Without Volunteers we will have no hamfest
We Need You! Get Involved Now!
Eddie 713-569-8799 firstname.lastname@example.org
Mike – 713-826-6917 email@example.com
Where do you fit in?
We need folks at the hamfest for many many tasks, you can help for a couple hours or you can dig in and help us plan and run this thing by being a task leader or task member… There is a lot of stuff listed on this page, if you fell like you have any expertise in any of these particular areas and want to help please give us a phone call directly …
Contact Mike Hardwick, N5VCX or Eddie Runner, NU5K
Tickets, Prizes, VEs, Photographer
We have a dedicated ticket booth by the entrance.
Execute ticket sales to attendees.
Contact Daphne Rawlinson, K5VQY
Securely arrange Raffle Prizes and Door Prizes at podium for viewing.
Announce the drawing for door prizes and the raffle prizes.
See Prize Committee above.
Ham Radio License Testing
Certified ARRL Volunteer Examiners (VEs), you know the drill.
Contact Mark Janzer, K5MGJ, in the upcoming months to participate.
Take photos of general activity, awards, etc.
We need at least 2 photographers.
Web, On-line Registration, Treasurer assistance
Creating and putting content on the website.
Maintaining this living document Graphic design, Programming.
Check with Eddie Runner, NU5K
Assist in keeping this current & accurate. Also, see Hamfest Website elsewhere in these lists. This is already on-line at another page on this website.
Assist Treasurer with preparations
Prepare registration packets Wrist band acquisition, sorting, etc. Site maps Program copies
Check with David Ely, N5EKW
Various liaison and Special Activities
Fairgrounds and Facilities
Fairgrounds liaison Update Bldg B & C Floor plans. See elsewhere herein for other related activities
Arranging services and features
Note: Most of these are 2-part – before the event and during setup/Hamfest days.
Golf Carts and Port-A-Cans
Hand held radios
Peace officer coordinator
Make and put out road signs
Make and put up program, directions and other facility signs.
Arrange for both days. Meet & oversee.
Check Mike Hardwick, N5VCX
Arrange for, oversee & liaison during the event.
Contact Mike Hardwick, N5VCX.
Approach interesting, authoritative and notable speakers to give a one hour lecture/ Q&A.
Coordinate with Rick Hiller, W5RH
Other Friday Activities
Plan the Friday Night dinner
Execute Friday Night Dinner.
Coordinate, oversee other Friday activities
Kit Building Seminar/ build kits
2023 Hamfest Committees Looking for volunteers PT1
|Project Mgmt Documents|
|Fairgrounds & Facilities|
|FB Fairgrounds Liaison|
|Ticket Booth Manager|
|Golf Carts & Port-A-Cans|
|Hand Held Radios|
|Peace Officer Coordinator|
|Bldg D and Club Room Mgr|
|Bldg B manager|
|Bldg C manager|
|Bldg B & C Set up & tear down|
|Floor Plans (Bldgs B & C)|
|Get local groups to help|
|First aid/sheriff’s – setup, etc.|
|Ham Testing Coordinator|
|Event Hospitality & Support|
|Commercial Table Sales|
|Private/ham table sales|
|Friday Night dinner or similar|
|Resolve Friday activities|
|Remote HF station|
|Equipment Check Table|
|Freebie Tables for Clubs|
|Maker’s Faire/ Spark Innov|
2023 Hamfest Committees Looking for volunteers PT2
|Boy Scouts Liaison|
|AMSAT/ Satellite QSO|
|Balloon Launch Team|
|National Orgs to invite & coordinate a dinner|
|Local Clubs Liaison|
|Speaker scheduling etc.|
|Finance / Cash|
|Raffle & Door prize execution|
|Commercial Sales Invoicing|
|Marketing & Publicity|
|Social Media – FB, etc.|
|Major event letters|
|Hamfest Web Committee|
|Herding campers & non-hams|
Mike – 713-826-6917
Sales, PR, Vendors, Prizes
There are many opportunities. Some start now, others later and some continue to after the HamFest.
Flyer – layout, distribution
Other Social Media
Mass media – press releases
Major event letters
Creative ways to get the word out.
Vendor Sales and coordination
Exhibits Solicitor – Contact commercial vendors to participate.
Exhibits and Vendors Liaison – Assure exhibitors & table sellers have what they need & are properly placed.
During setup, walk around to the vendors that look like they aren’t just hams selling their equipment to donate a door prize.
All donors will have the prize marked with their name and will be announced when the prize is drawn. and listed on the website.
Participate with the Vendor Liaison to solicit, handle and display Raffle and Door Prizes
Purchase any required prizes not donated
General, Displays, Special Tables
General, Displays, Special Tables
Suggest and make happen new creative interesting displays and exhibits.
Oversee this activity.
ARRL Liaison & Card Checking
Contact Jim Burrough, N5DTT
Local Clubs & Organizations liaison
Contact them and make arrangements for their freebie ½ table.
Host and work with these groups re their needs and table assignments.
Oversee that clubs have full time staffing and aren’t selling personal items.
Groups typically include:
Boy & Girl Scouts
Balloon Launch Team
National Organizations -Invite, offer special meeting, maybe arrange (not pay for) dinner
Fox Hunt – table plus oversee event.
Be creative. Provide a table catering to the young hams and prospective hams.
Provide and coordinate staffing for this table.
Set-up oversight & A/V
Set-up oversight & A/V
Buildings setup oversight.
