2012 Asian Food Fest Staff Application
ALL APPLICATIONS MUST BE SUBMITTED TO [email protected]
(DIRECTOR APPLICATIONS ARE DUE BY 11:59PM EST ON NOVEMBER 7, 2011 AND OTHER STAFF
APPLICATIONS WILL BE ACCEPTED ON A ROLLING BASIS)
Asian Food Fest – Staff Application
Dear 2012 Asian Food Fest Staff Applicant,
Thank you for your interest in being on the 2012 Asian Food Fest staff. Since its conception in 2010, the Asian
Food Fest has been an annual event, which has served as a unique opportunity to unite the various Asian
communities and restaurants to promote Asian food to people of Greater Cincinnati.
During the first 2 years of the festival, we have experienced great success with a small core planning team. For
the 2012 Asian Food Fest, we will be bringing this event closer to Downtown Cincinnati and are aiming to
increase the amount of vendors and attendance at the festival. We are reaching outside of our core team to
invite others to help elevate this festival to another level of success.
Attached, you will find the following documents:
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Information about the Asian Food Festival
Descriptions of the committees and positions
Staff Application
We look forward to hearing from you! Good Luck!
Best Regards,
Bao Nguyen & Thuy Cao
Event Co-Founder & Chairman
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Asian Food Fest – Staff Application
About Asian Food Fest
Mission Statement
The Asian Food Fest’s mission is to bring the various Asian communities and vendors together in the Greater
Cincinnati area to promote Asian food to the people of Greater Cincinnati. The festival will also be a vehicle to
support and raise awareness for a non-profit partnering organization for a specific project focusing on a local or
global cause.
Vision
Our vision is to make the Asian Food Fest one of Cincinnati’s premier cultural festivals with participation from
many local restaurants and communities. We will strive to make a difference in the community by increasing
awareness of local and global issues to the Greater Cincinnati population and Asian communities.
The Cause
Each year, a partnership will be formed with a 501(c)(3) non-profit group to raise money for a cause. The focus
of the cause will rotate between a local and global cause. Portions of the profits will be donated toward a
specific project.
Background
The Asian Food Fest was founded in 2010, as a fundraising event for Care 2 Share, a non-profit organization of
Vietnamese - American volunteers who work to provide funding, ideas and the human touch to the people of
Vietnam. It has been hosted at the Kolping Center during its first 2 years. Each year, local Asian restaurants and
various Asian community organizations have gathered to showcase authentic Asian cuisine and merchandise.
Throughout the festival, cultural performances and live bands have taken the stage to provide an enriching and
festive environment. The festival has drawn in crowds of up to 4,000.
2012 Festival Goals
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Host the event in a more centralized location near the core of Downtown Cincinnati
Bring in 50 food and merchant vendors
Bring in a major Asian American headline entertainment act
Increase festival attendance to 20,000
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Asian Food Fest – Staff Application
EXPECTATIONS OF DIRECTORS AND COMMITTEES
The 2012 Asian Food Fest staff will be broken down into the committees listed on the following pages. Each
committee will be led by a Committee Director and be supported by multiple committee members. We
recognize that not everyone has had experience in festival planning and will offer every available resource to
coach you in the process. Below are the committee positions and directors’ positions available for the upcoming
Asian Food Fest. The following descriptions will serve as our minimum commitment level and minimum
expectations of the directors and committee members (please note that the director’s role in the following
committees are all that is listed while the responsibilities of the committee members are to help aid the
committee directors in accomplishing their goals) to ensure a successful festival. Some committees require
specialized roles, which are listed in the “positions” section of the descriptions. (See page 18 for detailed
expectations for Directors and Committee Members)
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Asian Food Fest – Staff Application
Director and Committee Roles and Responsibilities
Asian Food Fest 2012
CHAIR POSITIONS
Chairman (Selected by the LLC stakeholders)
The Chairman presides over meetings and conducts its business in an orderly fashion. When the group is not in
session, the Chairman's duties often include acting as its head, its representative to the outside world and its
spokesperson.
