World on the Square 2008!
2008 Planning Meeting Schedule
In 2008 we will meet regularly at 7 PM on the first Thursday of each month, up to and including August. Since this year the festival occurs before the second Thursday of August, there will be an additional meeting on July 31.
Unless a different location is specified below, meetings will be at the Gerdon Youth Center, in the Conference Room on the 2nd floor.
Thursday, April 3
Thursday, May 1
Thursday, June 5
Thursday, July 3
Thursday, July 31
Thursday, August 7
Saturday, August 9th: World On The Square!
Planning Checklists
The following tables can function as task checklists for the Co-Chairs and for several of the ad hoc committees. We try to update these tables from year to year as we identify new tasks to perform. If the DATE given is a day-of-month, that specific day is approximate since the specific day might change from year to year. If the DATE given is "WOTS" then that task is planned for the same day as the festival itself.
We have checklists for:
Logistics Checklist
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| Sept | Set exact date & hours of festival --– tell HCCVB | ü | |
| March | Set date with Old Capitol | ü | |
| April | Decide what to ask of exhibitors (electricity, etc - tents) | ||
| April | Order more tents or arrange repair if needed | JD,JD | |
| April | Confirm Boy Scout tent – Doug Sellers, 10815 Old Dam 43 Rd SE, Laconia 47135; H:737-2450 W:502-815-7557 | KM | |
| May | Decide number & locations of CU tent(s) | KM | |
| May | Do application for use of Old Capitol property | KM | |
| May | Arrange for rain location at CCHS | KM | |
| May | Confirm/rules for exhibitors (“bring extension cords & tarp for rain, etc.”) | ||
| June | Make arrangements for insurance at Old Capitol and CCHS – Main Street? | Sean,KM | |
| June | Get idea of how many booths, layout of square and food | KM | |
| June | Give insurance certificate to state & high school | Sean? | |
| June | Get tent flaps printed | Jackie | |
| Jul-01 | Get permission from Commissioners (Pat Wolfe, auditor) to use county property | ||
| Jul-16 | Ask Tourism Bureau to stay open until 9 pm. on 8/12 | ||
| Jul-16 | Get final count of tables, chairs & radios (which exhibitors are selling) | ||
| Jul-16 | Confirm arrangements for tables, chairs, trash cans, tents | ||
| Jul-16 | Get list of signs needed | ||
| Jul-16 | Alert team to rain procedure | KM | |
| Jul-23 | Draft map of exhibits, etc. on Square –assign tents (sound booth, CU, art, etc.) | KM/CK | |
| Jul-25 | Make maps for exhibitors | ||
| Jul-25 | Get signs made (incl. laminated exhibitor signs from Lanesville) | KM/MJ | |
| Aug-01 | Check with Scouts or whomever to be sure of tent & their role | KM | |
| Aug-01 | Call Corydon (Fred Cammack) to arrange for 3-4 sawhorses each to block parking on Mulberry (Entertainment) and Elm (Exhibitors & drinks) | ||
| Aug-01 | Finalize set-up time and volunteers’ responsibilities & trucks (incl. volunteers responsible for electricity and trash cans & fresh volunteers for tear-down) | ||
| Aug-01 | Get signs together | ||
| Aug-01 | Call Culligan to tell him where truck, goes from 3 –8 p.m. | ||
| Aug-01 | Confirm where/when to get tents | Sean | |
| Aug-04 | Confirm with Old Capitol – fair layout, electricity, tents, staff | ||
| Aug-09 | Finalize exhibitors and print maps for exhibitors and attendees | ||
| WOTS | Get chairs and tables from Lanesville, GYC, Presbyterian Church, etc. | MJ, KM | |
| WOTS | Take extension cords, outlet strips (marked with name), lots of tape of all kinds, rain plastic, signs, exhibit signs | ||
| WOTS | Put up signs around square & at CUMC | ||
| WOTS | Set up tables by noon | ||
| WOTS | Block off off parking spaces | ||
| WOTS | Give Logistics Committee volunteer forms | ||
| Aug-16 | Send thank yous to churches, etc. for tables/chairs |
Exhibits Checklist
