Share Fair Realms

Realms:

Setup

6-12 volunteers – (9+ ideal)

Setup begins 1.5-2 hours before the start of the Share Fair!

  • Supplies:
    • In Boxes
      • Share Fair Supplies tote: Duct, masking, and packaging tape, rope, tablecloths, red bandanas for hospitality/donation volunteers, and drawing tickets and jars.
      • Share Fair Papers Box: Resource guides, NAC handouts, “Are you an anarchist” and other related zines.
      • Cleaning Box: Towels, washcloths, bleach, table cleaner.
    • Everyone bring: Plastic shopping bags and boxes for donations
    • Locate and prep: Mop & broom for spills during the event
  • Donation area:
    • Donations get sorted and displayed along the west wall, with tables lining (10ft away) that wall and wrapping along the south wall, spread out such that nothing is piled too high to look through, especially clothing.
    • Post signs with for the donation areas. Eg, clothing, shoes, etc.
    • Save boxes and bags for people to take donations in. Put at first table.
  • Main area:
    • Add 4 round tables with chairs to the main area.
    • Surveys go on each table.
    • Food Table:
      • The 2 tables to the north will be for serving food. Replace the church’s tablecloth with a washable one.
      • Set up four 5 gallon buckets with labels for food waste, liquid waste, and 2 filled with soap and water for cutlery and dishes.
  • Welcome & Services:
    • 5 tables: One for the welcome table at the entrance and 4 lining the east wall for different service groups to set up on.
  • Waiting area:
    • Set up 10-15 chairs. People will begin waiting in here for the Share Fair. Ensure they know where to get water and where the restrooms are.
    • Some people will want to help, they can help with table set up, donation sorting, putting signage around the church, and helping orient new people who arrive.
    • Snacks out here is ideal!
  • Signage:
    • Put “No Backpacks in Bathrooms” signs visible outside the bathrooms.
    • Put “We welcome you” and “Hate Free Zone” signs by donation area, food tables, bathrooms, and other prominent places.
    • Put the big Share Fair sign in front
    • Put up the remaining signs for stations and services.
  • Food tables
    • Remove church’s tablecloths
  • Kitchen: See Kitchen description

Cleanup

# Volunteers: 6-10?

  • Main room:
    • Put away all tables over the 8 tables with 6 chairs each that were there originally, in 2 rows of 4. All tables get wiped down and before being put away.
    • Clean the food tables and put the church’s tablecloth back.
    • Sweep and mop the floors.
    • Take down signs
  • Kitchen: See Kitchen section
  • Bathrooms:
    • Make sure no one from Share Fair is still in there
    • Spot sweep and mop
    • Clean mirrors
    • Take out trash
    • Take down “No bags in bathroom signs”
  • Donation area:
    • Put clothes in marked bins for Carry it Forward
    • Put remaining donations in boxes with like gear. Label if possible.
    • Spot “sweep”, picking up all smutz on the floor.
  • Outside
    • Walk around the church perimeter with a trash bag and pick up any trash (from us or not)
    • Collect all Share Fair signs
    • Check-in with folks still in the parking lot and ask them to cleanup when they are done

Kitchen

There needs to be at least one person in the kitchen with a food handler’s card.
# Volunteers: 6-9 people

