GUIDE

Organizing Committee Townshippers Day

www.tday.ca
Townshippers Association / Association des Townshippers
HEAD OFFICE (LENNOXVILLE) 257 Queen, S. 100, Sherbrooke QC J1M 1K7 Tel 819-566-5717 Toll free 1-866-566-5717 Fax 819-566-0271 Email ta@townshippers.qc.ca Rachel Garber, Executive Director, dg@townshippers.qc.ca MONTRGIE OFFICE 3-584 Knowlton Rd, Knowlton, QC J0E 1V0 Tel 450-242-4421 Toll free 1-877-242-4421 Fax 450-242-5870 Kate Wisdom, Community & Culture Coordinator. Staff liaison, T-Day OC, kw@townshippers.qc.ca

TABLE OF CONTENTS Townshippers Association ............ Page 2 Introduction ............................................. 3 Townshippers Day Policies .................... 4 Organigram ............................................. 7 Staff Support ........................................... 8 Critical Path............................................. 9 Organizing Committee .......................... 12 Fundraising Group ................................ 12 Logistics ................................................ 13 Entertainment ........................................15 Food Vendors ........................................16 Childrens Activities ...............................17 Youth Activities ......................................18 Seniors Activities ..................................19 General Activities ...................................20 Exhibits ..................................................21 Green Team ..........................................25

TOWNSHIPPERS ASSOCIATION
Mission TopromotetheinterestsoftheEnglishspeakingcommunityinthehistoricalEastern Townships; Tostrengthentheculturalidentityofthiscommunity;and ToencouragethefullparticipationoftheEnglishspeakingpopulationinthe communityatlarge. Orientations 1. FurtherthelongtermsurvivaloftheEnglishspeakingcommunity,retainexisting communitymembersandattractnewEnglishspeakingindividualsandfamiliestothe region; 2. EnsurethattheneedsoftheEnglishspeakingcommunityareadequatelymet; 3. Fostercommunitydevelopment,sothatexistingandfutureresourceswithinthe Englishspeakingcommunityaremaximised; 4. Fostertheengagementofyouthandthedevelopmentofanewgenerationofactive leadersintheEasternTownshipsEnglishspeakingcommunity. 5. EnsurethattheEnglishspeakingcommunityisavaluedandactiveparticipantinthe communityatlarge. Principles 1. Decisionswillbebasedoncommunityinformationobtainedthroughneeds assessments,demographicanalyses,focusgroups,andavarietyofotherknowledge gatheringtechniques. 2. Initiativestobeundertakenbytheorganisationareanalysedtoensurethatthey addresstheobjectivesoftheorganisation. 3. Resultsofinitiativesareevaluatedinthecontextoftheirobjectives. 5YearObjectives(20072012) 1. CommunitydevelopmentinitiativesintheEasternTownshipsEnglishspeaking communityaremorestrategicallycoordinated,withgreatercollaborationamong variousstakeholdersandinitiators. 2. TownshipsEnglishspeakingyoutharemoreempowered,engagedandintegrated intothecommunity. 3. EnglishspeakingTownshippersaremoreengagedinaddressingtheneedsofthe community. 4. TheculturalidentityandcreativityoftheTownshipsEnglishspeakingcommunity haveheightenedvisibility,contributingtoamorevitalcommunitywithgreater cultural,socialandeconomicopportunityforallages.

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

TOWNSHIPPERS DAY Introduction

DescriptionofTownshippersDay
Sinceitsfoundingmeetingin1979,TownshippersAssociationhasorganizedanannualautumn festivitythatbecameknownasTownshippersDay.TownshippersDayistypicallythesecond orthirdFridayeveningandSaturdayofSeptemberandattractssome6,00010,000visitors. Eachyear,Townshippers'AssociationchoosesacommunityinthehistoricalEasternTownships tohostTownshippersDay(TDay).ThelocationofTDaynormallyalternatesamongthe eastern,western,northernandsouthernpartsofthehistoricalEasternTownships.

ObjectivesofTownshippersDay
TownshippersDayaimstostrengthentheculturalidentityoftheTownshipsEnglishspeaking communitybycontributingtothevitalityofitsculturalandsociallife,andthatofthe communityatlarge. ItdoesthisbycelebratingtheEasternTownshipsEnglishspeakingcommunityanditsheritage andculture,whilehighlightingadifferentareaintheEasternTownshipseachyear. In1861,58%oftheareaspopulationwereEnglishspeaking.In2006,only6%wereEnglish speaking:42,000personsscatteredoveraterritorylargerthanBelgium.Thatiswhythe culturalidentityandvitalityofthisminoritycommunityneedssupport.Therichheritageofthe regionisalwaysahighlightofTownshippersDay. ManyTDayvisitorsmention,too,theimportanceofthisopportunitytovisitwithfriendsthey dontoftengettosee. Anotherimportantaimistogiveexpressiontotheneighbourlyrelationshipbetweenthe FrenchandEnglishspeakingcommunitiesintheregion.TownshippersDayisabilingual festivityoffriendshipofferingmusic,dance,art,activities,artisans,informationboothsand healthyfareandfunforallages,typesandtastes.

TraditionofTownshippersDay

Whyhasthisworkedsowellformorethan30consecutiveyears?Becauseitissheerfun!The exhibitsandmanyoftheactivitiesandentertainmentareundershelter,sorainorshine,TDay isaninterestingandinvitingplacetobe.Itisafamilyday,withactivitiesforallages.No alcoholicbeveragesaresold.

DetailsaboutTownshippersDayarefoundatwww.tday.ca,awebsitecreatedandhostedby KezberISolutions,asupportingpartner.Onwww.tday.ca,underTDaysPast,seealistofpast TownshippersDaysthedates,thethemes,thehostcommunities,andtheintrepidvolunteers wholedtheannualOC.

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TOWNSHIPPERS DAY Policy and Procedures

Objectives

ThiseventcontributestoachievingtheobjectivesofTownshippersAssociationandTownshippers Daystatedonpages2and3ofthisdocument.

