2010 VOLUNTEER ORIENTATION

We will hold a formal Orientation meeting on September 10 from 2pm-4pm at the NH Department of Economic Development and NH Division of Travel & Tourism, 172 Pembroke Road, Concord NH. We invite ALL Big E, NH Information Booth Volunteers to join us. We will be reviewing the information below, enjoying some photos from last year, some updated Big E videos and will have a special overview of how to answer some of the particular questions we get asked at The Big E.

NEW VOLUNTEERS should attend this orientation. ALL volunteers are welcome to attend.

Either way, please READ ALL THE INFORMATION attached…as well as ALL THE E-BLASTS. If you have ANY QUESTIONS please let us know ASAP. Also note that each volunteer should have received this information via US mail no later than September 15th. If you do not attend the Orientation, this package will include your name tag, day of entry pass*, and parking hang tag.
*You will need to pick up an additional entry pass for each day you volunteer.

THE BIG E
The Big E is the largest festival in the Northeast held at the Eastern States Exposition Fairgrounds located at 1305 Memorial Avenue, West Springfield, Massachusetts. Visitors enjoy the flavor of all six New England States in an attractive family atmosphere opening Friday, September 17th through Sunday, October 3rd. Over the duration of the annual fair, attendance estimates usually exceed one million visitors (last year the attendance was a record 1,260,487).

In 1917, the Big E began as a way to bring New England’s farmers together to demonstrate new farming methods and establish awards for the best and brightest in the New England region. You will find in your packet a copy of this year’s Big E brochure detailing most of the special events and features of this year’s Big E.

THE NEW HAMPSHIRE BUILDING
Although the country was in the midst of the depression in 1930, the New Hampshire Building was constructed at a cost of $75,000. This majestic structure was built using New Hampshire granite for its columns and trims and features a curved porch and tall columns similar in style to the White House. The state seal is built into the main entrance walk also made of New Hampshire granite.

The New Hampshire Building is operated by the New Hampshire Department of Agriculture, Markets & Food; Lorraine Stuart Merrill, Commissioner. For more information on the New Hampshire Building, please contact Gail McWilliam Jellie at: New Hampshire Department of Agriculture, Markets & Food, PO Box 2042, 25 Capitol Street, Concord, NH 03302-2042. Telephone: 603 271-3788. email: gmcwilliam@agr.state.nh.us website: www.agriculture.nh.gov. Gail McWilliam Jellie estimates that 85% of the fair’s overall attendance will visit the New Hampshire Building, or in round numbers, over 1 million people in 2009.

THE EVENT
The Big E is a huge event. There are top name stars performing at various locations and stages around the grounds and within the buildings along the Avenue of States. There is food, retail, music, agricultural showcases, circus performances, horse shows, midway rides, and THE BIG E PARADE each day starting at 5pm. The grounds are a virtual community of non-stop activities. Check out their website at www.thebige.com for details.

NH Information Booth
The New Hampshire Division of Travel & Tourism Development operates the NH Information Booth staffed by volunteers and industry professionals from across New Hampshire. You will that find some individuals staffing the booth have over thirty years experience at the Big E and some are there for the first time. Many are working together to staff the booth with the Division of Travel & Tourism Development including Granite State Ambassadors, Parks and Recreation, NH Forest & Lands, NH Fish & Game, NH Cultural Resources, and many private businesses. These businesses and agencies provide volunteers who staff the booth to answer questions to promote New Hampshire.

NH Literature
At the NH Booth we will have over 200 individual pieces of literature focused on the needs of our Big E guests. This gives you, our volunteers who staff the NH Booth, a lot of materials to refer guest to. One of our hottest items is the Official New Hampshire Highway Map. Please take a moment to familiarize your self with both sides THIS YEAR’s Official NH Highway Map. Pay particular attention to the distance charts, city/town inserts, and the backside of the map with its tour ideas and key telephone numbers that will help guests.

We have 10 wall racks that hold specific interest brochures including statewide materials, attractions, historic & cultural sites, events, adventure, regional map & guides, area information, outdoor sports, shopping, dining, resorts, inns, B&Bs, camping, & campgrounds. We also have a limited number of plastic bags to hold materials.

Computer Usage
Our mission is for the NH Booth at the Big E is “To showcase New Hampshire in the best possible light, gather contact information, including when guests will be in New Hampshire and what their interests are to allow us to communicate with the Big E visitors during the year to encourage them to visit!.” With our mission in mind, we have two laptop computers available to us. Guests will be able to order a NH Guidebook by completing a form which we will input to www.visitnh.gov site to order the NH Visitors Guide. The computers can also be used for volunteers to help respond to guest inquires regarding specialized topics, hard to answer questions, and questions that might not have a physical brochure. It is important that you become familiar with the state’s website, www.visitnh.gov to help provide guests with immediate and timely informational printouts. If you are not a “computer person” no worries! We always have a Manager and Supervisor on duty to help guests with those kinds of questions.

