Performance and Presentation Coordinator
Effort & Duration
Time commitment leading up to Fair: 1-2hrs/week
Time commitment on Fair Day: 12hrs
Duration: January through August (78hrs in total)
Programming & Scheduling / February to April
- Determine the types of performances and presentations to be featured (e.g., taiko drumming, ikebana demonstrations, martial arts, cultural talks).
- Confirm performers and presenters; collect relevant details such as act descriptions, technical requirements, duration, and number of participants.
- Build a draft performance schedule using Excel, confirm stage and presentation space availability.
- Distribute the finalized schedule to all confirmed performers and presenters well in advance of the fair.
- Share the accurate list and schedule with the rest of the team so that marketing can accurately promote.
- Prepare a day-of schedule to be posted at on the website presentation areas.
Performer & Presenter Liaison
- Serve as the primary point of contact for all performers and presenters.
- Communicate logistical details, including arrival times, setup/teardown windows, stage directions, and parking information.
- Collect any technical or equipment needs (microphones, projectors, PA system, chairs, tables, props) and relay requirements to the appropriate coordinators.
- Communicate regular communications to all confirmed acts before the fair.
Responsibilities (Fair Day)
- Arrive early (by 7:30 am) to oversee stage and presentation area setup.
- Confirm the arrival of all performers and presenters and brief the emcees day’s schedule.
- Manage the performance schedule in real time, adjusting for delays or changes as needed working with the emcees.
- Introduce performers or coordinate with an emcee to do so.
- Monitor performance and presentation areas to ensure smooth transitions between acts.
- Support volunteers stationed at performance and presentation areas.
- Communicate any schedule updates to the General Coordinator and other relevant teams.
After the Fair
- Collect feedback from performers and presenters regarding their experience.
- Document notes and recommendations for future coordinators and provide to the Fair Co-Leaders.
- Return any borrowed or rented equipment to the appropriate parties.
To volunteer for this role (filled early in the new year) or for more information please email fair-leads@vncs.ca.