Cake Expo Committee Guidelines & Job Overviews

Expo Working Structure

The ICES Board
  • ICES Board of Directors is ultimately responsible for the Expo.
  • The President and Convention Chairman work closely with the Expo Coordinator and managers to achieve the goals and responsibilities set by the Board.
  • The ICES Board of Directors is responsible for financial decision making for the Expo (including setting prices and final approval of any expenditures over $300.00) with the advice of the Expo Coordinator.
Expo Coordinator
      • Works closely with the President, Convention Chairman and Board of Directors.
      • Responsible for Overseeing all activities associated with the Cake Expo.
      • Responsible for implementing Board Directives regarding the Expo.
      • May not be a Board Member (However, in the absence of an Expo Coordinator, the Convention Chairman will act as the Expo Coordinator).
      • Is the face of the Expo.
      • Receives Complimentary Room at Cake Expo per Contracted Availability.
      • Receives Complimentary Convention Registration (this does not apply to the acting coordinator/Convention Chairman).
      • Receives Same Attendance Reimbursement as a Board Member.
      • Works with the Board of Directors to assemble a qualified Expo Team of Managers and Lead Volunteers.
      • Does not have the authority to sign contracts on behalf of ICES.
      • Responsible for approving Expo Expenditures within the Expo Budget and submitting them to ICES Treasurer ($300.00).
      • Acts as liaison between Managers and the Board of Directors.
      • Required to be on Monthly Expo Webinars with the Board of Directors.
      • Must complete a Final Expo Report within 30 days of closing of Expo.
      • Must adhere to all responsibilities outlined in the Expo Coordinator Job Description.

Qualifications:

    • Must have been a member in good standing of ICES for a minimum of two (2) years immediately preceding date of application.
    • Must have attended at least 2 ICES Conventions or Cake Expos as a registered attendee with previous committee experience a plus.
    • Access to reliable computer and internet service.
    • Proficient in email, Microsoft Word and Excel, Databases, and Spreadsheets.
    • Must have significant amount of time to devote to the Expo.
    • Must be willing to work with the ICES Board of Directors.
    • Must be well organized and detail oriented.
    • Must be able to give as well as take directions.
    • Must be open minded and forward thinking.
    • Must provide 3 letters of reference.
Treasurer

ICES Treasurer will handle the financial responsibilities of the Expo

  • Works closely with the President, Expo Coordinator and Convention Chairman.
  • Responsible for documenting income and expenses for the show.
  • Responsible for paying all Expo Expenses within the Budget that have been approved by the Expo Coordinator.
  • Is the on-site contact for Financial matters per Expo Contracts.
  • Responsible for Show Budget.
  • Receives Discounted Registration.
  • Provides final accounting report of Expo within 30 days of closing of Expo.

Expo Teller

  • Receives pre-determined cash at start of convention from ICES Treasurer.
  • Provides Change for all Departments and Exhibitors.
  • Pays Instructors after completion of class or demonstration.
  • Accountable to ICES Treasurer.
  • May select a Lead Volunteer and submit to ICES Board for approval.
  • Must provide a final report of all transactions before leaving Expo.
  • Receives Discounted Registration.
  • May NOT be a Board Member.
  • Must adhere to all responsibilities outlined in the Teller Job Description.
Expo Managers
  • Works closely with and reports to the Expo Coordinator, ICES Convention Chairman, and the ICES President.
  • Nominated by Expo Coordinator and submitted to the Board for Approval.
  • Managers receive Discounted Registration.
  • Must reserve room from the Host Hotel Room Block.
  • Managers may be Board Members if their Board position does not require extensive time or conflict with Board duties before or during the Expo.
  • Managers cannot have other conflicting obligations during the Expo, i.e. teaching hands on classes, vendor booth, etc.
  • If a Board Member is a Manager, then their Lead Volunteer cannot be a Board Member.
  • Managers must attend Webinars required by the Expo Coordinator and the Board of Directors.
  • Managers must be in attendance and available at Expo Monday 3:00 PM – Sunday 9:00 PM of Expo week.
  • Managers are required to keep their Lead Volunteers informed of all necessary information prior to and during the Expo.
  • Managers are expected to help other Managers both before and during the Expo as needed.
  • All Managers must turn in a Final Report to the Expo Coordinator, before leaving the Expo.
  • All Managers must attend a Wrap-Up Webinar, 8 days following the close of the Expo, on Monday at 8:00 pm (Eastern Time Zone).
  • All Managers must attend monthly Expo Webinars on the 4th Monday of every month at 8:00 pm (Eastern Time Zone) as required by Expo Coordinator.
  • All Managers report to the Expo Coordinator.
  • Managers have the ability to create sub-committees of volunteers, with the Expo Coordinator’s approval, to accomplish responsibilities.
  • Must be an ICES Member in good standing.
  • Must have reliable access to a computer with an internet connection.
  • Must be comfortable in working in Microsoft Word and Excel.
  • Must be willing and able to both take and give direction.
  • Must be willing to work with the Expo Coordinator and the Board of Directors.
Manager Positions include:
Publicity Manager
  • Responsible for creating all Publicity and Marketing.
  • Responsible for creating and updating Cake Expo website.
  • Responsible for designing and preparing Expo Handbook for printing.
  • Responsible for designing signage as needed.
  • All materials created within this position must be approved by Expo Coordinator, ICES Convention Chairman, and the ICES President before distribution.
  • Responsible for press releases, event calendars, PSA’s, Newspaper, Newsletter, Magazine, TV and Radio.
  • During the Expo, Responsible for Social Media postings, coordinating media events.
  • Coordinate and Oversee Volunteers to accomplish goals.

