Admissions General Team Members assist the Admissions Director and Leads with ticketing systems, including online and on-site sales of admission tickets, parking sales, and merchandise sales

• Assist the team with sales transactions
• Execute cash handling procedures
• Assist the team with reconciling procedures
• Interact with different committees

Admissions Accounting Lead oversees oversees all online and on-site sales transactions for the event

• Assists with updating, maintaining, and enforcing cash handling policies and procedures
• Assists with post-event sales reports
• Assists with point-of-sale software training for staff
• Assists with point-of-sales software monitoring

Admissions Ticketing Lead oversees online and on-site ticketing and parking process and procedures

• Assists with designing and procurement of physical and digital admission tickets
• Assists with ticket distribution process and procedures
• Assists with post-event ticket reconciliation

Admissions Committee Liaison Lead oversees all of the committees on-site sales and admission tickets, parking hang tags, and merchandise sales

• Assists the committees with sales transactions
• Trains committees to use point-of-sales system
• Works with committees to prepare pre-festival tickets and hang tag
• Works with AMS director to create a reconciliation process for committees
• Ensures that committee follow cash handling procedures

Qualifications

• High school diploma or equivalent
• Be at least 18 years old
• Have method of transportation to and from meetings & events
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022
• Be available 3-5 days after the conclusion of the event to conduct reconcilations

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Contests General Team Members help coordinate and execute a variety of fun and engaging contests for participates of the event, including but not limited to, a children’s pageant, eating contests, dance competitions, and more.

• Assist in completing sponsorship runs, marketing, and any on day of tasks
• Will be working directly under a lead to help contact participants and sponsors

Contests: Intern works under the guidance of the directors to communicate with leads and members

• Relays information from directors to the appropriate person(s)
• Attend directors meetings with directors, when possible
• In the absence of directors, interns are responsible for attending the directors meeting
• Assist directors with check-in with contests lead
• Ensures that emails to sponsors and participants are responded in a timely manner
• Must be able to communicate in Vietnamese

Contests Lead: Children’s Pageant is responsible for all children related contests.

• Must be able to speak in Vietnamese to parents
• Assist directors and interns with finding emcees, procuring sponsors, corresponding with parents, and making gift baskets
• Organize all music files received by parents in proper order
• Help manage the stage on the day of the event

Contests Lead: Food is responsible for all eating related competitions.

• Assist the director in maintaining contact with sponsors
• Work with interns and team members on the schedule of when to prepare food
• Understand all Orange County health codes and food handling requirements
• Assist directors in contacting participants

Contests Lead: Entertainment/Dance oversees all performances on the contests stage, including overseeing the dance competition.

• Keep a strong communication with dance teams, MC, and judges
• Organize all music files in one folder after checking for appropriate music and correct time
• Assist directors in creating stage time slots, scoring sheets, and team introduction description
• Responsible for reaching out with community performance groups to fill in empty stage slots
• Must be present for Thursday technical rehearsal the week of the event

Qualifications & Expectations

• Interns and Leads must have High school diploma or equivalent and be at least 18 years old
• General Team members must be at 15 years old
• Be able to volunteer 2+ hours per week
• Must attend 75 percent of all required meetings
• Been part of Contests committee for at least a year
• Have a method of transportation to and from meetings/events
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Cultural Village General Team Members assist in the planning, construction, execution, dismantling, and storing of all structures and decorations in the village. Additionally, team members will assist in coordinating cultural-village specific day-of volunteers prior to and during the event.

• Assist with the committee in preparing decorations for the Village, working on building structures and replicas of traditional Vietnamese structures.
• Attend more than 75% of all committee meetings
• Assist in different activities throughout the event and oversee 200+ day-of volunteers

Qualifications & Expectations

• Be at least 14 years of age
• Have a method of to and from meeting, work parties, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022
• Have participated at the event as a day-of for the cultural village prior

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Decorations General Team Members assist in decorating the festival grounds with photo opportunities according to the event theme, including structures, backdrops, flags, lanterns, and more

• Create and maintain decorations concept based on festival theme
• Paint and decorate the main gate
• Setup photo opportunities at the event, such as backdrops, cutouts, and more
• Work with the Cultural Village Team to expand on cultural themes throughout the festival

Qualifications & Expectations

• Be at least 14 years of age
• Have a method of to and from meeting, work parties, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Entertainment General Team Members are responsible for aiding directors in coordinating all programs and events for the main stage, including events from other teams that take place on the main stage.

