EDUCATION (International Committee)
International awareness is at the core of the Memphis in May International Festival’s commitment to the education of the Mid-South community, children, and adults alike. The committee assists the Memphis in May Education Department in the development of education programming which includes the Children’s Art Poster, International Competitions, World Cargo Crate, as well as the Curriculum Guide. Volunteers also assist securing local host families for students from the honored country and securing staff for the Education Awards Ceremony and the annual International Teacher’s Conference. As an education volunteer, you are aiding Memphis in May’s goal of giving students the opportunity to experience the customs and cultures of different countries from around the world.
Committee Areas:
- International Competitions Dates–March and April Details- Volunteers help recruit judges and encourage participation in these competitions. The goal of the many competitions held throughout the school classrooms is to see which best depicts the honored country. The competitions include the Children’s Poster Competition, the Creative Writing Competition, the Best Classroom Competition, the Best School-wide Salute Competition, and the PowerPoint Design Competition.
- Education Awards Ceremony Dates–event is usually in mid-April Details-Volunteers assist in coordinating set-up and assist in staffing the annual Education Awards Ceremony where prizes are awarded for the International Competitions.
- International Teacher’s Conference Dates–event is two days long and usually in mid to late February Details-Volunteers may assist the Education Department in the planning, implementation and staffing of this yearly event to be held at the Teaching and Learning Academy. The conference is open to Memphis City, Shelby County, private school and home school teachers and education professionals. The conference provides teachers with information on how to utilize international studies to enhance their curriculum. Teachers gain knowledge about the honored country so they can teach their students about the rich culture and history of the honored country. Those in attendance are offered CEU credits or flex hours for their attendance by their school board representatives.
- Student Exchange Program Dates–March and April Details-Volunteers may assist in securing host families for students who travel to Memphis from the honored country and in coordinating activities for those students during their stay. Volunteers may also help with welcome signs and greeting and welcoming the Memphis students and foreign students at the airport.
P.A.T.H. (International Committee)
Responsible for the transportation and hospitality for Memphis in May’s honored country’s personalities and performers; P.A.T.H. volunteers have a rare opportunity to befriend artists from across the world. Committee members are Memphis in Mays "good will ambassadors" and show off our historical city. The PATH committee serves as a first impression Memphis. Volunteers greet international visitors at the airport with a smile and escort them to their hotels. They also make sure the performers are comfortable with their surroundings. If needed, a PATH member provides transportation and accompanies them to meals, shopping, job sites, and local attractions. PATH delivers each guest their schedule and welcome packet and makes sure they have reliable transportation to each event.
Committee Areas:
- International Artist Transportation Dates–Early May (International week) Details-Volunteers assist international artists with feeling comfortable. PATH members might transport artists from the airport, hotel, concert venue, tourist destination, and restaurant. While transporting, PATH members introduce Memphis to the artists and provide assistance. Transportation scheduling is accomplished by the committee leadership and Memphis in May staff.
CULTURAL PROGRAMMING (International Committee)
This committee assists in the implementation of the Memphis in May international festivities. Cultural Programming volunteers work closely with Memphis in May staff in the implementation of the International Week. Volunteers work with artists to install unique exhibits from Honored Country at museums all over Memphis. During International Week, volunteers will also have the chance to volunteer at the Orpheum Theater during the International Public Performance.
Committee Areas:
- Exhibit Installations Dates–April and Early May Details-Volunteers may assist in unpacking and installing exhibits from the Honored Country.
- George Hunt Art Tent - BSMF Dates–May during BSMF Details-Volunteers help with art sales area. Volunteers interact with patrons in the tent, show them the artwork, and assist with poster signing.
- Gala Dates–April or Early May Details-Volunteers may assist in setting up items for the International Gala, help run errands, set-up decorations, and assemble auction display.
- Cultural Performance Dates–International Week in May Details-Volunteers greet guests as they arrive and help prepare for intro-mission international food sampling.
- In-School Performances Dates–International Week in May Details-Volunteers may with on-site set up and presentation of international activities in school.
HONORED NATIONALS (International Committee)
Each year, Memphis in May taps in to the local ethnic community of the honored country. Individuals and community groups from the honored country’s community are encouraged to join the volunteer ranks to support Memphis in May's celebration of their country. Insight from ‘resident experts’ helps Memphis in May improve its international programming.
Committee Areas:
International Event Support Dates–International Week in May Details-Volunteers assist the international committees to provide translation, awareness of the honored county’s language and customs, and full any gaps in volunteer roles.
COMMUNICATIONS (Operations Committee)
The Communications Committee is a small group of volunteers responsible for two vital on-site roles. The first is the maintenance and inventorying of communications equipment. The second is to be an information hub for vendors, staff, volunteers, and emergency services.
