Boo Bash Festival Committee

The Boo Bash by the Bay Festival Committee is a team of dedicated community leaders who assist with planning, organizing, promoting, and executing one of the Gulf Coast's premier family-friendly Halloween festivals. Committee members help ensure a safe, successful, and memorable experience for attendees, vendors, sponsors, performers, and community partners.

COMMITTEE POSITIONS

Vendor & Exhibitor Chair
• Recruits vendors and exhibitors
• Reviews applications
• Coordinates vendor communication
• Oversees vendor check-in and placement
• Manages vendor contests and activities

Food Truck Coordinator
• Recruits food vendors
• Coordinates food truck placement
• Manages food vendor communication
• Assists with health department and operational requirements

Entertainment & Activities Chair
• Coordinates bands, performers, dance groups, and specialty acts
• Develops stage schedule
• Oversees contests and family activities
• Coordinates entertainment logistics

Volunteer & Staffing Coordinator
• Recruits volunteers
• Develops volunteer schedules
• Assigns event-day responsibilities
• Coordinates check-in and volunteer communication
• Oversees volunteer appreciation efforts

Marketing & Social Media Chair
• Assists with social media content and scheduling
• Coordinates promotional campaigns
• Shares sponsor and vendor spotlights
• Helps manage online engagement
• Assists with media relations and publicity efforts

Operations & Logistics Chair
• Assists with site layout planning
• Coordinates setup and breakdown logistics
• Oversees equipment needs
• Assists with signage placement
• Helps manage event-day operational issues

Safety & Guest Services Coordinator
• Assists with emergency planning
• Coordinates guest information booth
• Oversees lost child procedures
• Supports communication with security, EMS, and venue staff
• Monitors guest experience and accessibility

Boo Dash 5K & Fun Run Coordinator - *tentative*
• Oversees race planning and logistics
• Coordinates registration and packet pickup
• Works with timing company and race volunteers
• Manages course operations and awards

Decorations & Experience Chair
• Coordinates festival décor and themed elements
• Oversees photo opportunities and displays
• Assists with wayfinding signage
• Helps create an immersive Halloween atmosphere

Fundraising & Hunter's Heart Foundation Initiative Chair
• Coordinates Hunter's Heart for the Holidays gift collection
• Assists with fundraising initiatives
• Works with nonprofit partners
• Oversees donation drives and community outreach projects

BOO BASH BY THE BAY FESTIVAL COMMITTEE
TERMS & EXPECTATIONS

Thank you for your interest in serving on the Boo Bash by the Bay Festival Committee. Committee members play a vital role in helping create a safe, successful, and memorable event for our community. By accepting a committee position, members agree to the following expectations and responsibilities.

COMMITMENT

• Committee members are expected to actively participate in the planning and execution of Boo Bash by the Bay.

• Committee members must attend monthly committee meetings, either in person or via video conference. Additional meetings may be scheduled as the event date approaches.

• Committee members are expected to respond to communications in a timely manner and assist with tasks related to their assigned committee role.

EVENT DAY REQUIREMENT

• Committee members must be present and actively assisting during Boo Bash by the Bay on Saturday, October 24th, 2026.

• Committee members should expect to arrive prior to the event opening and remain available throughout the duration of the event unless otherwise approved by the Festival Director.

PROFESSIONAL CONDUCT

• Committee members serve as representatives of Boo Bash by the Bay, Bay Area Events, our sponsors, vendors, performers, volunteers, and community partners.

• Members must conduct themselves in a professional, respectful, positive, and enthusiastic manner at all times while representing the event.

• Members are expected to support the mission and goals of the festival and help foster a welcoming and inclusive environment for attendees, participants, and fellow committee members.

• Committee members shall not engage in behavior that could negatively impact the reputation of the festival, its organizers, sponsors, partners, or attendees.

FINANCIAL RESPONSIBILITY

• Committee members are not expected to personally incur expenses on behalf of the festival.

• Any pre-approved purchases made for the benefit of the event will be reimbursed upon submission of receipts and supporting documentation.

• Committee members may not enter into contracts, agreements, purchases, or financial commitments on behalf of the festival without prior authorization from the Festival Director.

TEAMWORK & COLLABORATION

• Committee members are expected to work collaboratively with fellow committee members, volunteers, sponsors, vendors, performers, and community partners.

• Members should be willing to assist outside of their designated role when necessary to support the overall success of the event.

• Committee members are encouraged to actively promote the festival through their personal and professional networks whenever appropriate.

TERM OF SERVICE

• Committee appointments remain in effect through the completion of Boo Bash by the Bay and any post-event wrap-up activities.

• Committee members who are unable to fulfill their responsibilities or who fail to meet attendance and participation expectations may be removed from the committee at the discretion of the Festival Director.

By serving on the Boo Bash by the Bay Festival Committee, members acknowledge their commitment to helping create a premier community event that positively impacts the Gulf Coast while supporting local families through Hunter's Heart Foundation and Hunter's Heart for the Holidays.