Fly-In Chairman Responsibilities
- “Safety First” attitude. Overall responsibility for the safe and efficient operation of your respective area.
- Customer Service is a #1 priority! Ensure our volunteer workforce maintains a positive, helpful attitude when interacting with our guests. If a dispute arises, please make the guest happy, then bring the matter to event management for a fix or resolution or call on management to step-in before the issue escalates. The goal is that everyone (guests & volunteers) leaves SUN ‘n FUN Fly-Happy!
- Team Building – Provide leadership, train your volunteers for the job we are asking of them.
- and schedule and train volunteers for your area.
- Provide leadership and build a leadership team, name a Co-Chairman who can be a part of your succession plan.
- Actively recruit your volunteers
- Train your volunteers for the job we are asking of them.
- Share event information with your team
- See Chairmen, Co-Chairman, Division Chairman definitions below.
- Thank your VOLUNTEERS for their hard work. Let them know how much they are needed BECAUSE THEY ARE!!! Communicate regularly with volunteers – especially by sharing Expo–related information that impacts your area of responsibility and even more importantly if it impacts other areas, not only during the Expo but also on a year–round basis. The SUN ‘n FUN Aerospace Expo would not be possible without the energy, talent and enthusiasm of our volunteers.
- Ensure that your volunteers feel welcome, wanted and informed. It is VERY important that our volunteer workforce is informed, especially those who interact directly with our guests. It is your responsibility to disseminate event information to your volunteer workforce. Do this by:
- sharing information provided to you by SUN ‘n FUN management,
- providing access to the Volunteer Handbook, Fly-InFo Guide/Expo Map Information
- and sharing information links to the Volunteer Section of the website.
If you or your volunteer do not understand the information provided, PLEASE ASK QUESTIONS!
- Volunteer Hours & Record Updates – Once a volunteer in your area has completed their service for the event, you are responsible for documenting their work hours in the credential system on www.snfvol.org. This allows their volunteer record to stay up to date, and the volunteer to be recognized appropriately for their volunteer service milestone anniversaries.
- Fly-In Requests – When determining specific needs for your area – especially regarding equipment – all requests should be made through www.snfvol.org. If there is an item you no longer need or you keep stored in your work location, please remove it from your equipment list so it is not ordered for you again. Please be conservative when making your orders to help us keep costs down. SUN ‘n FUN will do its best to honor/fulfill your approved request but it is not guaranteed.
- Return all Fly–In equipment to the area where it was picked up. Volunteer ID cards are required for pickup of golf carts, radios and items from Fly-In Supply. Volunteer ID cards are ordered through the Volunteer Credential system. Only Chairmen and volunteers designated to pick up equipment need an ID card.
- Attend at least one Volunteer Chairman’s Meeting (all of them, if possible). These meetings include important Fly–In information that should be relayed to your volunteers (see item #5 above).
- Maintain a “big picture” perspective on your operation and how it affects the overall event. Work with other Fly–In Chairmen whose operations affect or are affected by your area to keep operations flowing smoothly.
- Beware of issues/hazards/concerns that you encounter, whether it is in your area of responsibility or in some other area. You are invited – and encouraged – to make suggestions that will help improve the overall Fly–In, even if that suggestion impacts an area(s) that is not your responsibility.
- Compile a list of specific duties you and your area are responsible for so that it can be documented to ensure operational clarity and, when the time comes, a smooth succession/transition in leadership. This will also help with volunteer recruitment for your area. Click here to get this process started.
- Budgets – If your area of responsibility requires a budget, work with your SUN ‘n FUN staff liaison to ensure the budget is included in the overall Fly–In budget and, more importantly, that it receives approval. All SUN ‘n FUN money spent to support your area needs to receive prior approval.
- Always promote SUN ‘n FUN to other possible volunteers and guests. Act as a “SUN ‘n FUN Aerospace Expo Volunteer Ambassador” when attending other aviation or community-related events.
- Statistics – Gather interesting statistics (i.e. number of guests, number of aircraft, or campers, etc.) regarding your area during the Fly In and share it with the SUN ‘n FUN Media Center Media Chairman, Statistics Chairman, or Event Director. This information is very important to SUN ‘n FUN!
- What are you Doing? Share interesting events that might be taking place in your area with our Media team (Media Center, SNFRadio, SUN ‘n FUN Social Media). More detailed contact information will be in the Volunteer Handbook. If it is appropriate for guest information, please include it on the Daily Schedule.
Chairmen & Volunteer Definitions
Chairman:
A chairman is a person who has accepted the overall responsibility for the operations of a Fly-In area. This person is responsible for volunteer credentials & equipment requests for their area. This person reports to the Convention Chairman.
Co-Chairman:
A co-chairman is a person who accepted the role of backup to a chairman of a Fly-In area. With the approval of the Convention Chairman, this person will become acting chairman in the event that the Chairman cannot fulfill his/her role prior or during the fly-in.
Div-Chairman:
A div-chairman is a person who accepts the chairmanship of an operation within a Fly-In area (i.e. office, parking, volunteers, hosting, etc.). This person reports to the chairman of their area and is not required to submit paperwork.
Div-Co-Chairman:
A div-co-chairman is a person who has accepted a co-chairmanship of an operation within a Fly-In area (i.e. office, parking, volunteers, hosting, etc.). This person reports to their Div-Chairman.
Weekly Volunteer:
A person who commits to work 4 days or more during the week of the convention. (Eligible for Complimentary camping after the first year)
Daily Volunteer:
A person who works 3 days or less during the week of the convention. (Not eligible for Complimentary camping)
New Volunteer:
A person who is a SUN ‘n FUN volunteer for the first time, not just new to your Fly-In area. (Not eligible for Complimentary camping)