  • Roles
    • Preppers (2-3 people): prepare food to be cooked for dining area
    • Cooks (1-2 people): cooks prepared food to be put out in dining area, at least one cook keeps an eye on the stove when in use, makes sure food isn’t burned and is cooked thoroughly
    • Servers (2 people): helps serve food in dining area, makes sure there is always coffee and hot water available, checks on volunteers and tablers for food/drink needs when able to
    • Dishes (1-2 people): washes and sanitizes dishes with sanitizer, makes sure there is a consistent supply of clean dishes available, makes dirty dish tub runs
  • Setup (begins 1½ – 2 hrs before start of Share Fair)
    • Become familiar with the kitchen area, how it’s organized, and how the stove, oven, and sanitizer work before starting
    • Sort and separate food for cooking and food to give away
    • Plan out and determine dishes to be cooked with donated food
    • Make sure prep and cooking areas are clean before starting
    • Tie hair back if possible, and always wash hands before handling food!
    • Make coffee and hot water 15-20 min before doors happen
    • Set out dishes to be used and clearly labeled dirty dish tubs
    • Set out buckets of warm, soapy water labeled for utensils, plates, and cups
    • Burritos and first set of food should be ready 15 minutes before doors open
    • Label personal items
  • During Share Fair
    • Second round of food should be out 30-45 minutes after doors open
    • All food should be labeled and indicate whether they are vegan, vegetarian, or contain meat
    • Enough food and coffee + hot water should be available for people at all times
    • If serving, food should be handled with gloves
    • Make sure there always enough clean dishes
      • Dirty dish tubs should be taken back to the kitchen before they get too full
      • Buckets should be replaced with new warm, soapy water when taken back to kitchen
    • Volunteers welcome to take breaks when needed, but there should ideally be at least two volunteers cooking as long as food is needed – cooking will usually slow down after ~two hours into Share Fair
    • Check in with volunteers and tablers at least a couple times during Share Fair for food and drink needs
    • Set out food to be given away 2-2½ hours into Share Fair
    • Dirty rags should be kept in a separate bag from clean ones
    • It helps to announce when there’s another round of hot and fresh food out
    • Keep a small reserve of simple food (sandwiches) for the end for people who arrive late
  • Clean-up
    • Make sure dish tubs are empty and all dishes, utensils, pots, pans, cutting boards and other kitchen tools are clean, sanitized, dried, and put back in original place
    • All surfaces should cleaned, wiped, and dried
    • Food debris should be cleaned and put in compost bin
    • Check that stove, oven, and other kitchen machines are turned off and cleaned
    • Trash or recycle things accordingly
    • Any other items found in the kitchen should be left in the kitchen
    • Floor swept and mopped at the end
    • Always leave the kitchen the way you found it (or cleaner) <3
    • Make sure there is a place for all the food leftovers to go
    • To add: Dishwashing procedure

Donation area

The donation area is setup on the west side of the main hall.

# Volunteers: 2-4 people

  • Setup: The area requires ~10-12 tables (I will count the actual number on Oct 30th)
    • The 6-8 tables should be setup in a line with a gap between each 2 tables to create space for people to go on either side. Start with household items and non clothing at the end closest to the library then work from shoes to pants/bottoms to tops to winter gear and at the end near room 19(?). Wrap tables down the back hallway to ensure clothing is piled *no more than one foot high* on each table.
    • 3-4 tables should be setup perpendicular to that first line of tables to form a “T”  or ”L” shape but with a gap between the rows.
    • If there’s a lot of stuff we can also use room 19. Be sure to label it well so people know to check in there.
    • Make sure to NOT BLOCK any exits
  • Organization: Items should be organized in a way that makes it easy for people to find things and sort through stuff as easy as possible
    • We need to create more signs indicating “Shoes” “Pants” “Blankets” “household” etc
    • If we have a lot of one type of item only put some of it out and continue to “restock” it as it gets lower to create more space on the tables
    • It is good to have 2-4 volunteers at the donation area at all times to help answer questions and restock things as they get lower
  • Cleanup:
    • Everything should be sorted and organized into 3 categories;
      • 1. Give to Carry it Forward
      • 2. Giving to another agency to use immediately
      • 3. Keeping for the next Share Fair
      • 4. Not worth keeping
    • Things to give to other agencies include high demand items like winter clothing, tarps, water bottles, bags, etc or items that we might better distributed by other agencies that serve communities we don’t (like children’s items.)
    • We also need to return 6 totes of clothing to Carry it forward. The totes don’t have to be full. They only want seasonally appropriate clothing and they don’t want any non-clothing

Welcome

Before Drawing: 2-3 Volunteers

After Drawing: 1-2 Volunteers

Purpose of the welcome area is to welcome everyone to the Share Fair and provide them with information and assistance! This means welcoming volunteers and providing information. We also do the free drawing, bag check, and other small services.

