2nd Annual State of Black Food Summit

Friday, April 4, 2025 (4 PM - 8 PM) | Setup

Volunteers Needed: 10-12 people

Tasks:

1. Room Setup (4 PM - 6 PM):
   • Set up tables, chairs, and signage for the main conference room and breakout session room.
   • Arrange registration area near the entrance.
   • Organize materials for workshops (tabletop composters, cleaning materials, etc.).
   • Ensure that any audio/visual equipment is in place and functional (test projectors, microphones, sound systems).
2. Vendor Setup Assistance (4 PM - 6 PM):
   • Assist vendors or sponsors with setting up booths (if applicable).
   • Help unload materials and arrange sponsor displays.
3. Workshop Material Prep (5 PM - 7 PM):
   • Prepare any take-home items (tabletop composters, cleaner kits, booklets) and organize them in designated areas for easy distribution during the workshops.
4. Final Touches (7 PM - 8 PM):
   • Review final setup of both rooms and ensure that everything is ready for the next day.
   • Prepare and organize welcome packets, name tags, and agendas for attendees.
   • Perform a last walk-through to confirm all areas are event-ready.

Saturday, April 5, 2025 (7 AM - 6 PM) | Summit Day

Volunteers Needed: 15-20 people, split into shifts.

Shift 1: 7 AM - 12 PM (10 Volunteers)

1. Registration & Check-In (7 AM - 9 AM):

   • Welcome attendees at the registration table, distribute name tags, agendas, and any welcome materials.
   • Answer questions and direct attendees to the correct rooms.

2. Breakfast Service (7:30 AM - 9:30 AM):

   • Assist caterers with setting up breakfast.
   • Help guide attendees through the breakfast area, keep tables clean, and assist with any dietary needs.

3. Workshop Support (9:30 AM - 12 PM):

   • Assist workshop facilitators with any material distribution, manage room flow, and ensure attendees have the necessary materials for participation.
   • Monitor timing and help transitions between workshops and breaks.

4. Break/Working Group Presentation Management (9:30 AM - 11 AM):

   • Ensure working group representatives are prepared for their short presentations.
   • Assist with AV needs and manage timing for presentations.

Shift 2: 12 PM - 6 PM (10 Volunteers)

1. Lunch Service (12 PM - 1:30 PM):

   • Help set up and monitor lunch service, ensuring food is replenished, tables are cleaned, and attendees have everything they need.
   • Assist with food demo support during lunch.

2. Youth Panel Management (12 PM - 1:30 PM):

   • Coordinate with the youth panel to ensure they are prepared and ready for their presentations.
   • Handle any AV needs during the panel.

3. Breakout Sessions & Visioning Activities (1:30 PM - 4 PM):

   • Support breakout sessions by providing materials, taking notes, and helping participants transition between sessions.
   • Monitor time and help facilitators stay on schedule.

4. Survey Distribution & Wrap-Up (4 PM - 5 PM):

   • Distribute post-summit surveys and collect feedback from attendees.
   • Assist with the final session, managing audience interaction, and wrap-up activities.

5. Breakdown & Cleanup (5 PM - 6 PM):

   • Assist with breaking down the event space, cleaning up, and packing any materials.
   • Help vendors and sponsors dismantle their booths.
   • Ensure all materials (composters, cleaner kits, etc.) are distributed or packed up for later use.