An event chair has two responsibilities - setting up an event (or arranging for the event to be set up) and reminding/confirming all attendees who will be running the event. Though it is not required, we also encourage event chairs to be present at the event that they are chairing.
A bake sale chair’s most important responsibility is gathering the required equipment/resources needed for their event. Gabe Guttierez, the Student Activities Coordinator in the Student Affairs Office, will be your main contact for getting equipment. Through him, you should be able to get access to a table and a cash box. Change for the cashbox should be obtained directly from the current treasurer – organize this with him ahead of time. Bake Sales are usually held between 10:00AM and 3:00PM. A cloth banner that includes the AGS insignia should be available either in the Clubroom or in Student Affairs. The banner is hung over the front of the bake sale table with a polished dowel holding it up along the table’s front edge. Most bake sales are held either in the Quad or in the Amphitheatre. On days with poor weather, they are usually held in the cafeteria. In order to sell most of our inventory over 1 or 2 day sales, we tend to keep prices low – rarely will anything exceed two dollars, and many items are available for 25 to 50 cents each. All prices are kept in 25 cent intervals to simplify change dealing. Use your best judgment in pricing items and label the price of each item so that the customers can decide what they want without your having to tell them. Gabe Guttierez, at Student Affairs, is not always the easiest person to get a hold of because his job requires a lot of moving around. In order to cover your bases, let him know what you'll need the day before your bake sale is scheduled - or maybe even the day before that. I guarantee it will simplify life.
Once you have volunteered to chair a bake sale, make sure that you get a copy of the bake sale signup sheet. This sheet has all of the human resources that you will be able to count on for your event. If you can, have more than one person tabling at a time - AGS is supposed to be a fun and collective organization. It's harder to have fun when you're tabling all alone. Making reminder calls to your attendees is very important. The night before your sale, confirm with everyone on your list so that they know to come in the following day. If you will not be there personally to set up in the morning, have all of the supplies in a place that is readily available so that your morning bake sale attendee can just pick them up and run with them without a fuss. If you will not be able to attend for the closing of the event, inform your closing attendee of where all the supplies and income should go to. The income from the bake sale may be brought either to the current Treasurer, the current Vice President of Fundraising, or to Gabe Guttierez. Gabe may be the easiest to work with because the cash box will have to be returned to him anyway by the end of the day. Leftover goods from the first day should be covered, labeled, and set aside for the second day of a two day sale. Please call the Vice President of Fundraising or the next day’s event chair to let them know where the supplies and baked goods were placed between days one and two. Good luck.