Texas AgriLife Extension
CHECKLIST FOR EVENT CHAIRPERSON
Event Approval: If a member wishes to chair an event that has not been approved by the board of directors,a completed request must be presented to the board at least six weeks prior to the event. This form is located on the BCMG web site.
Advertising the Event: After the event is approved, send details to the Volunteer Coordinator,The Scion editor, and if appropriate, to the Publicity Chair to publish it in the State MG calendar.
Include: the date of the event, the exact location, the times of the event and the shift times for volunteers, what will be accomplished (sale of plants, information distribution—list topics, the chairperson (and co-chair) name, email address, phone number (home and cell); number of volunteers needed for each shift (depending on the size of the booth). Maintain a list of all those that have contacted you.
If the event has been approved by the board and you are responding to a request for a chair, contact the person making the request (usually the President or a member of the Water Conservation team). You will be provided all available information including the contact person for the organization making the requesting Master Gardener participation.
Water Conservation: If water conservation will be discussed or information provided to the public, contact the water conservation co-chairs prior to the event so BCMG can get credit from SAWS.
Selling Plants/books: Contact David as soon as you know you will be selling plants so he can let you know what plants may be available and how to obtain them. For plant sales, you must have a cash bag (obtained from the treasurer the week of the event – the bookkeeper or treasurer must be notified three weeks prior to the event about the need for a cash bag). You will need printed receipts listing the items sold and price of each item. The bookkeeper has a copy of this form on her computer. The cash bag, receipts and cash must be returned to the BCMG office ASAP after the event. Contact the bookkeeper ortreasurerwith any questions.
Equipment: If tables are not provided by the event sponsor, you will need to get a table(s) at the BCMG storage building. The storage is located is on Jackson Keller between Vance Jackson and 410. Access requires a gate code and combination. Jeremy, Brady, the President, VP, Bookeeper, Water Conservation Committee, and other MG’s who often need to get supplies have the code, unit number and combination. Ask any one of these people for assistance. We also have two types of folding chairs that can be used. If you need help moving and transporting these itemsremember to ask for it in your volunteer request.
Handouts:Copies of all of the handoutsare located in file cabinets in the BCMG office and must be ordered from the Texas AgriLIFE officeat least two weeks prior to the event so they can be
printed. The location of event, event theme, time of year, and anticipated attendeeshelp to determine what handouts are appropriate. It is a good idea to discuss possible handouts with previous event chair people. Check with the event organizer for a projected attendance number. Order more handouts than you think you will need because extras can be stored at the office in the file cabinets for another event.
Event Set-up:On the day of the event (or the day prior depending on the event sponsor) be there with all of your supplies at least one hour prior to the start time of the event to set up: tables, table cloths, banners, handouts in holders, plants, books, signs (example: plant sales benefit the BCMG scholarship fund),and any demonstration items that you will be using (example: water meter from SAWS). Banners are on top of the file cabinet, signs, books, water conservation information are in the “publication room” or better known as the storage room. There is a sign out for books. Also there is a small file box with event supplies, sign-in sheets etc. The bookkeeper, president, past president, Jeremy, and Brady know can help you locate these items if you are unable to find them. At each event, there are almost always people who come early - before the opening time, so the first shift should be there at least thirty minutes prior to the opening time—they can also help you finish setting up..
Some of the banners and other items have specific instructions on how to fold and unfoldthem. Please look for these directions on the box or banner and be sure to follow them so as not to damage BCMG property.
Sign-in Sheet: Remember to have a Program Sign in Sheet (found on the web site) and have all workers sign in. If this is an event such as Folklife, we need to know approximately how many visitors were at the booth—this can be accomplished by using rodeo clickers or keeping track of the number of handouts distributed.
Accident Report Form: Please take a copy of the MG Accident Report form with you in case of an accident during the event. These forms can be found on the web site under “FORMS.”
At the end of the event, pack up all items that you brought. David will let you know what to do with any unsold plants. Return all items to the BCMG office or to the storage building. There is a hanger on the divider in the MG office for the sign in sheet. The cash bag should be left for the Bookeeper. The HortAssistant and Water Conservation Team need the numerical data about visitors to the MG booth.
Event Report Form:Please complete the Event Report Form included in this packet and return it to the Master Gardener office. If you would prefer to complete it online, the form can also be found on the Master Gardener Website. We continually strive to improve our events and your input about your experience will help.