Committee Areas:
Command Post Dates–days surrounding and during Memphis in May events Details-The command post is the hub of in-park communications. From this location the radios are distributed and monitored.
Pork Forkers Dates–Days of WCBCC Load-in and Load-out Details-Fork-lift experienced volunteers assist WCBCC teams with moving materials and placing BBQ rigs/trailers
PRODUCTION (Operations Committee)
The production committee is responsible for the majority of the pre-event creation and maintenance of Memphis in May materials. Production is also responsible for assisting in site preparations and solving last minute event issues.
Committee Areas:
- Pre-May Building Dates–Saturdays in February, March and April. Details-Volunteers build festival items such as tables, a-frames, info booths, decks, and various other festival items.
- Pre-event Set-up Dates–Evenings and weekends before BSMF, WCBCC, and SS Details-Volunteers assist Operations staff with event set-up such as banners, tables/chairs set-up, paint and assemble decking.
- On-event Assistance Dates–During BSMF, WCBCC, and SS Details-Volunteers assist Operations staff solving small issues during the event day (re-hand fallen banners, move plywood, lay decking/flooring).
TRANSPORTATION (Operations Committee)
The Transportation Committee is responsible for control of vehicular access into Tom Lee Park and parking areas inside the festival gates. This includes media, vendors, performers, VIP’s and emergency personnel.
Committee Areas:
- Golf Cart Compound Dates–All May, especially around event days Details-Volunteers are responsible for assisting with vehicle distribution and control on and around Memphis in May event days.
- Vehicle Access to Tom Lee Park Dates–Event days Details-The Transportation Committee is responsible for assisting with the control of vehicular access into Tom Lee Park. This includes media, vendors, performers, VIP’s and emergency personnel. In conjunction with the contracted security company, volunteers communicate with Memphis in May staff regarding the vehicles looking to acquire access to the event site.
- Artist Transportation Dates–BSMF Details-Memphis in May staff and stage managers will coordinate prior to an event with the various acts to determine their transportation needs. Artist Transportation volunteers work with the contracted transportation provider to ensure all scheduled pick-ups and drop-offs are accomplished in a timely manner. Volunteers will escort artist vehicles into the park to ensure safety.
- WCBCC Load-in/Load-Out Dates-weeks leading up to WCBCC Details-Volunteers will direct the teams to their team space for Load-in and assist departure during Load-out. Each team should unload the vehicle and exit the Park as soon as possible to reduce congestion.
HOSPITALITY (Operations Committee)
Hospitality is a month long committee, which caters to the bands and manages the backstage areas for all of Memphis in May’s events: Beale Street Music Festival, World Championship Barbecue Cooking Contest and Sunset Symphony.
Committee Areas:
- Beale Street Music Festival Dates–May, the days around BSMF Details-During this event the committee runs four stages and caters to approximately 65 bands for all three days. To make sure there are enough volunteers all day the committee offers three shift times for volunteers to work.
- World Championship Barbecue Cooking Contest Dates–all days around WCBCC. Details-During this event the committee runs only one stage and caters to approximately twelve to eight bands for all three days.
- Sunset Symphony Dates–AZSS Details-This event is one day only, Saturday. During this event the committee runs one stage and caters to musical talent, and the Memphis Symphony. There is a large amount of people backstage during this event- volunteers are asked to help load-in and out of bands if help is needed. SS is the last event of the season, volunteers should spend time going through the committee boxes, taking inventory, removing trash, and properly storing items for next year.
LOGISTICS (Operations Committee)
Logistics plays an essential role in surveying and marking the locations of event structures and spaces according to the pre-set event map. The majority of the Logistics Committee’s responsibilities fall around the week leading up to our World Championship Barbecue Cooking Contest. During that time, committee members mark off the team spaces.
Committee Areas:
- Stake Out Dates–May, the week before BSMF for Load-in and week before WCBCC for Load-in Details-Volunteers mark out key operational points and WCBCC contestant spaces by layout created based on Memphis in May map and marking team number on stakes.
- Load-in Monitoring Dates–WCBCC Load-in Details-Observe WCBCC Load-in and respond to any issues teams have with their preassigned space. Monitor teams for moving beyond their predetermined space. Report and abuse to Memphis in May staff for resolution.
FESTIVAL SERVICE (Festival Support Committee)
Festival Services volunteers are the public face of Memphis in May and provide patrons with information about activities. Volunteers assist staff with executing various auxiliary events, including staffing VIP areas.
Committee Areas:
- Information Booths Dates–Days of BSMF, WCBCC and AZSS Details-The information booths are a main point of contact for patrons. Each booth will be equipped with: Park map, Schedule of events, Radio, Light(s), Event programs, Ponchos (if available), Drinks and Snacks. Greet patrons, answer questions, and distribute programs. Report any emergencies to the Command Post.
