If you would like to help with the VVBNF
or for more information please call:
Joe Spangler at 928-646-6359
(Chairperson of Volunteer Committee).
or email to josepshspa@gmail.com

Job Descriptions for Teams and Committees

Made up of the Festival Coordinator, the Co-Coordinator, the Secretary, the Treasurer, and ten (10) Standing Committee Team Leaders. This is the governing board of the festival and is responsible for all decisions regarding the festival.

Festival Coordinator:
• Conducts meetings for the Festival Committee.
• Coordinates with each of the committees through the Team Leaders.
• Keeps informed as to the progress of the committees and helps to solve any problems that may arise.
• Reports progress and needs to the Tourism Committee and Cottonwood Chamber Board.
• Responsible for any final decisions regarding the festival’s operation.
• Acts as official spokesperson for the Festival.
• Coordinate with committees to be sure that all volunteers, guests, sponsors and contributors are properly recognized and thanked.

Secretary:
• Takes minutes of the committee meeting and distributes to all committee members.
• Maintain a contact list of all committee members.
• Alert or remind all members of meeting time and place.

Treasurer:
• Writes checks for any expenses and makes deposits.
• Reports all expenditures and income to festival coordinator and bookkeeper.
• Accounts for all donations, income and expenses for the festival committee.

Standing Committee Team Leaders:
• The Team Leaders are responsible for a variety of inter-related projects under their leadership.
• Helps their committee chairs to accomplish their tasks.
• Coordinates with their sub-committees and represents them at the Festival Committee meetings.
• Coordinates with other Team Leaders when appropriate to assure completion of tasks.
• Coordinates with the Festival Coordinators and keeps them informed of the progress or problems the team may encounter.
• Takes responsibility for any sub-committee in the event that committee is unable to complete their task.
• May recruit assistants and sub-committee positions under their leadership with committee approval.
• Reports task needs to Volunteer Coordinator so that volunteers can be placed appropriately.

Sub-committees:
• Each of the Standing Sub-committee chairs is responsible for a specific project. These projects are grouped by inter-related tasks under a Team Leader.
• Sub-committee chairs and members are not required but are always welcome to attend any Festival Committee meeting.

Special Teams and Ad-Hoc Committees:
• Special teams can be formed to perform specific jobs that need to be accomplished to support the event. These usually need less pre-planning and are best suited for event volunteers.
• Ad-Hoc Committees can be formed to provide resolution to specific temporary or one-time situations.

Standing Committee Teams and Sub-Committees:

Program Team Leader – Barbie Hart
Responsible for all activities available to the participants including field trips, workshops, exhibitor and vendor booths and the equipment needed for the operation of these activities.

• Field Trips Plan trips and recruit leaders, work with transportation committee on busing and van schedule, write field trip descriptions, coordinate with registration committee for participant list, contact leaders to verify trips, attend departure and return of field trips when possible. Work with sponsorship committee to acquire sponsorship of trips to cover cost of payment for the guides.
• Transportation Arrange for donation or rental of vans and buses for all field trips. Coordinate with the field trip committee and registration committee to plan schedule of vans, Arrange for van drivers, pick-up and return of vans, and oversee the transportation needs of the field trips.
• Workshops Recruit presenters and arrange schedule for all workshops. Arrange for equipment and work with facility team. Write descriptions of presentations. Confirm all workshops. Be available to meet and help participants set-up at the event. List participant contact information for coordinator.
• Exhibitor/Vendor Tent Recruit vendors and exhibitors, arrange booth space with facility coordinator, communicate with the vendors and exhibitors, confirm arrangements, coordinate set-up and take down of booths. Contact vendors for possible raffle items.
• Keynote Speaker Arrange for any accommodations needed by the guest speaker. Welcome and see to the needs of the guest speaker. Make sure the speaker has been properly recognized and thanked.
• Canoe Trip Arrange for canoes and paddlers for the Verde River canoe trips. Arrange for delivery and pick-up of canoes. Provide contact information for nametags and thank-you’s.