NH Information Booth Volunteer Standards and Expectations
In volunteering at the NH Information Booth, we understand that as individuals, we may represent a particular region, association or in some cases property or attraction. Throughout the course of the fair, the knowledge you possess will be called upon numerous times. It is important, however, that as part of this team, you will be asked to represent the State of New Hampshire, as a whole, without bias. We encourage a strong feeling of camaraderie and support among our volunteers while serving at the NH Booth. Working together is essential to the seamless transitions between individuals and shifts. Guests to the New Hampshire Building should notice professionalism, experience and cooperation among every individual representing New Hampshire.

Alcohol, smoking, and prescription drugs are to be used responsibly outside the booth and building. Illegal drugs are, of course, are not permitted. This means that you may have a drink with dinner, smoke in designated areas, use pain or heart medications as long as it does not affect your behavior, our guests, or your fellow volunteers and/or staff during your stay at the Big E. Remember, you are representing your company and our state.

POSITIVE ATTITUDES prevail. Do not speak badly of any property, location, attraction or other state. While on duty, your personal opinions are important ONLY when you have something nice to say. Remember, “It’s Always Sunny In New Hampshire!”

Do not discuss POLITICS, RELIGION or SEX with guests or other volunteers while on duty.

Unified, Professional, Authentic Look
We like to present a unified, professional, authentic, look to the booth. For that reason we require you to wear the New Hampshire Apron we will provide to you while you are on duty (If you received an apron last year, feel free to bring it rather than taking another.). The apron has tourism’s promotional logo for the state and slogan “You’re Going To Love It Here” with the state’s tourism website www.visitnh.gov. It also sports two front pockets to hold your favorite maps and brochures!

“Friendly Attire”
You may wear any appropriate clothing under your apron. T-shirts, staff shirts, shorts, etc. are acceptable. Note it can get quite warm (or cold) in the building so plan ahead. Bring LAYERS and be sure to wear comfortable sneakers or shoes!!!

Exceptions would be for those in “Formal Attire” including official State Park, Fish & Game uniforms, specialty costumes/uniforms for our Celebrity Volunteers, and those who commonly visit on NH Day.
While on duty, volunteers MUST where a DTTD/Big E name tag. You will receive your name tag when you arrive on duty. Besides your name, the badge will include your “Years of Service” at the Big E and “Home Town” Information. We have heard over and over again from our guests… that they are so impressed that we are “actually” NH residents. Note: if you don’t happen to be a resident, that’s ok we can note the town of your NH affiliation (i.e. work or school).

Most of all be yourself, be AUTHENTIC… That is what our guest is looking for. Respect your fellow volunteer, your state, and both its natural and built environments.


Parking / Shuttle Information
Springfield is very crowded during the Big E and the routes are very confusing. Please take a moment to look at a map, do a Google search, and get yourself ready to travel! MOST OF ALL LEAVE EARLY!!!

ALL Volunteers must park in the FREE PARKING Employee Parking lots on Windsor Street (THIS IS THE SAME LOCATION AS LAST YEAR).

You can view Google Map directions from Exit 13B off of I-91 via www.google.com/maps and type in the “Get Directions” section:
• From: Exit 13B
• To: Windsor Street West Springfield MA 01089

We have attached the map that the Big E sent us, but ENCOURAGE you to look at an online or physical map for more details.

BIG E PARKING INSTRUCTIONS
The Big E Employee Parking Lot is located on Windsor Street in West Springfield. (Please enter the parking lot from Windsor Street). The lot is monitored by a security guard. Leaving the lot, the shuttle bus will stop at each Big E Gate and then return to the lot. The entire shuttle run takes approximately 20 - 30 minutes. The shuttle hours are 6:00 a.m. to 6:00 p.m. and then on an "as needed basis" until 11:00 p.m.

Please exit the shuttle at Gate 1. The New Hampshire Building is located AT Gate 1 (the very first building on your left as you enter Gate 1) and very close to where the shuttle bus will drop you off. You will be entering the NH building from the back. Our Info Booth (where you are volunteering) is located at the opposite / front end of the New Hampshire Building.

The Big E is located at 1305 Memorial Avenue, West Springfield, MA 01089
As always, we will have our cell phones available to answer any questions and help you find your way.
Cell phone signals don’t always work inside the New Hampshire Building but we know this and check our phones frequently for messages so please leave a message and your phone number we will return your call if necessary.

BE SURE YOU KNOW WHO YOUR MANAGER & SUPERVIOR IS WHILE YOU ARE ON DUTY IN CASE OF AN EMERGENCY YOU CAN CALL THEM FROM THE ROAD.

Booth Managers Booth Supervisors
Michele Cota 603-568-4535      Mikey Duprey 603-348-8422
Paul Lacourse 603-494-7558     Glen French 603-235-0698
Bill Pickles 978-697-9254          Bob Spoerl 603-381-9117
Judi Window 603-785-9981      Anita Memos 603-494-1929

NH Building Phone Ask for the NH Booth 413-205-5082

VERY IMPORTANT – PLEASE READ!

PLEASE CONSULT GOOGLE MAP OR SIMILAR PROGRAMS
TO FIND THE BEST ROUTE FROM YOUR LOCATION.