GeneralPolicies

Framework.TownshippersDayadherestothefollowingscheduleandpolicies:
1. TownshippersDaytakesplaceovermorethanoneday.ItusuallyconsistsofaFriday eveningartsgalaorequivalentevent,andaSaturdayfamilyeventwithactivities,exhibits andentertainmentforallages. 2. Theeventsareopentothepublic.Anadmissiondonationof$2perpersoniscollectedatthe Saturdaysite. 3. TheSaturdayexhibitsandactivitiesbeginat9a.m.andendat5p.m. 4. TheOpeningCeremoniesareat10a.m.onSaturday.TheyareorganizedbytheExecutive Director.Specialguests(VIPs)areintroducedtothepublic. 5. AMayorsReceptionimmediatelyfollowstheOpeningCeremonies,towhichthespecial guestsareinvited. 6. Thepublicity,publicationsandopeningceremoniesareinbothEnglishandFrench. 7. TownshippersDaytakesplace,rainorshine. 8. Arecycling/compostingstrategyensuresTownshippersDayisaGreenEvent. 9. NoalcoholicbeveragesarepermittedduringtheSaturdayactivities. 10. NodogsorotherdomesticanimalsarepermittedduringTownshippersDay. 11. VolunteersinchargeofvariouseventsoractivitiesduringthedaywearidentifyingTshirts, badgesorothersuchattire.

Legalandfinancialpolicy.TownshippersAssociationandtheOrganizingCommittee(OC)
shareresponsibilityforgoodlegalandfinancialmanagement.Therefore: 1. TownshippersAssociationundertakestoincludeTownshippersDayvolunteersinits liabilityinsurancepolicy,subjecttopolicylimitsandrestrictions. 2. TheOCcreatesatheme,budgetandactivityplans,incollaborationwiththestaffliaisonand theExecutiveDirector. 3. TheAssociationsBoardofDirectorsapprovesthebudget,themeandplans. 4. TheOCundertakestorespectthebudgetandplansapprovedbytheAssociation. 5. AllaccountingisdoneatTownshippersheadofficebytheAssociationsaccounting personnel. 6. UndernocircumstancesdoestheOCorhostmunicipalityestablishaseparatebankaccount orundertakefinancialtransactionsonbehalfofTownshippersDayorTownshippers Association.

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

7. TownshippersAssociationgivestheOCChairperson(s)amonthlyreportofincomeand expenditures. 8. TheChairperson(s)isresponsibleforcontrollingexpendituresbyOCmembers. 9. VolunteersmusthaveapprovalfromtheExecutiveDirectorbeforecommittingtoan expense,otherthanforgasortelephonebills. 10. Allexpensesupto$5000areapprovedbytheExecutiveDirector.Allunbudgetedexpenses over$5000areapprovedbytheAssociationsBoardofDirectors. 11. Volunteersarereimbursedforkilometrestravelledandoutofpocketexpensesfortravel outsideofthearea(telephone,materials)aftertheyhavesubmittedanexpenseformand accompanyingreceiptstotheChairperson(s).(RefertotheAssociationstravelpolicy.)No usual,localtravelexpenses(e.g.tocommitteemeetings)arereimbursed. 12. ExpenseformsaresubmittedonamonthlybasistotheExecutiveDirector. 13. Expensesincurredmorethanthreemonthspriortosubmissionarenoteligiblefor reimbursement. 14. TheOCisresponsibletoensurethatfire,safetyandfoodserviceregulations,including roomcapacity,arerespectedinTownshippersDayvenues.

Fundraising.
1. AllsponsorshipsandfundraisingendeavoursareapprovedbyTownshippersAssociation. InaccordancewiththeAssociationsPartnershipPolicy,TownshippersAssociation reservestherighttorefusesponsorshipswhichitdeemsinappropriateorunsuitabletothe goals,missionandpoliciesofTDayortheAssociation. 2. AllsponsorshipsmustberecordedonthePartnershipPledgeformsprovidedby TownshippersAssociation. 3. AllfundsraisedaretobesentdirectlybythesponsortoTownshippersAssociationfor recordinganddeposit,andallchequesaretobemadepayabletotheorderof TownshippersAssociation. 4. IfaSilentAuctionorothersimilarfundraisinginitiativeisorganizedforTownshippersDay, 100%ofallfundscollectedaretoberemittedtoTownshippersAssociationforcredittothe TDaybudget.NootherSilentAuctionsaretobeheldduringTownshippersDay.

Communications.
1. AllpressreleasesareapprovedbytheAssociationsCommunicationsAgent,Executive DirectorandtheOrganizingCommittee(OC)Chairpersonbeforetheyaredisseminatedby theAssociationsheadoffice. 2. AllpressreleasesaredisseminatedinEnglishandinFrench. 3. Toensurequality,consistencyandtimeliness,TownshippersAssociationcarriesoutall translationofpublicityandcorrespondence. 4. Newsreleasesannouncenewdevelopments,suchastheselectionofthehostarea,the theme,fundraisingcampaign,callforexhibitors,recruitmentofvolunteers,keyattractions, etc.TheAssociationalsopublishesnewsinitsweeklyKeepinginTouchcolumninThe Record,initsweeklyebulletinandonwww.tday.ca. 5. AseriesofadsannouncingTownshippersDayarepublishedonacomplimentarybasisby mediapartners.Thereisnobudgetforpaidadvertising.
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6. Thecommunicationspersonnelpreparealistofstoryideasandcontactnumbersfor distributiontomediarepresentativesbyJuly31. 7. TheSeptemberissueofTownshippers(distribution8,000)focusesonTownshippersDay.It isessentialthatactivities,exhibits,entertainment,logisticsandsitemaparefinalizedby July31sothattheycanbepublicizedinthispaper.Itisdistributedtopickuppoints throughouttheTownshipsbeforetheendofAugust.

ConcurrentEvents.
1. AnyeventstobeheldbytheMunicipalityconcurrentlyorinconjunctionwith TownshippersDayarenottheresponsibilityoftheTDayOrganizingCommitteeand shouldnotimpacttheworkloadofcommitteemembers. 2. AnyreferencetoTownshippersDayorTownshippersAssociationfortheseconcurrent eventsmustreceivepriorwrittenapprovalofTownshippersAssociation. 3. TheseeventsmustnotnegativelyimpacttheTDaybudgetandfullaccountingtransparency istobeprovidedbytheMunicipalitytoTownshippersAssociation,uponrequest. 4. TownshippersAssociationshallbeinvitedtoattendanypublicrelationsevents surroundingtheconcurrentevents.