- BSMF VIP Dates– Days of BSMF and day prior to event for set-up. Details-Volunteers set-up and manage each VIP Tent area . Duties include: decorate area, set-up tables, hang banners, stock bar, serve drinks.
- WCBCC VIP Dates–Days of WCBCC and day prior to event for set-up Details-Same as BSMF, only one area.
- AZSS VIP Dates–Days of AZSS and day prior for event set-up Details-The AZSS VIP area are is more elaborate since it typically serves around 150-200 people. There is between 2 and 4 bars where VIP patrons can get bottled water, cokes, wine, and beer. These bars are staffed by volunteers, usually 2 per bar. This event is catered and volunteers help with the catering set-up. Volunteers also help police the area for trash and keep receptacles free from getting too full.
VOLUNTEER SERVICES (Festival Support Committee)
Volunteer Services is responsible for supporting many of the on-site committees. The committee is responsible for Volunteer Check-in, filling gaps in other committees, volunteer shuttle and preparing food.
Committee Areas:
- Volunteer Check-in Dates–Event days for BSMF, WCBCC and AZSS Details-The volunteer check-in system and paperwork will be provided to the committee by the Volunteer Coordinator. Only volunteers on the day’s roster will be allowed a credential. On their first event check-in, volunteers will receive: T-shirt, Pocket Guide and Daily credential.
- Volunteer Food Service Dates–All event days for BSMF, WCBCC and AZSS Details- On any given event day, there are between 200-300 volunteers in the park. Volunteer Services prepares their meals and in some cases, provides delivery to volunteers working. During the day, snacks and cold beverages will be available to volunteers needing a break.
- Volunteer Shuttle Dates–Event days for BSMF, WCBCC and AZSS Details-The volunteer golf cart shuttle usually runs along Riverside Drive. Prior to gates open, the shuttle can run along the river walkway. There are five pick-up and drop-off points. The shuttle is for volunteers and Memphis in May staff ONLY. Volunteers are not to shuttle patrons and never accept cash for rides. The shuttle will have shacks and bottled water available to any volunteer in the park.
OFFICE RESOURCES (Festival Support Committee)
Volunteers with Office Resources assist the Memphis in May staff with vital event related communications. Committee members are involved with all facets of the festival and are essential to its success.
Committee Areas:
- Office Assistance Dates–year-around Details-Volunteers help with a variety of office related tasks including: mailings, collating, filing, data entry and labeling. The work is scheduled through the Volunteer coordinator on established calendar days and, in some cases, on days added to the schedule. The majority of the work is done at the Memphis in May offices.
SPEAKER’S BUREAU (Festival Support Committee)
The Speakers Bureau represents Memphis in May at community meetings and events to share information about the honored country. The committee also informs the public of upcoming Memphis in May events. Presentations are traditionally facilitated by Memphis in May prepared PowerPoint.
Committee Areas:
- Presentations Dates–November through May Details-The Speakers Bureau provides information about upcoming Memphis in May events to the public and assists Memphis in May staff in recruiting volunteers and patrons.
RECYCLING PROGRAM (FESTIVAL SUPPORT COMMITTEE)
Volunteers with this committee assist in the implementation of the Festival Recycling program.
Committee Areas:
- Recycling Dates-all event days during park hours. Details-Volunteers work in sorting recycled items, assisting in waste diversion and changing bags in the receptacles when needed.
BBQ ADMINISTRATION (WCBCC Committee)
The World Championship Barbecue Cooking Contest Steering Committee and the Volunteer Event Chair are responsible for ensuring a smooth WCBCC event. These volunteers support the Memphis in May staff and other committee leadership before, during, and after the WCBCC. Individuals in this committee have the specific task of providing leadership and problem solving before and especially during the WCBCC. Members must enforce and have full knowledge of volunteer, WCBCC, and event rules and regulations.
Committee Areas:
- WCBCC Event Oversight Dates–Scheduled days of WCBCC Details-The essential role of the Steering Committee members is to maintain a smooth event. The responsibility on-site lasts between early load-in and until the last team leaves. Volunteers should have an advanced understanding of Memphis in May and WCBCC contest rules and teams. Members of this committee must provide leadership, facilitate volunteer to volunteer and volunteer leader to staff communication, and proactively solve event problems in consultation with Memphis in May staff.
- Contestant Check-in Tent Set-up Dates–Saturday and Tuesday evening Pre-WCBCC Details-Volunteers set-up contestant check-in areas. Muddy Areas should be mopped and the floor will be swept and/or vacuumed. Volunteers will help move Cattlemen’s Sauce so it can easily be distributed. Memphis in May staff has a detailed map and will have the pipe and drape, tables, chairs, and signage delivered to the tent.
