FILM EXPO TEXAS

 

GETTING INTO MOTION PICTURES:

Making the Industry Work for You

 

 

 

 

 

 

 

2008 VOLUNTEER PACKET
 
 

 

 

 

 

 


Saturday, October 25, 2008

Sheraton Four Points

2828 Southwest Freeway

Houston, Texas  77098

 

 

 

 

 

 

 

 

FILM EXPO TEXAS 2008

The Technology Expo
Sat., October 25 2008

Houston, Texas

VOLUNTEER TASK LIST

Thank you for taking the time to consider volunteering with Film Expo Texas this year .The motion picture industry is moving at breakneck speed to create material that inspires educates and entertains its audiences. Film Expo Texas exists for the purpose of increasing access to industry resources. Volunteer participation helps in this regard.

MEDIA RELATIONS

·         Updates the media mailing list (separating it by faxes and mails)

·         Mails, emails and faxes press releases

·         Writes press releases

·         Answers general questions for the media, when they call in

·         Ensures that information has been sent to all television, radio and print media sources for coverage

·         Prepares EPK’s (electronic press kits)

·         Distributes EPK’s to requesting media.

·         Requests copies printed articles from the sources.

·         Regularly provides feedback to the Expo Coordinator

SPONSORSHIP

·         Assists the Expo. Coordinator with securing sponsors for various aspects of the Expo.

·         Makes calls, sends emails and faxes as needed

·         Follows up on the procurement of sponsorships

·         Mails info packets as needed

·         Ensures that all sponsorship items are received by us (logos, photos, bios, etc.)

·         Ensures that the sponsor deliverables are delivered to them

·         Regularly provides feedback to the Expo Coordinator

VENUE

·         Ensures that directional signs are posted at the venue

·         Ensures that the workshop panel area has signage listing the sessions in that area

·         Ensures that all areas are set up as required before the expo opens

·         Ensures that all belongings are removed from the rooms after each seminar.

·         Sets up a lost and found table at Registration

·         Regularly provides feedback to the Expo Coordinator

·         Ensures that each meeting/activity area has what it needs (A/V equipment, water, etc) when needed..

MARKETING AND SALES

·         Creates a list of flyer distribution drop-off locations

·         Coordinates the distribution of flyers based on each market

·         Ensures that all flyers are distributed and that new locations are found.

·         Coordinates the email list for sending promo emails

·         Coordinates mailing lists far sending mailers.

·         Regularly provides feedback to. the Expo. Coordinator

·         Attends all industry events and promotes the expo by distributing promo materials

·         Mails promo materials throughout the state to industry organizations, associations and film festivals occurring between now and the expo day.

·         Makes calls and sends emails gain sponsor and vendor participation

·         Makes follow-up calls to vendors to send their materials in

·         Makes calls and sends emails to secure ads in the Official Expo Program Book

·         Other duties as needed

 

TRADESHOW

·         Coordinates the promotion of the tradeshow table spaces to industry businesses by sending emails  and making phone calls

·         Follows up on potential exhibitors with phone calls, emails and/or faxes

·         Ensures that each exhibitor complies with hotel policies (re: music, food, volume, etc.)

·         Ensures that the tradeshow area is neat and clean during the expo

·         Ensures that no one enters the without a Full Expo Pass, Tradeshow Pass or Staff Pass

·         Coordinates and sets up the items on the information table.

·         Ensures that the information table is restocked and neatly maintained during the expo.

·         Ensures that all tradeshow exhibitors conform to the policies for tradeshow exhibition.