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

ORGANIGRAM: Townshippers Day

Board of Directors Sets Policies; approves theme, budget, fundraising plan, unbudgeted expenditures over $5000. Executive Director Pre-approves budget, fundraising plan, and expenditures over $5000 for presentation to Board of Directors. Approves expenditures of $5000 or less and all written communications (news releases, publications, letters, etc.). Signs contracts; supervises staff (fundraising, communications, administration, permits, accounting). Organizes Opening Ceremonies, invitations to VIPs. Communications Agent Staff member. Carries out communications. Recruits media partners. Fundraising Group Volunteers. Collaborate with Executive Director to carry out Fundraising Plan. Food Vendors Coordinator Volunteer. Recruits and oversees food groups and volunteer breakfast. Board Liaison Board member. Offers advice and information, ensures T-Day Guide is followed. Liaison with Board of Directors. Green Team Coordinator Volunteer. Devises recycling/composting plan and carries it out. Childrens Activities Coordinator Volunteer. Organizes and carries out activities for children.

Organizing Committee (OC) Chairperson(s)

Volunteer. Leads OC (see the T-Day Guide).
Logistics Coordinator 1 Volunteer. Oversees logistical needs for exhibits, activities and entertainment. Youth Activities Coordination Team Volunteers. Organize and carry out activities for youth.

Community & Culture Coordinator Staff member. Supports the OC (see T-Day Guide).

T-Day Assistant Staff member. Assists in T-Day administration and communications.

Logistics Coordinator 2 Volunteer. Oversees parking and entrance.

Entertainment Coordinator Volunteer. Recruits performers and oversees entertainment. Seniors Activities Coordinator Volunteer. Organizes and carries out activities for seniors.

General Activities Coordinator Volunteer. Organizes general activities and ensures they are carried out.

Head Coordinator of Exhibits Volunteer. Oversees coordinators for artisans, community groups, Townshippers@Work, heritage groups. Maps exhibition area and arranges placement of exhibitors and artisans. Supervises supporting partners booths. Artisans Coordinator Volunteer. Recruits and coordinates artisans. Community Groups Coordinator Volunteer. Recruits and coordinates community groups exhibits. Townshippers@Work Coordinator Volunteer. Recruits and coordinates exhibits of employers, employment services, educational, training agencies and government agencies Heritage Exhibits Coordinator Volunteer. Recruits heritage exhibitors and coordinates them.

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AssociationStaffSupport.
TheExecutiveDirector: 1. Approvesallexpendituresof$5,000orless. 2. EnsurestheBoardofDirectorsreviewsandapprovesallunbudgetedexpendituresofmore than$5,000. 3. Approvesallwrittenandpubliccommunicationsletters,newsreleases,registration forms,ads,publications,brochures. 4. SupervisestheAssociationpersonnelwhocarryoutaccounting,administrationand communications. 5. Supervisesgrantwritingandfundraising. 6. ApprovesthefinalreportandsubmitsittotheBoardofDirectors. TheCommunicationsAgent: 1. CreatesandcarriesoutacommunicationsplanforTDay. 2. ConsultswithOCChairpersonandmembersaboutspecialfeaturestobepublicized. 3. EnsuresliaisonwiththeofficialspokespersonsforTDay:TheAssociationsPresidentand theOCChairperson. 4. Obtainsinkindsupportfrommediapartners,whoprovidepublicityforTDayatnocost. 5. Ensuresliaisonwithmediapartnersandothermediarepresentatives. 6. SupervisestheTDaycommunicationsassistant. TheCommunity&CultureCoordinator: 1. ProvidesorientationforOCmembers,andbackgroundinformation. 2. AttendsmeetingsoftheOC. 3. Recordsmeetingnotes,hasthemapprovedbytheChairperson(s),anddistributesthem tocommitteemembersandtheexecutivedirector.(AcopyisplacedintheTDaybinder intheAssociationsheadoffice.) 4. Carriesoutregistrations,negotiatingwithsuppliers,otheradministrativetasks,and ensuresliaisonbetweenthevariousTDayorganizingvolunteersandpersonnel. 5. SupervisestheTDayadministrativeassistant. TheAccountingClerk: 1. CarriesoutallaccountingandfinancialtransactionsforTownshippersDay. 2. ProvidesamonthlybudgetreporttotheExecutiveDirectorandtheOCChairperson.

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

CriticalPath
When Who What

October

Host Municipality

1. SubmitsproposaltohostTownshippersDay. 2. AppointsachairpersonfortheOC,followingconsultationwith theAssociationsBoardofDirectors. 3. Providesinkindorfinancialsupportfortheevent. 1. Formsaselectioncommitteetoevaluateproposalsfrom potentialTDayhostcommunitiesandmakea recommendationtotheBoardofDirectors. 1. Approvestheselectionofthehostcommunity. 2. ApprovestheTDayChairpersonproposedbythe municipality. 3. AppointsaboardmembertositontheOCasaliaison. 1. Meettodiscusstheobjectives,policiesandanyquestionsthat eitherpartymayhave. 2. TheChairperson(s)andtheExecutiveDirectorsignan agreementoutliningtheresponsibilitiesoftheOCandthe Association. 1. Choosesanumberofvolunteerstobeginworkimmediately, especiallysomeoneresponsibleforfinancesandlogistics. TheOCmayincludepeoplefromoutsidetheAssociation.The Community&CultureCoordinatorisdesignatedtosupportthe OC,andisanexofficiomemberofthecommittee.

October

TACommunity& Culture Committee

November TABoardof Directors

December January

OCChairperson, boardliaison, Executive Director OCChairperson

January

January February

OCMembers

1. Beginplanninggeneralthemeandactivitiesfor TownshippersDay. 2. CreateasloganforTownshippersDay.TheOCChairperson submitsittotheExecutiveDirector.

