The Merchandise Lead / Leads will be responsible for all tasks that involve things we sell at the event. You'll work prior to the event to order, select, and "design" the concepts for merchandise to be sold on the day of the event. You will also work with ticketing on bundles as well as for POS system needs.

Here are the tasks associated with Merchandise:

(Additional tasks may be added as the role develops)

*Design and Develop Festival Shirt

• Design and Develop Additional Clothing Merch Concepts
• Determine Pricing and Printing Options From Local Printers
• Order and Manage Shipments from Printer
• Manage On Field Signage and Senior Signage
• Provide Proposed Budget to Boosters
• Learn POS System and Teach Volunteers
• Purchase Supplies for Photo Booth and Bracelet Making Station - Provide Estimate to Boosters
• Set Up and Clean Up Merch Areas Day of Event

 

The awards lead is responsible for ordering, selecting, managing, and distributing the awards given on the day of the event. You will begin your work prior to the event once all band slots have been filled. You will work directly with the logistics lead for reward timing, storage, and delivery. You will also be responsible for managing the Hospitality Award and the payments to the bands.

Here is a list of the Award Leads proposed tasks:

(Additional Taks may be added as the role develops)

• Gather Band Registration Info from Forms
• Design and Select Awards - 1 per band - including hospitality award
• Provide Boosters with an Award Cost Proposal
• Prepare Hospitality Awards Money Buckets
• Prepare and Manage Raffle Day of Event
• Manage Raffle Announcements Day of Event with MC
• Prepare Day of Signage for Hospitality Award and Send to Signage Lead
• Count and Assign Hospitality Award Day of Event - Work with MC for announcement
• Pick Up Awards and Create Raffle Items or Manage Delivery
• Leason with the MC on the Day of the Event for T-Shirt Tosses and Raffle Announcements
• Present Awards on Field Day of Event - Transport to Field Before Drum Off
• Set Up and Clean Up Awards Area Day of Event
• Prepare Raffle Report After Event

You will work primarily with the support of the Logistics Lead to obtain information about the bands, layout for awards, and more. Be aware of lead times for ordering awards and prepare for easy ways to transport awards.  

The primary role of the Guides Lead is to manage, educate, and look out for festival day guides. Your role begins with recruitment before the event and continues through the day of management of the guides. Your role is vital to the flow of the program. You will need a great concept of the time it takes to move bands, line up bands, and manage teams.

Here are the tasks required of the Guides Lead:

(Additional tasks may be added as the role develops)

• Recruit 12 Guides and 1 Assistant - Assistant to Act as College Band Liason
• Learn Festival Schedule and Traffic Flow
• Create a Guide Training Sheet
• Create, Manage, and Distribute the Director Information Cards - includes link to page developed by Logistics
• Manage All Guide Communications - Work with Logistics for Questions
• Create Band Guest Lanyards and Print and Assemble
• Create Small Directors Gift to INclude with Lanyards and Card from Logistics
• Attend and Lead Portion of Festival Training Meeting
• Guides will Assist with Picking Up After Bands in Stands and Providing Feedback Reports
• Provide Feedback Report Following Event

You will work directly with the logistics team on timing on the day of the event. You will be in charge of the flow of traffic and the overall production of the event.

 

 

The program lead will be working primarily before the function to gather all ad submissions, band information, and digital files to design and develop the program. The program lead will work primarily with the logistical lead for ad tracking and gathering band regstration information.

Gather Ad Submissions from Google Forms and Email - GOOGLE FORMS LINK

Create Ad Tracking Sheet for Students - LINK

Remind Students about Ad Submission Deadline - August 15th.

Design Program

Find Printer / Get Quotes or Negotitate Trade

Gather all Band Related Email and Information from Forms - send reminder emails as needed

Order, Pick Up, and Manage Distribution with Ticketing

Set Up and Manage Programs on the Day of the Event

Create Sponsor Graphics for Field Signs - DONE BY AUG 15th

Work with Signage and Merch for Printing and Pick Up

Provide Budget Needs and Receipts

Set Up and Tear Down Program Tent on Day of Event

 

The 2023 Concessions Lead is a unique position. Especially designed to help the Boosters get their feet wet with concessions and to avoid fees associated with using the concession building. This year the concession lead is a food and beverage business owner who also has a student in the band. The relationship is hybrid comission. Meaning the band will be budgeting for some items but the concession business will be purchasing the other portions. This means that the logistics team is working carefully with the concessions team to provide an amicable relationship that allows both the boosters and the concession business to be profitable.

The boosters are providing the budget for all of the dry goods such as chips and candy bars. We will receive 80% of the revenue for the dry goods. The concessions business will receive 20% of the revenue for the dry goods. The concessions business will purchase all perishable foods and provide the boosters with 20% of the revenue of perishable goods while keeping 80% of the revenue.

The boosters will be providing 6 volunteers to work the POS systems and to hand out dry foods to guests. The concessions business will employ the rest of the workers required to carry out concessions for 5,000 plus guests. The concessions business will provide all hot and cold preservation supplies and onsite cooks.

