ACCORD Touring Project Resources: Townshippers Day Organizing Committee Planning Guide

8/2/2019 ACCORD Touring Project Resources: Townshippers Day Organizing Committee Planning Guide

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GUIDEOrganizing Committee

Townshippers Day

www.tday.ca

Townshippers Association / Association des Townshippers

HEAD OFFICE (LENNOXVILLE)

257 Queen, S. 100, Sherbrooke QC J1M 1K7Tel 819-566-5717Toll free 1-866-566-5717Fax 819-566-0271

Email [email protected]

Rachel Garber, Executive Director,[email protected]

MONTRGIE OFFICE

3-584 Knowlton Rd, Knowlton, QC J0E 1V0Tel 450-242-4421Toll free 1-877-242-4421Fax 450-242-5870

Kate Wisdom, Community & CultureCoordinator. Staff liaison, T-Day OC,[email protected]

TABLE OF CONTENTS

Townshippers Association ............ Page 2Introduction ............................................. 3Townshippers Day Policies .................... 4

Organigram ............................................. 7Staff Support ........................................... 8Critical Path ............................................. 9Organizing Committee .......................... 12Fundraising Group ................................ 12Logistics ................................................ 13

Entertainment ........................................ 15Food Vendors ........................................ 16Childrens Activities ............................... 17

Youth Activities ...................................... 18Seniors Activities .................................. 19General Activities ................................... 20Exhibits .................................................. 21Green Team .......................................... 25


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Page 2 of 25 GUIDE. Townshippers Day Organizing Committee

Townshippers Association (2004-03; rev. 2010-01)

TOWNSHIPPERS ASSOCIATION

Mission

To promote the interests of the Englishspeaking community in the historical EasternTownships;

To strengthen the cultural identity of this community; and

To encourage the full participation of the Englishspeaking population in thecommunity at large.

Orientations

1. Further the longterm survival of the Englishspeaking community, retain existingcommunity members and attract new Englishspeaking individuals and families to theregion;

2. Ensure that the needs of the Englishspeaking community are adequately met;

3. Foster community development, so that existing and future resources within theEnglishspeaking community are maximised;

4. Foster the engagement of youth and the development of a new generation of activeleaders in the Eastern Townships Englishspeaking community.

5. Ensure that the Englishspeaking community is a valued and active participant in thecommunity at large.

Principles

1. Decisions will be based on community information obtained through needsassessments, demographic analyses, focus groups, and a variety of other knowledgegathering techniques.

2. Initiatives to be undertaken by the organisation are analysed to ensure that theyaddress the objectives of the organisation.

3. Results of initiatives are evaluated in the context of their objectives.

5-YearObjectives(20072012)

1. Community development initiatives in the Eastern Townships Englishspeakingcommunity are more strategically coordinated, with greater collaboration amongvarious stakeholders and initiators.

2. Townships Englishspeaking youth are more empowered, engaged and integratedinto the community.

3. Englishspeaking Townshippers are more engaged in addressing the needs of thecommunity.

4. The cultural identity and creativity of the Townships Englishspeaking communityhave heightened visibility, contributing to a more vital community with greatercultural, social and economic opportunity for all ages.


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GUIDE. Townshippers Day Organizing Committee

Townshippers Association (2004-03; rev 2010-01) Page 3 of 25

TOWNSHIPPERS DAYIntroduction

DescriptionofTownshippersDay

Since its founding meeting in 1979, Townshippers Association has organized an annual autumnfestivity that became known as Townshippers Day. Townshippers Day is typically the secondor third Friday evening and Saturday of September and attracts some 6,00010,000 visitors.

Each year, Townshippers' Association chooses a community in the historical Eastern Townshipsto host Townshippers Day (TDay). The location of TDay normally alternates among theeastern, western, northern and southern parts of the historical Eastern Townships.

ObjectivesofTownshippersDay

Townshippers Day aims to strengthen the cultural identity of the Townships Englishspeakingcommunity by contributing to the vitality of its cultural and social life, and that of the

community at large.

It does this by celebrating the Eastern Townships Englishspeaking community and its heritageand culture, while highlighting a different area in the Eastern Townships each year.

In 1861, 58% of the areas population were Englishspeaking. In 2006, only 6% were Englishspeaking: 42,000 persons scattered over a territory larger than Belgium. That is why thecultural identity and vitality of this minority community needs support. The rich heritage of theregion is always a highlight of Townshippers Day.

Many TDay visitors mention, too, the importance of this opportunity to visit with friends theydont often get to see.

Another important aim is to give expression to the neighbourly relationship between the

French and Englishspeaking communities in the region. Townshippers Day is a bilingualfestivity of friendship offering music, dance, art, activities, artisans, information booths andhealthy fare and fun for all ages, types and tastes.

TraditionofTownshippersDay

Why has this worked so well for more than 30 consecutive years? Because it is sheer fun! Theexhibits and many of the activities and entertainment are under shelter, so rain or shine, TDayis an interesting and inviting place to be. It is a family day, with activities for all ages. Noalcoholic beverages are sold.

Details about Townshippers Day are found atwww.tday.ca, a website created and hosted by

Kezber I Solutions, a supporting partner. On www.tday.ca, under TDays Past, see a list of pastTownshippers Days the dates, the themes, the host communities, and the intrepid volunteerswho led the annual OC.


