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Inside Exhibits Volunteer Manual

By May 2, 2016May 9th, 2022Information

Inside Exhibits Volunteer Manual 2022

                                                                

Chairman – Mike Berger, WD8OMX                        Assistant Chairman– David Berger, KE8MGW

Liaison – Rob Gauder, WD8CXV                                        Office Mgr–Melissa Markland, KD8LZH

Introduction

Welcome to another exciting Hamvention®. Thanks for assisting us in providing the best experience for our exhibitors and attendees. Our mutual goal is to help vendors have a successful show and to ensure that the visitors enjoy the show. Remember to treat everyone with professionalism and courtesy.

Before Shift

For your first shift, plan on arriving 30 minutes ahead of time so you have time to get your credentials and radio. Plan accordingly and be flexible with any shift changes or floor changes.

When you arrive

On Wednesday and Thursday, come to the Inside Exhibits Office near the entrance to Building 2 for parking passes, badges and floor assignment:

  • Please sign in and out using the volunteer sign in/out sheet provided.
  • Please proceed to the communication office in the foyer area of Forum 1 for a radio.
  • NOTE: If you are working on Wednesday, please bring an HT (if you hold an amateur license) Frequencies for Wednesday: 146.47 MHz primary, 147.440 MHz alternate
  • IMPORTANT: Temporary parking to pick up credentials is behind Building 2 in the gravel lot. Beginning Thursday, you may need to pick up your credentials at Committee Services located at the Outside Visitor Entrance Gate. If they are not located there, proceed to the inside exhibits office. We will attempt to provide transportation during this period if needed.

IMPORTANT: Those working opening shifts on Wednesday or Thursday should gather at the Exhibits office for the morning briefing before retrieving equipment.

Those arriving after Thursday MUST get their credentials at committee services located outside the entrance gate.

There is to be NO SHOPPING before the show opens on Friday morning at 9am. Vendors are busy setting up and this is a distraction.  They’ll be happy to help after the show starts.  Also, please do not shop during your volunteer shift. We need your eyes and ears and assistance to ensure our vendors’ and visitors’ needs are met.

Role during setup and the show:

Floor Assignments

  • Walk the aisles to assist vendors and guests
  • Ensure that vendors do not encroach on each other or the walkways, typical booth size is 10’ x 10’
  • Establish a safe and hazard free environment for everyone. This includes but is not limited to:
  • Exposed extension cords
  • Daisy chained power strips
  • Unattended battery chargers
  • Ungrounded extension cords (exception for lighting only)
  • Boxes or signage in the aisles

Office Assignments

  • Collect information from vendors and guests
  • Perform entries in the Incident Log
  • Assist vendors and guests locating information
  • Distribute vendor packets & print/reprint vendor badges & log passes

Vendor Lounge

  • Vendors only
  • Keep items stocked
  • Keep lounge neat and clean
  • Log inventory and times (what’s left over/ goes fastest)

Problem reporting

Please keep a list of minor issues on the floor

  • examples: Boxes in isle, sprawl or if you have any contact with a vendor regarding an issue.
  • Record: Vendor, Booth, short description of issue
  • Turn in the list at the end of your shift
  • All activities such as watching a booth or getting food for a vendor must be logged through the office at the beginning and end of activity.
  • If watching a booth, having a second volunteer with you is preferable.

IMPORTANT: This will help us keep track of which vendors tell who what and eliminate any miscommunications between vendors and exhibits.

Major issues or issues requiring Committees other than Inside Exhibits, emergencies and interaction with Greene Co. Exposition personnel must be routed through the Inside Exhibits office:

  • Office personnel will log the incident
  • Inside Exhibits Chair and Asst. Chair will be notified

IMPORTANT: Escalation of an incident must go through the Exhibits Chair except in cases of dire emergency.

Security Issues – Do not engage in security issues such as altercation or theft. Call in the location of the problem to the exhibits office and/or notify the Exhibits Chair.

  • Take notes and pay attention to details.

IMPORTANT: We are not inside security, we are booth attendants, please keep a cool head and remain observant.

Large Scale Incidents – Instructions will be given over the radio. General Evacuation will be toward any easily accessible exits unless otherwise instructed. Any requests for statements or information must be directed toward the Exhibits Chair or Emergency Coordinator.