Following the event the concessions team will provide a report of goods sold and pay out comissions owed to the band.

 

Concessions is Responsible for:

Planning Menu

Creating Shopping List Budget for Dry Goods and Provding Receipts

Shopping, Storing, and Prepping All Foods

Training Volunteers on POS System

Working with Logistics on Volunteer Management and Scheduling

 

 

The Parking Teams primary responsibility is to manage the safety and flow of traffic for the bands. Using the parking maps provided by the logistics team you will manage a group of volunteers to assist with bus parking, blocking lots, and trailers. Guests of the events will be asked to find their own parking similar to sporting events.

The Parking Lead is Responsible For:

(Additional tasks may be added as the role develops)

• Work with Logistics to Understand Parking Maps
• Work with Signage for Needs
• Create + Print Small Card That Shows People Where to Park
  • Negotiate Overflow Parking with City and Businesses
• ReRoute Busses to the Parking Area
• Pull Trash Day of the Event
• Stadium "Security" Day of Event
• Line Up and Manage Shuttle Driver/s
• Manage Exit Parking

The Volunteer Manager is responsible for recruiting, scheduling, and caring for all of the volunteers required for the event. The Volunteer Manager will work with every one of the leads for succesful operations of the volunteers.

Here are the tasks required of the Volunteer Management:

• Use the Volunteer Management Form to Contact and Recruit Volunteers by Sign Up - LINK TO FORM
• Create Volunteer Schedules for Merchandise, Ticketing, Parking, and Concessions
• Meet with Logistics to Discuss How Schedules Work
• Gather Volunteer T Shirt Sizes and Distribute Day of Event
• Create, Assemble, and Pass Out Volunteer Gifts
• Manage Volunteer Tent on Day of Event - Water, Snacks, Seats, Etc.
• Manage All Volunteers Schedule on Day of Event
• Provide feedback following the event on how volunteer management can run more smoothly.

This area will be used for tracking the production planning and notes for the logistics team. The purpose for this area is so that others can be aware of the work of the logistics team. This area should be kept for future festival logistics teams.

XCreate festival plan to include traffic flow, production layout, band schedule, and budget. Get approved by boosters.

  Secure date with the Athletic Director and Director.

Check with City for Event Conflicts and Parking

Create/Update band registration forms in Google.

Work with Director for band invites and communication.

Update/Create Band Director Information Pages

Confirm and Contract College Band

Set up Ticketing Apps in Shopify and Create Event

Plan and Execute Ad Day

Write Proposal For Doug Adams Trust

Update/Create Festival Page in Shopify

Update/Create Sponsorship Information in Shopify

  Add Sponsors to Website by end of Sept.

Set Up / Update Ad Form in Google Forms

Design or Update Flyer/ Poster

Print 100 copies

Create/ Update Ad Flyer and Print 500

Update Festival Planning Logistics Page

Update Budget

Create Volunteer Management Document from Registration Forms

Plan and Host Lead Meetings - start mid June. Add leads as their positions start activating.

Plan and Host Parent Training Meeting - 1 week prior to event

Manage the Technology and Education of Leads on Technology

Create / Update Director Information Forms

Athletic Director Walk Through - 3 weeks prior to event - Use of Screen - Yard Markers -

Create Parent Information Graphic

Manage Director Communication leading up to event- Out by end of September

Manage all Marketing and Local Collaborations - Create event online, pass out posters, and manage press releases.

Manage the tasks of the Leads and ensure festival coherence.

Shut down pre-order and update website pages leading up to the festival

Create day of MC Schedule

Create, Print, Assemble Directors Info Cards - Give to Guides Lead

Call Bank to Inform Cash Withdraw - Pick up Cash 2 Days before event - Sort Cash Into Envelopes for Each Cash Lead - Gather Envelopes After Event

Write Checks for Bands, College Bands, MC, etc. Put in cards and write Thank You Notes

Purchase Director Snacks and Drinks - Go Light

Lead Parents Meeting - Give time for leads to section off.

Update Week Of Schedule and Manage Leads Arrival

Manage Day of Set Up and Tear Down

 

 

Notes From Other Festivals:

Parking Team Work Closely with the Guides - Guides step in right when the band arrives.

Back up Plan for Last Minute Cancellations.

Paper Packet Important for Older Directors

Maps for Warm Up Areas, Field Awards and Layout for Parade Line Up, Instrument Storage Layout. Guide Lead Organizes with Guides for Parade

Awards to Drum Battle... transition of teams.

Connect with ROTC for flags at beginning of event.

Blow Up Tunnel Use for Running On the Field During Pre-Game Opener - Announcer Reminders

MC Annoncements about the event and what they can do/buy/experience

50/50 Announcement, Hospitality Award Announcement

Cones and Direction Tape for Concessions Lines - Enough lines for students to get through quickly.

Tags for bus drivers/ place to sit for easy exit?

Crowd Pleasers - Running Souzas? The wave with color guard? Costumed Characters?

Bathroom and Trash Restocks and Clean Ups

Drumline during and between award announcements