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TOWNSHIPPERS DAYPolicy and Procedures

Objectives

This event contributes to achieving the objectives of Townshippers Association and TownshippersDay stated on pages 2 and 3 of this document.

GeneralPolicies

Framework. Townshippers Day adheres to the following schedule and policies:

1. Townshippers Day takes place over more than one day. It usually consists of a Fridayevening arts gala or equivalent event, and a Saturday family event with activities, exhibitsand entertainment for all ages.

2. The events are open to the public. An admission donation of $2 per person is collected at theSaturday site.

3. The Saturday exhibits and activities begin at 9 a.m. and end at 5 p.m.

4. The Opening Ceremonies are at 10 a.m. on Saturday. They are organized by the Executive

Director. Special guests (VIPs) are introduced to the public.

5. A Mayors Reception immediately follows the Opening Ceremonies, to which the specialguests are invited.

6. The publicity, publications and opening ceremonies are in both English and French.

7. Townshippers Day takes place, rain or shine.

8. A recycling/composting strategy ensures Townshippers Day is a Green Event.

9. No alcoholic beverages are permitted during the Saturday activities.

10. No dogs or other domestic animals are permitted during Townshippers Day.

11. Volunteers in charge of various events or activities during the day wear identifying Tshirts,badges or other such attire.

Legalandfinancialpolicy.Townshippers Association and the Organizing Committee (OC)share responsibility for good legal and financial management. Therefore:

1. Townshippers Association undertakes to include Townshippers Day volunteers in itsliability insurance policy, subject to policy limits and restrictions.

2. The OC creates a theme, budget and activity plans, in collaboration with the staff liaison andthe Executive Director.

3. The Associations Board of Directors approves the budget, theme and plans.

4. The OC undertakes to respect the budget and plans approved by the Association.

5. All accounting is done at Townshippers head office by the Associations accountingpersonnel.

6. Under no circumstances does the OC or host municipality establish a separate bank accountor undertake financial transactions on behalf of Townshippers Day or TownshippersAssociation.


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7. Townshippers Association gives the OC Chairperson(s) a monthly report of income andexpenditures.

8. The Chairperson(s) is responsible for controlling expenditures by OC members.

9. Volunteers must have approval from the Executive Director before committing to anexpense, other than for gas or telephone bills.

10. All expenses up to $5000 are approved by the Executive Director. All unbudgeted expensesover $5000 are approved by the Associations Board of Directors.

11. Volunteers are reimbursed for kilometres travelled and outofpocket expenses for traveloutside of the area (telephone, materials) after they have submitted an expense form andaccompanying receipts to the Chairperson(s). (Refer to the Associations travel policy.) Nousual, local travel expenses (e.g. to committee meetings) are reimbursed.

12. Expense forms are submitted on a monthly basis to the Executive Director.

13. Expenses incurred more than three months prior to submission are not eligible forreimbursement.

14. The OC is responsible to ensure that fire, safety and food service regulations, includingroom capacity, are respected in Townshippers Day venues.

Fundraising.

1. All sponsorships and fundraising endeavours are approved by Townshippers Association.In accordance with the Associations Partnership Policy, Townshippers Associationreserves the right to refuse sponsorships which it deems inappropriate or unsuitable to thegoals, mission and policies of TDay or the Association.

2. All sponsorships must be recorded on the Partnership Pledge forms provided byTownshippers Association.

3. All funds raised are to be sent directly by the sponsor to Townshippers Association forrecording and deposit, and all cheques are to be made payable to the order of

Townshippers Association.4. If a Silent Auction or other similar fundraising initiative is organized for Townshippers Day,

100% of all funds collected are to be remitted to Townshippers Association for credit to theTDay budget. No other Silent Auctions are to be held during Townshippers Day.

Communications.

1. All press releases are approved by the Associations Communications Agent, ExecutiveDirector and the Organizing Committee (OC) Chairperson before they are disseminated bythe Associations head office.

2. All press releases are disseminated in English and in French.

3. To ensure quality, consistency and timeliness, Townshippers Association carries out alltranslation of publicity and correspondence.

4. News releases announce new developments, such as the selection of the host area, thetheme, fundraising campaign, call for exhibitors, recruitment of volunteers, key attractions,etc. The Association also publishes news in its weekly Keeping in Touch column in TheRecord, in its weekly ebulletin and on www.tday.ca.

5. A series of ads announcing Townshippers Day are published on a complimentary basis bymedia partners. There is no budget for paid advertising.


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6. The communications personnel prepare a list of story ideas and contact numbers fordistribution to media representatives by July 31.

7. The September issue ofTownshippers(distribution 8,000) focuses on Townshippers Day. Itis essential that activities, exhibits, entertainment, logistics and site map arefinalizedbyJuly31 so that they can be publicized in this paper. It is distributed to pickup pointsthroughout the Townships before the end of August.

ConcurrentEvents.

1. Any events to be held by the Municipality concurrently or in conjunction withTownshippers Day are not the responsibility of the TDay Organizing Committee andshould not impact the workload of committee members.

2. Any reference to Townshippers Day or Townshippers Association for these concurrentevents must receive prior written approval of Townshippers Association.

