To make things run smoothly, map out the areas where volunteers are needed with a timeline of volunteer activity. Once you determine what your needs are, send reminders to notify your volunteers of the dates and times they are scheduled to help.

We suggest recruiting volunteers in these seven categories:

1. Greeters
   Number: 2 or 3
   Work: During the Family Event and during the Fair
   Duties:
   
   • Welcome Fair customers as they arrive.
   • Help shoppers find "just the right books."
2. Publicity Volunteers
   Number: 2 or 3
   Work: 4 weeks prior to the Fair
   Duties:
   
   • Contact local media and write press and media releases.
   • Send invitations to teachers, students, and parents.
   • Present Booktalks in classrooms.
   • Prepare newsletter and school Web site articles.
   • Hang banners, posters, and arrows.
   • Coordinate public address skits for students to read.
   • Organize contests for classroom competition.
   • Plan classroom previews.
   • Decorate using the latest Book Fair theme.
   • Coordinate and recruit volunteers for Booktalks.
3. Set Up Volunteers
   Number: 3 to 5
   Work: During the Fair
   Duties:
   
   • Unload boxes on set-up day.
   • Set up tables with covers, signs, and stands.
   • Organize display tables to appeal to shoppers.
   • Merchandise using the latest Book Fair theme.
4. Operations Volunteers
   Number: 3 to 5
   Work: During the Fair
   Duties:
   
   • Restock books, straighten cases and displays, and identify products to reorder (clerks).
   • Handle cash and credit/check card transactions with customers (cashiers).
   • Bag books for Book Fair shoppers.
5. Classroom Wish List Volunteers
   Number: 1 or 2
   Work: 3 weeks prior to Fair, during, and after Fair
   Duties:
   
   • Publicize the program by sending letters to parents and teachers.
   • Create the Classroom Wish List display.
   • Handle Classroom Wish List program logistics during and after the Book Fair.
6. Family Event Volunteers
   Number: 4 to 5
   Work: 2 weeks prior to the Fair, during the Fair
   Duties:
   
   • Develop a Family Event concept.
   • Publicize the Family Event on the school calendar and Web site.
   • Obtain donated refreshments.
   • Coordinate Family Event contests and entertainment.
7. Community Book Fair Sponsorship Volunteers
   Number: 1 or 2
   Work: 3 weeks prior to the Fair
   Duties:
   
   • Target potential sponsors.
   • Solicit contributions.
   • Record contributions and thank sponsors.
   • Coordinate and distribute donations.