2018 NORTH CAROLINA AZALEA FESTIVAL AFYC HANDBOOK · The Azalea Festival Youth Committee “AFYC”...

2018 NORTH CAROLINA AZALEA FEST IVAL

A F Y C H A N D B O O K

NORTH CAROLINA AZALEA FESTIVAL | PO BOX 3275 | WILMINGTON, NC 28406 | PHONE: 910-794-4650 | FAX: 910-794-4651


O U R M I S S I O NThe Azalea Festival Youth Committee “AFYC” is a leadership organization for local high school students in Brunswick, Pender, and New Hanover Counties. The Azalea Festival Youth Committee develops a wonderful sense of community, as well as organizational, teamwork and leadership skills that make this program a success.

We develop future leaders of the community by supporting the mission of the North Carolina Azalea Festival.

2018 AFYC COMMITTEE CHAIR

M O R G A N C A R S O NThe North Carolina Azalea Festival is comprised of over 80 volunteer committees with over 1,000 volunteers. Morgan Carson leads one of those committees, the Azalea Festival Youth Committee (AFYC), as a Festival volunteer. Morgan is a full-time Physician Assistant practicing hospital medicine. She has been involved with the Azalea Festival for 26 years, and it has been a part of her family for 50 years. She is excited to work with AFYC again this year and is looking forward to serving the community alongside you!

W H AT D O E S A F Y C D O ?AFYC supports the North Carolina Azalea Festival year-round by volunteering and fundraising. While AFYC members are busy volunteering during Festival week in April, they also get to take time to attend the Queen’s Coronation as special guests, hangout at the Concerts, and have way more behind-the-scenes fun than anyone else (well, maybe we’re biased).


A F Y C M E M B E R S R E S P O N S I B I L I T I E SAnyone in high school can be a part of AFYC! Here are AFYC responsibilities:• Work towards a goal (see next page) by volunteering and participating in fundraising. AFYC members must

have all of their points by March 14th to be a part of Festival week. This means you have to be at least signed up for enough volunteer opportunities; we realize many of these take place during Festival Week. We’ll work with you to give you opportunities to volunteer and fundraise, but ultimately you are responsible.

• Attend AFYC meetings on Wednesday nights at 6PM (see schedule). Meetings aren’t every Wednesday, and we also have fun socials every once in a while so everyone can get to know each other. We ask that you don’t miss more than two meetings to ensure we’re all receiving the same opportunities.

• Attend at least one North Carolina Azalea Festival Committee meeting - these are on Monday nights. At least two AFYC Officers will be at every Committee meeting with Morgan, so you’ll always have someone to sit with. We want you to see these meetings because this is how an entire five-day Festival with 300,000 attendees gets planned - and it’s awesome.

• Communicate with your AFYC Officer and respective team. Each member will be part of a team: Pink, Purple, Green, or Gold. An AFYC Officer will be leading each team, but they’re going to rely on your for some things too. Work with your team and promote unity within AFYC - we’re a drama-free zone.

• Invite your friends! Working with AFYC is a great way to be involved with your community, meet people from other schools, and network within the city of Wilmington.



A F Y C W E B S I T E P O R TA LTo help keep open communication, AFYC members will have access to a portal on the North Carolina Azalea Festival website. The portal will have contact information for the Officers, a link to Airtable, ad sales forms, and other resources. If you need additional ad sales forms or want to check your points, please reference the AFYC portal. The page is password-protected. Do not share the password with anyone outside of the Festival.

PASSWORD: afyc2018


A I R TA B L EWe will use Airtable, an online database to keep track of members, points, volunteer opportunities, and ad sales. It’s free to use, and there will be a read-only link to Airtable on the website portal. You will need to download the app onto your phone for Festival Week. This will help you with your volunteer schedule, as well as help you keep up with ad sales. Contact Morgan Carson to get the database correctly shared on your phone.

Morgan, AFYC Chair

Nora Mark Olivia Nelson Ellen Samz McKenzie Williams

Green Team Purple Team Gold Team Pink Team

AFYC Co-Chair


A F Y C O F F I C E R S & S T R U C T U R EAFYC is led by the Committee Chair, Morgan Carson and her Co-Chair. AFYC has four Officers with equal status that help lead the program. Each Officer is responsible for their team: Purple, Pink, Gold, or Green. You can see who is on your team with Airtable.