3. These events must not negatively impact the TDay budget and full accounting transparencyis to be provided by the Municipality to Townshippers Association, upon request.

4. Townshippers Association shall be invited to attend any public relations eventssurrounding the concurrent events.


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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.

CommunicationsAgent

Staff member.Carries outcommunications.

Recruits mediapartners.

Board Liaison

Board member.Offers advice andinformation, ensuresT-Day Guide isfollowed.

Liaison with Board of

Directors.

OrganizingCommittee (OC)Chairperson(s)

Volunteer. LeadsOC (see the T-DayGuide).

Community &Culture Coordinator

Staff member.Supports the OC (see

T-Day Guide).

T-Day Assistant

Staff member. Assistsin T-Dayadministration andcommunications.

FundraisingGroup

Volunteers.Collaborate withExecutive Directorto carry outFundraising Plan.

Green TeamCoordinator

Volunteer. Devisesrecycling/compostingplan and carries itout.

LogisticsCoordinator 1

Volunteer. Overseeslogistical needs forexhibits, activities andentertainment.

LogisticsCoordinator 2

Volunteer. Overseesparking andentrance.

EntertainmentCoordinator

Volunteer. Recruitsperformers andoverseesentertainment.

Food VendorsCoordinator

Volunteer. Recruits

and oversees foodgroups andvolunteer breakfast.

Childrens ActivitiesCoordinator

Volunteer. Organizes

and carries outactivities for children.

Youth ActivitiesCoordination Team

Volunteers. Organize

and carry out activitiesfor youth.

General ActivitiesCoordinator


general activities andensures they arecarried out.

Seniors ActivitiesCoordinator


and carries outactivities for seniors.

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 andcoordinates artisans.

Community GroupsCoordinator

Volunteer. Recruits andcoordinates community

groups exhibits.

Townshippers@WorkCoordinator

Volunteer. Recruits andcoordinates exhibits of

employers, employmentservices, educational, trainingagencies and governmentagencies

Heritage ExhibitsCoordinator

Volunteer. Recruitsheritage exhibitors and

coordinates them.


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AssociationStaffSupport.

TheExecutiveDirector:

1. Approves all expenditures of $5,000 or less.

2. Ensures the Board of Directors reviews and approves all unbudgeted expenditures of morethan $5,000.

3. Approves all written and public communications letters, news releases, registrationforms, ads, publications, brochures.

4. Supervises the Association personnel who carry out accounting, administration andcommunications.

5. Supervises grant writing and fundraising.

6. Approves the final report and submits it to the Board of Directors.

TheCommunications Agent:

1. Creates and carries out a communications plan for TDay.

2. Consults with OC Chairperson and members about special features to be publicized.

3. Ensures liaison with the official spokespersons for TDay: The Associations President andthe OC Chairperson.

4. Obtains inkind support from media partners, who provide publicity for TDay at no cost.

5. Ensures liaison with media partners and other media representatives.

6. Supervises the TDay communications assistant.

TheCommunity&CultureCoordinator:

1. Provides orientation for OC members, and background information.2. Attends meetings of the OC.

3. Records meeting notes, has them approved by the Chairperson(s), and distributes themto committee members and the executive director. (A copy is placed in the TDay binderin the Associations head office.)

4. Carries out registrations, negotiating with suppliers, other administrative tasks, andensures liaison between the various TDay organizing volunteers and personnel.

5. Supervises the TDay administrative assistant.

TheAccounting

Clerk:

1.Carries out all accounting and financial transactions for Townshippers Day.

2.Provides a monthly budget report to the Executive Director and the OC Chairperson.


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CriticalPath

When Who What

October HostMunicipality

1.Submits proposal to host Townshippers Day.

2.Appoints a chairperson for the OC, following consultation withthe Associations Board of Directors.

3.Provides inkind or financial support for the event.

October TA Community &CultureCommittee

1.Forms a selection committee to evaluate proposals frompotential TDay host communities and make arecommendation to the Board of Directors.

November TA Board ofDirectors

1.Approves the selection of the host community.

2.Approves the TDay Chairperson proposed by themunicipality.

3.Appoints a board member to sit on the OC as a liaison.

December

January

OC Chairperson,

board liaison,ExecutiveDirector

1.Meet to discuss the objectives, policies and any questions that

either party may have.

2.The Chairperson(s) and the Executive Director sign anagreement outlining the responsibilities of the OC and theAssociation.

January OC Chairperson 1. Chooses a number of volunteers to begin work immediately,especially someone responsible for finances and logistics.

The OC may include people from outside the Association. TheCommunity & Culture Coordinator is designated to support theOC, and is an exofficio member of the committee.

January February

OC Members 1.Begin planning general theme and activities forTownshippers Day.

2.Create a slogan for Townshippers Day. The OC Chairpersonsubmits it to the Executive Director.

January February

ExecutiveDirector

Ensures the slogan is translated and presents the bilingualTownshippers Day theme/ slogan to the Board of Directors forapproval.

January February

Board ofDirectors

Approves the Townshippers Day theme/ slogan.


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When Who What

February March

OC Chairperson 1.Recruits additional volunteers.

Because TDay is a massive undertaking, different sectors arecoordinated by different volunteers. These coordinators attendOC meetings and report to the OC Chairperson(s), follow thecritical path in organizing their sector, and write a final report on

their aspect of the event. The OC meets monthly or oftener, asneeded.

