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 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 

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 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 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 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 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 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 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 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 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 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 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 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 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 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 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