Exhibitors | Mentors | Guests

At the first Imagination Fair in 2014, I made the mistake of thinking that I would be the one greeting people as they arrived — exhibitors, Mentors, and guests! I would be there to make sure that everyone knew where they needed to go, what they needed to get, and what they needed to do. In hindsight, that was just plain foolish. Of course, I was instead running around taking care of problems — not that there were any major problems, but there are always some problems!

Since 2015, I have recruited volunteers to greet people at the door and make sure that exhibitors, Mentors, and guests feel welcome and know where to go, what to get, and what to do!

Greeters should understand that they will too busy to be free to assist their own children, so another responsible adult should be available to assist your kids if needed.

Number of volunteers needed: I'm hoping to recruit a minimum of 2 people to act as greeters for each category and/or time period. It could be done by 1 person, but 2 would be better because ...

• if a greeter needs to leave the entry way for any reason, the door is not then unstaffed
• it's just nice to have a second friendly face with whom to chat during any down time.

While there's no real upper limit on the number of people who could volunteer, I think that more than 3 greeters will just lead to too many people in the entry area.

Exhibitors | Mentors | Guests

Greeting exhibitors

Time: 9:15am–10:00am
Time period may be divided up amongst volunteers.

Responsibilities:

1. Be friendly, happy and delighted to see everyone!
    
2. Keep arriving exhibitors out of the Event Space until 9:30am so that organizers can have the space set up for exhibitors on time and with as little interruption as possible.
    
• Many exhibitors arrived responsibly early. Unfortunately, their understandable eagerness to get started at the first Imagination Fair in 2014 resulted in delays in the completion of the room set up and much otherwise avoidable confusion.
   
3. Help exhibitors find their folders
    
4. Review the contents of the folder with the exhibitor and the exhibitor's parents/guardians
    
1. Point out the checklist on the folder and encourage Exhibitor to review it and use it
    
2. Show Exhibitor the enclosed name badge and lanyard
    
• Encourage Exhibitor to adjust the lanyard so the name badge is visible above the exhibit and table.
   
3. Show Exhibitor the enclosed Participation Certificate
    
1. Explain that Mentors will be placing their “button stickers” on the border around the Participation Certificates
    
2. Encourage exhibitor to keep the Participation Certificate visible so that Mentors can do this.
    
• Not all exhibitors will have read the webpages and announcements about the Participation Certificate and Mentor “button stickers”. Many of those exhibitors also won't open their folders to see what’s inside without prompting. In past years, these exhibitors have consequently collected their stickers on less permanent surfaces (such as their shirts) and then expressed disappointment when they saw other participants’ decorated Participation Certificate after the Imagination Fair. I want to avoid that disappointment!
   
• Participants are free to do what they wish with their own participation Participation Certificate and “button stickers”, I just want everyone to understand the intended use.
   
4. Point out the Exhibitor's Table location assignment
    
5. Show Exhibitor the enclosed Exhibit map
    
1. Help exhibitor find assigned table location on the exhibit map
    
2. Let exhibitors know that tables will be numbered and that they should look for the table that matches their number.
    
• In 2014, I thought it would extra helpful to label tables with not just the table's number but also the participant's name and exhibit title — unfortunately, some people reported finding the additional information on the table number cards confusing, so tables will just have numbers!
   
3. Ask exhibitors to keep their table number visible (or reposition it so it is visible) if possible so that Mentors and Guests using the exhibit map can see the numbers.
    
• This was not necessary in 2014 since the Exhibit Catalog was in "table number order." Exhibit Catalogs are now alphabetical order (by last name), so Mentors and Guests will find the table numbers useful.
   
6. Show Exhibitor the enclosed Exhibit Bingo card
    
1. Explain how Exhibit Bingo works
    
• Guests get their Exhibit Bingo card stamped for asking a question about the Exhibit, not for visiting the Exhibit.
   
• Not all exhibitors will have read the webpages and announcements about the Exhibit Bingo card. Reviewing at check-in will avoid confusion.
   
