Flute Fair Committee Chairs
All Board Members: Board Members are expected to help with Flute Fair Set Up and Tear Down on the day of Flute Fair. Many hands make light work, so please plan on arriving by 7:30 AM to help set up the Exhibit Hall. All the Exhibit Hall Tables need to be in place by 8:00 AM when the vendors start arriving, so that is our first priority. The custodial staff is fantastic at helping with the heavy lifting of bringing tables to the general areas where they’re needed, but we need to get all the tables put in their places. After that, Food Concessions need to be set up, Workshop Rooms, Performance Area, etc. before the official start of Flute Fair at 9:00 AM. Tear Down commences at 4:00 PM, and it usually only takes 30-45 minutes.
Site Manager: Reserves and coordinates use of the Flute Fair Site; oversees all aspects of Flute Fair.
Volunteer Coordinator: Writes and article for the newsletter calling for volunteers. Contacts people interested in volunteering and assigns times and jobs on the Volunteer Schedule. Also interfaces with other Committee Chairs to find out volunteer needs and coordinates the Volunteer Table on the day of Flute Fair. Writes wrap up article for newsletter thanking volunteers.
Exhibit Hall: Usually the Commercial Membership Chair. Writes a preview article for newsletter listing the vendors in the issue prior to Flute Fair and forwards all pertinent information for the Flute Fair Program. Assigns exhibit locations for each exhibitor and prepares the Exhibit Hall Site Map. Has multiple copies of the site map available on the day of Flute Fair to facilitate efficient set up of vendors. Coordinates the Exhibit Hall on the day of Flute Fair to meet vendors’ needs, and collects raffle donations from vendors. Writes wrap up article for newsletter after Flute Fair.
Workshops: Chooses, coordinates and schedules the workshop presenters. There are 4 workshops offered (45 min. each) per workshop room. Sometimes there are two workshop rooms going concurrently, sometimes only one. The guest artist teaches two workshops. Writes a preview article for the newsletter prior to Flute Fair, forwards all pertinent information, including presenter bios and workshop descriptions and the schedule for the Flute Fair Program, and writes a wrap up article thanking presenters after Flute Fair.
Performances: Coordinates and schedules performances of GPFS Members during the morning at Flute Fair. Writes a “call for performers” article for the newsletter, a preview article for the newsletter/website, forwards pertinent info and the schedule for the Flute Fair Program and writes a wrap up article. Forwards stage set up information to Stage Manager (including numbers of chairs and stands required) for each group or individual performing.
Masterclass: Coordinates and schedules performers for the Guest Artist Masterclass from 2:00-4:00 PM at Flute Fair. Writes a “call for participants” article for the newsletter (either requiring tapes, or just on first-come-first-served basis). Forwards pertinent information about performers and schedule for the Flute Fair Program. Times participants to keep the masterclass running on schedule. Writes a wrap up article for the newsletter after Flute Fair.
Guest Artist Recital: Coordinates details for the recital, including finding a performance location, scheduling the accompanist, making the program, and coordinating planning of the reception, if applicable. Writes a preview article for newsletter and a wrap up article.
Stage Manager: Handles stage set up for Flute Fair Performers and the Masterclass.
Signs: Contacts other committee chairs regarding signage needs. Places outdoor signboards for Flute Fair Site and makes sure indoor signage is adequate and helpful. Posts Workshop and Performance Schedules in conspicuous locations at the Flute Fair site.
Raffle: Coordinates and assigns raffle donations for hourly raffles. Conducts hourly raffles and posts winning names. Re-raffle items not claimed. If large item such as a piccolo is donated, conducts separate raffle for that item. Writes a preview article (if raffle donations are known) and a wrap up article thanking donors and listing winners after Flute Fair.
Membership Table: Coordinates the table and volunteers for accepting payment of Flute Fair admission and new memberships. Also distributes Flute Fair Programs to Flute Fair attendees and answers questions.
Food: Coordinates food concessions at Flute Fair. Purchases sub sandwiches, cookies, chips, fruit, soda, candy and other supplies in advance of Flute Fair.
Program: Prepares the written program for Flute Fair, duplicates and has sufficient copies available for distribution on the morning of Flute Fair.