VOLUNTEER POSITIONS

EcoFair 2024 – Day of Volunteering – Sunday Nov. 3rd, 2024 at Wychwood Barns, Toronto

Positions: EcoFair 2024 Volunteer Positions
Organization/event: EcoFair Toronto
Location: Wychwood Barns, Toronto / Virtual meetings leading to in-person volunteering on November 3, 2024

About EcoFair Toronto

EcoFair Toronto (formerly EcoFair at the Barns), is a celebration of the wonderful people, environmental groups, and eco-businesses that are helping create a greener and healthier planet for all.

The 16th annual event will happen on November 3th, 2024.

The 2024 EcoFair Toronto will be a mix of exhibitors, tasty and local sustainable food (come by for lunch!), games, kids' activities, and more, all designed to inform and inspire greener and more sustainable choices in our communities and daily lives. The event also showcases environmental non-profits and environmentally-friendly businesses to celebrate their success and inspire everyone to join them in taking action.

Learn more at ecofairtoronto.org

Volunteer with us!

Are you passionate about the environment and community building? Get behind the scenes of the Eco Fair Toronto and volunteer with us! Be connected to environmental businesses and organizations, meet like-minded people, challenge yourself and learn something new.

Over 15 years the EcoFair team has established practices for ensuring streamlined delivery of required tasks. Guidance and templates for many of the tasks are available to make requirements and actions clear. Nothing needs to be invented from scratch, but if that is what you like to do and you think you could enhance the EcoFair by adding something new, the EcoFair is open to that.

We need members to join the Fundraising/Sponsorship Team, Exhibitor Team, and other teams. Each team requires a leader/coordinator as well as team members. Below is a list of the teams and roles. Scroll down further for details of each role.

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POSITIONS:

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Day-of Volunteer

We are looking for members to volunteer the day of in a variety of different roles – such as helping our silent auction, setting up the EcoFair, greeting guests at the welcome table, helping with food and waste, interactive activities assistance, and much more! Please visit the application link below and select "Day Of Volunteer".

The Team will reach out to you closer to the EcoFair with further details regarding day of shift assignments.

APPLY HERE - https://forms.gle/DxVfRbCgoUs1RqcMA

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Fundraising/Sponsorship Team

The Fundraising/Sponsorship Team helps coordinate fundraising activities, including searching and applying for grants, communicating with past donors for donations, securing prizes for the silent auction and raffle at the EcoFair each year, etc. Since the event is free, grants, donations and the silent auction are vital sources of income for the EcoFair. The fundraiser is an essential part of the EcoFair’s success. See responsibilities, outcomes, and requirements of the Fundraising/Sponsorship Team members below.

Responsibilities:

• Research and apply for grants available for non-profit environmental and community groups
• Reach out via email to potential donors to secure silent auction prizes
• Arrange for pick up / delivery of silent auction prizes from donors
• Provide social media team with information regarding donors and prizes to promote on social media platforms
• Create bid sheets and descriptions of prizes, as necessary, to be displayed at silent auction
• Supervise silent auction volunteers on the day of the event
• Visit donors / exhibitors to ensure they have an excellent experience
• Collect money from winners and tally money at the end of the event

Outcomes:

• Secure a variety of grants and interesting and (preferably) environmentally friendly prizes for the silent auction
• Items are displayed in an attractive, organized manner
• Raise money to help offset cost of the EcoFair

Volunteer Requirements:

• Interest in gaining fundraising experience
• Very organized, diligent, and a team player
• Comfortable using Gmail, Google Docs, and Google Sheets to collaborate remotely
• Passion for the environment and community-building

Time Commitment

• Able to attend one 2 hr organizing meeting per month (Jun– Nov), and possibly other ad hoc meetings as determined necessary by the team
• Approx. 2 hours a week on a flexible schedule (Jun-Sep)
• Approx. 30 min - 1 hour a day as event day approaches (Sep - Nov)
• In-person attendance for 8 hrs on Nov 3

APPLY

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Exhibitor Coordinator Roles

Exhibitor Lead

The Exhibitor Lead oversees the main Exhibitor Coordinators, the liaisons for businesses and community groups that take part in the event. The Exhibitor Lead tracks exhibitor responses and requirements and checks in with Exhibitor Coordinators as necessary to ensure that exhibitors are receiving timely replies and information.