January February January February

Executive Director Boardof Directors

Ensuresthesloganistranslatedandpresentsthebilingual TownshippersDaytheme/slogantotheBoardofDirectorsfor approval. ApprovestheTownshippersDaytheme/slogan.

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When February March

Who OCChairperson

What 1. Recruitsadditionalvolunteers. BecauseTDayisamassiveundertaking,differentsectorsare coordinatedbydifferentvolunteers.Thesecoordinatorsattend OCmeetingsandreporttotheOCChairperson(s),followthe criticalpathinorganizingtheirsector,andwriteafinalreporton theiraspectoftheevent.TheOCmeetsmonthlyoroftener,as needed. TheOCismadeupofcoordinatorsforthefollowingsectors(see OrganigramonPage6): 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Finance Fundraising Logisticsx2 Entertainment FoodVendors ChildrensActivities YouthActivities SeniorsActivities GeneralActivities GreenTeam(recycling,composting) Exhibits(1headcoordinator) 11a.SupportingPartners 11b.Artisans(1coordinator) 11c.CommunityGroups(1coordinator) 11d.HeritageGroups(1coordinator) 11e.Townshippers@Work(1coordinator)

February OC March February Executive March Director

1. DevisesabudgetincollaborationwiththeExecutiveDirector. 2. PresentsthebudgettotheExecutiveDirectorforapproval. 1. PlansafundraisingstrategyincollaborationwiththeOC.This mayincludeapplyingforgrants,solicitingdonations,and organizingasilentauctionorsimilarinitiative. 2. PresentsthefundraisingstrategyandthebudgettotheBoard ofDirectorsforapproval.

February Boardof March Directors March August Executive Director

ApprovethefundraisingstrategyandtheTownshippersDay budget. 1. Developsapartnershippackage,andalistofcorporateand mediapartnersbasedondonorsinpastyearsaswellaslocal prospectsdevelopedbytheOC. 2. FormsaFundraisingGroup,incollaborationwiththeOC Chairperson. 3. CollaborateswiththeFundraisingGrouptoensurethe fundraisingstrategyiscarriedout. 4. EnsuresspecialguestsareinvitedtotheFridayeveningarts galaandtheSaturday10a.m.openingceremonies.

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

When March August

Who Boardliaison

What 1. ReportsdevelopingplansonanongoingbasistotheExecutive DirectorandtheBoardofDirectorsforapproval. 2. ContributestotheworkoftheOC. 3. EnsurestheTDayplansfollowtheTownshippersDayGuide.

March August

Head Coordinatorof Exhibits

1. Overseescoordinatorsforartisans,communitygroups, Townshippers@Work,heritagegroups. 2. Mapsexhibitionareaandarrangesplacementofexhibitors andartisans.DEADLINE:AUGUST1. 3. Supervisessupportingpartnersbooths. Ensuresthelogisticsneedsaremet,andaSiteMapisdrawn. DEADLINEforSiteMap:AUGUST15. Developsandfinalizesplanandschedule,andrecruits performersforentertainment.DEADLINE:JULY15. Developsandfinalizesplanandschedule,andrecruits5 volunteersforchildrensactivities.DEADLINE:JULY15. Developsandfinalizesplanandschedule,andrecruits5 volunteersforyouthactivities.DEADLINE:JULY15. Developsandfinalizesplanandschedule,andrecruits5 volunteersforseniorsactivities.DEADLINE:JULY15. Developsandfinalizesplanandscheduleandrecruits5 volunteersforgeneralactivities.DEADLINE:JULY15. Developsandfinalizesfoodplanandrecruits1215foodgroups forfoodcourt.DEADLINE:JULY15. 1. Processesregistrationsfromexhibitorsandfoodgroups. 2. Appliesforfoodpermitandsendsinformationabout requirementstoFoodCoordinatorandFoodVendors. 1. Ensuresthesupportingpartnersreceivetheappropriate visibility. 2. EnsurestheFridayeveningartsgalaorequivalenteventis organized. 3. OrganizestheSaturdayOpeningCeremonies,andpreparesa script.

March August March July March July March July March July March July March July March July

Logistics Coordinators Entertainment Coordinator Childrens Activities YouthActivities Coordinator Seniors Activities Coordinator General Activities Coordinator Food Coordinator Community& Culture Coordinator,T DayAssistant

August Executive September Director

October

OCMembers

WriteareportwithintwoweeksafterthefinalOCmeeting followingtheeventregardingtheresultsoftheirparticulararea ofresponsibility. EnsuresTownshippersAssociationreceivesafinalOCreport within45daysaftertheevent.

November OCChairperson

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 OrganizingCommittee

TheOrganizingCommittee(OC)Chairperson:
1. FormstheOC,callsitsmeetingsandpresidesatthem. 2. Overseestheorganizationoftheevent,andensurestheteammembersfollowthecritical path. 3. Overseesthebudget,andensurestheteammembersadheretoit. 4. CollaborateswiththeExecutiveDirectortocontrolthebudget,fundraise,andapprove invitationsconcerningTDay. 5. CollaborateswiththeCommunicationsAgenttoensurecommunications,andapproves publiccommunications. 6. GivesthecontactinformationofeachmemberoftheOCtotheCommunity&Culture Coordinator.Thisistoensurecommitment,foruseincaseofemergency,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

7. Writesafinalreportwithin30daysafterthefinalOCmeetingfollowingTownshippersDay. Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyvolunteersIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteersand/orcolleagues

