What to Know

Lanyards

Blue Lanyards = Volunteers 

Brown Lanyards = Vendors 

Green Lanyards = Media (News outlets, photo and video team, marketing staff, and interns)

Hospitality - Breakfast 

There will be people onsite early morning to help with setup. We will provide refreshments for those setting up throughout the morning and make breakfast accessible to everyone in a central location rather than the green room. Please use one 6 foot table placed in the food court area to setup continental breakfast. 

We will need plates of food made for the sound production team and brought to them in their sound booth in the park toward the stage around noon. 

Port A Potties & Hand Sanitizing Stations 

We will be provided 4 Port A Potties by the Park District. All four including the ADA Accessible Port A Potty must be placed near the Senior Seating area. The hand washing station should be placed near the port A Potty. 

All other port a potties will be provided by [insert company name here]. They will be dropped off on Friday at [insert time] and picked up on Monday at [insert time]. They will not need to be emptied. 

Green Room - Morning View Word Church 

We will be using Morning View Word Church as our official Green Room Space. We will have access to the space starting at 9am. We will leverage their downstairs level of the church as our green room space – NOT the main sanctuary area. At 9am [insert names of volunteers] should report to the church. 

T-SHIRTS: At that time, we will need volunteers to setup t-shirts, bandanas, and hats in the foyer in front of the main sanctuary doors. This will limit traffic inside the sanctuary and also allow those in need of shirts and apparel to easily access it. 

SETUP: We will need separate volunteers heading downstairs within the church to setup the green room area. Clean out the kitchen area and designate space for midday lunch catering. Place all needed refreshments and food for lunch (sandwiches and water) in the fridge. Set out chips, napkins, and additional water on the kitchen counter. Starting at 12pm sandwiches can be placed out incrementally to provide lunch to those onsite. Replenish as needed throughout the day. 

SMALL ROOM: We will need to clear out the smaller room in the back left corner of the space in the event that Chance The Rapper and Taylor Bennett decide to join us for the event. Clear out debree, place waters, and some refreshments back there ahead of their arrival time. Someone should be onsite at the church to greet and guide them to their area and escort them to the park when it is time. 

Signage & Check In 

At 10am we will need signage to be placed in the following areas: 

• A TALENT & MEDIA ONLY Sandwich Board A Frame Sign placed at the Park Entrance located at 45th and S St. Lawrence. 

• The 2 Vinyl Banners on display on the fencing around the perimeter of the park should be relocated to the double entry ways at 44th & St. Lawrence and 45th & St. Lawrence. At each of these locations, there are two openings to enter the park. Use the banners to block off one of two entry ways to streamline security and traffic flowing into and out of the park. Use the pre-existing bungee cords or additional cords found in the green room. 

• We will need the two vinyl banners located in the neighborhood nearby on 43rd near Sip & Savor and on 35th & King Drive to be brought to the park and put up on the back of the gates that face out toward the street as decoration. These are not meant for the fencing around the perimeter of the park as the banners are too big to fit there. These banners are meant to be placed higher up on the back of the two baseball field cages. 

• We will need two sandwich board signs at the two main entry points on 44th & St Lawrence + 45th & Champlain “Didn’t get Free Tickets? GET THEM HERE + QR CODE”  should be on the side facing the street. On the other side of the A Frame sign should be “ENTER TO WIN $300 Gift Card. TAKE OUR SURVEY + QR CODE”

• 10 8.5x11 signs that read  “CBM / Black Sisterhood placed on seats in the second row of seating in front of the main stage 

• 10 8.5x11 signs that read “VIP” placed on seats in the first row of seating in front of the main stage (For high level donors: John Anderson, The McCauley Family, and The Halls)

• 2 8.5x11 signs that read “EMCEES” placed on the first two seats on the left hand side of the seating in front of the main stage. 

• Signs taped to the edge of each 6ft table in the vendor marketplace area with the name of the appropriate business or organization based on this vendor map. [Insert vendor map] 

Check In Area Setup

We will need to setup a check in area at both main entrances for registering people, passing them through security and welcoming them in. These main entrances will be located at: 

• 44th & St. Lawrence 

• 45th & Champlain

The check in areas will each need the following: 

• 10x10 tent (provided by the Park District) 

• 1 6ft Table (for security to check bags) in the middle to allow for two lines to form on either side of the table. 