  • Welcome
    • We’re some of the first faces people see when they walk in. We want to be friendly, helpful, and welcoming.
    • Some people don’t know quite what to expect or may think they need to sign in so we just let them know what we do and what the share fair offers:  “There’s information, bag check, and a free drawing here. There’s food around the corner, clothes and gear along the far wall, and services behind us. Bathrooms are there and there.”
    • We answer any questions people may want to ask about the share fair so it’s good if we know a bit about everything that’s going on.
    • We count the number of people who attend
    • Tell people no bags in the restroom
    • Help orient services and volunteers so they know where things are (bathrooms, other services, welcome table, etc)
  • Info table
    • We have a bunch of information (and more all the time). Zines about anarchism, information about NAC, and other helpful information about different organizations and services in Eugene/Springfield.
    • People can take as much as they want (within reason)
    • We put everything out, keep it stocked if we run low, and make a note of what needs to be printed.
  • Free Drawing
    • If there are more high demand items we give them out via a free drawing. Limit to the 10 best items. 
    • We make jars for each item people put in tickets for a chance to win
    • Each person gets as many tickets as there are types of items
    • They just need to write their name on the ticket
    • Do 5 items 60 mins in and then 5 more items 30 mins after (4 and 4:30)
  • Bag Check
    • People can check their bags with us if they don’t want to hold on to things
    • We write a number and their name on a piece of tape and put it on their bag and give them a slip of paper with the number and name
    • There is also a chain we can use to lock up bikes outside if needed
  • Surveys
    • The surveys give us helpful feedback so we know how we’re doing.
    • We put them out on the tables with pens at the beginning of the share fair
    • We give them out with the drawing tickets and ask people for feedback as they’re leaving
    • Some people don’t want to write so they just tell us feedback and we write it down

Hospitality / Services

# volunteers: 1-3

  • Roam around and interact with people. Look for ways to be helpful and to get feedback from guests on their experience.
  • Record guest feedback to later share with the organizers.
  • Help direct people with questions.
  • Generally bounce around and try to be helpful.
  • This role can also be an empathetic role. Honor the interactions you share with people.
  • Services
    • Welcome organizations and service providers, direct them to a table, tell them about the share fair if they’re new, let them know where things are (bathrooms, other services, etc), and answer any questions.
    • Check in on the tablers every once in a while to see how they’re doing and if they need anything.
  • Make announcement to people waiting before Share Fair opens to let them know what to expect
  • Make announcement around 4 to tell about where different services are, drawing reminder, and other important information. Give time for services to say something themselves if they want.

Peacekeepers

# volunteers: 1-3

  • When someone feels uncomfortable about someone else, offer them:
    • I can keep an eye on the person
    • I can tell the person to leave
    • I can help you get somewhere you will feel safe
  • Ensure there is always someone on the main floor and that the hospitality/VC lead knows who to look for if something needs intervention.
  • Ensure the welcome area and hospitality lead knows if you plan to leave the main area. It is important to know how to reach you when/if anything happens.

Volunteer coordinator(s)

# volunteers: 1-2

The role of the volunteer coordinate is to get volunteers signed up for the event and to communicate with them prior to the event and to make sure all the volunteers feel appreciated and helpful at the event.

  • Prior to event
    • Send out 3 emails each month to the volunteers on our email list.
      • Email 1: Day after Share Fair. Ask for feedback. Invite to planning meeting. Remind of next share fair.
      • Email 2: In between two planning meetings. Invite people to sign up to volunteer. Pointing to our volunteer resources on the website  (de-escalation etc). Invite to next planning meeting.
      • Email 3: Sunday night/monday morning before. Encourage final signups. Send out volunteering info.
    • Volunteer emails
      • When people sign up to volunteer respond to them thanking them for signing up answer any questions they might have and clarify what role we will ask them to fill at the event
      • Add the info to the motherboard on the volunter tab
      • Add them to share-fair-volunteers email list serv
  • During event
    • Welcome volunteers and give them an orientation to the space and set them up with their roles and the coordinator for their realm.
    • Tell them who the volunteer coordinators are in case they have questions
    • Tell them who peacekeepers are
    • Have a volunteer schedule for you and the the other volunteer Coordinator