Responsibilities:
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Oversee all committee responsibilities
Represent the organization in the public eye, as needed
Acclimate all Directors and committees and assist where is needed
Approve any implementation with Executive and Advisory Board’s assistance (if necessary)
Conduct group and individual meetings
Manage the business of the executive board and preside over its meetings
Create meeting agendas and take full account of the issues and concerns of all members
Ensure that members receive accurate, timely and clear information to be effective in their
responsibilities
Monitor progress towards the timely and effective achievement and implementation of the objectives,
policies and strategies set by the Directors
Ensure that members understand the standard expectations of our sponsors/partners agreement of any
communication and be compliant to their needs
Manage and ensure that sufficient time is allowed for discussion of complex or contentious matters
Monitor and address the development needs of individual directors to ensure that the performance are
followed up on
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Asian Food Fest – Staff Application
Finance Chair
The Finance Chair is responsible for providing financial oversight for the organization, which includes budget and
financial planning, financial reporting and the creation and monitoring of internal controls and accountability
policies.
Responsibilities:
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Take notes at meetings and post on Google site
Develop, monitor and create budget for committees and group
Record and keep records of receipts
Obtain cash/change for the day of event
Handle all payments
Collect and record all checks from vendors, sponsor, donations and deposit to banking account
Handle all reimbursements
Partner with Sponsorship Director on other avenues to raise funding
Present the financial reports to the board
Clearly communicate the organization’s financial and cash position
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Asian Food Fest – Staff Application
DESIGN COMMITTEE
The Design Committee is responsible for creative direction of all artwork. This committee will be responsible for
the creation and maintenance of all the supporting art materials and will work closely with all of the
departments in order to follow the direction through.
Responsibilities:
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Design all advertisement media (flyers, posters, e-flyers, etc. )
Design website
Capture the event by video and photos
Design all support material for other committees (Vendor packet, Entertainer Packet, etc. )
Create a consistent template of forms, letters, etc. as requested.
Positions:
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Director
Graphic Designer
Event Designer (See below for detailed description)
Photographer – Take photos during the event, meetings, and for any other marketing material
Videographer – Capture video during the event and for any other marketing material
Web Designer (See below for detailed description)
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Asian Food Fest – Staff Application
Event Designer
The Event Designer is responsible for designing and executing an overall look for an event. The primary job
responsibilities of an Event Designer includes overseeing and directing all aspects of a scenic décor project’s
planning, production and design – from conception, proposal creation and budgeting through project preproduction, installation and completion.
Responsibilities:
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Maintain the image during the event
Design booth decorations
Design festival decorations
Design entrance area design
Design performance stage
Design all signage (Directions, directory, bathrooms, etc. )
Determine the best lighting for the event
Identify necessary permits of rules and regulations for all marketing materials.
Web Developer
The Web Developer will be responsible for maintaining the AsianFoodFest.org website. This includes making all
updates to the content, which will be provided by the Marketing Committee, and implementing any design
created by the Design Committee.
Responsibilities:
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Keep content updated on AsianFoodFest.org using WordPress (or another CMS)
Update the website with any sponsor logos
Implement Volunteer Form and other Google forms
Post all festival participant packets online
Assist in other IT needs of Committees
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Asian Food Fest – Staff Application
ENTERTAINMENT COMMITTEE
The Entertainment Committee is responsible for overseeing all entertainment and performances throughout the
event during festival hours and identifying and scheduling performances for the event.
Responsibilities:
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Solicit and recruit quality entertainment (preferably Asian theme)
Be point of contact person for entertainers
Handle the set-up/break-down process (if applicable)
Partner with Sound, Lighting and Staging crew
Brainstorm and implement ideas that create a fun Asian environment (street performers, fireworks, light
shows, etc)
Obtain necessary permits
Revise and send application and information packet
Plan and create a balanced schedule of new and old entertainment ideas
Provide entertainment program/schedule for participants and attendees to Design Director
Obtain and fulfill entertainers’/performers’ rider
Positions:
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Director
Committee Member
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Asian Food Fest – Staff Application
GAMING COMMITTEE
The Gaming Committee is responsible for creating, reserving and overseeing all adult and children games and
activities.