• 1 Sandwich board A Frame signs - “Didn’t get Free Tickets? GET THEM HERE + QR CODE”  should be on the side facing the street. On the other side of the A Frame sign facing the park should be “ENTER TO WIN $300 Gift Card. TAKE OUR SURVEY + QR CODE”

• If there are two openings at the corner of an entrance, please use the vinyl banners on the outer fence of the park to block off one opening and funnel all traffic to the other.

Throughout the event, we will need 5 designated volunteers to welcome guests. They will be responsible for: 

1. Encouraging attendees to have their tickets out on the eventbrite app for check-in (going up and down the line and reminding them of what can and cannot be brought into the park, and telling guests to scan the QR Code on the sign if they don’t already have a ticket)

2. Scanning the Barcode for each ticket through the Eventbrite Organizer App 

3. Administering wristbands to attendees after getting through security and encouraging donations

4. Helping elderly ticket holders check in with their names, phone numbers, and email addresses if they don’t have their tickets available on their phones. 

5. Keeping count of how many kids are entering (Use the GREEN clicker/counter) 

6. Keeping count of how many seniors are entering (Use the RED clicker/counter). These numbers should be tracked using a counter clicker (found in the green room) and documented on an hourly basis in the Metrics tab of this spreadsheet. 

7. Encouraging guests as they depart to scan the QR code to take our survey and win a $300 gift card 

People should shift every half hour who is doing what role to give people ample time to get shade, rest, sit, etc. 

We will also need two volunteers manning the talent and media entrance to ensure only those with the correct lanyards are moving through that entrance. 

Sponsorship Activations 

We will have different activations in various parts of the park that will need our support with erecting their activation. This work should be done in tandem between Volunteers and Marketing Interns as it is a function of both. Here are the different activations and what is needed for each: 

Haven Dental Community Portraits 

Haven Dental Studio will host an elegant community portrait area with their resource table alongside it. They will manage their display on the table but we will need to place the table in the correct spot, setup the portrait station, and welcome the Haven team when they arrive. Nyia will lead the setup of the portrait area. There will be a gold velvet background, with some stools for seating, and signs designed by event interns to be used if desired. Nyia will be the lead photographer and will alternate taking portraits with Michelle Miller who will be onsite from 1pm - 5pm to assist. We will need a volunteer to assist Nyia with loading in materials and setting up the portrait studio, setting up the table alongside the portrait studio, and being on the lookout at 12:30pm for Haven Dental’s team to arrive to setup. Please note, Conei (Pronounced like “Connie”) Coleman (he/him) is expecting his wife to give birth around the same time as the festival. He consequently may not attend. Please be in touch with Kimberly in his stead if that is the case. 

Key Contacts: 

Nyia Sissac

Nichelle P

Conei Coleman 

Kimberly Jackson?

Planet Fitness (Ariel)

Planet Fitness will be setting up an activation near the Health & Wellness stage and providing giveaways and prizes throughout the day. They will also be providing a Black Card Membership for a year to the winner of the dunk contest. Ariel will be the point person responsible for connecting with them when they arrive between noon and 1pm, ensuring their table is in the right location, and answering any questions they have. Ariel will also be responsible for collecting information from the winner of the dunk contest. She will collect the winners name, email, phone, DOB and which Planet Fitness location they would like to use their Black Card Membership at. This info will need to be sent to the following email address as soon as the dunk contest ends: 

Jessica Anderson Jessica.anderson.2014@gmail.com 

Murphee Pellman from Planet Fitness MPellman@pinnsb.com 

Here is an Email Template to use when sending the information over: 

Subject: Black Card Membership Winner x Black & Bronze

Hello Everyone, 

Thank you again for offering a Black Card Membership to the winner of the dunk contest at Black & Bronze: A Bronzeville Music Fest. Here is the information for the winner and recipient of the Black card membership: 

Name: 

Email: 

Phone:

Date Of Birth: 

Planet Fitness Location (for their membership): 

Best regards, 

Black & Bronze team

Key Contacts: 

[Insert Planet Fitness Contact]

[Insert Secondary Onsite Contact] 

[Insert Lead BB Contact] 

Legacy Lounge 

We will have a designated tented seating area for seniors attending the event. We will have a 20x30 tent rental from Pump & Play. The company will provide the tent. Chicago Park District will place 50-60 chairs in the area for the tent to go over. We will have a 10x10 canopy tent setup nearby for resource orgs that focus on seniors (Conrad Care and The Care Covering). Pump & Play will also be providing us with bounce houses and obstacle courses. The primary contact for senior seating, Nichelle will need to be responsible for working with Ariana Smith (Kids Zone manager) to ensure that all the items in this bundle from this company make their way back to the tent area at the end of the festival to ensure successful pick up from the rental company. 