The OC is made up of coordinators for the following sectors (seeOrganigram on Page 6):

1. Finance2. Fundraising3. Logistics x 24. Entertainment5. Food Vendors6. Childrens Activities7. Youth Activities

8. Seniors Activities9. General Activities10. Green Team (recycling, composting)11. Exhibits (1 head coordinator)

11a. Supporting Partners11b. Artisans (1 coordinator)11c. Community Groups (1 coordinator)11d. Heritage Groups (1 coordinator)11e. Townshippers@Work (1 coordinator)

February March

OC 1.Devises a budget in collaboration with the Executive Director.

2.Presents the budget to the Executive Director for approval.

February March

ExecutiveDirector

1.Plans a fundraising strategy in collaboration with the OC. Thismay include applying for grants, soliciting donations, andorganizing a silent auction or similar initiative.

2.Presents the fundraising strategy and the budget to the Boardof Directors for approval.

February March

Board ofDirectors

Approve the fundraising strategy and the Townshippers Daybudget.

March August

ExecutiveDirector

1.Develops a partnership package, and a list of corporate andmedia partners based on donors in past years as well as localprospects developed by the OC.

2.Forms a Fundraising Group, in collaboration with the OCChairperson.

3.Collaborates with the Fundraising Group to ensure thefundraising strategy is carried out.

4.Ensures special guests are invited to the Friday evening artsgala and the Saturday 10 a.m. opening ceremonies.


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When Who What

March August

Board liaison 1.Reports developing plans on an ongoing basis to the ExecutiveDirector and the Board of Directors for approval.

2.Contributes to the work of the OC.

3.Ensures the TDay plans follow the Townshippers Day Guide.

March August

HeadCoordinator ofExhibits

1. Oversees coordinators for artisans, community groups,Townshippers@Work, heritage groups.

2. Maps exhibition area and arranges placement of exhibitorsand artisans. DEADLINE: AUGUST 1.

3. Supervises supporting partners booths.

March August

LogisticsCoordinators

Ensures the logistics needs are met, and a Site Map is drawn.DEADLINE for Site Map: AUGUST 15.

March July

EntertainmentCoordinator

Develops and finalizes plan and schedule, and recruitsperformers for entertainment. DEADLINE: JULY 15.

March

July

Childrens

Activities

Develops and finalizes plan and schedule, and recruits 5

volunteers for childrens activities. DEADLINE: JULY 15.

March July

Youth ActivitiesCoordinator

Develops and finalizes plan and schedule, and recruits 5volunteers for youth activities. DEADLINE: JULY 15.

March July

SeniorsActivitiesCoordinator

Develops and finalizes plan and schedule, and recruits 5volunteers for seniors activities. DEADLINE: JULY 15.

March July

GeneralActivitiesCoordinator

Develops and finalizes plan and schedule and recruits 5volunteers for general activities. DEADLINE: JULY 15.

March

July

Food

Coordinator

Develops and finalizes food plan and recruits 1215 food groups

for food court. DEADLINE: JULY 15.

March July

Community &CultureCoordinator, TDay Assistant

1.Processes registrations from exhibitors and food groups.

2.Applies for food permit and sends information aboutrequirements to Food Coordinator and Food Vendors.

August September

ExecutiveDirector

1.Ensures the supporting partners receive the appropriatevisibility.

2.Ensures the Friday evening arts gala or equivalent event isorganized.

3.Organizes the Saturday Opening Ceremonies, and prepares ascript.

October OC Members Write a report within two weeks after the final OC meetingfollowing the event regarding the results of their particular areaof responsibility.

November OC Chairperson Ensures Townshippers Association receives a final OC reportwithin 45 days after the event.


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OrganizingCommittee

TheOrganizingCommittee(OC)Chairperson:

1. Forms the OC, calls its meetings and presides at them.

2. Oversees the organization of the event, and ensures the team members follow the critical

path.3. Oversees the budget, and ensures the team members adhere to it.

4. Collaborates with the Executive Director to control the budget, fundraise, and approveinvitations concerning TDay.

5. Collaborates with the Communications Agent to ensure communications, and approvespublic communications.

6. Gives the contact information of each member of the OC to the Community & CultureCoordinator. This is to ensure commitment, for use in case of emergency, and so that theAssociation can give a complimentary membership and thank you letter to each volunteer.The information needed is:

a. Nameb. Address, including postal codec. Telephone numberd. Email addresse. Year of birth

7. Writes a final report within 30 days after the final OC meeting following Townshippers Day.The report includes the following information:

a. How many volunteers I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggest

e. Overall evaluation of my area of responsibilityf. Thank you to my volunteers and/or colleagues

FundraisingGroup(ExecutiveDirector;3-5persons)

Much effort is required to ensure that fundraising attains its budgeted targets. The OC andTownshippers Association work collaboratively to maximize sponsorship support.

SupportingPartners.Association personnel mail partnership proposals to corporations,businesses, MNAs and other potential donors, and the Fundraising Group members follow up by

telephone or in person. Supporting partnerships may be in the form of money or an inkindcontribution. The latter can be quite valuable. Examples from previous years: tents, use of tables,chairs, golf carts, walkietalkies, toilets.