Exhibitor Coordinator

Work with the team and the Exhibitor Lead to ensure the responsibilities, outcomes, and requirements of the Exhibitor Coordinator Team (as listed below) are met.

Responsibilities:

• Recruit, communicate with, and organize exhibitors for the EcoFair
• Answer exhibitor questions
• Regularly monitor tracking sheets to ensure that exhibitor information is being entered regularly
• Monitor the collection of exhibitor fees and insurance information by the Exhibitor Coordinators
• Help exhibitors' set-up and tear-down on the day of the EcoFair
• Provide support to exhibitors during the EcoFair

Outcomes:

• The EcoFair reaches its capacity for exhibitors who meet the requirements of the EcoFair
• All exhibitors are confirmed by mid October
• Relevant information is provided to exhibitors and exhibitor questions are answered in a timely manner
• Exhibitors have a great experience at the event

Volunteer Requirements:

• Professional manner and a friendly personality
• Very organized and diligent
• Comfortable using Gmail, Google Docs, and Google Sheets to collaborate remotely
• Passion for the environment and community-building

Time Commitment

• Able to attend one 2 hr meeting per month (June – Nov) (meetings will be virtual unless otherwise agreed by the Exhibitor Coordinator team).
• Action execution between meetings
  • Approx. 3 hours a week on a flexible schedule (June – Sept)
  • Approx. 30 min - 1 hour a day as event day approaches (Oct - Nov)
• In-person support for the day of the event for 10 hrs (November)

APPLY

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Food Team Roles

The Food Team is responsible for contacting potential food and beverage vendors and securing vendors that meet the requirement of the site. In the past, Ecofair has had sustainable, local vendors which had a similar mission to Ecofair. They will look into the public health guidelines for the event and ensure that vendors are well informed prior to the event.

Food & Drink Coordinator

The Food & Drink Coordinator enhances the attendee experience by organizing food and beverage exhibitors at the EcoFair.

Responsibilities:

• Gain a good understanding of public health guidelines on food and beverage, and the restrictions set by Wychwood Barns
• Contact potential food and beverage vendors and secure vendors that meets the requirements of the site
• Target food trucks that can provide food that is local and sustainable, and can obtain electric power required for operation from sources other than portable generators
• Answer vendor questions with support from the Event Coordinator
• Ensure periodic contact with the vendor to keep them engaged during the lead-up to the EcoFair
• Help the vendor set-up and tear-down on the day of the EcoFair
• Provide support to the vendor during the EcoFair
• If needed, supervise the money handling of the refreshments station

Outcomes:

• A variety of great refreshments (that are ideally local and sustainable) are available to attendees at the EcoFair
• Minimal noise and exhaust are produced by vendors on site.
• A food and beverage vendors are confirmed by the beginning of October
• Relevant information is provided to the vendors and questions are answered in a timely manner
• The vendors have a great experience at the event

Volunteer Requirements:

• Professional manner and a friendly personality
• Very organized and diligent
• Comfortable using Gmail, Google Docs, and Google Sheets to collaborate remotely
• Passion for the environment and community-building

Food Team Member Time Commitment

• Able to attend one 2 hr meeting per month (June – Nov) (meetings will be virtual unless otherwise agreed by the Food team).
• Action execution between meetings
  • Approx. 2 hours a week on a flexible schedule (June – Sep)
  • Approx. 30 min - 1 hour a day as event day approaches (Oct - Nov)
• In-person attendance and support for the day of the event for 10 hrs (November)

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Interactive Activities Team Coordinator

The Interactive Activities Coordinator invites and manages exhibitors that provide interactive, family-friendly fun at the EcoFair. These activities significantly contribute to the EcoFair’s success in achieving its goals of informing, inspiring and engaging attendees.

Responsibilities:

• Contact potential exhibitors that are knowledgeable, inspiring, and engaging
• Secure a diverse selection of eco-themed activities
• Set the interactive activities schedule, taking into account availability of exhibitors
• Answer exhibitors’ questions with support from EcoFair Event Coordinators
• Ensure periodic contact with confirmed exhibitors to keep them engaged during the lead-up to the EcoFair
• Coordinate and support interactive activity exhibitors on the day of the EcoFair
• Design, print and display the presentation schedule at the event
• Help set up the activities beforehand and supervise them throughout the event

Outcomes:

• An interesting and diverse selection of eco-themed interactive activities are confirmed by mid October
• A clear and concise schedule is created and distributed
• Relevant information is provided to interactive activity exhibitors and exhibitors’ questions are answered in a timely manner
• Exhibitors have a great experience at the event

