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Guide to Planning a Dependent Care Fair |
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Arrange for Vendor TablesOrder vendor tables and skirts from a contractor or from your agency. Consider the table size that the floor space can handle space can handle. Try to place an order at least six weeks before the fair. Because you may not know the precise number of vendors who will attend, estimate the number of tables needed. Develop delivery procedures that include: who will accept the materials; where the materials will be delivered; whom to call to verify delivery; how to label the materials; and the earliest/latest times that materials can be accepted. Vendor Delivery and Arrival InstructionsVendors should have the following, information at least three weeks prior to the event: arrival time of the event, delivery options, and building security procedures. If options for delivery of materials are available, ask for a response no later than three days prior to the event (see Appendix C). CHECKLIST
AdvertiseBegin advertising the fair at least six weeks prior to the event. Contact your agency communications or public affairs office for assistance. Use all available means of employee communication in your agency such as:
CHECKLIST
Vendor SignsMake vendor signs for the tables. Vendor DirectoryDevelop a booklet of participating vendors to be distributed to fair attendees. The booklet should include address, phone number, website, and organizational description of each vendor, including those that only sent materials. This information should be taken from the completed vendor confirmation forms. CHECKLIST
VolunteersHave volunteers available for assisting with "day before" and "day of " tasks. Such as:
CHECKLIST
Table Set UpThe tables should be delivered and set up The tables should be delivered and set up according to the floor plan on the day before the event. Place any vendor materials already received under the appropriate table. Do not place literature on the tables until the event day. Fasten signs to the tables. Any decorative materials like balloons should be ordered two weeks before the event. If you have decided to supply participants with complimentary carry bags, place a handful at each table. Participants often will ask vendors for a bag in which to carry their materials. Thank You NotesWrite thank you notes to each vendor and internal personnel who assisted in the event planning, i.e., security, building services (see Appendix C). CHECKLIST
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This page can be found on the web at the following url: http://www.opm.gov/employment_and_benefits/worklife/officialdocuments/handbooksguides/planningfair/howto2.asp