Volunteer

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Volunteer Coordinator. This is a critical role in the successful execution of the annual Elmira Maple Syrup Festival.

The Volunteer Coordinator would be responsible for the following tasks:

• Source and recruit volunteers through various platforms (email, community organizations, etc.)
• Complete the volunteer intake package and provide the necessary information for volunteers
• Schedule volunteers appropriately to fulfill the responsibilities of their role
• Provide support for volunteers as necessary on festival day
• Develop volunteer role descriptions in conjunction with the sub-committee lead(s)
• Communicate frequently with volunteers and sub-committee lead(s) to ensure the placement is meeting the needs of the program and the volunteer
• Plan appropriate volunteer recognition initiatives

Skills required to be a successful applicant:

• Advanced organization skills
• Exceptional interpersonal skills
• Demonstrated oral and written communication skills
• Strict attention to detail and accuracy
• Ability to work independently as well as in a team environment

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Mall Vendors Manager. This role is critical to the success of the Elmira Maple Syrup Festival.

The Mall Vendors Manager would be responsible for the following tasks:

Committee/Ongoing Tasks

• Update previous year’s Vendor applications with revised dates and pricing

• Reach out to emergency services for updated documents to be distributed to accepted vendors (Refer to EMSF Google Drive page for previous year’s forms for update)

• Coordinate distribution of Downtown vendor applications for both food vendors and non-food vendors

• Review submitted applications from previous vendors and send approval if in good standing from the previous year

• Review submitted applications for new vendors to fill gaps in layout to ensure capacity is met

• Send out final confirmations for vendors that have been approved by attaching all the updated additional forms along with confirming payment has been received

Do You Have a Subcommittee?

• Yes, there is a Festival sub-committee for EMSF Mall Vendors. As the Mall Manager you chair this subcommittee consisting of other members assisting with administration tasks and festival day of operations  

Close to the Festival Date

• Confirm attendance for all vendors by sending out a final reminder email

• Stay on to of all vendors and ensure they are completing the required documentation

• Attend the safety and emergency preparedness meeting organized by the Facilities Manager (Wednesday before the festival)

Festival Day

• Lead the team for the laying out of the mall early Saturday morning before vendors arrive

• Coordinate and supervise vendor set up once layout is complete

• Throughout the day, monitor vendors and address any issues that arise

• Collect 10% of sales at the end of the day from ALL food vendors

After the Festival

• Send out thank you emails and follow-up with vendors after the festival who did not pay their 10% of sales on festival day

Budget

• Submit the budget based on the previous year. Changes to be made following the festival date and throughout the off-season

Forms

• Keep copies of Insurance Certificates, Salesperson Licenses & Applications for vendors and other special events groups on hand and know where they are located on festival day

Detailed Task List

• See Mall Vendors Workflow/Schedule for more details with timeline, schedule, and contacts for each vendor from previous years

Skills required to be a successful applicant:

• Advanced organization skills
• Ability to adhere to control functions
• Demonstrate oral and written communication skills
• Strict attention to detail and accuracy
• Ability to work independently as well as in a team environment

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Special Events Coordinator/Assistant. This role is critical to the success of the Elmira Maple Syrup Festival.

The Special Events Coordinator/Assistant would be responsible for the following tasks:

Committee Meetings

• Organize special events that pertain to the festival across several locations (downtown mall, WMC, pancake tent, etc.)
• Put in a request for volunteers based on the number of events and locations for the year. Consult with the Volunteer Coordinator to ensure requirements for volunteers are met.
• Ensure payments are received from attending performers, vendors, and other special events.
• Coordinate with Woolwich Township Recreation Facilities regarding layouts and logistics surrounding the WMC. 

Subcommittee

• There is not a subcommittee directly within the Festival Committee. However, liaising between committees such as facilities, mall vendors, the pancake tent, and volunteers is required.

Close to the Festival Date

• Confirm attendance for all events, performers, and vendors for special locations.
• Attend the safety and emergency preparedness meeting organized by the Facilities Coordinator (Wednesday before the festival)

Budget

• Submit the budget based on the previous year. Changes to be made following the festival date and throughout the off-season.

Forms

• Keep a copy of the insurance certificates and applications for vendors and other special events groups on hand and know where they are located on festival day.

Detailed Task List

• See Special Events Workflow/Schedule for more details with timeline, volunteer schedule, and contacts for each area.