The 60 chairs from the rental company bundle should be placed in rows with “windows” facing the stage.

There will be seniors shuttled from nearby senior apartments and living facilities. These shuttles will run throughout the day rotating between the following locations and the park: 

The Event Intern managing this area should be available by phone should the senior living facilities have questions concerning the shuttle, seating, festival details, etc on the day of. 

[Insert Event Intern Name Here]

[Insert Aetna Contact]

Barber Zone

We are teaming up with local barbers to offer complimentary lineups to kids under 14 years old. Please note this service is not a full hair cut but rather a lineup to maximize children served over the course of the first hour. We will need two volunteers [insert name here] to facilitate this activation by doing the following: 

• Welcoming barbers onsite and getting them situated in the barber activation zone 

• Setting up the adjustable height stools on a flat surface in the designated area near the playground 

• Managing lines and reminding families that the service is a lineup rather than a full hair cut (so requests for special designs, fades, etc will not be permitted) 

• Cueing up the next child in line 

• Staffing each chair with a barber cape

• Cleaning up the area after the hour ends using the portable handheld vacuum in the green room 

Food Court & Food Trucks 

The food trucks will be located in the adjacent back lot of Carter G Woodson Elementary and Bright Star Community Outreach. Food trucks will have to enter through the north gate on 44th Street to get access to the back lot. Food Trucks will provide their own generators for power and lines to order should remain on that side of the fence. 

On the other side of the fence will be the food court area on the terrace. Tables and chairs should be placed around the area to allow for guests to sit and eat together after ordering food. We will need 2 interns managing this area throughout the day by doing the following: 

• Managing food lines and having them wrap around the backlot rather than into the food court

• Wiping down food court tables as needed and maintainng a clean area. 

• Replacing trash bags as needed in bins nearby 

• Guiding people to hand washing station near port a potties as needed 

• Managing spills and major messes if they occur 

Talent Escort 

We will need a 3 person system connecting talent to the stage. The green room manager [insert name here] will be at Morning View Word Church checking in talent as they arrive and communicating with them when they need to mobilize to get ready to head over to the park. Then a second person [insert name here] will escort the talent from the church over to the stage through the Talent/Media entrance on 45th and St. Lawrence. This escort will need to be in communication with the green room and the third point of contact, which will be our stage manager, [insert name here] who will ensure that talent has successfully made it over to the stage area and are ready to come up. The stage manager will notify the emcees so that they then can introduce the act coming up onstage. This system is in place to ensure that if the emcees need to stall, they can do so and be notified as soon as we are ready. 

It would be beneficial for the three people in this trifecta of communication to have apple watches with the walkie talkie feature turned on. If they themselves do not have it, then we should aim to source apple watches for this. 

Clean Up 

We will need all hands on deck for cleanup after the event. Clean up can begin at 6:30pm over in the food court and health and wellness area since activities in that area will be concluding. 

6PM | Green Room Breakdown 

6:30PM | Food Court & Health + Wellness Stage Area 

7PM | Vendor Marketplace, Mainstage seating area, Kids Zone

7:30PM | Remaining Activations & Senior Seating/Legacy Lounge 

8PM | Outstanding Trash 

Tools to support cleanup will be available in the green room. Trash pickers, extra garbage bags, dollies and wagons. 

Internship (Prior to Fest)

• Identifying Caterers for Talent & Festival Staff

• Approaching Grocers about Hospitality Sponsorship for festival volunteers and committee (Marianos, Jewel, etc – Sandwiches, Chips, Water, fruit, bagels, cream cheese, granola bars, orange juice, wraps, etc) 

• Drink Sponsor for Talent & Festival Staff - outreach to Water Companies that can also support with misting fans and a cooling station

44th & St. Lawrence

[Insert 5 Volunteer Names]

[Insert 5 Volunteer Names]

[Insert 5 Volunteer Names]