FundraisingGroup(ExecutiveDirector;35persons)
Mucheffortisrequiredtoensurethatfundraisingattainsitsbudgetedtargets.TheOCand TownshippersAssociationworkcollaborativelytomaximizesponsorshipsupport. SupportingPartners.Associationpersonnelmailpartnershipproposalstocorporations, businesses,MNAsandotherpotentialdonors,andtheFundraisingGroupmembersfollowupby telephoneorinperson.Supportingpartnershipsmaybeintheformofmoneyoraninkind contribution.Thelattercanbequitevaluable.Examplesfrompreviousyears:tents,useoftables, chairs,golfcarts,walkietalkies,toilets. MediaPartners.TheCommunicationsAgentsolicitsinkindcontributionsofadvertisingfrom mediapartners. SilentAuction.Thefundraisercanseekdonationsofitemsforthesilentauctionduringthemonths leadinguptoTDay.DonorsreceivepublicityperthePartnershipPackage.Instructionsforcarrying outtheSilentAuctionareavailablefromtheCommunity&CultureCoordinator.
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 TShirts/Merchandise.SellingTownshippersDayTshirtsorothermerchandisecanbeagood fundraiser,providedasalesplanisdevised,approvedandcarriedout.Asalesplanispresentedto theExecutiveDirectorforapprovalbeforemerchandiseisordered.Aninitialorderofupto200 itemsmaybeplaced,ortoamaximumvalueof$1,600.Asalesplanandquotationforanyother merchandiseitemsisproposedtotheExecutiveDirector,priortoplacinganorder. Raffle.Ifaraffleistobecarriedout,donationsmustbesoughtearlybeforeMarch31.Assoonas theprizesandticketpricesarefinalized,personnelapplyfortherafflepermitandhavethetickets printed.Obtainingarafflepermittakesabout6weeks.Astrongsalesplanandanenergeticsales teamareessential.

Logistics(2coordinators,50volunteers)

cleanup,withateamofvolunteerstocarryouteachofthesetasks.He/she:

LogisticsCoordination.Onelogisticscoordinatorisinchargeof:security,signage,setupand
1. AskseachcoordinatorontheOCtowriteupalistofneedssuchaswater,electricity,tents, signs,tables,chairsandotherequipment. 2. Ascertainsthecostsandfeasibilityoftheseneeds. 3. HelpstheFundraisingGroupseekinkinddonationstofillcertainlogisticsneeds(examples: portabletoilets,securityteam,transportation). 4. Establishes,orientsandsupervisesteamsoflogisticsvolunteerswhoworkduringthe FridayandSaturdayoftheevent. 5. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisistoensurecommitment,foruseincaseofemergency,andsothattheAssociationcan giveacomplimentarymembershipandthankyoulettertoeachvolunteer.Theinformation neededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

6. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyvolunteersIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteersand/orcolleagues

EntranceandParking.Theotherlogisticscoordinatorisinchargeofparkingandcollectingthe
entrancedonations.He/she:

1. Ensuresadequatetrafficflowandparking. 2. Organizes,orientsandsupervisesgatekeepersandparkingattendantsfortheSaturday event. 3. Ensuresthegatekeeperswelcomevisitors,collectthe$2entrancedonationperperson,and directthecarstotheappropriateparkinglot.

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4. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

5. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. Space Howmanycarscame Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteersand/orcolleagues

Logisticsneeds.OnFriday/SaturdayofTownshippersDay,thefollowingareneeded:

1. FortheFridayeveningartsgala,ahallthataccommodatesatleast100persons. 2. FortheSaturdayexhibits,entertainmentandactivities,asitethatisapproximately200,000 300,000squarefeet. 3. Indoorandoutdoorspacetoaccommodateatent,grandstandorhallthatcanseat150 people(about100x40feetinsize)fortheopeningceremoniesandmainentertainment stage. 4. Spacefor160informationandartisanbooths,childrens,youthandseniorsactivities,other entertainmentstages,foodkiosks. 5. AdequatespaceforTownshippersAssociationsexhibits(anareaabout40x15feetin size),integratedintotheotherexhibits. 6. Spaceforoutdoorexhibitsoractivities. 7. Apoorweatheralternativeplanforoutdooractivities. Equipment/Furniture 1. AWelcomeBooth/InformationStandstaffedwithvolunteerswhocanrespondtoquestions andgivedirectionstovisitors. 2. Seating(benchesetc.)atfrequentintervalsthroughoutthesiteareverymuchappreciated bytiredfeet. 3. Picnictablesforeatinglunchnearthefoodcourt. 4. 1520toilets,spacedoutindifferentpartsofthesite. 5. Awheelchairaccessibletoiletandrampsaremandatory. 6. Communicationsheadquartersequippedwithatelephoneandwalkietalkie. 7. Walkietalkiesforkeyvolunteersandpersonnel. 8. Transport(golfcartsorsimilarvehicles).
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Volunteers/Personnel 1. About100volunteersareneededonFridayand/orSaturday.Theyincludethefollowing teams: a. Asetupteamof1215personsonFridaypreparesthetables,chairsandvenuesfor theexhibits,activitiesandentertainmentonSaturday. b. Ateamof1520personsstaffstheWelcomeBooth,answerquestionsandgive directionstovisitors. c. Ateamof2personschecksbathroomsandreplenishsuppliesatleastonceduring Saturday. d. AGreenTeamof1020personsensurestherecycling/compostingprogramon Saturday. e. ASecurityTeamprovidesovernightsecurityonFridaytoguardagainstvandalism. SuretQubec(SQ)agentsarepresentonSaturday. f. FirstAid:TheSt.JohnsAmbulance,BlueCross,FirstRespondersorotherqualified firstaidprovidersprovideserviceonsiteonSaturdayincaseofemergencies.(Paid service.)

2. Acleanupcrewof1020freshvolunteerstakesoverat5p.m.onSaturday. Thecleanupcrewwillberesponsibleforreturningallequipmentandsignsetc.theTDay headquarters,sotheycanbereturnedtoTownshippers'headoffice(257Queen, Sherbrooke)withaninventory. 3. VolunteerswearidentifyingTshirts,badgesorothersuchattire. Parking(Saturday) 1. Parkingsufficientfor2,0003,000vehiclesisneeded. 2. Parkingforabout50carsforVIPsandpersonswithhandicapsisneedednearthevenueof theOpeningCeremonies. 3. Iftheparkinglotisnotwithinwalkingdistance,shuttlebusesarerequired.Parkingonsite ispreferable. Signage Aninventoryofsignsalreadyexists.NewsignsareapprovedbytheExecutiveDirectorand afterwardsreturnedtotheAssociation.Visibleandclearlywrittensigns(bilingualorpictograms) areneeded: 1. Onhighwaysandroadsleadingtothesite. 2. Onsite,markingparkingandentertainment,activityandexhibitvenues. 3. ASupportingPartnersboardpostedinaprominentlocation.