- WCBCC Judging Headquarters Tent Set-up Dates–Saturday and Tuesday Evening Pre-WCBCC Details-Volunteers clean up the contestant check-in areas to convert the tent for WCBCC Judging.
- WCBCC Judging Headquarters Hospitality Dates–Thursday through Saturday of WCBCC Details-The food and refreshment responsibilities of the committee include stocking and operating the hospitality bar inside the Judging tent on Thursday, Friday, and Saturday and to maintain the Judges’ Hospitality area with clean tables and chairs for the judges to sit. The bar is supplied with cokes, beer, snacks, water and ingredients to make several mixed drinks. Headquarters also provides coffee and doughnuts in the tent for judges on Saturday morning. Judges are not to be served alcohol until after they are finished judging. Supplies will be coordinated through Memphis in May Staff.
- Auxiliary Contests Dates–Scheduled days of WCBCC Details-WCBCC Steering Committee Chair is responsible for administering the Ms. Piggy Contest Committee is also responsible for coordinating the judging of the Best T-shirt and Best Booth events. Volunteers will work with Memphis in May staff to recruit/train judges for these events. All judging will be done to the satisfaction of the Memphis in May and WCBCC rules and regulations.
- WCBCC Trophies Dates–Saturday of WCBCC Details-Steering Committee members assist in the transportation, cleaning, and display of WCBCC contest trophies.
BBQ CONTESTANTS (WCBCC Committee)
The Contestants Committee focuses its energy on assisting the contestants of the WCBCC. The committee performs two major roles. In order to provide information and assistance to the teams, members of this committee will act as event ambassadors. The second responsibility of the Contestants Committee will be the implantation of contestant registration.
Committee Areas:
- Ambassadors Dates–March-May Details-Ambassadors are liaisons between Memphis in May and WCBCC teams. Ambassadors must have knowledge of the WCBCC rules and regulations. The Ambassador Committee assists contestants at the Team Meeting, during WCBCC Load-in, during the WCBCC, and during Load-out. Prior to WCBCC, they answer team questions and assist with any contest related items. On-site, ambassadors make sure teams load-in properly, answer questions, and help teams follow the rules.
- Contestant Registration Dates–April:Team Meeting May:WCBCC Load-in Details-Volunteers coordinate with Memphis in May staff to arrange WCBCC information for teams. Memphis in May will provide a complete team list that is used to build registration packets. Packets are picked up at the Team Meeting in April. Packets include, load-in passes, space and contest confirmation, passes, and event rules. During Load-in, volunteers check-in teams as they arrive. At check-in teams are given contest information, space sign, trash/recycle can, and cattleman’s sauce. Volunteers communicate with Memphis in May staff about any team issues or if there are any teams that have not checked-in.
BBQ JUDGING ADMINISTRATION (WCBCC Committee)
Judging Administration volunteers aid in the implantation of the World Championship Barbecue Cooking Contest judging system. Volunteers help to receive submission boxes from teams and maintain the integrity of the judging process.
Committee Areas:
- WCBCC Judging Tent Dates–Days of and surrounding the scheduled WCBCC Details-Volunteers are used for set-up, monitoring and clean up of the blind areas of the judging tent. As the judging time progresses, the tables will need to be adjusted according the number of judges. Each table should have specific items: cutlery, napkins, plates, pencils and table number. When samples are ready for the tables, volunteers will assist with box distribution. After judging is complete, left over samples will be brought to judging hospitality.
BBQ PROGRAMMING (WCBCC Production Committee)
Assist in the implementation of People’s Choice Contest judging and Cooker Caravan.
Committee Areas:
- People’s Choice Dates–Thursday and Friday of WCBCC. Details-People’s Choice judging is a blind contest judged by patrons that will take place over Thursday and Friday. Volunteers asset Memphis in May staff with setting up the front and back of house of the tent.
- Cooker Caravan Dates–Thursday, Friday and Saturday of WCBCC. Details-Cooker caravan is a guided tour led by veteran volunteers of WCBCC and competing teams. Each tour is about 15-25 people in size and goes to teams who have signed up to receive tours. Tours usually last about 2 hours.
- Auxiliary Judging Events Dates–Thursday and Friday of WCBCC Details-Volunteers work with WCBCC Steering Committee in all non-food judging events. Volunteers coordinate with Steering Committee to procure contestants and assist with the judging process. WCBCC Steering Committee Chair is responsible for administering the Ms. Piggy Contest – BBQ programming supports these leaders. Committee is also responsible for coordinating the judging of the Best T-shirt and Best Booth events. All judging will be done to the satisfaction of the Memphis in May and WCBCC rules and regulations.