Mastodon Fair always welcomes new volunteers! Our
current staff and volunteers are hard pressed to get all the jobs done
that
are required for the Fair to run smoothly.
Below is a list of jobs and tasks which we would like additional volunteers
to do. Having other people to handle these jobs would significantly
lighten
the load on the existing infrastructure.
For your convenience, we have
divided the jobs by roughly the amount of time required for each.
Helpful links to each section are provided below. Please
take a few minutes to look over the list and see if there are any jobs
that
fit
your skills
or available time.
If you are interested
in taking on a specific job or task for the Fair or if
you'd just like to help out the week of the Fair, please email us, at
,
with your name, what you had in mind, and how you would prefer to be contacted (phone vs. email). Or you can
download the Volunteer form and mail it to us in order to receive more information.
Thank you.
The following activities require
a one-time commitment during the year:
Description of job responsibilities:
(If no description is
listed, please click on the job name and a description will appear.)
Display Board Organizer
Makes sure the display boards are
created, displayed and stored for future years use.
Inventory Control
Track the inventory of awards at
start of fair and after fair and after the corrections have been
done. Turn in copies of the final report to the Science
Fair Supply as well as MASRF's Treasurer and Executive
Director.
Mail Deadline Reminder Postcards
Add labels and postage.
Stuffing Envelopes
There are 5-10 times a year that
the fair has anywhere from 100 to 2,000 envelopes to stuff /apply
labels/ sort by zip code or school and other manual labor. There is
normally a week time frame to get the items done. Person taking
organizational responsibility would:
Organize the fulfillment of the tasks needing to be done.
Must be able to commit to a definite time frame for the task
when known.
Must have a group of volunteers to call on with a week or less
notice who can help.
Teacher/Parent Information Handout
Edit Teacher/Parent Information
Handout available from web site and mailed with Project ID labels.
Coordinates packaging,
distribution, documentation, and reporting of
ribbons/medallions/miscellaneous prizes
Fair Lighting/Temperature
There are various areas where the
art projects are hard to see because of the lack of substantial
lighting. Person taking organizational responsibility would:
Work with Tim and Kim Fischer to obtain free lighting from
Ameren
String Christmas tree style lights in dark areas
Obtain fans to regulate the temperature in hot areas of the field house.
Monitor the light/temperature during the judging and public
viewing times of the fair.
Judges will be provided a space in
the lobby to sit and enter their scores as well as eat the dessert
portion of their meal. Person taking organizational responsibility
would:
Setup the tables/chairs/food/drinks and decorate if desired.
Work with the Hospitality chairperson to arrange the dessert
to be provided
Provide some kind of non-sugar alternative for diet restricted
judges.
Obtain several volunteers to help serve and clean up
Fair Decorations
Many areas of the fair could use
some visual appeal added. This position addresses some of these
areas. Person taking organizational responsibility would:
Generate ideas for decorating (current ideas are table cloths
for all project tables, painting of Styrofoam that the art
projects are displayed on, etc.)
Source the materials necessary
Obtain volunteers to put up/take down/store supplies used
Work with Renaissance Rooms on theme elements for the fair.
Floor monitors, project stampers,
handing out programs at ceremony, host/hostess during judging
(Thurs/Fri evening), Award Ceremony registration/check-in, exhibit
check-in, exhibit hall setup and breakdown, HUB, MASRF store.
When provided lists of items by
various coordinators, do your best to find someone to donate the
item. Record the donations on the In-Kind forms
Sourcing Gifts
Find donors for staging/ceremony
items: table coverings, judges gifts. Find donors to provide
"free" items for workshop participants: Tickets to local
sci/art attractions, spa certificates, dining certificates, etc.
Sourcing-New Awards
Find donors to provide new
scholarships or to summer camps/classes - Place special emphasis on
Art awards and teacher recognition awards.
Sourcing -Hospitality
Work with Hospitality chairperson
to find donors to supply snack, food items, lunches for: Workshop,
volunteers who work the week of the fair; ISEF and Neo judges,
general judges.
Sourcing "Thank you"
lunch for Volunteers
Find restaurant that will donate
services for this event.
Fund-Raising Banquet followed by
Exhibits Tour
Research possibility of having a
local restaurant with celebrity chef cater a fund raising dinner
followed by a tour of the Art or Science exhibits. $100/plate.
Major Leads: Follow-up
Follow-up on leads to answer
questions/confirm sponsorship.
Story Ideas Contributor
Prepare MASRF story ideas and
deliver to Publicity Volunteer.
The following are administrative/operational
activities that require on-going commitment through the year:
Description of job responsibilities:
(If no description is listed, please click on the
job name and a description will appear.)
Art Director
Responsible for Art portion of
Workshop; Art exhibits layout; develop Art Division awards; research
further competitions for Neo finalist; update rules for the Art
Division; submit newsletter items pertaining to art division; answer
Art entry/judging questions during the Fair and from the web
site.
Assist the Director as needed:
update MASRF generic calendar; update documentation for fair
operations; publish monthly reminders to the Executive Board.
Members for upcoming tasks, deadlines, etc. Follow up on upcoming
tasks w/Board members. Make reservations for Workshop, Fair
(including facility for judges' dinner). Notify Advisory Board
members of upcoming meetings. Assist Executive Director
w/publications for Advisory Board meetings.
Mastodon Fair is a 501(c)3 – Not for Profit Entity (#N00046237) and contributions are tax deductible (IRS #43-1613401).
IRS Form 990 available upon request.
,
with your name, what you had in mind, and how you would prefer to be contacted (phone vs. email). Or you can