• Assists director with visual, music, talent, check-in, and pre festivial preparation

Qualifications & Expectations

• Be at least 18 years of age
• High school diploma or equivalent
• Have been active in VSA or UVSA for at least one year
• Have a method of to and from meeting, work parties, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Hospitality General Team Members help prepare on-site meals for event staff.

• Help Inventory Lead with establishing the master inventory list
• Assist Meals Lead with establishing the food menu and preparing meals during the event
• Conduct sponsorship runs under the Sponsorship Lead in order to secure donated meals
• Learn about proper food handling and food safety in accordance with the Orange County Health Care Agency

Hospitality Lead: Inventory is in charge of establishing and maintaining a team inventory list.

• Assist director in creating an official documentation for tracking items that will be utilized during the event
• Responsible for tracking available inventory at the UVSA office and ensuring everything is returned at the conclusion of the event

Hospitality Lead: Meals is in charge of preparing all meals at the event.

• Assist director in budgeting for meals and menus
• Trains other team members on proper food handling and safety
• Oversees meal preparation at the event
• Ensures that the team’s temporary food facility passes health inspection

Hospitality Lead: Sponsorship finds sponsors to provide equipment, ingredients, or meals.

• Contacts local businesses to obtain sponsorships and donations to underwrite the cost of meals for the event
• Communicates and receives approval from the Sponsorship Team prior to establishing any sponsorship agreements
• Communicates and receives approval from the Treasurer prior to receiving any charitable contributions

Qualifications & Expectations

• Be at least 18 years of age
• Have a high school diploma or equivalent
• Been active in VSA for at least one year or equivalent
• Be able to volunteer 2+ hours per week
• Have a method of to and from meeting, work parties, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Marketing: Events Coordinator coordinating and executing events to promote Tet Festival

• Managing booth and performances at the Asian American Expo
• Coordinating stage performances at the Lunar New Year Event at Mainplace Mall
• Scheduling street marketing at other locations
• Must have some experience in event coordination and public speaking

Marketing: Graphics Designers create and design visual or motion graphics for all promotional materials for the event

• Must be familiar with design software, such as Photoshop, Illustrator, InDesign, Premiere, and more
• Conceptualize visuals based on event theme, colors, logos, and more
• Gather materials and create layouts for digital and print designs
• Submits concept designs and layout for review and approval
• Completes projects by coordinating with leads and other team members

Marketing: Public Relations are responsible for going on TV and radio, drafting press releases, and other long-form content for the event

• Managing public relations under crisis situations
• Researching, writing and distributing press releases to targeted media
• Writing commercial scripts and collaborating with Media Team
• Editing and approving social media posts
• Recommended to be able to read, write, and speak Vietnamese

Marketing: Social Media Managers create and post content on all social media platforms

• Must be familiar with Social Media Platforms: Facebook, Instagram, Snapchat, Youtube, Yelp, Twitter
• Administrating the creation and publishing of relevant, original, high-quality content
• Responding appropriately to all comments and reviews on social media
• Creating a publishing schedule and promoting content through social advertising
• Implementing a content editorial calendar to manage content and plan specific, timely marketing campaigns

Marketing: Webmaster updates content on the event website

• Manages website content using WordPress
• Curates information by communicating with other teams to ensure published information is accurate, including
  • Ticketing and parking information
  • Vendor and sponsor opportunities
  • Special event registrations, such as pageant and other contests
  • Schedule of events and event directory

Qualifications & Expectations

• Be at least 18 years of age
• Have a high school diploma or equivalent
• Be able to volunteer 2+ hours per week
• Have a method of to and from meeting, work parties, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Media General Team Members photograph or video record the event under the direction of the Media Director, Leads, and Interns

• Attend all media team meetings and events
• Participate in educational workshops related to the learning and teaching photography/videography
• Assist leads on-site of the event with photography and videography

Media: Administrator oversees the media team’s logistical operations before, during, and after the event

• Attends leads meetings and be attentive and involved in the team projects
• Assists leads in crafting workshops and coordinating media team events
• Coordinates with leads to oversee on-site event logistics
• In the event that the Media Director and Leads are unavailable, acts on behalf of the Media Director
• Manages team calendar of events, notifications, and invitations
• Manages team administrative forms and paperwork
• Person-in-charge of on-site media headquarters