MediaPartners.The Communications Agent solicits inkind contributions of advertising frommedia partners.

SilentAuction. The fundraiser can seek donations of items for the silent auction during the monthsleading up to TDay. Donors receive publicity per the Partnership Package. Instructions for carryingout the Silent Auction are available from the Community & Culture Coordinator.


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T-Shirts/Merchandise.Selling Townshippers Day Tshirts or other merchandise can be a goodfundraiser, provided a sales plan is devised, approved and carried out. A sales plan is presented tothe Executive Director for approval before merchandise is ordered. An initial order of up to 200items may be placed, or to a maximum value of $1,600. A sales plan and quotation for any othermerchandise items is proposed to the Executive Director, prior to placing an order.

Raffle. If a raffle is to be carried out, donations must be sought early before March 31. As soon asthe prizes and ticket prices are finalized, personnel apply for the raffle permit and have the ticketsprinted. Obtaining a raffle permit takes about 6 weeks. A strong sales plan and an energetic salesteam are essential.

Logistics(2coordinators,50volunteers)

LogisticsCoordination.One logistics coordinator is in charge of: security, signage, setup andcleanup, with a team of volunteers to carry out each of these tasks. He/she:

1. Asks each coordinator on the OC to write up a list of needs such as water, electricity, tents,signs, tables, chairs and other equipment.

2. Ascertains the costs and feasibility of these needs.

3. Helps the Fundraising Group seek inkind donations to fill certain logistics needs (examples:portable toilets, security team, transportation).

4. Establishes, orients and supervises teams of logistics volunteers who work during theFriday and Saturday of the event.

5. Gives the contact information of each volunteer to the Community & Culture Coordinator.This is to ensure commitment, for use in case of emergency, and so that the Association cangive a complimentary membership and thank you letter to each volunteer. The informationneeded is:

a. Nameb. Address, including postal code

c. Telephone numberd. Email addresse. Year of birth

6. Writes a final report within two weeks after the final OC meeting following TownshippersDay. The report includes the following information:

a. How many volunteers I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers and/or colleagues

EntranceandParking.The other logistics coordinator is in charge of parking and collecting theentrance donations. He/she:

1. Ensures adequate traffic flow and parking.

2. Organizes, orients and supervises gatekeepers and parking attendants for the Saturdayevent.

3. Ensures the gatekeepers welcome visitors, collect the $2 entrance donation per person, anddirect the cars to the appropriate parking lot.


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4. Gives the contact information of each volunteer to the Community & Culture Coordinator.This is for use in case of emergency, to be able to verify commitment, and so that theAssociation can give a complimentary membership and thank you letter to each volunteer.The information needed is:

a. Nameb. Address, including postal codec. Telephone numberd. Email address

e. Year of birth


a. How many cars cameb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers and/or colleagues

Logisticsneeds. On Friday/Saturday of Townshippers Day, the following are needed:

Space

1. For the Friday evening arts gala, a hall that accommodates at least 100 persons.

2. For the Saturday exhibits, entertainment and activities, a site that is approximately 200,000 300,000 square feet.

3. Indoor and outdoor space to accommodate a tent, grandstand or hall that can seat 150people (about 100 x 40 feet in size) for the opening ceremonies and main entertainmentstage.

4. Space for 160 information and artisan booths, childrens, youth and seniors activities, otherentertainment stages, food kiosks.

5. Adequate space for Townshippers Associations exhibits (an area about 40 x 15 feet insize), integrated into the other exhibits.

6. Space for outdoor exhibits or activities.

7. A poorweather alternative plan for outdoor activities.

Equipment/Furniture

1. A Welcome Booth/Information Stand staffed with volunteers who can respond to questionsand give directions to visitors.

2. Seating (benches etc.) at frequent intervals throughout the site are very much appreciatedby tired feet.

3. Picnic tables for eating lunch near the food court.

4. 1520 toilets, spaced out in different parts of the site.

5. A wheelchairaccessible toilet and ramps are mandatory.

6. Communications headquartersequippedwithatelephoneandwalkie-talkie.

7. Walkie-talkiesforkeyvolunteersandpersonnel.

8. Transport (golf carts or similar vehicles).


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Volunteers/Personnel

1. About 100 volunteers are needed on Friday and/or Saturday. They include the followingteams:

a. A setup team of 1215 persons on Friday prepares the tables, chairs and venues forthe exhibits, activities and entertainment on Saturday.

b. A team of 1520 persons staffs the Welcome Booth, answer questions and givedirections to visitors.

c. A team of 2 persons checks bathrooms and replenish supplies at least once duringSaturday.

d. A Green Team of 1020 persons ensures the recycling/composting program onSaturday.

e. A Security Team provides overnight security on Friday to guard against vandalism.SuretQubec (SQ) agents are present on Saturday.

f. First Aid: The St. Johns Ambulance, Blue Cross, First Responders or other qualifiedfirst aid providers provide service onsite on Saturday in case of emergencies. (Paidservice.)

2. A cleanup crew of 1020 fresh volunteers takes over at 5 p.m. on Saturday.

The cleanup crew will be responsible for returning all equipment and signs etc. the TDayheadquarters, so they can be returned to Townshippers' head office (257 Queen,Sherbrooke) with an inventory.