 

Pre-Expo Registration Manager

 

  • Responsible for working with BlueSkyz Registration.
  • Printing of Registration Packets and Tickets.
  • Preparation of all Registration Packets before arrival.
  • Preparation of Pre-Registered Day/Weekend Pass Packets up to the date BlueSkyz Registration closes.
  • Preparation of Exhibitor Packets before arrival.
  • Responsible for On-site Attendee Registrations.
  • Responsible (per contract) for on-site memberships.
Registration Manager
  • Responsible for distribution of all Registration Packets & Day/Weekend Pass Packets prepared by Membership Manager.
  • Responsible for selling remaining Demo, Hands on, and any other Tickets sold onsite.
  • Responsible for online Day/Weekend Pass Registration and Ticket Sales from the date BlueSkyz Registration closes.
  • Responsible for distributing Swag Bags
Exhibition Hall Manager
  • Responsible for selling Exhibitor booths.
  • Responsible for obtaining Sponsorship items for VIP Bags, Swag Bags, display and event prizes.
  • Handles prize drawings and distribution.
  • Solicit Local Businesses, Area Restaurants
Sugar Art Gallery Manager
  • Prepare & print all Display Registrations.
  • Register any additional entries on site.
  • Acts as point person for any questions for Displays & Competitions.
  • Contacts entrants with pertinent information.
  • Maintains registration lists for all Displays & Competitions.
  • Prepare and sets up all items for Displays & Competitions.
  • Work with Exhibition Hall Manager to make sure all prizes have been secured and in place for the Awards Presentation.
  • Secures judges for Competitions as needed.
  • Work with Expo Photographer to make sure all Displays & Competitions are photographed and properly documented.
  • Work closely with ICES Board Membership Chairman for Ways & Means projects.
  • Responsible for distribution of any Sugar Art Gallery Entrant tickets.
Guest Services Manager
  • Collects Volunteer Requests from all Managers.
  • Sets up and maintains Volunteer Registration Process (Sign Up Genius) which includes Description of Duties of each Volunteer Position.
  • Sets up and maintains Volunteer Database.
  • Schedule Volunteers as needed
  • Train Volunteers prior to sending them out.
  • Acts as point person for questions.
  • Makes our attendees feel special.
  • Work with local CVB/Tourist Bureau.
  • This position requires Manager to be proficient in working with databases, spreadsheets, and csv documents.
  • Presents a friendly and knowledgeable face to the Expo.
Souvenirs Manager (Souvenirs now a booth in Exhibition Hall)
  • Works with Expo Coordinator, Convention Chairman and President to research and submit Souvenir items for approval by the Board of Directors at their January Board Meeting.
  • Have Pre-Order Sale Information ready for the Website and BlueSkyz by January 30, 2020 (photo, description, price).
  • Works with Expo Coordinator to price all souvenirs.
  • Packages pre-sold souvenirs for distribution during booth hours.
  • Sets up Souvenir Booth in the Exhibition Hall.
  • Mans Souvenir Booth during all opening hours of Exhibition Hall.
  • Work with ICES Treasurer to become familiar with Square devices.
  • Work with Expo Teller daily (Friday – Sunday) to have change available for cash transactions.
Cake Hospital Manager
  • Work with Exhibition Hall Manager to get donations of items on the Designated Expendable Items List, if possible.
  • Purchase locally any remaining items from the Designated Expendable Items List.
  • Purchase or donation of microwaves (number to be set by Board) to be auctioned at end of show.
  • Ensure that the Sugar Art Certification has access to the microwaves and Kitchenaid mixer for the Sugar Artist Certification Setup.
  • Set up Cake Hospital on Wednesday to be operational 1 hour prior to first class.
  • Make sure all items designated for the Auction are delivered to the Night of Sharing.
Educational Experience Hands On Manager