Media Lead: Photo oversees the photography team and coordinates photography workshops for all media team members

• Facilitates workshops on skills relating to photography
• Works with other team leads to create a syllabus and schedule for media team’s events
• Organizes on-site event logistics related to coordination of photographers
• In the event that the Media Director is indisposed or unavailable, acts on behalf of the Media Director
• Delegate event planning tasks to team members where necessary

Media Lead: Video oversees the videography team and coordinates videography workshops for all media team members

• Facilitates workshops on skills relating to videography
• Work with other team leads to create a syllabus and schedule for media team’s events
• Organize on-site event logistics related to coordination of videographers
• In the event that the Director is indisposed or unavailable, acts on behalf of the Director

Media: Intern shadows the Media Director and Team Leads in learning about the operations of Tet Media

• Attend leads meetings and be attentive and involved in the team projects
• Assist leads in crafting workshops and coordinating media team events
• Assist leads to organize on-site event logistics
• In the event that the Director and Leads are unavailable, acts on behalf of the Director

Media: Graphic Designer designs motion and digital graphics specifically for the use by the Media Team

• Attend all media team meetings and events
• Participate in educational workshops related to the learning and teaching photography/videography
• Design motion and other graphics

Qualifications & Expectations

• General Team Members must be at least 14 years of age
• Graphics Designers must be at least 14 years of age
• All other positions must
  • be at least 18 years of age
  • have a high school diploma or equivalent
  • have been on the media team prior
• Be able to attend all required meetings
• Have a method of to and from meetings, events, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Opening Ceremony Team Members coordinates the welcome reception,cultural processions, and ceremonies for the event

• Invite dignitaries & public officials
• Organize opening processional ceremony
• Secure keynote speaker
• Schedule special performances, such as lion dancing teams
• Coordinates the firecrackers show at the close of the opening ceremony

Qualifications & Expectations

• Be at least 14 years of age
• Be able to volunteer 2+ hours per week for meetings or work parties
• Have a transporation to and from meetings, work parties, and the festival grounds
• Be available and present on-site for Tet Cung (date is to be announced later)
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Operations General Team Members assists in all aspects of event operations, from on-site setup to event troubleshooting

• Works under Operations Team Leads and assists where necessary under one or more of the following divisions
  • technical (electrical, waste management, plumbing, crowd control, safety & security)
  • gates (entrance and exit hospitality, crowd control, line management, admissions ticket scanning)
  • traffic (pedestrian safety, directing vehicle traffic, shuttle transportation)
  • dispatch (answering calls and texts, manage radio communications, disperse event wide communications, handle emergencies)
• Assists other committees when needed with event logistics
• May involve long hours of standing, heavy lifting, or patrolling

Operations Lead: Dispatch oversees all on-site emergency and non-emergency communications

• Coordinates and updates all standard operating procedures related to on-site emergency and non-emergency communications
• Receive emergency and non-emergency calls, texts, and radio inquiries and records all information
• Address problems and requests by transmitting information or providing solutions
• Receive and dispatch orders for products or deliveries
• Prioritize calls according to urgency and importance
• Use radio, phone or computer to send crews, vehicles or other field units to appropriate locations
• Monitor the route and status of field units to coordinate and prioritize their schedule
• Provide field units with information about orders, traffic, obstacles and requirements
• Enter data in computer system and maintain logs and records of calls, activities and other information
• Coordinates with the administrative team to ensure transparent communication channels with service providers, such as the venue event coordinators, security, and emergency personnel
• Manages the programming, distribution, maintenance, and collection of radios for all departments
• Require all volunteer staff who have requested a radio to undergo radio etiquette training

Operations Lead: Gates oversees all entrances onto and exits off of festival grounds

• Manages all those entering and exiting the festival through main gate and vendors gate
• In charge of collecting tickets from patrons, vendors, performers, scouts, etc.
• Handles all disputes regarding entrance into the festival

Operations Lead: Traffic oversees pedestrian and vehicle traffic, shuttle transportation, and crowd control management

• Contract with bus service provider to provide shuttle transportation between relevant pick up and drop off locations
• Secure shuttle drop off points and ensure adequate parking is available at each stop
• Obtain all required permits and insurances for parking lot and shuttle pick-up and drop off locations
• Coordinates with other operations divisions, as necessary, to manage crowds during major events
• Ensures adequate signage between the event footprint and all parking lots
• Maintain proper separation between pedestrian and vehicles lanes using dividers as necessary
• Manage crosswalks or pathways in which pedestrian and vehicle traffic cross
• Contract with mobile cart provider for use during setup and teardown
• Collaborate with Operations Director and other leads to develop training workshops for the benefit of all team members