3. Volunteers wear identifying Tshirts, badges or other such attire.

Parking(Saturday)

1. Parking sufficient for 2,000 3,000 vehicles is needed.

2. Parking for about 50 cars for VIPs and persons with handicaps is needed near the venue ofthe Opening Ceremonies.

3. If the parking lot is not within walking distance, shuttle buses are required. Parking on site

is preferable.

Signage

An inventory of signs already exists. New signs are approved by the Executive Director andafterwards returned to the Association. Visible and clearly written signs (bilingual or pictograms)are needed:

1. On highways and roads leading to the site.

2. Onsite, marking parking and entertainment, activity and exhibit venues.

3. A SupportingPartners board posted in a prominent location.

Entertainment(1

coordinator,

approximately

150

performers*,

1

emcee

foreachvenue)*Example:4-14acts,consistingof3dancetroupes,1or2choirs,8-9othermusicians)

Townshippers Day is a showcase for Townships talent, with the objective of promoting localentertainment from within the Englishspeaking community. Therefore, allperformersmustcomefromand/orberesidentsoftheEasternTownships, with special priority given to thelocal area.


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Entertainers receive a small honorarium, subject to budget constraints. Entertainers are informedthat their participation could potentially give them exposure to new audiences. They are permittedto sell their CDs at their performances.

The Community & Culture Coordinator arranges for emcees for the various entertainment venues,calling upon selected media partners to participate in this way.

The Entertainment Coordinator:

1. Establishes an entertainment plan and has it approved by the OC and Board of Directors.2. Secures entertainers musicians, dancers and others.

3. Secures a singer or musicians to performOCanadaat the Opening Ceremonies.

4. Books sound equipment.

5. Ensures there is an adequate stage for the Opening Ceremonies in the main entertainmenttent.

6. Organizes a dance stage, church space and other venues as needed.

7. Keeps track of technical information and is responsible for ensuring sufficient seating in theentertainment areas, in collaboration with the Logistics Coordinator.

8. Prepares a bio for each of the entertainers, and provides information about entertainers andthe entertainment schedule to the Communications Agent by July15.




a. How many participants I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers, colleagues and/or participants

FoodVendors

(1

or

2

coordinators)

The Food Coordinator encourages local community groups to cater at Townshippers Day in theirregion. The aim is to provide food for the TDay crowds while giving community groups anopportunity to raise funds. First priority is given to community groups. Then, if needed, localprivate individuals (canteens) or caterers are asked to supply food. Availability of local restaurantsneeds to be taken into account.

Foodvendorsadheretothefollowing:


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1. Onlyuse compostable plates, cups and utensils to serve food. These may be purchased fromTownshippers Association.

2. Set up before 9 a.m. Saturday and stay until the end of the event at 5 p.m.

3. Community groups raising funds for a cause pay a fee of $15.

4. Commercial food vendors or caterers pay a fee of $50.

The fees help defray the costs of electricity, permits, tent rentals, chairs, tables, water hookups, etc.

TheFoodCoordinator:

7. Follows the policy of prioritising community groups.

8. Ensures a suitable amount and variety of food will be available.

9. Recruits between 12 and 15 food vendors, depending on the volume of food they plan tosell.Deadline:July15.

10.Receives a copy of each registration form and approves the vendors registration.

11.Assists the logistics coordinator in deciding the placement of the various groups, andensures the placement and installations follow the food service regulations per the foodpermit.

12.Arranges for a complimentary volunteer breakfast starting at 6 a.m. Saturday. The breakfastshould be hearty. Volunteers have a hard day ahead of them!

13.Supervises the groups when they arrive on site to set up, and distributes to them thecompostable plates, cups and utensils they have purchased.

14.Is available to troubleshoot for them during TDay.

15.Patrols the food court periodically during TDay to ensure vendors onlyuse compostableplates, cups and utensils to serve food.



ChildrensActivities(1coordinator,5volunteers)

The Childrens Activities Coordinator organizes activities for children aged 211. Because it is afamily day, these activities are an important aspect of TDay. The activities are carried out with

parental supervision; they are not a babysitting service.

TheChildrensActivitiesCoordinator:

1. Organizes various activities for children. Examples of popular activities include thefollowing: Inflatables, facepainting, puppets, crafts, building wooden objects.Deadline:July15.

2. Recruits volunteers to take shifts facilitating the activities; orients and supervises them.


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3. During the event, ensures volunteers adequately supervise activities and children are not atrisk for injury.

4. Ensures activities begin Saturday at 9 a.m. and continue until 5 p.m.




a. How many participants I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggest

e. Overall evaluation of my area of responsibilityf. Thank you to my volunteers, colleagues and/or participants

YouthActivities(Teamof3-5coordinators;5-10volunteers)

The Youth Activities Team organizes activities for teenagers. Because it is a family day, theseactivities are an important aspect of TDay.

Members of the Tday OC probably know young people from the area they could ask to get involved.The youth team could have an adult "support" person from the committee or could work with theTA youth staff members to ensure they feel ready for what they have to do. The young people couldbe older teens or young adults.

TheYouth

Activities

Team

1. Organizes various activities of interest to teens and preteens. Activities which do notrequire commitment ahead of time are more likely to have participation during the event.