Entertainment(1coordinator,approximately150performers*,1emcee foreachvenue)
TownshippersDayisashowcaseforTownshipstalent,withtheobjectiveofpromotinglocal entertainmentfromwithintheEnglishspeakingcommunity.Therefore,allperformersmust comefromand/orberesidentsoftheEasternTownships,withspecialprioritygiventothe localarea.
GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev 2010-01) Page 15 of 25 *Example:414acts,consistingof3dancetroupes,1or2choirs,89othermusicians)

Entertainersreceiveasmallhonorarium,subjecttobudgetconstraints.Entertainersareinformed thattheirparticipationcouldpotentiallygivethemexposuretonewaudiences.Theyarepermitted toselltheirCDsattheirperformances. TheCommunity&CultureCoordinatorarrangesforemceesforthevariousentertainmentvenues, callinguponselectedmediapartnerstoparticipateinthisway. TheEntertainmentCoordinator: 1. EstablishesanentertainmentplanandhasitapprovedbytheOCandBoardofDirectors. 2. Securesentertainersmusicians,dancersandothers. 3. SecuresasingerormusicianstoperformOCanadaattheOpeningCeremonies. 4. Bookssoundequipment. 5. EnsuresthereisanadequatestagefortheOpeningCeremoniesinthemainentertainment tent. 6. Organizesadancestage,churchspaceandothervenuesasneeded. 7. Keepstrackoftechnicalinformationandisresponsibleforensuringsufficientseatinginthe entertainmentareas,incollaborationwiththeLogisticsCoordinator. 8. Preparesabioforeachoftheentertainers,andprovidesinformationaboutentertainersand theentertainmentscheduletotheCommunicationsAgentbyJuly15. 9. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. 10. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

FoodVendors(1or2coordinators)
TheFoodCoordinatorencourageslocalcommunitygroupstocateratTownshippersDayintheir region.TheaimistoprovidefoodfortheTDaycrowdswhilegivingcommunitygroupsan opportunitytoraisefunds.Firstpriorityisgiventocommunitygroups.Then,ifneeded,local privateindividuals(canteens)orcaterersareaskedtosupplyfood.Availabilityoflocalrestaurants needstobetakenintoaccount. Foodvendorsadheretothefollowing:
Page 16 of 25 GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

1. Onlyusecompostableplates,cupsandutensilstoservefood.Thesemaybepurchasedfrom TownshippersAssociation. 2. Setupbefore9a.m.Saturdayandstayuntiltheendoftheeventat5p.m. 3. Communitygroupsraisingfundsforacausepayafeeof$15. 4. Commercialfoodvendorsorcatererspayafeeof$50. Thefeeshelpdefraythecostsofelectricity,permits,tentrentals,chairs,tables,waterhookups,etc. TheFoodCoordinator: 7. Followsthepolicyofprioritisingcommunitygroups. 8. Ensuresasuitableamountandvarietyoffoodwillbeavailable. 9. Recruitsbetween12and15foodvendors,dependingonthevolumeoffoodtheyplanto sell.Deadline:July15. 10. Receivesacopyofeachregistrationformandapprovesthevendorsregistration. 11. Assiststhelogisticscoordinatorindecidingtheplacementofthevariousgroups,and ensurestheplacementandinstallationsfollowthefoodserviceregulationsperthefood permit. 12. Arrangesforacomplimentaryvolunteerbreakfaststartingat6a.m.Saturday.Thebreakfast shouldbehearty.Volunteershaveaharddayaheadofthem! 13. Supervisesthegroupswhentheyarriveonsitetosetup,anddistributestothemthe compostableplates,cupsandutensilstheyhavepurchased. 14. IsavailabletotroubleshootforthemduringTDay. 15. PatrolsthefoodcourtperiodicallyduringTDaytoensurevendorsonlyusecompostable plates,cupsandutensilstoservefood. 16. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

ChildrensActivities(1coordinator,5volunteers)

TheChildrensActivitiesCoordinatororganizesactivitiesforchildrenaged211.Becauseitisa familyday,theseactivitiesareanimportantaspectofTDay.Theactivitiesarecarriedoutwith parentalsupervision;theyarenotababysittingservice. TheChildrensActivitiesCoordinator: 1. Organizesvariousactivitiesforchildren.Examplesofpopularactivitiesincludethe following:Inflatables,facepainting,puppets,crafts,buildingwoodenobjects.Deadline: July15. 2. Recruitsvolunteerstotakeshiftsfacilitatingtheactivities;orientsandsupervisesthem.

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3. Duringtheevent,ensuresvolunteersadequatelysuperviseactivitiesandchildrenarenotat riskforinjury. 4. EnsuresactivitiesbeginSaturdayat9a.m.andcontinueuntil5p.m. 5. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

6. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. TheYouthActivitiesTeamorganizesactivitiesforteenagers.Becauseitisafamilyday,these activitiesareanimportantaspectofTDay. MembersoftheTdayOCprobablyknowyoungpeoplefromtheareatheycouldasktogetinvolved. Theyouthteamcouldhaveanadult"support"personfromthecommitteeorcouldworkwiththe TAyouthstaffmemberstoensuretheyfeelreadyforwhattheyhavetodo.Theyoungpeoplecould beolderteensoryoungadults. TheYouthActivitiesTeam 1. Organizesvariousactivitiesofinteresttoteensandpreteens.Activitieswhichdonot requirecommitmentaheadoftimearemorelikelytohaveparticipationduringtheevent. Deadline:July15. Examplesofpopularactivities: Music Aplacetohangout Games Talentshow Sports.Example:aballhockeytournament,whichcandrawalargecrowdanda hugenumberofparticipants.ParticipantsareencouragedtosignupbyJuly15,so thatgametimesandteamscouldbeorganizedandpublicized.Usuallyafeeof$100 ischargedforeachteam,whichworksouttoabout$10perplayer.Thisraises funds,andinturnprovidesmoneytoawardasaprizeortobuyprizes. Contests Hairbraiding
GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

YouthActivities(Teamof35coordinators;510volunteers)

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Karaoke Askyoungpeopletogivedemonstrations/teachthingstoothers.Example:line dancing. A"coffeehousetypeactivitywherepeoplecandostorytelling,poetryreadingoran openmikeactivity.Thismightappealtoyouthwhoaren'tsointerestedinsports. Asksomeofthecegep/universitysportsteamstoleadactivitiesforyouth.Kidsmay findjustmeetingtheteammemberscool:Actuallygettingtoplay soccer/basketball/footballwiththemisevenbetter! DJtrainingsession,acompetitionorajamsession. Fun"workshops"(creativewriting,paintingordrawing,music,etc.),scheduled throughoutthedaywherepeoplecanjust"dropin"atthebeginningofthesessionif they'reinterested.