Events Team Leader –
Responsible for planning, coordinating and implementing special social events including hospitality, lunches, the keynote event, welcoming event, and any sponsor recognition event.

• Hospitality - Work with Donation chair to arrange for donations of snacks, water, coffee, etc. for participants and volunteers, arrange for Aviary booth set up and manpower maintaining the booth. Prepare coffee and early morning snacks for participants. Responsible for distribution of any complimentary items.
• Lunches - Arrange for box lunches for field trips that include lunches, soft drinks, water, coolers, and ice for each van/field trip. Pick up and distribute lunches each morning.
• Welcome Reception - Arrange for refreshments, entertainment, and speakers at the Welcome Reception. Invite dignitaries, welcome and introduce them.
• Keynote Reception - Arrange for the facilities and any refreshments or meals associated with the event. Assure proper set-up and clean-up of the facility.

Budgeting Team Leader – Joe Stack
Responsible for working with the treasurer and overseeing budgetary accounting.

• Bookkeeping - Collects all invoices relating to the event and submits them to the treasurer for payment. Tracks all donations. Accounts for all income and expenses and reports to committee.

Ways and Means Team Leader –
Oversees the keeping of the tracking of any funds and expenses generated by all committees. Responsible for all revenue generating activities except for those designated under other Team Leaders.

• Donations - Work with Events and other team members to acquire donations for hospitality, the raffle and any other needs of the festival. To work with all committees who need assistance with acquiring donations. Track and thank all donors.
• Sponsorships - Responsible for seeking potential sponsors to help finance the festival either through monetary, material or staff support. Assure that all sponsors are recognized appropriately.
• Gift Shop - Research and arrange for purchase of promotional (sales) items i.e. t-shirts, coordinate sales, arrange for booth, booth set-up and takedown, including scheduling staff.
• Raffle - Coordinate the raffle. Work with vendor committee and local businesses for donations, sell tickets and staff booth, hold raffle and distribute prizes.

Registration Team Leader –
Set up registration procedure and acquire registration information to establish participant list, events and field trips. Schedule volunteers to work at registration booth during the event. Arrange for money handling. Coordinate with field trip committee and hospitality committee.

• Registration/On-line - Record registrations in database. Send out confirmations and account for availability of field trips. Coordinate with field trip committee to assure availability of field trips. Responsible for handling registration monies.
• Registration/On-site - Set up on-site registration to assure the smooth operation of the registration process. Hand out event packets. Coordinate with field trip committee to assure availability of field trips. Responsible for handling registration monies.
• Info Center - Responsible for the dissemination of accurate information concerning the event. Records information on inquiries to add to mailing list database. Returns calls. Sends out registration packets or booklets.

Education Team Leader – Mary Ontriveros
Responsible for planning and implementing any educational activities and events associated with the festival.

• Student Contests - Plan, coordinate and implement a student essay contest for the purpose of exposing the festival to the schools and to foster an understanding of the importance of wildlife and resource study. Arrange for the prizes and coordinate with the social event chair for the public awarding of prizes.
• School Field Trip - Plan, coordinate and implement educational activities for school field trip day.
• General Public Event- Plan, coordinate and implement educational activities for children and families during the event. This is usually held as “Family Fun Day” on Saturday.
• Public Workshops – Coordinate and implement public educational opportunities throughout the year in preparation for the festival. Examples may be a birding curriculum workshop for local educators, public workshops, or speaker series.

Volunteer Team Leader – Joe Spangler
Responsible for recruiting volunteers to help in all aspects of the festival, coordinate with other committees to meet their volunteer needs, schedule volunteers and provide logistical information, be sure that the needs of volunteers are met and send out recognitions.

• Recruitment Recruit and schedule volunteers for on-site activities during the festival. Help committee chairs with placement of volunteers to help during the festival. Help committee to recruit new members. Hand out volunteer t-shirts, name-tags or other complimentary gratuities.
• Database - Keep up to date records of all volunteers and sponsors for the use of recruitment and recognition. Help distribute thank-you’s to volunteers who contribute to the event.