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| All Year | Solicit names of prospective exhibitors from throughout southern Indiana area | All | |
| April | Create invitation and return card | Chair | |
| April | Address and mail invitation and return card | AsstChr | |
| April | Update WOTS website | Chair | |
| May | Follow-up telephone Calls to non-responders | AsstChr | |
| May | Answer queries from exhibitors | Both | |
| May | Send reservation confirmation | Chair | |
| June | Request passport questions and logistics requirements from exhibitors | AsstChr | |
| July | Send detailed instruction letter | Chair | |
| July | Give passport questions to Logistics | AsstChr | |
| July | Give logistics information to Logistics | AsstChr | |
| July | Recruit volunteers for exhibitors | Both | |
| WOTS-1 | Day before WOTS – give assignments to volunteers | AsstChr | |
| WOTS | WOTS Day – Staff Exhibitors Table | Both | |
| WOTS | Welcome, direct, unload exhibitors | Both | |
| After | Send evaluation letter to exhibitors | Chair | |
| After | Attend WOTS Evaluation Meeting | Both |
Publicity Checklist
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| May-15 | Send calendar announcement to Louisville magazine & other monthly pub’s | ||
| Jun-01 | Order additional yard signs with "Corydon” | ||
| Jun-01 | Contact KET about including WOTS in their Community Events announcements --- KET requires a full 60 days advance notice! | ||
| Jul-01 | Ask Y about flyers to day camp | ||
| Jul-01 | Get new date letters for banners and old yard signs | ||
| Jul-10 | Send media some human interest ideas weeks ahead of the event to boost publicity | ||
| Jul-10 | Set-up people & start pitching TV appearances | ||
| Jul-10 | Print posters, 8˝ X 11 flyers and half-size flyers | ||
| Jul-10 | Make Spanish flyers | ||
| Jul-10 | Give Spanish flyers to MadMin; Iglesia, Taco Bell, Nopalito, Enchilada, laundromat, St. Joe’s & New Albany Catholic mission | ||
| Jul-15 | Put flyers all over county (thru GYC volunteers and others) | ||
| Jul-15 | Put up banners (by fairgrounds and on Capitol fence) & yard signs | CU members | |
| Jul-21 | Start sending press releases & calendar announcements to area media | ||
| Aug-11 | Hand out flyers at Friday night band concerts and at County Fair | GYC at fair | |
| Aug-11 | Have media packets ready for any media who show up -- C.U. brochure, website, exhibitor list, entertainer list, etc. |
Checklist for Community Unity Booths
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| Jun-15 | Inventory & order giveaways | MA | |
| Jul-01 | Inventory literature and order more | LM | |
| Jul-01 | Inspect CU booth exhibit and make any changes | LM | |
| Jul-23 | Get passport questions from exhibitors | KM/CE | |
| Aug-07 | Print name tags on 3 1/3 X 4 labels CU labels | ||
| Aug-07 | After exhibitors are confirmed, make <625 passports (5 versions) + 75 Spanish passports | KM | |
| Aug-07 | Make prize drawing forms | ||
| Aug-11 | Make final list to exhibit of donors’ names | JD & LM? |
Checklist for International Foods
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| Jun-01 | Decide serving line procedures and schedules for serving attendees, exhibitors, C.U. staff, etc. | ||
| Jun-15 | Recruit food volunteers | ||
| Jul-14 | Solicit WOTS food | ||
| Jul-28 | Make cards for food, “Donations” | ||
| Aug-04 | Buy food to prepare | ||
| WOTS | Pick up food from restaurants | ||
| WOTS | Put out volunteer forms, food cards & signs | ||
| Aug-16 | Thank donors |
Entertainment Checklist
[TOP]| DATE | ACTIVITY | WHO | DONE |
|---|---|---|---|
| Book acts | |||
| Confirm sound person | |||
| Confirm emcee | |||
| Get signs printed with entertainment schedule | |||
| Aug-1 | Arrange four or more moving people to perform set-up tasks on morning of festival | ||
| WOTS | Get dance floor from Warren Moses’ barn set up on square | ||
| WOTS | Move sawhorses to make parking space for entertainers vehicles and sound equipment |