Volunteer Requirements:

• Very organized, diligent, and a team player
• Comfortable using Gmail, Google Docs, and Google Sheets to collaborate remotely
• Passion for the environment and community-building

Interactive Activities Team Member Time Commitment:

• Able to attend one 2 hr meeting per month (June – Nov) (meetings will be virtual unless otherwise agreed by the Interactive Activity team).
• Action execution between meetings
  • Approx. 2 hours a week on a flexible schedule (June – Sep)
  • Approx. 30 min - 1 hour a day as event day approaches (Oct - Nov)
• In-person attendance and support for the day of the event for 10 hrs (November)

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Marketing Team Roles

The Marketing Team will include a marketing lead, promoters, and social media engagement team members.

Marketing Coordinator

The Marketing Lead helps coordinate the marketing team (Promoters and Social Media Engagers) and is the liaison between the EcoFair team, any graphic designers, and marketing sponsors. The Marketing Lead oversees engagement efforts.

Responsibilities:

• Ensure that posts to Facebook, Instagram, and Twitter are being published according to plan
• Help craft the marketing content to be shared with businesses, community organizations, event websites, and community calendars to spread the word about the EcoFair
• Schedule and provide backup to Social Media Coordinators if necessary
• Create content for the EcoFair promotional newsletter
• Liaise with graphic designer(s) to create event posters, banners, newsletter

• Take pictures and post items to social media platforms on the day of the EcoFair

Outcomes:

• Social Media Coordinators receive a clear and manageable schedule for promotion of EcoFair
• The EcoFair is promoted actively on social media platforms
• Conventional media is used as appropriate and manageable to promote the EcoFair
• People engage with the EcoFair content through the planning stages and leading up to the event

• Drive attendance to EcoFair

Volunteer Requirements:

• Experience developing marketing content
• Familiar with Facebook, Instagram, and Twitter
• Very organized, diligent, and a team player
• Comfortable using Gmail, Google Docs, and Google Sheets to collaborate remotely
• Passion for the environment and community-building

Time Commitment:

• Able to attend one 2 hr organizing meeting per month (June– Nov)
• Approx. 2 hours a week on a flexible schedule (June - Nov)
• Approx. 30 min - 1 hour a day as event day approaches (Sep - Nov)
• In-person attendance on the day of the event for 10 hrs (Nov 3)

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Promoter

Responsibilities can include:

• Reach out to different press media outlets or organizations such as Toronto Star and CBC News to share EcoFair.
• Postering in your neighborhood or school.
• Reaching out to local organisations to share EcoFair.
• Call into local radio stations of your choice to speak about EcoFair.

Volunteer Requirements:

• Comfortable speaking in public (for radio stations, for ex.) and reaching out to media outlets.
• Possess phone and email etiquette.

Time commitment:

• 1 hour total OR approximately 2 hours each week if ongoing outreach.

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Social Media Engager

Responsibilities:

• To increase exposure for EcoFair, you will be commenting, liking and engaging with like minded profiles, businesses and organizations on social media platforms.
• Meet with social media team weekly to develop engagement strategy.
• Use social media etiquette.

Volunteer requirements:

• Be familiar with Facebook, Twitter and/or Instagram.
• Understand social media etiquette (no cyberbullying, be mindful of your audience and the image you portray etc.)
• Have access to computer and wifi.
• Passion for the environment and community building.

Time commitment:

• Attend one hour weekly social media team meetings.
• 3-4 hours weekly engaging on social media (flexible).

APPLY

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Planning Team

The planning team coordinates overall organization and scheduling of events, plans activities and events including organizing meetings, and provides guidance to coordinators of other EcoFair teams.

Responsibilities:

• Set plans and directions for the EcoFair
• Coordinate other teams to ensure achievement of objectives

Outcomes:

• An EcoFair that fulfill's EcoFair Toronto's mission and creates opportunities for an even better EcoFair in future years

Time commitment:

• Able to attend one 2 hr meeting per month (April – Nov) (meetings will be virtual unless otherwise agreed by the Planning Team), and ad hoc meetings as necessary.
• Action execution between meetings
  • Approx. 2 hours a week on a flexible schedule (May – Sep)
  • Approx. 30 min - 1 hour a day as event day approaches (Oct - Nov)
• In-person attendance on support for the day of the event for 10 hrs (November)

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