Marketing Team Leader – Susie Beach
Responsible for designing and fulfilling the marketing plan including all advertising, promotion, PSA’s, brochures, banners, signage.

• Advertising/Publicity - Advertising and promotion of the event. Work with various chambers, attend outreach opportunities, send out PSA’s, arrange for advertising, and work with Website committee to update information.
• Publication/Printing - Designing or working with designer for all printing projects. Arrange for and coordinate all printing including flyers, registration booklets, schedules etc. Working with printers for discounts or donations.
• Website - Design and continuing development of the Festival Website, keep the website current, work with registration & program teams.
• Outreach - Attends various events to promote the festival. Develops and maintains display material and media. May include birding festivals, chamber events, and local special events. Responsible for obtaining materials and staff needed.

Facilities Team Leader – Les Bovee
Responsible for all facilities needed at the event site. Arranging for tents and booths, set-up, takedown, security, safety, and directional signage placement.

• Facilities - Arrange for facilities at the event site (off-site arrangements are made by individual committees coordinating those events.) Facilities include tents, power, tables, chairs, etc. Work with park staff to facilitate parking, directional signs & communication.
• Security, First Aid & Safety - Arrange for security of facilities during the evening and nighttime hours. Arrange for emergency first-aid at the park during daytime event hours. Coordinate emergency contingencies for field trips and off-site events.
• Signs - Responsible for placement of banners at the chamber, city and park and their removal. Preparation, set-up and takedown of any community directional signs prior to and after the event. Fabrication and placement of signs within the event site for parking and van shuttles, and identification banners for facilities and workshops.
• Set-up/Take-down - Responsible for arranging for crew to set up tents, tables, etc. prior to the event and for the take-down and return of equipment after the event.
• Equipment Arrange, set-up and takedown of any equipment needed for any of the committees. Examples include AV equipment tables, chairs, flip charts, white-boards, communication radios

Project Team Leader –
Responsible for implementing and overseeing any resource projects designated by the Festival Committee. Manage the funds allocated for the project and seek donations or the possibility of matching funds. Recruit the workforce necessary for the completion of the project and arrange for any recognition.

• Adopt-A-Highway - Responsible to schedule adopted highway clean-up days, recruit helpers, order bags, care for equipment, arrange for pick-up and track volunteers.
• Grass Roots - Responsible for coordinating any project for the mediating of the dust in the Day Use Area. Work with park staff, solicit donations for material and labor, arrange for volunteer workers, and oversee the project. Could include the planting of grass or application of materials, watering or construction of a cement slab.
• Special Ad Hoc Project - Responsible for any projects outside the realm of the festival that the committee agrees to support.

Special Teams:
The Green Team – Plan and institute “green” practices before and during the event. This may include engaging other organizations or businesses. May also include gathering, sorting and disposal of recyclables at the event.

The Van Man Group – Help with delivery and return of field trip vans. This includes making sure they remain gassed, clean and ready to go. Make sure all kits are in place and returned.

The Shuttlers – Man and schedule the shuttles for the workshops.

Set-up Crew – Commander help and arrange for set-up prior to the event.

Clean-up Crew – Commander help and arrange for clean-up after the event.

Nature Fair - Commander help and arrange for set-up and clean-up of the Nature Fair facilities. Meet and greet all presenters.

Signs of the Times – Inventory and place signs on festival grounds.

The Ambassadors - Meet and greet any dignitaries, keynote or special guests of the festival. Make arrangements for in-town transportation or lodging if necessary.

The Chippers - Be “on call” to spread wood chips when they are scheduled for delivery.

The Granters - Seek and apply for grants to help support the event. Be sure that all recognition due the grantor is accomplished.

Scrappers - Create a scrapbook and display for the 10th Anniversary and beyond.