2. Contactsthelocalyouthcentreorschooltohelporganizeandcarryouttheseactivities. 3. Recruitsvolunteerstotakeshiftsfacilitatingtheactivities;orientsandoverseesthem. 4. Duringtheevent,ensuresvolunteersadequatelysuperviseactivities. 5. EnsuresactivitiesbeginSaturdayat9a.m.andcontinueuntil5p.m. 6. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

7. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

SeniorsActivities(1coordinator,5volunteers)
ManyvisitorstoTDayareseniors.Anindoorrestareaforseniorswithmusic,dancing,gamesand refreshmentsisverymuchappreciated. TheSeniorsActivitiesCoordinator: 1. Organizesvariousactivitiesofinteresttoseniors.Examplesofpopularactivities:music, dancing,aplacetorelax,games,workshopsorpresentationsonhealthyactivelivingfor seniorsorhandsontopicssuchascrafts,etc.Somekindofdrawingorcontestisalways appreciated. Deadline:July15.
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2. ContactsthelocalseniorsgroupsintheareawhereTDayistakingplace.Theywilloften helporganizeandcarryouttheseniorsactivities. 3. Recruitsvolunteerstotakeshiftsfacilitatingtheactivities;orientsandsupervisesthem. 4. Duringtheevent,ensuresvolunteersadequatelysuperviseactivities. 5. EnsuresactivitiesbeginSaturdayat9a.m.andcontinueuntil5p.m. 6. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

7. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

GeneralActivities(1coordinator,5volunteers)
ParticipatoryorspectatorgamesforadultsofallagesareapopularaspectofTDay. TheGeneralActivitiesCoordinator: 1. Organizesvariousactivitiesofinteresttoadults.Examplesofpopularactivities:antiquecar display,BossyBingo,FirefightersGames,historicaltours(walkingorbybusorcarriage), artshows,storytelling,workshopsoflocalinterest.Deadline:July15. 2. Iffeasible,coordinateswithlocalrecreationcentre,sportsgrouporservicegroupto organizeandcarryouttheseactivities. 3. Recruitsvolunteerstotakeshiftsfacilitatingtheactivities;orientsandsupervisesthem. 4. Duringtheevent,ensuresvolunteersadequatelysuperviseactivities. 5. EnsuresactivitiesbeginSaturdayat9a.m.andcontinueuntil5p.m. 6. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e.
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Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

7. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

Exhibits(1headcoordinator+4coordinators=1eachforartisans, communitygroups,heritagegroups,Townshippers@Work)
ThisessentialpartofTownshippersDayneedscarefulplanningandrecruitment. SUMMARYOFEXHIBITSINFORMATION
EXHIBITORS RESPONSIBLE NUMBEROF TABLES (Total160)* FEE (Electricityis$5extrafor groupswhopayafee) REGISTRATION DEADLINE

TownshippersAssociation SupportingPartners* Artisans CommunityGroups HeritageGroups Townshippers@Work (businesses,government)

HeadCoordinatorof Exhibits HeadCoordinatorof Exhibits ArtisansCoordinator CommunityGroups Coordinator HeritageGroups Coordinator T@Work Coordinator

Est.10 Est.8 Maximum60* Maximum50* Est.12* Maximum50*

None None Nonmembers:$50** Members:$35 Nonmembers:$25** Members:$10 None $100**

July31 July31 June30 July31 July31 July31

*Thenumberoftablesineachcategorymayvary,buttheTOTALnumberofexhibittablesmaynotexceed160. **IncludescomplimentaryoneyearmembershiporbeingontheAssociationsmailinglistforoneyear.

Policyconcerningexhibitsandartisans: 1. Firstpriorityisgiventosupportingpartnersandfundingagencieswhichsupport TownshippersAssociationandTownshippersDay. TheExecutiveDirectoroverseesregistrationsandplacementofTownshippers Associationstablesandsupportingpartnersbooths,incollaborationwiththeExhibits Coordinator. 2. Allartisansliveand/orworkintheEasternTownships,andtheirworkisoriginal(not purchasedandresold). 3. AllexhibitorsarefromtheEasternTownships,orofferservicesintheEasternTownships. 4. TownshippersAssociationsCommunity&CultureCoordinatorandTDayAssistant prepareanddistributeregistrationformstointerested/eligibleparties,administerthe registrations,andsendinstructions,directionsandparkingpassestotheregistrants.

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5. Anadvanceinvitationisgiventoartisansandexhibitorsintheimmediategeographical area,followedbyinvitationstothoseoutsidethearea,spacepermitting. 6. Prepaidregistrationsofnonlocalexhibitorsandartisansarebookedonafirstcome,first servedbasis. 7. Registrationsarefirmonlyifaccompaniedbyfullpayment. 8. Themaximumnumberofexhibitstablesis160,includingartisans. 9. Themaximumnumberofartisansis60.(Iftherearetoomany,artisanscomplainoftoo muchcompetitionandunsatisfactorysales.) 10. Theother100exhibitsincludeTownshippersAssociation,supportingpartners,community groups,heritagegroupsandTownshippers@Work(businessesandgovernmentagencies). 11. Additionalexhibitsmaybesetupoutsidethebuildingsortents,dependingonavailable outdoorspace. 12. Intheplacementofbooths,exhibitorstablesaremixedinwithartisanstables,toprovide varietyandensureallexhibitorshavethesameexposureastheartisans. 13. Exhibitorsandartisanssetuptheirtablesbefore9a.m.,anddonotdismantlethemuntil5 p.m. 14. TheydonotchangethelocationoftheirboothwithouttheapprovaloftheExhibits Coordinator. TheHeadCoordinatorofExhibits: 1. Recruits4volunteerstocoordinatethe(1)Artisans,(2)CommunityGroups,(3)Heritage Groups,and(4)Townshippers@Work(businessesandgovernmentagencies);orientsand supervisesthem. 2. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisisforuseincaseofemergency,tobeabletoverifycommitment,andsothatthe Associationcangiveacomplimentarymembershipandthankyoulettertoeachvolunteer. Theinformationneededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