·         Regularly provides feedback to the Expo Coordinator

·         Monitors and oversees the Tradeshow area during the Expo

·         Other duties as needed

 

REGISTRATION

·         Coordinates the registration process

·         Organizes forms

·         Organizes the procedures for expo day check-in

·         Checks in attendees, exhibitors, sponsors,, panelists and the media

·         Prepares the expo passes

·         Processes registrations on expo day

·         Other duties as needed

 

TRANSPORTATION DEPARTMENT

·         Makes airport pickups and drop-offs

·         Pick up expo materials from vendors

·         Run errands for the expo

·         Run errands for VIP’s as needed

·         Other duties as assigned

 

HOSPITALITY DEPARTMENT

·         Serves as Official Greeters at the venue to direct attendees to the right place

·         Escorts panelists to and from their sessions

·         Escorts the Media to specific areas for interviews

·         Greets panelists and/or VIP’s on arrival

·         Endures that signage is strategically placed

·         Other duties as needed

 

PROMO BAGS

·         Follows up with emails and calls to prospective insert vendors to get their items in

·         Organizes materials for easy accessibility during stuffing

·         Stuffs one of each vendor item into the Expo Promo Bags

·         Boxes the Expo Promo Bags for pass out

·         Places names on the Panelist, Sponsor, Staff, Exhibitor and VIP Expo Promo Bags

·         Distributes the Panelist, Sponsor, Staff, Exhibitor and VIP Expo Promo Bags at the appropriate times

·         Distributes the Panelist, Sponsor, Staff and VIP Expo Promo Bags at the Panelist Media Reception on Friday, October 19, 2007

·         Other duties as needed

 

ROOM MONITORS

·         Checks passes at the entrance to allow those with the proper credentials into the room

·         Cleans and re-organizes the workshop room before each session

·         Puts panelist name placards on the table in each session prior to it beginning and removes the prior placards

·         Ensures that water is fresh and filled for every workshop session

·         Ensures that the workshop session door is covered at all times

·         Other duties as needed

 

VIDEOGRAPHERS / PHOTOGRAPHERS

 

 

 

NOTE:

·         Volunteers will be given a pass which will provide access to sessions you may want to attend as you switch out with your buddy to do so.

·         Volunteers are required to work on expo day. The schedule is flexible in that each position has two people assigned. On expo day, the “buddies” decide which sessions each wants to attend and they schedule the attendance of the sessions so that one person is always manning the position while the other is attending a session. The key is that we must have coverage at each assigned position at all times, with no exceptions.

·         Because of the nature of the event and the potential accessibility to sensitive and/or confidential documents, all volunteers will be required to complete a legally binding confidentiality, nondisclosure and noncompete agreement.

·         All materials are the property of Film Expo Texas and should be treated accordingly, unless specifically directed otherwise.

·         Recording (audio or video) of sessions and expo activities is not permitted

·         Only authorized Film Expo Texas representatives may make public statements about the expo unless otherwise directed.                                   

 

 

 

 

 

 

 

 

 

 

 

FILM EXPO TEXAS - VOLUNTEER APPLICATION

Please print and attach your resume to this application   Fax to 800-975-8119

 

Name__________________________________________  Occupation_______________________

 

Address___________________­­­­______Apt#________City/State_________________Zip_________

 

Email address ________________________________

 

Phone Number________________________         Phone Number ___________________________

 

Desired Volunteer Role(s)____________________________________________________        

 

Why are you interested in working with Film Expo Texas?

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

In what area are you interested in working and why (what particularly appeals to you about the position)?

 

What experience(s) or qualities do you have which you feel qualify you for this position?

 

What is your motivation for volunteering with Film Expo Texas?

 

Please clearly indicate the hours, time frame, and days you are available to work:  _______________________________________________________________________________________________________________________________Note: You must be available to assist on expo day. You will be able to switch with your buddy in order to attend sessions of interest.

 

Do you have a car?   ______   Year________    Make __________________     Model____________________

 

Do you mind transporting people or items, if needed?

 

Volunteers will have to sign a confidentiality, nondisclosure and non-compete agreement and provide valid ID (current drivers license) for verification of identity.

 

Fax with your resume to:  800-975-8119  We will contact you soon thereafter. Thank you.