Set-up oversee and assist with Bldg C. (Note, we have paid help to physically do setup & teardown), Mark tables w/ table numbers, Oversee, Bldg B, assist/oversee Club Room & Bldg D.
Note: these 4 rooms/buildings are actually set up by the respective event coordinators.
Audio/Visual – Bldg. C
Assist A/V manager.
Contact Robert Polinski, KD5YVQ
Forums/Speakers, Traffic, Tailgate, Announcer
Forums and Speakers
Coordinate with entities providing forums.
Suggest creative new types of forums.
Work with Speaker Coordinator
Room arrangement as appropriate.
Audio/Visual as appropriate. – –
Club Room and Bldg D manager (oversee setup, changes, restore to original condition, etc.)
Traffic routing and Tailgate management
Set up vehicle route on premises for vendors to follow to offload. Note: This requires planning and mustering cones etc. ahead of time.
Tailgate – Mark off
Tailgate fees collections
Oversee “Dry Campers” inside or outside the tailgate area
Supervise vendor offloading in Horseshoe and promptly exit.
Announcer/MC @ Head Table
Take 30 minutes to an hour announcing events, and other as needed. Note: This person must have a clear and firm “radio voice.”
The Prize Committee will perform the actual raffles/door-prize drawings.
First-aid/Sheriff’s Bldg management
Only 1 activity here. Minimal setup, and oversight.
Special Tables and Operating Ham Stations
Special Ham Stations
Take several hours before and/or during the actual Hamfest to do talk- in
Assumes you have a good insight into the regional roads.
– HF Station
Make happen – equipment, setup, coordinate operators. Operate live for an hour.
– Remote HF Station
Make happen – equipment, setup, Coordinate operators. Operate live for an hour.
Contact Nizar Mullani, K0NM.
See Pre-Hamfest block for those activities. Staff the table several times as you wish.
Equipment check table.
BVARC provides a service to do basic tests on used equipment that people are purchasing. Equipment and setup will be provided by Task Group leader. Actual people perform testing for an hour or two one or both days as needed. This person must have a basic working knowledge (not necessarily high level) of electronics.
Contact John Chauvin, K5IZO.
PARTNERS: We have the Fort Bend county fairgrounds, its amazing, we should be able to easily find partners (negotiable) to show or advertise what they do (car dealership or any number of other things)
ADVERTISING / MARKETING PARTNERS:
Some of the things we need to do at this EARLY planning stage 150 days out, Is to find Partners.. Partners who can help us with the great cost of doing the hamfest (exhibitors or sponsors), or Partners that can draw attendance to the hamfest (Vendors, Manufacturers, Presentors, or help with the big prizes and giveaways).
We are developing a list of contacts, but the first hurdle will be the presentation to the Partners, who we are, what we do, about the venue (fair grounds) and so fourth, in other words, why it would be good for them to partner with us…
I envision this as something on paper like our past years Hamfest Flyers ( I have many past year flyers down below you can look at.. Folks are telling me the flyers look dated and should be modernized.. I am not a graphics person, so I need help creating a flyer, or presentation we can show to potential partners at this early stage.
Tailgate this year will be a special Tailgate area and a fee of $5.
HamFest MARKETING TOOLS: We need help with getting the word out, we will of course be advertising in QRZ magazine and on the ARRL website, This year we will officially be the ARRL Texas State Convention… But we always need help with the Houston HamFest website. And multimedia tools such as facebook, twitter, discord and instagram as well as talking it up on the air (nets and so fourth).. We are asking for your help if you have any expertise or experience with any of this stuff.
FOOD / Music: Best scenario may be BLUES and BBQ With a separate Friday night Banquet at an undetermined restaurant in the area.
Past Hamfests Research Data
A new page called Past Hamfests can be clicked on the top menu of this page to see the older Houston HamFest Flyers and maps and stuff. W5SPC was helpfull in finding the old hamfest flyers all the way back to our second hamfest in 2003. This can show you how much we have grown, and many of the things we have done in the past.
UPDATING / MODERNIZING TICKET SALES
We used simple paypal buttons for the past decade, its pretty simple.. But now I see so many online tickets places using QR CODES.. There are several wordpress plugins that offer QR Code ticket sales.. Hoping to move to something like this (more modern) .. Admission Tickets, Table Sales, maybe even paid tailgating… If anyone has any experience or comments please let me know firstname.lastname@example.org
Inovation Spark: Working with Inovation spark in building C
Become Part of “THE CORE” !
Throwing out ideas and discussion topics on the BVARC Reflector is good fodder for chewing and spewing. But the next step is the hardest….taking your suggested ideas and running with one or two of them to help put together and run the GHHF.
In the past it has always fallen to “The Core” of BVARC members who are always there to do the dirty. A few good folks in the past who were outside of the core had stepped up to help, but that is typically not the norm. It would be great
if all of the ideas suggested were spoken for and implemented, with a lead person at the helm of each determined to successfully bring to the table/GHHF what they have undertaken.
That would be one heck of a Hamfest. (Dayton, Huntsville, Orlando, etc. have hundreds of folks in 20 or 30 + clubs that join in putting those ham fests on) We are now into the pre-operational phase for the GHHF 6 months off.
Please attend the next meeting, to be announced soon, and step up to the plate to join The Core to bring it to fruition. Your help would be massively appreciated, plus you’ll have fun seeing your efforts being enjoyed by the thousands who attend.
73…Rick — W5RH