3. Measuresandmapstheexhibitionareainadvancetoensurethereisadequatespaceforthe tablesandbooths. 4. Decidesupontheexactplacementoftablesandbooths,incollaborationwiththeLogistics Coordinatorandtheexhibitscoordinationteam(forartisans,communitygroups,heritage groups,andTownshippers@Work). 5. Supervisesthe4volunteercoordinatorstoensuresmoothselectionandregistrationof exhibitors,unloadingandsettingup,troubleshootingduringtheevent,anddismantlingat5 p.m. 6. CoordinatesthesettingupoftheexhibitsofTownshippersAssociation,itssupporting partnersandfundingagenciesbefore9a.m.Saturday,troubleshootsduringtheevent,and supervisestheirdismantlingat5p.m. 7. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation:
Page 22 of 25 GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

a. b. c. d. e. f.

HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

TheArtisansCoordinator: 1. Recruitsartisansfromthelocalarea,andthenfromotherpartsoftheTownships. Deadline:June30. 2. CollaborateswiththeCommunity&CultureCoordinatorandTDayAssistant,whoregister artisans. 3. HelpstheHeadCoordinatorofExhibitsdecideontheplacementofartisanstables. 4. Coordinatesthesettingupoftheartisanstablesbefore9a.m.Saturday,troubleshoots duringtheevent,andsupervisestheirdismantlingat5p.m. 5. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. TheCommunityGroupsCoordinator: 1. RecruitscommunitygroupsfromtheTownships,followingupbyphonewithintwoweeks afterinvitationsaredisseminated.Deadline:July31. 2. Offersadvanceregistrationtogroupsservingthelocalarea. 3. CollaborateswiththeCommunity&CultureCoordinatorandTDayAssistant,whoregister communitygroups. 4. HelpstheHeadCoordinatorofExhibitsdecideontheplacementofcommunitygroups tables. 5. Coordinatesthesettingupofthecommunitygroupstablesbefore9a.m.Saturday, troubleshootsduringtheevent,andsupervisestheirdismantlingat5p.m. 6. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f.
GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev 2010-01) Page 23 of 25

HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

 TheHeritageGroupsCoordinator: 1. RecruitsheritagegroupsfromtheTownships,followingupbyphonewithintwoweeks afterinvitationsaredisseminated.Deadline:July31. 2. CollaborateswiththeCommunity&CultureCoordinatorandTDayAssistant,whoregister heritagegroups. 3. HelpstheHeadCoordinatorofExhibitsdecideontheplacementofheritagegroupstables. 4. Coordinatesthesettingupoftheheritagegroupstablesbefore9a.m.Saturday, troubleshootsduringtheevent,andsupervisestheirdismantlingat5p.m. 5. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. TheTownshippers@WorkCoordinator: 1. Recruitsbusinesses,governmentagencies,employmentservices,educationalandtraining programsfromtheTownships,followingupbyphonewithintwoweeksafterinvitations aredisseminated.Deadline:July31. 2. PrioritizesagencieswhosupportTownshippersAssociation. 3. CollaborateswiththeCommunity&CultureCoordinatorandTDayAssistant,whoregister Townshippers@Workgroups. 4. Mayorganizespecialexhibitsrelatedtoemploymentand/orentrepreneurship.For example,highlightwww.topportunity.cabyorganizing5interactiveexhibitsshowingoffthe top5jobprospectsintheTownships,withpeopleactuallyworkinginthesefieldsavailable totalkabouttheirjobsandanswerquestions. 5. HelpstheHeadCoordinatorofExhibitsdecideontheplacementofTownshippers@Work tables. 6. Coordinatesthesettingupofthecommunitygroupstablesbefore9a.m.Saturday, troubleshootsduringtheevent,andsupervisestheirdismantlingat5p.m. 7. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

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GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev. 2010-01)

 GreenTeam(1coordinator,9volunteers)

SeeTownshippersDayGreenGuideforcontactandlogisticsinformationaboutorganizingand carryingoutanenvironmentallyfriendlyday. TheGreenTeamCoordinator: 1. FollowstheGreenGuide. 2. Recruitsvolunteerstotakeshiftscarryingouttheactivities;orientsandsupervisesthem. 3. GivesthecontactinformationofeachvolunteertotheCommunity&CultureCoordinator. Thisistoensurecommitment,foruseincaseofemergency,andsothattheAssociationcan giveacomplimentarymembershipandthankyoulettertoeachvolunteer.Theinformation neededis: a. b. c. d. e. Name Address,includingpostalcode Telephonenumber Emailaddress Yearofbirth

4. WritesafinalreportwithintwoweeksafterthefinalOCmeetingfollowingTownshippers Day.Thereportincludesthefollowinginformation: a. b. c. d. e. f. HowmanyparticipantsIhad Thebestthingaboutmyareaofresponsibility WhatIwouldnotrecommendrepeating ImprovementsIwouldsuggest Overallevaluationofmyareaofresponsibility Thankyoutomyvolunteers,colleaguesand/orparticipants

SupportingDocumentation
A. B. C. D. E. MapofthehistoricalEasternTownships AgreementbetweenAssociationandOC(draft) BudgetTemplateandCashFlow SponsorshipAgreementandCoveringLetter RegistrationForms(food,artisans,communitygroups,Townshippers@Work,historical societies) F. GreenGuide

GUIDE. Townshippers Day Organizing Committee Townshippers Association (2004-03; rev 2010-01)

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