Fantasia Fair is planned and executed by unpaid volunteers. It requires many people to produce our little seven-day event. You’ll see how many at the Saturday banquet, when we ask everyone who played a role in making Fantasia Fair 2018 happen. The Fair’s primary volunteers are members of the Fantasia Fair Planning Committee. The members of the community– which ranges from as few as three to as few as six people, depending upon who shows up–work all year long to make the Fair happen. Every year, a committee member is chosen as Fair Director. The Director has ultimate responsibility for the well-being of Fantasia Fair and its attendees.
The Committee's Many Responsibilities
- Decides the structure of the Fair and finds venues, restaurateurs, and event leaders
- Publicizes the Fair and sells ads for the Participants’ Guide
- Makes contracts, pays bills, applies for grants, and maintains the Fair’s finances and prepares tax returns
- Sets the lowest possible price for the Fair
- Runs registration throughout the year
- Selects the Pioneer Award recipient and keynote speakers
- Accepts and processes workshop proposals and creates the schedule
- Decides the charity we will support each year
- Orders awards and supplies and equipment for the Fair office
- Solicits scholarship applications and decides, based upon available monies, who will be selected
- Staffs the office during the Fair
- Designs and maintains the Fair website
- Produces the Participants’ Guide and other publications
- Ensures restaurants have an accurate account so they can prepare the proper number of meals
Each of these responsibilities has many components. Consider just the Fair’s finances. It’s necessary to pay bills, make deposits, keep accurate records of proceeds and expenditures, enter financial data into QuickBooks, work with our accountant on tax matters. Someone must take tickets and maintain the cash box at the door at the Follies and Fashion Show; someone has to make sure restaurants have up-to-date counts for lunches and banquets; someone must walk around town on the day after the Fair and write checks to the restaurants that served us. Is all this a labor of love? Yes it is!
The committee works hard, but it would be impossible to produce the Fair without the effort of other volunteers. Every year attendees step up to do job big and small: taking the day’s proceeds to the bank, distributing daily newsletters, taking tickets at lunches and evening events, being big brothers and sisters, running the morning meet and greets, introducing speakers, wrangling A/V equipment, MCing the Fashion Show and Fantasia Fair Follies, staffing 306A Commercial Street, our spot to relax and mingle after hours– those are only just a few things Fairgoers do for the Fair!
Interacting with your peers and townspeople is a big part of your Fair. It’s a great way to make friends and gain confidence and contribute to the well-being of Fantasia Fair.
The wonderful Emily Sheldon is our Volunteer Wrangler and has been for more than ten years. Please e-mail her or talk to her when you see her at the Fair to ask what you can do to help. She needs you, and the Fair needs you! Emily will be at the Fair Office for registration and will hold a brief organizing meeting for volunteers immediately following the orientation brunch on the Monday of the Fair (at the same location). Please attend to find out how you can help out during the week.
Some Ways You Can Help the Fair
- Be a big brother or big sister to someone who is new and a bit frightened!
- Collect tickets at lunches or evening events
- Distribute or help to produce the daily newsletter
- Help to decorate the room for our Tuesday and Saturday banquets
- Help keynote speakers and workshop presenters with their audiovisual needs
- Take deposits to TD Bank on Shank Painter Road (a car will help for this)
- Work backstage at the Fashion Show or Follies
- Introduce keynote speakers
- Help at the Fair office
- Set up Fair office on Sunday; tear Fair office down Saturday afternoon
- Assist at morning meet and greets
- Help at our late night gathering spot at 306A Commercial Street (take out trash, tidy up)
- Make runs to the Stop & Shop on Shank Painter Road (a car will help for this)
Volunteer Reception on Thursday!
There will be a reception in honor of Fantasia Fair volunteers on Thursday, October 18 from 5:00 until 6:30 at the Fair’s late night venue, 306A Commercial Street. Emily will be there to say a few words. There will be an assortment of beverages and finger foods for you to enjoy. See you there!