Skills required to be a successful applicant:

• Advanced organization skills
• Ability to adhere to control functions
• Demonstrated oral and written communication skills
• Strict attention to detail and accuracy
• Ability to work independently as well as in a team environment

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Ticket Booth Coordinator. This role is critical to the success of the operations on the day of the Elmira Maple Syrup Festival. The Ticket Booth Coordinator would be responsible for the following tasks:

• Facilitate Volunteers on festival day to staff ticket booths to make sales at various venues, working closely with the Volunteer Coordinator
• Coordinate cash collections for the festival and maintain floats at all ticket booths
• Follow and enforce control protocols for handling cash on festival day
• Provide support for volunteers as necessary on festival day
• Communicate frequently with volunteers and sub-committee lead(s) on festival day to ensure uninterrupted ticket sales

Skills Required to be a successful applicant:

• Advanced organization skills
• Ability to adhere to control functions
• Demonstrated oral and written communication skills
• Strict attention to detail and accuracy
• Ability to work independently as well as in a team environment

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Secretary. This role is critical to the success of the Elmira Maple Syrup Festival.

The Secretary would be responsible for the following tasks:

Committee Meetings

• Prepare the agenda and send it out with previous meeting minutes on Friday before the meeting
• Prepare meeting schedule (done for 2023-2024)
• Email reminder of meetings to committee
• Remind committee members of the contact list on the Google Drive
• Pick up mail at Township office (shared with Treasurer and Chairperson)

AGM (October/November)

• Work with the Chair and Treasurer to order snack trays
• Prepare agenda and send out with previous AGM minutes
  • AGM approves previous AGM minutes
  • Review Financial Audit Statements and appoint an auditor
  • Vote in Officers (President/Chair, Vice Chair, Treasurer and Secretary)
  • Vote in Directors
• Update the list of Directors and Officers and send it to John Kendall (Lawyer) office
  • The list needs to include the following:
    • mailing address for new directors
    • date the director joined the committee
    • note directors being removed from the list

Executive

• Prepare agenda and send out minutes from the previous meeting
• Take minutes during the meeting
• Email reminders of meetings

Dispersal of Funds

• Arrange for cake and coffee/tea
• Book gym at St. James Lutheran Church
• Create an invitation
• Call local newspapers
• Send invites to the mayor, MPP, MP, and Regional Chair
• Type up Press Releases from Promotions and distribute day after Dispersal
• Be at the door to hand out name tags
• Karen Weber to contact grant recipients

Set-Up Day

• Work with the Chair/Vice Chair to arrange committee breakfast at the Elmira Legion at 7:00 am
• Arrange lunch for 12:30 meet at Lions Hall (2023 was Pita Pit)
• Prepare name tags for committee members (do not purchase for the 2024 festival. We have lots!)
• Create and print a cell phone list for all

February and March

• Book wrap-up meeting dinner at the Grill on the Green – John – 519-222-1160 or thegrillrestaurant@gmail.com
  • Request a private meeting space
  • Circulate a sign-up sheet for committee members
• First week of February  – get batter at the Wholesale Store in Waterloo for tree tapping ceremony and drop off at the farm on the day of
• Order syrup for Child Witness Centre Breakfast

Other

• Type and send out all correspondence
• Prepare information package for new members – bylaws, minutes from previous meetings, etc.
• Archive minutes yearly with Waterloo Regional Archives -519-575-4400 or archives@regionofwaterloo.ca
• Collect and archive annual brochures, newspaper articles, artifacts, souvenirs, etc.
• Update workflows

Opening Ceremony

• Determine who is doing what
• Organize all supplies to be at Gore Park – most come from the storage unit
• Invite dignitaries
• Contact Town Crier – Scott Fraser
• Organize volunteers to help cook and clean up

Role Description: The Volunteer Management Coordinator is pivotal in enhancing the volunteer experience by streamlining the onboarding process and efficiently scheduling volunteers for various festival roles. This position allows the current Volunteer Coordinator to concentrate on volunteer recruitment efforts.

The Volunteer Management Coordinator would be responsible for the following tasks:

• Onboarding Process Development: Design and implement a structured, user-friendly onboarding process for new volunteers, ensuring clarity and ease of access to necessary information and training materials.

• Volunteer Scheduling: Organize and manage the scheduling of volunteers across diverse roles and time slots during the festival, ensuring optimal coverage and efficient utilization of volunteer resources.

• Collaboration: Work closely with the Volunteer Coordinator to understand recruitment needs and align onboarding and scheduling processes accordingly.

• Communication: Serve as the primary point of contact for volunteers regarding onboarding and scheduling inquiries, providing timely and supportive responses.

• Record Maintenance: Maintain accurate records of volunteer assignments, availability, and contact information to facilitate effective communication and coordination.

Skills required to be a successful applicant:

• Organizational Skills: Demonstrated ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.

• Communication Skills: Strong interpersonal and written communication skills, with the ability to engage and motivate volunteers.

• Technological Proficiency: Familiarity with scheduling software or volunteer management systems is an asset.

• Team Collaboration: Experience working collaboratively in a team environment, preferably within a volunteer-driven organization.

• Commitment to Community: A passion for community engagement and supporting local events.