IMPORTANT: Under no circumstances are volunteers to give any official statements unless directed to do so.

Communications

  • Radios must be signed in and signed out at the Communications Office. You will need your Volunteer ID! No ID, no radio!
  • Channel ___ will be our private Inside Exhibits channel

    Channel ___ will be dispatch

  • Each volunteer radio will have at least 2 channels.
  • All regular communications will occur on the Inside Exhibits channel
  • For non-priority emergencies, the incident will be routed through the Inside Exhibits Chair or Asst. Chair and logged in the office
  • Life threatening emergencies may be called in immediately through the dispatch channel

If an emergency call through dispatch is made, after the call immediately notify the exhibits office and/or Exhibits Chair and inform them of the situation.

If you have a problem with your radio, please notify the Exhibits office before leaving your assignment, then rectify the problem with the Communications office.

  • Find a co-worker or stop by the office and let us know
  • DO NOT TRADE RADIOS!
  • Please turn off your radio when inside the exhibits office.

IMPORTANT: You must return your radio at the end of your shift! Not the end of the day, the end of your shift!  This is to ensure that all working staff members are able to have a radio.

Setup, closing and tear down

        During setup and teardown, there will be chaos. It is our job to help organize this chaos with well orchestrated suggestions. Many of the vendors setting up have done so for a number of years and have a firm understanding of procedures. Some of our newest vendors may need tips and pointers on when and where they may store their items during setup. Generally, vendors are asked not to use aisles and hallways as temporary storage unless arranged prior to the event. Please keep an eye out for any problem areas, excessive garbage and general disarray. If you notice anything out of place, notify the office and we will deal with it appropriately. The setup areas are going to be more crowded than usual and diligence is required to keep things safe.

Setup and Tear Down Vendor Guidelines:

  • All vendor equipment and stock should be clear of the isle-ways in a timely manner
  • Extension cords and hanging items should be secured within the confines of the booth
  • Each booth has Airspace above it, no vendor should violate the others airspace by any means unless each vendor has agreed to this ahead of time.
  • There is a schedule for each building setup and also for several other key locations, this information will be provided during the Wednesday morning briefing.
  • During tear down, all vendors must follow the above guidelines.
  • Vendors should be encouraged to place garbage in trash cans provided outside the building.
  • Volunteers are not to assist in the setup or tear down of ANY booth unless directed to do so by the Inside Exhibits Chair or Asst. Chair.
  • Hours for setup and teardown are available on the hamvention.org website or the volunteer.hamvention.org the volunteer website.

Before you leave

  • Notify your relief of any recurrent problem areas
  • Notify the office before leaving your post
  • Return any radios or vests BEFORE signing out
  • Turn in your log of minor incidents
  • Sign out at the Inside Exhibits office on the volunteer sign in, sign out sheet.
  • Have you returned your radio to the radio room?

IMPORTANT! We strive to keep track of everyone and their posts. However, there are occasions where you may be assigned to a task and are not relieved in a timely manner. Please speak up and we will get you relief. Remember, we’re all volunteers.

What to expect by the day

Wednesday

Early setup day for approximately 10 of the largest exhibitors. Volunteers may be held in reserve for escort services to the various locations within the venue.

Thursday

General exhibitor set-up day. Volunteers patrol the floor, assist where needed following established procedures. There may be 2 to 3 people per area, please remain separated to maximize coverage.

Friday

Make sure exhibitors are not allowing their booth materials to get into aisle way or in un-rented booths. Assist with questions and directions.

IMPORTANT: Friday morning between 0830 and 0900 will be the final Fire Safety Inspection.  All vendors should be encouraged to be finished with their setup or corrections by 0830. Chair or Asst. Chair will handle any enforcement issues.

Saturday

Make sure exhibitors are not allowing their booth materials to get in into aisle ways or in un-rented booths. Assist where needed.

Sunday

Make sure exhibitors are not allowing their booth materials to get in into aisle ways or in un-rented booths. Assist where needed. Office will be staffed until 1pm. Closing procedures will be briefed on Sunday. We will need at least 7 volunteers to assist after the prize drawing and during the final sweep.

NOTES:

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