vehicle

Participant Care Team

Assist our participants during the event

PARTICIPANT CARE TEAM POSITION SUMMARY:

To assist all participants with supply, logistical, and load-in needs. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Help Participants load in and out
  2. Focus - : Assist with set-up, logistics, and break-down

RESPONSIBILITIES AND DUTIES:

  • Help Participants to their booth 
  • Help with load in and load out, set up and break down  
  • Make sure Participants meet all Teas VegFest, Austin, and Travis county requirements 
  • Perform booth inspections
  • Ensure waste disposed of correctly in appropriate compost/recycling containers and that booth spaces are clean

Photography and Videography Team

Take photos and videos of event

PHOTOGRAPHY AND VIDEOGRAPHY TEAM POSITION SUMMARY:

Take event photos and videos  before and during event for media promotions. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Take videos of event set-up process and during the event to use for media promotions 
  2. Focus - : Take photos of event set-up process and during the event to use for media promotions 

RESPONSIBILITIES AND DUTIES:

  • Learn event schedules and list of participants to get to know where activities and vendors are
  • Take photos and videos of event set up process showcasing volunteer team and venue
  • Take photos and videos of event showcasing participants, presenters, activities, venue, attendees, volunteers, and family fun
  • Share video and photos with watermarked seal for use in Texas VegFest media promotions 

Raffle Team

Conduct survey and display items

RAFFLE TEAM POSITION SUMMARY:

Encourage attendees to win raffle items displayed by completing our demographic survey. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Help attendees complete demographic survey to be entered into our raffle
  2. Focus - : Display raffle items and answer question about the items

RESPONSIBILITIES AND DUTIES:

  • Set-up, organize, label, and display raffle items before event at the raffle booth
  • Test tablets to make sure surveys work or use paper back-up
  • Review survey to be able to answer basic questions from attendees
  • Review each raffle item to be able to answer basic questions from attendees
  • Grab attendees attention as they walk by and encourage them to complete the survey to be entered to win our prizes
  • Keep inventory on items 
  • Organize and store safely 

Runner Team

Work with all teams and assist as needed

RUNNER TEAM POSITION SUMMARY:

Work with all volunteer teams and assist where and when needed before, during, and after the event. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Help with set-up and break down tasks/errands before and after event on and off site
  2. Focus - : Assist during the day of the event as needed where needed on and off site

RESPONSIBILITIES AND DUTIES:

  • Help with set-up and load-in in the days before the event
  • Work with all volunteer teams during the event to help set-up, load-in, collect supplies, and get ready for the event 
  • Be available to lift items and go on and offsite to gather supplies or provide extra volunteer support
  • Help with clean up and break down after the event
  • Make sure items are cleaned, labeled, inventoried, and stored correctly 

Sales Team

Contact potential participants

SALES TEAM POSITION SUMMARY:

Help contact potential participants and get them signed up to participate. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Contact potential participants with event details
  2. Focus - : Sign participants up and collect payment

RESPONSIBILITIES AND DUTIES:

  • Source vegan and plant-based companies or products
  • Contact companies to participate
  • Go over event details, requirements, and fees
  • Sign participants up and collect payment
  • Enter participation data to use during check in the day of event 

Set-up and Break-Down

Set-up and break down event

SET-UP AND BREAK-DOWN TEAM POSITION SUMMARY:

Help with set-up and deliveries before the event, and break down and clean up after the event. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Set-up items for event, and help with shipment deliveries in the days before of the event 
  2. Focus - : Break down items, clean, take inventory, and store items after the event

RESPONSIBILITIES AND DUTIES:

  • Work in the days before the event to set up and clean items needed the day of the event
  • Help hang banners and signs across the venue
  • Take inventory of supplies 
  • Make sure items are labeled, organized, and stored correctly
  • Remove poison ivy and venue beautification 
  • Help break down, clean label, organize, and store items after the event 

swag bag team

Stuff and distribute swag bags

SWAG BAG TEAM POSITION SUMMARY:

Stuff bag before the event day, and distribute bag during the event. 

ESSENTIAL FUNCTIONS:

Stuffing Team

  1. Focus - : Organize and sort inserts for swag bags

2: Focus - : Stuff swag bags, separate, and store for easy transport

Distributing Team

  1. Focus - : Transport bags to booths while keeping safely stored and organized

2: Focus - : Hand out bags to attendees that have a special ticket while the keeping booths organized and clean 

RESPONSIBILITIES AND DUTIES:

Stuffing Team

  • Sort, label, organize, and condense all insert boxes 
  • Stuff inserts into bags
  • Organize stuffed bags and get ready ready for transport to swag bag booth

Distributing Team

  • Transport swag bags to booths 
  • Organize swag bags at booth and set-up display signs/bags
  • Distribute bags to attendees that have a special swag bag ticket
  • Organize boxes, condense recyclable material, keep booth clean, keep inventory of bags and tickets 

Volunteer Coordination Team

Assist before and check in/out during event

VOLUNTEER COORDINATION TEAM POSITION SUMMARY:

Coordinate with volunteers before the event and check volunteers in and out of their shifts during the event. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Coordinate with volunteers before the event to prepare them for their shift
  2. Focus - : Check volunteers in and out of their shifts during the event

RESPONSIBILITIES AND DUTIES:

  • Coordinate with volunteers in the weeks before about their shift times and role responsibilities
  • Direct volunteers to volunteer resources if they are unsure about their shirt or responsibilities 
  • Check volunteers in and out of their shifts during the event 
  • Make sure volunteers have volunteer shirts or provide them with one
  • Make sure volunteer has completed their waiver
  • Keep volunteer check-in booth organized and cleaned 

Youth Area

Assist participants with activities

YOUTH AREA TEAM POSITION SUMMARY:

Assist youth area participants and attendees with the activities and schedule. 

ESSENTIAL FUNCTIONS:

  1. Focus - : Assist participants and attendees with all activities
  2. Focus - : Keep area clean and activities on schedule 

RESPONSIBILITIES AND DUTIES:

  • Help participants set-up booths, tables, activities, and presentations
  • Assist with presentations and sampling 
  • Organize and clean youth area while keeping inventory of supplies and materials
  • Engage with attendees walking by to let them know about all the activities
  • Keep alert for any incidents like knee scrapes or bee stings
  • Help participants break-down and clean area

          Coming Soon!