(Hands On Classes to be selected by committee and approved by Board of Directors)

  • Communicates with Instructors once they have been chosen and scheduled.
  • Works with Educational Experience Demonstrations Manager and AV Manager, overseeing the setup of Demo & Hands on Rooms.
  • Works with Cake Hospital Manager to make sure equipment requested is available, delivered it to appropriate room, and returned to hospital
  • Maintain an Instructor Registration Desk along with the Educational Experience Demonstrations Manager onsite for Instructors and Demonstrators to check in.
  • Make comment sheets available (paper, digital, TBD).
  • Oversee Volunteers in each room, taking tickets, reading rules, etc.
  • Verifies before the close of the class, ticket numbers for payment by Teller.
  • This position requires Manager to be proficient in Databases in Excel, and able to keep up with a large volume of email communications.
Educational Experience Demonstrations Manager

(Demonstrations to be selected by committee and approved by Board of Directors)

  • Communicates with Demonstrators once they have been chosen and scheduled.
  • Works with Educational Experience Hands On Manager and AV Manager, overseeing the setup of Demo & Hands on Rooms.
  • Works with Cake Hospital Manager to make sure equipment requested is available, delivered it to appropriate room, and returned to hospital.
  • Maintain an Instructor Registration Desk along with the Educational Experience Hands On Manager onsite for Instructors and Demonstrators to check in.
  • Make comment sheets available (paper, digital, TBD).
  • Oversee Volunteers in each room, taking tickets, reading rules, etc.
  • Verifies before the close of the class, ticket numbers for payment by Teller.
  • This position requires Manager to be proficient in Databases in Excel, and able to keep up with a large volume of email communications.
Audio/Visual Manager
  • Coordinates all Expo AV Needs.
  • Helps set up rooms as needed.
  • Helps run the Awards Banquet and Worship Service.
Security Manager
  • Ensures that all ID Badges are worn and clearly visible at all times
  • Works with the Venue Security and gets all pertinent contact information and emergency procedures
  • Provide security for setup and deliveries
Lead Volunteers
    • Max of 1 per Manager (nominated by Manager and submitted by Expo Coordinator for Board Approval).
    • Receives Discounted Registration.
    • Must reserve room from the Host Hotel Room Block.
    • If Board Member is a Manager, then Lead Volunteer cannot be a Board Member.
    • If Lead Volunteer is a Board Member, then Manager cannot be a Board Member.
    • Board Members may be a Lead Volunteer only if Board position does not conflict with Board.

duties before or during the Expo.

  • Reports to Manager.
  • Must be ICES Member in good standing.
Volunteers
  • On-site only.
  • Volunteer 10 hours for bar/pin and drawings for Volunteer Prizes.
  • Reports to Guest Service Manager.
  • Must be a Registered Expo Attendee.
Show Cake Designer
  • Discounted Registration for maximum of 2 people approved by the Board.
  • Responsible for monthly updates with teaser pictures for Publicity (Jan – June).
  • Submit a Newsletter Article about Show Cake for publication after the Expo.
  • Show Cake must be completed by May 1st of the Expo year. Show cake may be disassembled for transport and reassembled and completed onsite.
  • Work with Exhibition Hall Manager for donations if available.
  • Must be ICES Member in good standing.
Sample Week for Managers

Monday

  • 3 pm – ??? Pre-Show Meeting and work session begins.
  • 6 pm Board Room Set up and Exec. Board Meeting if needed.

Tuesday

  • Managers that are also Board of Directors, in Board Room 8 am – 5:30 pm.
  • Non-Board Managers – working with Expo Coordinator.

Wednesday

  • 9 am all Managers Meeting for final show prep.
  • 1 pm Registration Opens.
  • All Rooms Set Up.
  • Sugar Art Gallery Room Set Up.
  • Cake Hospital Set Up.
  • Classes Begin.

Thursday

  • 7:30 am Managers Meeting.
  • All hands on deck.
  • Board Meets immediately following GMM to count ballots.

Friday

  • 7:30 am Managers Meeting.
  • All hands on deck

Saturday

  • 7:30 am Managers Meeting.
  • All hands-on-deck.

Sunday

  • 7:30 am Managers Meeting.
  • Board Meeting 8 AM – 12 PM.
  • All hands-on-deck until Close of Show.

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