Deadline:July15.

Examples of popular activities:

Music

A place to hang out

Games

Talent show Sports. Example: a ball hockey tournament, which can draw a large crowd and a

huge number of participants. Participants are encouraged to sign up by July 15, sothat game times and teams could be organized and publicized. Usually a fee of $100is charged for each team, which works out to about $10 per player. This raisesfunds, and in turn provides money to award as a prize or to buy prizes.

Contests

Hairbraiding


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Karaoke

Ask young people to give demonstrations/teach things to others. Example: linedancing.

A "coffee house type activity where people can do storytelling, poetry reading or anopenmike activity. This might appeal to youth who aren't so interested in sports.

Ask some of the cegep/university sports teams to lead activities for youth. Kids mayfind just meeting the team members cool: Actually getting to play

soccer/basketball/ football with them is even better!

DJtraining session, a competition or a jam session.

Fun "workshops" (creative writing, painting or drawing, music, etc.), scheduledthroughout the day where people can just "dropin" at the beginning of the session ifthey're interested.

2. Contacts the local youth centre or school to help organize and carry out these activities.

3. Recruits volunteers to take shifts facilitating the activities; orients and oversees them.

4. During the event, ensures volunteers adequately supervise activities.




7. Writes a final report within two weeks after the final OC meeting following Townshippers

Day. The report includes the following information:a. How many participants I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers, colleagues and/or participants

SeniorsActivities(1coordinator,5volunteers)

Many visitors to TDay are seniors. An indoor rest area for seniors with music, dancing, games and

refreshments is very much appreciated.

TheSeniorsActivitiesCoordinator:

1. Organizes various activities of interest to seniors. Examples of popular activities: music,dancing, a place to relax, games, workshops or presentations on healthy active living forseniors or handson topics such as crafts, etc. Some kind of drawing or contest is alwaysappreciated.

Deadline:July15.


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2. Contacts the local seniors groups in the area where TDay is taking place. They will oftenhelp organize and carry out the seniors activities.







a. How many participants I had

b. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers, colleagues and/or participants

GeneralActivities(1coordinator,5volunteers)

Participatory or spectator games for adults of all ages are a popular aspect of TDay.

The General Activities Coordinator:

1. Organizes various activities of interest to adults. Examples of popular activities: antique cardisplay, Bossy Bingo, Firefighters Games, historical tours (walking or by bus or carriage),art shows, storytelling, workshops of local interest.Deadline:July15.

2. If feasible, coordinates with local recreation centre, sports group or service group toorganize and carry out these activities.




6. Gives the contact information of each volunteer to the Community & Culture Coordinator.

This is for use in case of emergency, to be able to verify commitment, and so that theAssociation can give a complimentary membership and thank you letter to each volunteer.The information needed is:



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Exhibits(1headcoordinator+4coordinators=1eachforartisans,

communitygroups,heritagegroups,Townshippers@Work)

This essential part of Townshippers Day needs careful planning and recruitment.

SUMMARYOFEXHIBITSINFORMATION

EXHIBITORS RESPONSIBLE

NUMBEROF

TABLES

(Total160)*

FEE

(Electricityis$5extraforgroupswhopayafee)

REGISTRATION

DEADLINE

TownshippersAssociation Head Coordinator ofExhibits

Est. 10 None July 31

SupportingPartners* Head Coordinator ofExhibits

Est. 8 None July 31

Artisans Artisans Coordinator Maximum 60* Nonmembers: $50**

Members: $35

June 30

CommunityGroups Community GroupsCoordinator

Maximum 50* Nonmembers: $25**

Members: $10

July 31

HeritageGroups Heritage GroupsCoordinator

Est. 12* None July 31

Townshippers@Work

(businesses,

government)

T@Work

Coordinator

Maximum 50* $100** July 31

*Thenumberoftablesineachcategorymayvary,buttheTOTALnumberofexhibittablesmaynotexceed160.

**Includescomplimentaryone-yearmembershiporbeingontheAssociationsmailinglistforoneyear.

Policyconcerningexhibitsandartisans:

1. First priority is given to supporting partners and funding agencies which supportTownshippers Association and Townshippers Day.

The Executive Director oversees registrations and placement of TownshippersAssociations tables and supporting partners booths, in collaboration with the Exhibits

Coordinator.2. All artisans live and/or work in the Eastern Townships, and their work is original (not

purchased and resold).

3. All exhibitors are from the Eastern Townships, or offer services in the Eastern Townships.

4. Townshippers Associations Community & Culture Coordinator and TDay Assistantprepare and distribute registration forms to interested/eligible parties, administer theregistrations, and send instructions, directions and parking passes to the registrants.


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5. An advance invitation is given to artisans and exhibitors in the immediate geographicalarea, followed by invitations to those outside the area, space permitting.

6. Pre-paid registrations of nonlocal exhibitors and artisans are booked on a firstcome, firstserved basis.

7. Registrations are firm only if accompanied by full payment.

8. The maximum number of exhibits tables is 160, including artisans.

9. The maximum number of artisans is 60. (If there are too many, artisans complain of toomuch competition and unsatisfactory sales.)

10. The other 100 exhibits include Townshippers Association, supporting partners, communitygroups, heritage groups and Townshippers@Work (businesses and government agencies).

