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Table Rock Eclipse Gathering- Logistics (Key features (Spirituality and…
Table Rock Eclipse Gathering- Logistics
Volunteer Coordinator
Set-Up
Sign Team
Stage Crew
During the Festival
Green Team
Clean-Up
Green Team
Kitchen Clean up
Village Clean up
Vendor Coordinator
Help Vendors setup and Answer Questions
Create contractual agreements with vendors
One assistant free ticket
No meal pass
Vendor parking arrangements pre-event
Electrical needs
Camping requirements
Arrival to property
When to leave property
Damage to grounds fees
Water needs
Collect Vending Fees in established paypal
Seek out potential Vendors
Inserts approved Vendors into the “Matrix”
Paypal instructions for vending fees
Village Coordinator
Art Gallery
Yoga & Movement
Healing Arts
Permaculture and Earth Skills
Personal Mastery/ Leadership/ communication
Utilize a specific email to collect and process applications
Create a general contract for each approved workshop application
Collect info and create profiles on Website.
Submits all potential Points of Light, Keynotes, and workshop facilitators to the council to be approved
Kids Village
Booking children’s Point of Light teams
Utilizing Workshop coordinator created contractual agreements
Recruit children’s area volunteers
Recruit Children’s village vendors
Stage/ Music Coordinator
Pre Event
Stage/ Alter Build and Deco
Deco Team
Alters
Stage
Art Installations
Signs
Lights
VJ
Equipment load in
Stage placement already established
Electrical cords and tech already inventoried
Sound
Music/ Performers Coordinator
Fire Perfomance space
Music Lineup
Post event
Equipment/ Deco take down/load out
MC
Green Team/ Sanitation
Trash, Recycling & Compost
Designated Areas
Trash Dumpster
Recycling Dumpster
Scheduled Drop off/ Pick up
Compost Plan
Ground sweep
Servicing Bathrooms/ Showers
Food/ Water
Kitchen
Kitchen/ Food Coordinator
Free meals for staff, volunteers, and “VIP” (artists, musicians, Keynotes, etc)
Coordinate volunteers
Food collection
Prep
Clean Up
Create compost strategy
Refrigeration techniques and troubleshooting
“VIP” snacks
Kid snacks
Food Safety
Labels
Dishwashing regulations
Meal plan
Obtain fresh local organic produce/ bulk goods- Source local farmers, grocery stores, etc for food donations
Epic Food Vendors
Meals
Snacks
Silvermoon Chocolate
Coconut Water
Buchi
Water Station
Lodging/ Camping Coordinator
Make sure camp spots are well marked and maintained
Family Camp
Quiet Camp
GA Camping
RV/ Car Camping
Financial/ Legal Coordinator
Starting Budget/ Seed money
Expenses
Property Rental
Music Acts
Stage/ Lighting/ Sound
Promotions
Core Staff
Random Expenses
Food
Performers
Keynotes
Porta-Potties
Medics/ security
Ways to Raise Capitol
GA Tickets
Craft Vendors
Lodging
Caffeteria
Resource based donations
Food Vendors
Sponsorships
Legal
Insurance
Promotions
Branding
Website
Full Poster
Flyer (Front / Back)
FB Event page and Community Page
Square poster
Promo Video
Early Bird Post
Map
Schedule
Gif Image
Countdown
Badges for Staff, Volunteers, and Co-Creators
Wristbands
Momentos
Reusable water bottles
Stickers
Frameable posters
T shirts
Yoga mats
Lighters
Ads for each feature
Data Connect
Marketing/ Networking
Media, press release liaison
Blogging
Interviews
Sponsorship outreach
Announcements
Surveys/ Polls
Street Team
Strategic Partnerships
Social media on global and regional levels
Livestream/ Webcast interviews
Media Team
Photographers
Videographers
Journalists
Key features
Spirituality and Consciousness
Educational Opportunities
Permaculture
Indigenous Wisdom
Environmental/ Social Action
Community Design
Art & Performace
Cultural Exchange
Health & Wellness
Organic Food
Family and Children
Natural Building
Communication
Leadership Training
Science & Tech
Alternative Currencies
Storytelling (Ancient & New)
Deep Mythos and Culture
Environment/ Ontological Design
Pattern Recognition/ Sacred Geometry
Sacred Sexuality
Music
Yoga and movement
Workshops and Playshops
Ceremony
Slacklibrium
Harmonia
Office
Database of important phone numbers
Lanyards readied
Create office supplies list & delegate someone to collect
Office Signs posted
Tables set up
Recycling and trash bins established
Printer set up
Wifi set up
Establish the flow of people coming to and from
Set up walkie talkie check out system
Set up walkie channels
Have a designated office person for all onsite printing needs
Checking in all “VIP”, staff, and volunteers
Issuing lanyards
Knowing and directing “VIP” to their Accommodations
Shoing them where to sleep, shower, and get food
Collecting copies of driver’s licenses and Identification to keep on file for all our driving needs
Lamination skills
Answers incoming phone calls
Answers incoming messages from social media outlets
Golf Carts, Tools, Resource Collection
Parking/ Check in/ Directing Flow (One Lead Coordinator with Volunteers)
Check in/ Info Booth/ Volunteer HQ
Pre Event
Set up Check-in Tent
Mark off Parking
Create and Distribute Signs around the Property
Set up Wifi (?)
Post large maps around the Property
Survey the land to designate parking
Create that layout and flow of traffic
Set up a station for volunteers
Make sure Parking attendants have a walkie
Shuttling for those in need
Disabilities
Parents with small children
Bad Weather Backup Plan
During Event
Check in
Wristbands
Money Handling/ Cash Box
On site "stuff" drop in a secured area
Direct car/ people/ shuttle flow
Bad Weather Backup Plan
Lead Admin
Pre-Event Organization
Updates and tracks the Master Plan
Tracks who gets into the festival for free from each sector
plus ones
Manages Contracts
arrival times (keynotes and such)
Staying updated by other “zone” leads to keep updated information on file
Sacred Space Holder
Attend a property walk to evaluate grounds
Create center point mandala
Trails and/or meditation points
Collect wood for Sacred Fire
Set up container
Host group meditation onsite with the land and all staff present
Sage or Other Sacred cleansing ritual at or near gate incoming the property
Help set up Opening Ceremony Guidelines
Help set up closing ceremony guidelines
Create suggestions of ceremony hosts
Opening/ Closing Circle Ceremony
Afterglow
Early Arrival