• Go to ncazaleafestival.org and click on “Azalea Festival Youth Committee” under the “Get Involved” tab• On the AFYC page, click on the gold “AFYC Member Portal” button• When prompted, enter the password to view the site.


AFYC LEVEL 1 BENEFITS VOLUNTEER POINTS FUNDRAISING

Wednesday - Queen’s Coronation (reserved seating)

100 $600Thursday - ConcertFriday - CFGC Ribbon CuttingAFYC T-ShirtName listed in Souvenir BookAFYC Level 2 BENEFITS


150 $650

Thursday - ConcertFriday - CFGC Ribbon CuttingAFYC T-ShirtName listed in Souvenir BookFriday - ConcertSunday - TBAAFYC Level 3 BENEFITS


200 $800

Thursday - ConcertFriday - CFGC Ribbon CuttingAFYC T-ShirtName listed in Souvenir BookFriday - ConcertSunday - TBAEligibility to apply for Officer Position AFYC Officer BENEFITS


300 $900

Thursday - ConcertFriday - CFGC Ribbon CuttingAFYC T-ShirtName listed in Souvenir BookFriday - ConcertSunday - TBAGovernor’s Press ConferenceThursday - Boys and Girls Club Visit, Hospital Visit, and Celebrity Reception


A F Y C G O A L SThe AFYC point system is designed to encourage participation and volunteerism in Azalea Festival activities. While Morgan will maintain records, each member will be responsible for keeping track of their points. Volunteer points are earned through AFYC volunteer opportunities that you’ll be able to sign up for, and fundraising will come from ad sales ($1 = 1 point). AFYC will be selling ads for the Scholarship Pageant Program, Souvenir Book, and digital billboards (sales forms and training will be provided).

My personal goal/level:


Date Event Location TimeWednesday, September 6 First AFYC Meeting Jungle Rapids 6-7PM

Wednesday, September 20 AFYC Social TBA TBA

Wednesday, October 4 AFYC Meeting - Ad Sales start! Jungle Rapids 6-7PM

Wednesday, October 25 AFYC Social TBA TBA

Wednesday, November 15 AFYC Meeting Jungle Rapids 6-7PM

Wednesday, November 29 AFYC Group Ad Sales TBA TBA

Saturday, December 2 AFYC Group Ad Sales TBA TBA

Wednesday, December 13 AFYC Holiday Social Jungle Rapids 6-7PM

Wednesday, January 10 AFYC Meeting Jungle Rapids 6-7PM

Saturday, January 20 AFYC Group Ad Sales TBA TBA

Wednesday, January 31 AFYC Meeting - Ad Sales Due Jungle Rapids 6-7PM

Wednesday, February 14 VALENTINE’S DAY - NO AFYC

Wednesday, February 28 AFYC Meeting Jungle Rapids 6-7PM

Wednesday, March 14 AFYC Meeting - Points Deadline Jungle Rapids 6-7PM

Wednesday, March 21 AFYC Meeting Jungle Rapids 6-7PM

March 26 - 30 SPRING BREAK - NO AFYC

Wednesday, April 4 Wardrobe Showing/Review schedule Jungle Rapids 6-7PM

April 11- 15 71st NORTH CAROLINA AZALEA FESTIVAL


A F Y C M E E T I N G D AT E SWe ask that AFYC Members attend all meetings and events - you can miss up to two and maintain membership. Just as a reminder, members have to go to at least ONE Committee Meeting.

