Volunteer Handbook

Saturday & Sunday, October 21& 22, 2006

Charleston Civic Center

Dear Volunteer:

On behalf of the Steering Committee of the West Virginia Book Festival, I wish to extend my sincere thanks to you for your willingness to volunteer your time to benefit West Virginia’s premier literary event! An event of this magnitude would be impossible to present without the valuable assistance and support of volunteers such as you. We hope that you enjoy your experience at the West Virginia Book Festival and we appreciate you sharing your time and expertise with us!

Lisa Mack, Volunteer Coordinator

West Virginia Book Festival Steering Committee:

Pam May, Chair, Kanawha County Public Library

Jean Anaporte-Easton, West Virginia State University

Bill Bissett, Marshall University

Kim Dankovich-Taylor, Kanawha County Public Library

Susanna Holstein, Kanawha County Public Library

Barbara Holmes, Marshall University Graduate College

Tammy Imel, Kanawha County Public Library

Lisa Mack, Kanawha County Public Library

Cindy Miller, Kanawha County Public Library

Dawn Miller, The Charleston Gazette

Mark Payne, West Virginia Humanities Council

Gordon Simmons, Goldenseal Magazine

Jennifer Soule, South Charleston Public Library

Sarah Sullivan, Author

Norma Truluck, Kanawha County Public Library

Kris Wise, Charleston Daily Mail

West Virginia Book Festival Components

Kanawha County Public Library Annual Used Book Sale

Kanawha County Public Library’s annual used book sale will be located in the South Hall on Saturday only from 8 a.m. until 6 p.m. Here you will find thousands of books and other materials, all arranged by category. Prices range from 50 cents to $3 per item. The sale closes at 4 p.m. and reopens at 4:30 p.m. for a special $2 bag sale. Cash and personal checks accepted. Proceeds benefit the Kanawha County Public Library system.

Festival Marketplace

Located in the North Hall, the Festival Marketplace is the heart of the Festival. The Festival Marketplace features regional publishers, authors, book sellers and many other exhibitors. It’s a great place to get started on holiday shopping! It’s also where authors will sign books and talk with the public.

Word Play

Children of all ages play, read, listen and create at the many stations in the children’s area located in West Hall 2. You can find a variety of craft activities, stories read aloud, puppet play with shows, and several play and learning areas all centered on the fascinating world of books.

Programs, Workshops & Readings

Programs, workshops and readings will take place throughout the Civic Center. Most programs last about one hour, but some of the panel discussions and workshops could last up to 90 minutes. East session allows time for questions at the end. Book signings will take place in the Festival Market place area following each program.

Guidelines for Volunteers

Ø You are the face of the Festival to all those who attend the event. Here are some ways to make the Book Festival experience positive for everyone: be approachable and in your assigned volunteer spot; welcome people attending the events; be attentive, courteous and prompt with your help; familiarize yourself with the schedule of events and the location of programs and encourage adults and children to explore and enjoy the Festival!

Ø There will be approximately eight Festival committee members in the building who will be carrying radios in case something needs to be communicated. There will also be one radio in the lobby at the Information tables. These folks are called “troubleshooters.”

Ø Be prepared to spend time on your feet, so comfortable shoes are a must! Dress casually and comfortably (but not sloppily!) and be sure to wear your Book Festival t-shirt.

Ø Do not bring a purse or backpack with you. There will not be a secured area in which to store such items, so please either wear a waist pack or simply keep your drivers license/ID and cash in your pocket.

Ø It is very important that you check in at the volunteer station at the beginning of your shift and to check out at the end of your shift as well. The volunteer station will be located in the Civic Center lobby. Please plan to arrive at your assigned area approximately 15 minutes early

Ø Lost & Found Boxes – Located at the Information Tables in the lobby.

Ø First Aid Kits – Located at the Information Tables in the Lobby.

Ø Concession stands will be open.

Ø Horseplay and/or roughhousing of any kind will not be tolerated. Volunteers of all ages are expected to behave in a mature and professional manner.

Ø Volunteer Break Area will be located in West Hall I. Volunteers may take breaks at any time, but please be sure other volunteers cover your area. We do ask that you limit your break time to no longer than 10-15 minutes. Snacks and beverages are generously provided by the Friends of The Library.

Ø If you sign up to volunteer at the Book Festival and have received your assignment, it is of the utmost importance that you fulfill your obligation. Capable and dependable volunteers are an absolute necessity for this event to run smoothly. We cannot stress this enough! While we want this to be an enjoyable experience for you, it is important that you take your obligation as a volunteer seriously. We understand that emergencies happen, so please let us know if you are unable to attend as soon as possible.

In the event of an Emergency:

If the emergency appears to be serious and you have a cell phone in your possession, please call 911as soon as possible and then notify the nearest troubleshooter who will in turn notify the Information Table and Festival Chair so that they will be ready to direct emergency personnel upon arrival. If you do not have a cell phone with you, contact the nearest troubleshooter who will contact the Festival Chair and the Information Table personnel via walkie-talkie who will call 911.

If the emergency is not serious, report the emergency to the Information Tables and the Volunteer Table so that the appropriate personnel may be notified.

For up-to-date information, you can log onto the festival website at: www.wvhumanities.org.

Volunteer Duties

Book Sale Set - up will be on Friday, October 20. Please note that this job is quite strenuous and requires not only lifting and unpacking large boxes of books, but also walking and standing for long periods of time. Volunteers are greatly needed and appreciated, but please keep these physical requirements in mind.

Book Sale – The Book Sale will be held in the South Hall of the Civic Center on October 21 from 8 a.m. – 6 p.m. Duties for volunteers could include: helping customers count books for checkout using tally sheets; bagging or boxing books for customers, straightening books on tables and moving them from underneath; helping customers get books to curb; providing directional information and answering questions.

The Festival Marketplace will be held in the North Hall of the Civic Center and will take place from 9 a.m. - 6 p.m. on October 21 and noon – 6 p.m. on October 22. Duties for volunteers could include: assisting exhibitors with set up and take down and assisting customers in this area; providing directional information, making announcements, answering questions, and assisting in the book signing area.

Word Play for Children – There will be a station of children’s Make-It-Take-It crafts and all day activities and programs provided by the library and other community organizations during Festival hours on Saturday and Sunday. Duties include helping children with simple crafts, assistance with children’s programming such as set up, counting attendance, etc.

Information Tables – Located in the Civic Center Lobby, duties will include greeting and helping people with directions within the Civic Center and around Charleston, and answering questions about the Festival schedule on Saturday and Sunday.

Programs, Workshops & Readings – Volunteers are needed to help take attendance, distribute evaluation sheets, traffic control in and out of the program, and assisting authors with book signing in Festival Marketplace. Many authors and other presenters are participating in various workshops, panel discussions and programs. The schedule for this varies but runs continuously during Festival hours on Saturday and Sunday.