Responsibilities:
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Create a list of games and cost
Brainstorm and implement ideas that can create a fun Asian environment by creating or hiring a
company
Create a list of prizes and the amount of prizes that needs to be purchased
Plan a balanced schedule of new and old activity ideas
Positions:
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Director
Committee Member
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Asian Food Fest – Staff Application
MARKETING COMMITTEE
The Marketing Committee is responsible for developing and executing the marketing strategy of the event. That
includes identifying advertising opportunities, working with the Design Committee to create all marketing
material and posting advertisements.
Responsibilities:
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Develop and execute Marketing Plan (sample template will be provided)
Recruit street team(partner with Volunteer Director)
Provide copy and strategic directions for flyers to Design Director
Provide web content
Write recap of the event for future marketing
Write copy for all advertising material
Distribute flyers and posters
Identify and reach out to all media outlets for promotional support
Identify, maintain and update social media outlets (Twitter, Facebook, etc.)
Positions:
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Director
Copy writer – Responsible for editing all copy materials as needed
Street Team – Assist in any mass marketing campaign to distribute marketing materials
Committee Member
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Asian Food Fest – Staff Application
OPERATIONS COMMITTEE
The Operations Committee is in charge of all the logistics of the event. This will include any situations, process,
procedures and layout of the event. All staff will report to the Operations Director for any questions and
directions about the logistics of the festival. The Director will also coordinate and oversee the event to ensure
that plans will be executed smoothly and efficiently.
Responsibilities:
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Create an entry and exiting plan for the event (set-up, break-down, volunteers, etc)
Create and communicate procedures of any possible incident/scenarios that may happen
Handle set-up and break down of any structures and additional amenities
Contact and be the point of contact for security, electric, water, trash and health department
Create booth layout and be compliant with any regulations
Communicate with all directors to obtain the amount of booths needed
List and gather all supplies needed for day of event
Partner with Directors for booth placement requested by vendors
Create a check-in procedure
Revise and update information packet to distribute to Directors and anyone applicable of information
needed about the event
Positions:
 Director
 Volunteer Lead (See below for detailed description)
 Committee Member
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Asian Food Fest – Staff Application
Volunteer Lead
The Volunteer Lead is responsible for recruiting old and new volunteers.
Responsibilities:
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Recruit volunteers for any duties needed throughout the event and planning process.
Contact all avenues to recruit volunteers (schools, church, social media, etc. )
Partner with Web Developer to create signup sheet on www.asianfoodfest.org
Communicate and train jobs/duties to volunteers to be self-sufficient
Create and implement a training process Create an efficient process of check-in and check-out
Partner with Operations Director on meeting location for volunteers (check-in/out, training area)
Discuss with Vendors, Finance, Sponsorship Directors on what can be offered (food/drink) to volunteers
Partner with Finance and Design Directors to create a way to identify volunteers during the event
Create a volunteer work schedule
Partner with Directors to create a description of job details to post online and to give to volunteers day
of event to be self-sufficient
Revise and send application and information packet
Communicate with all directors to determine the amount of volunteers and when they are Then be able
to recruit that amount.
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Asian Food Fest – Staff Application
SPONSORSHIP COMMITTEE
The Sponsorship Committee is responsible for locating people, granting institutions, organizations
and companies who want to develop a mutually beneficial relationship with Asian Food Fest by donating
monetary funds or merchandise.
Responsibilities:
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Create and send sponsor letters and information packet
Raise funds for the event
Partner with Finance Director and strategize on how to collect funding
Decide and create a tier system for sponsors (gold, silver, etc. ) which includes different benefits
Obtain sponsor logos, proper documents that may be needed and issue tax receipts
Create and implement a ‘Thank you’ process/program for our sponsors
Develop relationship with sponsors. This potentially could lead to additional sponsorship opportunities
or greater prospects
Analyze the success of the relationship after the event with the sponsor
Provide and maintain open communication to sponsors of updates of the progress periodically (e.g.
advertisement, marketing, print, blogs, etc.)
