Mission
- Promote EMG/MC program and services
- Educate the public on garden matters
Table facilitators can be Certified or Intern EMGs/MCs
Up to 30 days before the event:
Contact the event coordinator (farmer’s market, fair, festival, etc.)
Ask if space is available for table and if EMG/MC would be welcome. Explain how you will have volunteers staffing the table during the event and confirm that this will be acceptable.
Ask if there is any fee for use of the space at the event. Individual chapters decide if they can or will pay fees to set up at events. VT EMG is a non-profit organization which may be exempt from fees.
Ask if a table and seats will be provided or if you will be required to provide them.
Ask when you can set up the table and when you can break down the table. Check how close you can park to load and unload and where you will have to park during the event.
Reserve display materials:
Contact your Chapter Steering Team (email list available on the website) to find out who is responsible for storing/managing the chapter display materials.
Make sure that the materials will be available for your event and reserve them.
Arrange dates to pick up and return the supplies.
Each chapter has EMG Program Guides, EMG banner (weatherproof, 5 foot long), a tri-fold display board (indoor use only), book order forms for “Landscape Plants for Vermont”, Other materials are often in supply as well.
Every table event must include EMG Program Guide brochures. Contact the EMG office at master.gardener@uvm.edu (802) 656-9562 if you need more brochures.
Enlist EMG/MC volunteers to work the table:
Plan on at least two EMG volunteers to staff the table at any one time. This is an excellent opportunity to pair Interns with Certified members if possible.
It is highly advisable that as table organizer you are present throughout the entire event so that you can be certain the volunteers arrive and you can get them started on their duties. If you have intern volunteers you need to be sure they know the expectations. They will appreciate your support!
If the table event is more than 2-3 hours long, it is advisable to divide volunteers into shifts. For example, an event that runs from 10am-4pm could have shifts of 10am-12noon, 12noon-2pm, and 2-4pm. Multiple shifts provide more volunteer opportunities and can more easily adapt if a volunteer does not show up for a shift. An ambitious EMG/MC can always volunteer for more than one shift.
Use the Chapter Listserv to send out a ‘call for volunteers’
Enter the event on your Chapter’s Google Calendar.
Outline the event details (where, when, shifts, volunteer expectations)
Schedule volunteers for shifts on a ‘first come, first serve’ basis as they respond. You may have to negotiate with volunteers and/or send out another email to fill certain shifts.
Confirm the volunteer schedule with those who volunteered.
Example Email
Subject: Re: EMG/MC Table Volunteer Opportunity, May 21st Bloomtime Festival
Thanks! You are signed up for your requested shift. The EMG schedule is attached (or listed below). I will have a little more information for you one week prior to this event.
When you reach volunteer capacity; send out an “All shifts are full” email to the Chapter.
One week (or less) before the event:
Prepare Table Materials
Pick up table display materials as arranged when they were reserved.
Inspect the display materials to make sure everything is included.
Email a reminder to your volunteer staff. Provide info. on admittance, parking, table topics, etc.
Day of the Event
Show up ½-1 hour early to check in, locate tablespace, and set up display.
Give each shift of volunteers a rundown of table materials and protocol.
As table organizer, you do not have to be at the table the entire time, just at shift change.
Speak with a few ‘customers’ as an example of protocol then give them an opportunity to do so with you around as a backup. Be certain volunteers are comfortable before you take a break.
HAVE FUN! Tables are a great way to interact with the public and visit an event (sometimes without having to pay admission). The idea is not for anyone to be tied to the table for the entire time or be overly uncomfortable. Make sure everyone gets a chance to walk around.
Don’t be afraid to ask volunteers to help break down the display and carry it to your vehicle.
After the Event
Return the table display materials as arranged when they were reserved.
Make sure that you thank your volunteers! (A lot)