The Big E is located at 1305 Memorial Avenue, West Springfield, MA 01089

In our many travels to the Big E, we have found the following directions from the Concord, Manchester, and Monadnock Regions a nice relaxing trip. You MAY need/want to take another route, it is up to you.

REMEMBER TO PLEASE CONSULT A MAP BEFORE LEAVING
SO YOU ARE SURE THIS IS THE BEST ROUTE FOR YOU!

Directions via Keene, NH

1. Heading West through Keene continue towards Brattleboro, Vermont on Route 9 West

2. After crossing into Vermont, you will see a traffic circle in front of you. Enter the traffic circle and take the second exit and follow the signs to I-91 South.

3. You will be on I-91 South for approximately 57 miles. Take Exit 13-B to Riverdale Street; Bear right immediately after exiting I-91 for Riverdale Street, Route 5 South. Continue South on Riverdale Street.

• The Management Team is staying at the Super 8 Motel on 1500 Riverdale Street (heading away from the Big E or North on Riverdale). There are many hotels, retail stores, and restaurants located along Riverdale Street. We have secured a discounted rate of $69.00++ for our volunteers at the Super 8 Please review the information on how to secure a room.
  

4. Take the Route 20 Exit off Riverdale Street; proceed into the traffic circle, taking the first exit following Route 20 West. You will see a Dunkin Donuts on your right and a “Welcome to Springfield” Sign. The street becomes Park Street, merge into the center lane.

NOTE: There is FREE parking for all volunteers in official Big E “Employee” parking lot on Windsor Street. This lot is located off-site and you will need to take the shuttle into the fair grounds (it actually will take you less time). Check the location and instructions above to be SURE you understand where this parking is located (THIS IS THE SAME LOACTION AS LAST YEAR)

If you have to drive directly to The Big E, follow Park Street bearing left onto River Street. From River Street take a left on Memorial Ave. You will see a HUGE Big E Billboard in front of you. The Big E is behind the billboard. Follow parking attendants for directions on how and where to park. You will have to pay for parking at this location.

Contact Information during the Expo
If it’s your first time to the Expo, ask gate attendants to help you find the New Hampshire Building. The NH Building is located right next to the Gate 1. Make your way to the New Hampshire Building—you will be entering it from the backside. The NH booth is at the exact opposite end.

The on-site manager and supervisor teams will be at the Big E in pairs (one Manager and one Supervisor) on duty for all shifts each of the 17 event days. We are also on-site the day before and after the event. Refer to the on-line schedule to know who is on duty which days. Cell phone signals don’t always work inside the New Hampshire Building but we know this and check our phones frequently for messages.

As an alternate means of contacting us, you can call the office of the New Hampshire Building. The telephone number is 413-205-5082. Tell whoever answers that you need to speak to a manager in the NH Booth.

Volunteer & Literature will be covered by Judi Window and Bill Pickles. Here is a number that will connect to ALL of Judi’s phones where ever she is 603-878-5603. Judi and Bill are in constant contact with the booth and maintain the integrity of booth’s online scheduling program and literature inventory. Contact Judi if you have ANY questions, concerns or changes.

Division of Travel & Tourism will be covered by Michele Cota 271-2665 / 860-7768 (cell) from the Concord Office. If you have any questions regarding The Big E contact Michele. Michele will be back and forth to the Big E during the 17 days.


New Hampshire Building Emergency Evacuation Procedure

In the event of an emergency, either on the Big E grounds, or contained within the New Hampshire Building, it will be announced over the building public address system that the building is to be evacuated. The public will be instructed to precede to the nearest building exit in as calm a manner as possible, to leave the building. If the situation is external to the building, information from the Big E administration will be passed on to the public regarding where to go.

Exhibitors Evacuation Procedure:
Upon notice to vacate the building during normal public hours, exhibitors will turn off electronic machinery and devices within their booth and proceed immediately to the nearest exit of the building.

Exhibitors will proceed to the rear of the New Hampshire Building and meet the New Hampshire Building Manager at the fence behind the building along the Gate 1 parking lot. All exhibitor personnel and volunteer staff should be instructed to meet at this location in the event of an emergency evacuation from the New Hampshire Building or elsewhere on the Big E grounds.

Exhibitors must check in with the New Hampshire Building Manager with an accounting of all booth personnel before leaving the vicinity for any other location.

If the evacuation call is at night during non-public hours, exhibitors should immediately proceed from the building via the nearest exit to the rear of the building and follow the check in procedure above. In the event of a fire in the building, or other emergency that prevents evacuation via the stairs, the dormitories can be evacuated via the flat roof at the rear of the dorms. Proceed to the fire escape ladders at the back of the building.

During an announced exhibitor meeting the building exits and the meeting place will be shown. It is the responsibility of each exhibitor to have at least one representative attend this meeting and for this person to inform all other booth staff as to the procedures outlined.

For questions on the procedure outlined above, contact Gail McWilliam Jellie, Director, Agricultural Development, 603-271-3788, gmcwilliam@agr.state,nh.us, NH Dept. of Agriculture, Markets & Food, PO Box 2042, Concord, NH 03302-2042

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