Positions:
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Director
Committee Member
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Asian Food Fest – Staff Application
VENDOR COMMITTEE
The Vendor Committee is responsible for soliciting new and old vendors (food, merchandise) .
Responsibilities:
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Solicit to all Asian restaurants and gift stores to participate
Contact past vendors
Prospect for new vendors
Serve as a point of contact person for all vendors throughout the planning process and day of the event.
Partner with distributors to order beer, water, soda, ice and any other items needed
Organize and maintain a log on all applications, checks turned in, and vendors approached with
explanations
Create a campaign on how, who and where to approach vendors
Brainstorm and implement ideas that can create an Asian environment with food and/or beverages
Revise and send application and information packet
Maintain a list of previous vendors with contact name
Ensure and communicate the Health Department’s compliance and obtain permits to add in application
Positions:
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Director
Committee Member
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Asian Food Fest – Staff Application
STAFF APPLICATION PROCESS
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Review the committees
Fill out the application
Submit your application to [email protected] (Director and Chair position applications are due by
Monday, November 7, 2011 by 11:59pm EST, other staff applications will be accepted on a rolling basis)
Questions about the process go to [email protected]
If a phone interview is needed, the Former Executive Board will contact you to schedule a phone
interview
Directors will be selected and notified within a week of their phone interview.
If you have any additional questions, please feel free to contact Thuy Cao at [email protected] or Bao
Nguyen at [email protected].
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Asian Food Fest – Staff Application
STAFF APPLICATION
Name:
Click here to enter text.
City, State:
Click here to enter text.
Phone #:
Click here to enter text.
E-mail:
Click here to enter text.
Staff Choices:
Please select all choices of interest and rank your choices to the right of each selection (1 = preferred choice).
Chair Positions
Finance Chair __
Design Committee
Director __
Event Designer __
Graphic Designer __
Web Developer __
Videographer __
Photographer __
Entertainment Committee
Director __
Committee Member __
Gaming Committee
Director __
Committee Member __
Marketing Committee
Director __
Committee Member __
Copywriter __
Street Team __
Volunteer Lead __
Committee Member __
Operations Committee
Director __
Sponsorship Committee
Director __
Committee Member __
Vendor Committee
Director __
Committee Member __
Would you like to be in multiple staff positions? (Please be aware that your expectations and responsibilities will
be multiplied respectively)
Yes
Last Updated: Oct 2011
No
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Asian Food Fest – Staff Application
Expectations
We understand that a successful festival involves commitment from the planning team. In the past, Asian Food
Fests have been most successful with the following guidelines for Directors and Committee Members:
Director Expectations
 Hours vary from 5 to 10 hours per week time commitment
 Attend monthly meetings for all directors and chairs
 Hold Committee meetings (1 per month recommended)
 Have 1-on-1 meetings with Chairman
 Recruit team members if necessary
 Be a point of contact for festival opportunities and direct lead to appropriate channels
 Have availability to constantly communicate via e-mail, phone, etc. and always be responsive
 Have a willingness to learn and apply new skills
 Be available to attend festival throughout duration of the event
Committee Member Expectations
 Hours vary from 0 to 5 hours per week time commitment
 Attend occasional general meetings as designated by Chairman
 Attend committee meetings as designated by Director
 Be a point of contact for festival opportunities and direct lead to appropriate channels
 Have availability to constantly communicate via e-mail, phone, etc. and always be responsive
 Have a willingness to learn and apply new skills
Do you feel comfortable meeting these expectations?
Yes
No
Not completely—let’s talk
Please include your resume with your application or provide a brief explanation of your experience that will help
us understand your strengths.
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Asian Food Fest – Staff Application
Please answer each question in no more than 1-2 paragraphs to give us a better idea of who you are:
Why do you want to be involved with 2012 Asian Food Fest Planning Staff?
Click here to enter text.
What ideas do you have to improve the 2012 Asian Food Fest?
(If you have not attended a previous Asian Food Fest, please use your experiences from other festivals)
Click here to enter text.
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