Role Description: The Community Engagement Manager plays a vital role in fostering connections between our organization and the local community. This individual will be responsible for coordinating a variety of events, managing mascot appearances, and ensuring the success of community initiatives. By working closely with volunteers, local organizations, event partners, and the EMSF Outreach Team, the Community Engagement Manager will help bring the community together and promote our mission.

The Community Engagement Manager would be responsible for the following tasks:

Event Coordination

• Moonlight Madness
• Mascot appearances at events such as some Sugar Kings Hockey Games
• Community Pancake Breakfast
• Santa Claus Parade
• Grant Announcement Event in April
• Newspaper and Federal Grant announcement opportunities
• Any additional events requiring mascot participation

Mascot Management

• Coordinate appearances for mascots Flapjack and Amber at community events
• Schedule and manage two volunteers per mascot to assist during appearances
• Ensure mascot appearances align with the organization’s brand and community engagement goals

Skills required to be a successful applicant:

• Proven experience in event coordination, community engagement, or a related field

• Strong organizational and time-management skills

• Excellent communication and interpersonal skills

• Experience managing volunteers and coordinating teams

• Creative problem-solving abilities and attention to detail

• Familiarity with community events, programs, and local networks is an asset

Role Description: The Elmira Maple Syrup Festival Committee is seeking an experienced grant writer to help secure funding through grants and sponsorships for the upcoming Festival, ensuring its continued success and growth.

The Grant Writer would be responsible for the following tasks:

• Research potential grant opportunities at the municipal, provincial, and federal levels, as well as through private foundations and corporations.
• Write, develop, and submit well-researched grant applications, sponsorship proposals, and funding requests.
• Tailor each grant application to meet the specific requirements of the funding organization.
• Collaborate with the Festival’s board and committee members to gather necessary financial data, project details, and community impact information.
• Ensure all grant applications are submitted on time, with accurate supporting documentation.
• Maintain a calendar of deadlines and submissions.
• Monitor the progress of submitted grants and follow up on outstanding applications.
• Provide regular updates to the Festival committee on the status of applications and potential funding opportunities.
• Assist with grant reporting and documentation as needed.

Skills required to be a successful applicant:

• Proven experience in grant writing, preferably for non-profit organizations or community events.
• Strong understanding of grant funding sources in Canada, especially in Ontario.
• Excellent research, writing, and editing skills with a keen attention to detail.
• Ability to understand financial documents and budgets related to grant applications.
• Experience working within deadlines and managing multiple projects simultaneously.
• Strong communication and collaboration skills to work with the Festival committee and other stakeholders.

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Online Ticket Sales Coordinator. This role is critical to the success of the Elmira Maple Syrup Festival’s pre-sale success.

The Online Ticket Sales Coordinator would be responsible for the following tasks:

• Coordinate and implement ticket sales to be posted on the festival website. You will be liaising closely with the Website Coordinator and multiple sub-committee leaders, to ensure content is accurately sold to the public
• Maintain adequate documentation for all sales and follow control framework to ensure records are updated on festival day
• Set up and track key sale metrics and regularly report on performance
• Work collaboratively with our external web development vendors to identify and address
  technical issues and bugs
• Assist Website Coordinator with certain web responsibilities

Skills required to be a successful applicant:

• Advanced organization skills
• Ability to adhere to control functions
• Demonstrated oral and written communication skills
• Strict attention to detail and accuracy
• Ability to work independently as well as in a team environment

Role Description: The Elmira Maple Syrup Festival Committee is seeking a highly motivated individual to assume the role of Social Media Coordinator. This role is critical to the success of the Elmira Maple Syrup Festival’s success.

The Social Media Coordinator would be responsible for the following tasks:

• Regularly schedule posts on Facebook and Instagram social channels
• Connect with other committees to ensure that posts accurately reflect other committee initiatives
• Monitor social channels for comments and interactions to ensure they are appropriate and address any concerns in a timely fashion
• Create social posts with attractive images to encourage engagement

Is there a subcommittee?

• Yes, there are 2 other members on the promotions team who run the television and radio promotions for the festival

Close to the festival:

• Have posts scheduled daily for the two weeks leading up to the festival
• Respond to messages and comments within less than 12 hours
• Post important information such as:
  • parking information
  • methods of payment available
  • tips for being successful at the festival
  • methods of transportation available
  • events happening at the festival
• Lead the Headquarters at the festival (welcoming guests and answering questions)

Budgets

• Submit the budget based on the previous year. Changes to be made following the festival date and throughout the off-season
• Check with other members of the promotions team to ensure their budgetary needs are met as well

Detailed task list

• Be proactive in scheduling posts (a month at a time)
• Attend monthly meetings
• Lead the promotions team
• Owner of the promotions budget
• Assist/support with other promotion teams needs when required
• Must be experienced in graphic design (Canva)
• Must be experienced in Meta (Instagram and Facebook)
• Managing the Headquarters at the festival