Operations Lead: Technical oversee all event operations within the event footprint including, but not limited to, electrical, lighting, waste management, fire safety, plumbing, and table & chair management. Provide auxiliary support for crowd control and security

• Provide technical support to the Vendors Team to ensure exhibitors receive all expected deliverables (power access, booth, etc)
• Coordinate with on-site electricians throughout setup and during the event
• Lighting, general: ensure that festival grounds are well lit so that event guests can access all exhibitors and attractions
• Lighting, booths: ensure that all booths which are using UVSA-providing lighting have functional light bulbs
• Electrical, exhibitor: ensure all booths have access to electricity within 25 feet of their booth
• Electrical, food: ensure all booths have their requested number of power boxes
• Electrical, general: ensure that all electrical cables and wires in public areas have cable ramps to minimize trip hazards and inspect all power boxes and power strips for daisy chaining
• Coordinate with on-site plumbers throughout setup and during the event
• Ensure that all water and sewage lines are accessible; and if not, that they become accessible
• Ensure proper delivery, setup, and maintenance of hand washing stations where necessary
• Contract with sink provider to deliver and maintain 3-compartment sinks for use by food vendors
• Maintain and clean sinks as necessary to maintain proper operation
• Ensure that hot water maintains proper temperature to pass health inspection
• Ensure that bleach is accessible at each sink
• Contract with portable restroom provider to deliver and maintain portable restrooms for use by food vendors
• Ensure that portable restrooms are stocked with toilet paper
• Contract with fencing provider to deliver panel fencing and barricades for the event
• Setup all fences and barricades within the event footprint
• Contract with portable light tower provider to increase lighting in areas where property lights are insufficient
• Oversees the activation and deactivation of all light towers at the event
• Coordinate with janitorial and the volunteers team to ensure that all areas are clean and free of excess debris
• Ensure that waste receptacles are available across the event footprint; and if areas are lacking receptacles, communicates with janitorial to request additional units
• Ensure that food court dining areas are clean and free of debris by supervising, or causing to be supervised, general volunteers to keep such area clean
• Ensure that access ways are clear of equipment so that janitorial can remove waste efficiently
• Coordinates with the administrative team to clear fire inspection
• Ensure that all fire accessways are clearly marked, visible, and free of any obstructions
• Ensure that 2A:10BC fire extinguishers are serviced and are accessible within 75 feet of any booth
• Ensure that every food booth has its own 2A:10BC that has been serviced
• Ensure that every food booth which is deep frying also has its own K-type fire extinguisher which has been properly serviced
• Ensure that all emergency exits are properly marked
• Ensure that all large canopies of sizes 20′ x 20′ or larger have the appropriate number of 2A:10BCs and no smoking signs
• Ensure that all stages have adjacent 2A:10BCs
• Ensure that all structures and decorations, including the front gate, cultural village, and stage fabrics have been treated with fire retardant
• Ensure that all structures and stages have build design documentation
• Distribute and collect tables and chairs for all departments
• Assists with crowd control, emergencies, and other logistical functions that occur inside the event
• Ensures adequate signage inside the event to guide guests to all major attractions including exits and restrooms
• Collaborate with Operations Director and other leads to develop training workshops for the benefit of all team members

Qualifications & Expectations

• High school diploma or equivalent
• Be at least 18 years old
• Be able to volunteer 2+ hours per week
• Attend weekend team meetings, including training sessions and retreats
• Able to carry, lift, and move up to 20 lbs
• Able to remain calm and collect under stress or difficult conditions
• Be able to attend all required meetings
• Have a method of to and from meetings, events, and the festival grounds
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Pageant: MVSC Moms mentor and guide the Top 20 contestants for the Miss Vietnam Southern California pageant by providing insight and support to ensure contestants have the best pageant experience

• Attend weekly pageant rehearsals
• Host personal and professional development workshops to prepare contestants for the event
• Develop and maintain interpersonal relationships with contestants
• Assist in coordination of volunteer opportunities for contestants
• Assist in coordination of pageant events, such as mixers, charity fundraisers, and more
• Must be a past MVSC contestant

Pageant: MVSC Choreographer coordinates the Miss Vietnam of Southern California opening dance