11. Additional exhibits may be set up outside the buildings or tents, depending on availableoutdoor space.

12. In the placement of booths, exhibitors tables are mixed in with artisans tables, to providevariety and ensure all exhibitors have the same exposure as the artisans.

13. Exhibitors and artisans set up their tables before 9 a.m., and do not dismantle them until 5p.m.

14. They do not change the location of their booth without the approval of the ExhibitsCoordinator.

TheHeadCoordinatorofExhibits:

1. Recruits 4 volunteers to coordinate the (1) Artisans, (2) Community Groups, (3) HeritageGroups, and (4) Townshippers@Work (businesses and government agencies); orients andsupervises them.

2. Gives the contact information of each volunteer to the Community & Culture Coordinator.This is for use in case of emergency, to be able to verify commitment, and so that theAssociation can give a complimentary membership and thank you letter to each volunteer.

The information needed is:a. Nameb. Address, including postal codec. Telephone numberd. Email addresse. Year of birth

3. Measures and maps the exhibition area in advance to ensure there is adequate space for thetables and booths.

4. Decides upon the exact placement of tables and booths, in collaboration with the LogisticsCoordinator and the exhibits coordination team (for artisans, community groups, heritagegroups, and Townshippers@Work).

5. Supervises the 4 volunteer coordinators to ensure smooth selection and registration ofexhibitors, unloading and setting up, troubleshooting during the event, and dismantling at 5p.m.

6. Coordinates the setting up of the exhibits of Townshippers Association, its supportingpartners and funding agencies before 9 a.m. Saturday, troubleshoots during the event, andsupervises their dismantling at 5 p.m.



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TheArtisans

Coordinator:

1. Recruits artisans from the local area, and then from other parts of the Townships.Deadline:June30.

2. Collaborates with the Community & Culture Coordinator and TDay Assistant, who registerartisans.

3. Helps the Head Coordinator of Exhibits decide on the placement of artisans tables.

4. Coordinates the setting up of the artisans tables before 9 a.m. Saturday, troubleshootsduring the event, and supervises their dismantling at 5 p.m.

5. Writes a final report within two weeks after the final OC meeting following Townshippers

Day. The report includes the following information:a. How many participants I hadb. The best thing about my area of responsibilityc. What I would not recommend repeatingd. Improvements I would suggeste. Overall evaluation of my area of responsibilityf. Thank you to my volunteers, colleagues and/or participants

TheCommunityGroupsCoordinator:

1. Recruits community groups from the Townships, following up by phone within two weeksafter invitations are disseminated.Deadline:July31.

2. Offers advance registration to groups serving the local area.

3. Collaborates with the Community & Culture Coordinator and TDay Assistant, who registercommunity groups.

4. Helps the Head Coordinator of Exhibits decide on the placement of community groupstables.

5. Coordinates the setting up of the community groups tables before 9 a.m. Saturday,troubleshoots during the event, and supervises their dismantling at 5 p.m.




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TheHeritageGroupsCoordinator:

1. Recruits heritage groups from the Townships, following up by phone within two weeksafter invitations are disseminated.Deadline:July31.

2. Collaborates with the Community & Culture Coordinator and TDay Assistant, who registerheritage groups.

3. Helps the Head Coordinator of Exhibits decide on the placement of heritage groups tables.

4. Coordinates the setting up of the heritage groups tables before 9 a.m. Saturday,troubleshoots during the event, and supervises their dismantling at 5 p.m.



TheTownshippers@WorkCoordinator:

1. Recruits businesses, government agencies, employment services, educational and trainingprograms from the Townships, following up by phone within two weeks after invitationsare disseminated.Deadline:July31.

2. Prioritizes agencies who support Townshippers Association.

3. Collaborates with the Community & Culture Coordinator and TDay Assistant, who registerTownshippers@Work groups.

4. May organize special exhibits related to employment and/or entrepreneurship. Forexample, highlightwww.topportunity.ca by organizing 5 interactive exhibits showing off thetop 5 job prospects in the Townships, with people actually working in these fields availableto talk about their jobs and answer questions.

5. Helps the Head Coordinator of Exhibits decide on the placement of Townshippers@Worktables.

6. Coordinates the setting up of the community groups tables before 9 a.m. Saturday,troubleshoots during the event, and supervises their dismantling at 5 p.m.




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GreenTeam(1coordinator,9volunteers)

See Townshippers Day GreenGuide for contact and logistics information about organizing andcarrying out an environmentally friendly day.

The Green Team Coordinator:

1. Follows the Green Guide.

2. Recruits volunteers to take shifts carrying out the activities; orients and supervises them.

3. Gives the contact information of each volunteer to the Community & Culture Coordinator.This is to ensure commitment, for use in case of emergency, and so that the Association cangive a complimentary membership and thank you letter to each volunteer. The informationneeded is:




SupportingDocumentation

A. Map of the historical Eastern TownshipsB. Agreement between Association and OC (draft)C. Budget Template and Cash FlowD. Sponsorship Agreement and Covering LetterE. Registration Forms (food, artisans, community groups, Townshippers@Work, historical

societies)F. Green Guide

Documents

ACCORD Touring Project Resources: Townshippers Day Organizing Committee Planning Guide