2. Direct exhibitors to select a stamper for Exhibit Bingo (except for exhibitors who brought their own stampers)
    
3. Explain that exhibitors should stamp the square that corresponds to their table number.
    
4. Explain that exhibitors may visit each other's exhibits and play Exhibit Bingo after they have set up their own exhibit and before the Mentors and Guests have arrived.
    
7. Exhibit Catalog
   
• This is the exhibitor's copy to keep. They are welcome to take additional Exhibit Catalogs to share with family.
   
5. Confirm that the exhibitor and the exhibitor's parents/guardians understand the contents of the folder.
    
6. Direct exhibitor to sign the Thank You Card
    
• This will be copied and mailed to all the Mentors as an expression of gratitude. Adding a personal note of appreciation is encouraged.

Exhibitors | Mentors | Guests

Greeting Mentors

Time: 9:30am–10:15am
Time period may be divided up amongst volunteers.

Responsibilities:

1. Be friendly, happy and delighted to see everyone!
    
2. Keep arriving Mentors out of the Event Space until 10am so that exhibitors can have the space set up for Mentors and Guests on time and with as little interruption as possible.
    
3. Help Mentors find their folder
    
4. Review the contents of the folder with the Mentor
    
1. Exhibit map
    
2. Name badge
    
3. Mentor’s starting exhibit assignment
    
• We assign Mentors a "starting exhibit," in order to distribute the Mentors evenly throughout the Event Space. As the Fair progresses, Mentors may need to skip around each other, but by starting out a bit more spread out, they should be more easily be able to move from exhibit to exhibit.
   
4. Mentor’s “Exhibit Bingo” card
    
• Mentors get a special Mentor "Exhibit Bingo" card, with the first exhibit number listed being their assigned first table.
   
• Playing Exhibit Bingo is also a handy way for Mentors to keep track of which exhibits they have visited and which they have not.
   
5. Exhibit Catalog
   
• This is the mentor's copy to keep. They are welcome to take additional Exhibit Catalogs.
   
6. “Button Stickers”
    
1. Explain that Mentors will be placing their “button stickers” on the border around the exhibitors’ Participation Certificates
    
• Participants are free to do what they wish with their own Participation Certificates and “Button stickers”, so if an exhibitor requests that stickers be placed elsewhere, Mentors may respect that.
   
2. Explain that while button stickers are printed on sheets of 24, Mentors are not expected to have time to visit 24 exhibits!
    
3. Explain that we estimate that most Mentors will visit about 20 exhibits during the Imagination Fair, spending about 5 minutes with each exhibitor
    
4. Remind Mentors to be aware of which exhibitors are in need of more visits so that no exhibitor feels ignored.
    
5. Confirm that the mentor understands the contents of the folder.
    

Exhibitors | Mentors | Guests

Greeting Guests

Time: 10am–12:30pm
Time period should be divided up amongst volunteers, suggested time period is 30 minutes.

Responsibilities:

1. Be friendly, happy and delighted to see everyone!
    
2. Keep arriving Guests out of the Event Space until 10am so that exhibitors can have the space set up for Mentors and Guests on time and with as little interruption as possible.
    
3. Direct Guests to the following resources:
    
1. Exhibit Catalogs
   
2. Blank name badges and pens (optional)
    
3. Exhibit maps
    
• If they are looking for a particular exhibitor, the map is the way to find them!
   
4. Exhibit Bingo cards
    
• Guests get their Exhibit Bingo cards stamped for asking a question about the exhibit, not just for visiting the exhibit.
   
• Small prizes are awarded for every 5 stamps, in a row or not!
   
• Playing Exhibit Bingo is a handy way for Guests to keep track of which exhibits they have visited
   
5. Exhibit Catalogs
    
• Exhibit Catalogs are a wonderful way to find out more about the exhibits and Mentors and our advertisers and sponsors.
   

The best way to volunteer is sign up via SignUpGenius — but you may also volunteer via email.

Exhibitors | Mentors | Guests