• Lead and instruct choreography at all weekend rehearsals
• Procure dance sets and props for use in both rehearsals and on at the event
• Select a traditional Vietnamese song for the dance and ensure song is mixed appropriately
• Must have prior dance coordination experience

Pageant: MVSC Social Media Manager oversees the Miss Vietnam of Southern California social media accounts

• Manage MVSC’s social media platforms such as Facebook and Instagram
• Research and develop techniques to expand social media outreach and engagement
• Publish content to build social media presence and identity
• Work with the Tet Festival Marketing Team to publish official announcement
• Attend weekly online team meetings

Pageant: MVSC Advisor advises and helps guide the current Pageant Director with their previous experience as a past Director

Pageant: MVSC Graphic Designer designs all graphics related to the Miss Vietnam of Southern California pageant

• Design graphics for use by the MVSC Social Media Manager
• Design print media, including but not limited to, pageant flyers, calendars, booklets, and more
• Edit contestant photos for use in print and digital media
• Adhere to all branding and design guidelines set by UVSA, including but not limited to, approval procedures
• Coordinate all MVSC design projects, including conceptualizing, drafting, designing, illustrating, editing, proofing, and more
• Attend weekly online team meetings

Qualifications & Expectations

• High school diploma or equivalent
• Be at least 18 years old
• Attend weekly practices on Saturday and Sunday mornings
• Be available and present for the pageant mixer, brunch and photoshoots (dates TBD)
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Sponsorship Accounts Manager assists in managing accounts and executing sponsorship activation strategies to ensure sponsorship fulfillment

• Assists the Sponsorship Director to develop and implement sponsorship sales plan for increasing revenues in a cost-effective manner
• Manage assigned sponsorship accounts while ensuring quick communications turnaround with sponsor representatives
• On-site:
  •  assist in installing sponsor assets at assigned locations across event footprint, checking in and directing sponsor to booth location, ensuring they have access to tables & chairs, electricity, and other provisions as provided in their sponsorship package
  • check-in with sponsors regularly to ensure that their needs are being met
  • assist in the collection of all photo and video evidence to include in each sponsors fulfillment report
• Anticipating and planning for possible different scenarios
• Strong communication skills, and the ability to present event ideas and plans

Qualifications & Expectations

• High school diploma or equivalent
• Be at least 18 years old
• Been active in UVSA for at least 1 year
• Be able to volunteer at least 2+ hours per week
• Have method of transportation to and from meetings & events
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Vendors Team Member assist with vendor booth sales & reservations, processing vendor applications, and ensure vendor fulfillment

• AManages vendors accounts, including email, phone, and text communications with vendors related to their booth reservation
• Process vendor applications, including reviewing, approving, quoting, and invoice requesting
• Assist with coordinating the mandatory vendors meeting
• Assists with booth inspections prior and during the event, including safety, health, and fire
• Ensure that all vendor orders are fulfilled, including but not limited to, health permits, power requests, booth requests, and more
• Oversees troubleshooting of vendor conflicts and issues
• Works with the Operations Technical Team for technical issues, including but not limited to, safety, fire, electrical, plumbing, and waste management
• Attend weekly online and in-person team meetings

Qualifications & Expectations

• High school diploma or equivalent
• Be at least 18 years old
• Been active in UVSA for at least 1 year
• Be able to volunteer 2+ hours per week
• Have method of transportation to and from meetings & events
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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Volunteers General Team Members assist in the recruitment and coordination of all on-site general volunteers

• Recruit on-site general volunteers for the event
• Coordinate with other departments to dispatch on-site general volunteers where necessary
• Manage check in/out process for on-site general volunteers prior to their shift and after
• Assist in the planning and execution of the general volunteer orientation meeting
• Attend all team meetings and work parties

Volunteers Team Leads assist the directors in planning and executing meetings and on-site duties

• Assist directors in contributing to the development of the general volunteers layout
• Lead the check in/check out process during the weekend of the festival
• Manage the rotation of general volunteers switch out
• Oversee the committee when the directors are not present
• Assist in troubleshooting any conflicts with eneral volunteers or volunteers committee

Qualifications & Expectations

• General Team Members must be at least 14 years old
• Team Leads must be at least 16 years old and have joined the team in a prior year
• Have method of transportation to and from meetings & events
• Be available and present on-site of the event from Friday, February 4 to Sunday, February 6, 2022

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