Date Event Location Time

Monday, November 13 Committee Meeting The Terraces at Sir Tyler 6PM

Monday, January 8 Committee Meeting The Terraces at Sir Tyler 6PM

Monday, January 29 Committee Meeting The Terraces at Sir Tyler 6PM

Monday, February 12 Committee Meeting The Terraces at Sir Tyler 6PM

Monday, February 26 Committee Meeting The Terraces at Sir Tyler 6PM

Monday, March 5 Committee Meeting The Terraces at Sir Tyler 6PM



Monday, April 2 Committee Meeting The Terraces at Sir Tyler 6PM


Pre-Festival Volunteer Opportunities Date Time Max PointsArt Unveiling TBD TBD 4 20

Princess Tea Sunday, October 15 2-4PM 6 20

Pre-Festival Party TBD TBD 2-4 20

Sell flowers at the Scholarship Pageant Saturday, March 4 7-9PM 4 20

North Carolina Azalea Festival Office TBD TBD No Limit 20

Flyer Distribution10 points per flyer. Max point value is 100 N/A N/A No Limit 100

Azalea Sweep Saturday, April 7 8AM-12PM No Limit 20

Outside Volunteer WorkCommunity work outside of the Azalea Festival may count towards your AFYC points. Max point value is 50.

N/A N/A No Limit 50

Total Possible 270

Meetings & Events Date Time Number PointsAFYC Meeting September 6 6-7PM No Limit 5

AFYC Meeting October 4 6-7PM No Limit 5

AFYC Meeting November 15 6-7PM No Limit 5

Group Ad Sales November 29 TBD No Limit 10

Group Ad Sales December 2 TBD No Limit 10

AFYC Meeting January 10 6-7PM No Limit 5

Group Ad Sales January 20 TBD No Limit 10

AFYC Meeting - ADS DEADLINE January 31 6-7PM No Limit 5

AFYC Meeting February 28 6-7PM No Limit 5

AFYC Meeting - POINTS DEADLINE March 14 6-7PM No Limit 5

AFYC Meeting March 21 6-7PM No Limit 5

Committee Meeting Your Choice 6-7PM No Limit 5

Total Possible 75

Festival Week Volunteer Opportunities Date Time Number PointsStreet Fair/Parade “No Parking” Signage Tuesday, April 10 4:30-5:30PM 10 20

Street Fair Merchandise Booth - Shifts April 14-15 10AM-6PM 16 50

Princess Parade Float Decorating Saturday, April 14 TBD 2-4 50

Parade Balloon Handling Saturday, April 14 8:30-11AM No Limit 100

Street Fair Child Celebrity Meet and Greet - Shifts Saturday, April 14 11AM-3PM 10 50

Total 270

Post-Festival Volunteer Opportunities Date Time Number PointsVolunteer Appreciation Party TBD TBD 2-4 20

Office Inventory/Clean-up TBD TBD 2-4 50

Total Possible 70


V O L U N T E E R O P P O R T U N I T I E S - S U B J E C T T O C H A N G E



P E R S O N A L V O L U N T E E R P O I N T S T R A C K E RYou can use this form to keep track of your volunteer points and meeting attendance. We’ll keep track too, but it’s always a good idea to have your own records for reference.

OPPORTUNITY POINT VALUE SIGNED UP

TOTAL

ATTENDANCE ATTENDED DID NOT ATTEND

September 6 AFYC Meeting (5 points)

October 4 AFYC Meeting (5 points)

November 15 AFYC Meeting (5 points)

November 29 Group Ad Sales (10 points)

December 2 Group Ad Sales (10 points)

January 10 AFYC Meeting (5 points)

January 20 Group Ad Sales (10 points)

January 31 AFYC Meeting - ADS DEADLINE (5 points)

February 28 AFYC Meeting (5 points)

March 14 AFYC Meeting - POINTS DEADLINE (5 points)

March 21 AFYC Meeting (5 points)

Committee Meeting (5 points)

TOTAL



P E R S O N A L A D S A L E S T R A C K E RYou can use this form to keep track of your ad sales. You are responsible for turning in ad sales forms, payment, and artwork all at one time (or artwork can be emailed). We can’t accept your ad sales form without payment - it makes your life and our life much easier to get it all done at one time.

SCHOLARSHIP PAGEANT AD SALES - DUE JANUARY 31ST AD SIZE AMOUNT DUE CASH/CHECK

SOUVENIR BOOK AD SALES - DUE JANUARY 31ST AD SIZE AMOUNT DUE CASH/CHECK

DIGITAL BILLBOARD AD SALES - DUE JANUARY 31ST AD SIZE AMOUNT DUE CASH/CHECK

2018 NORTH CAROLINA AZALEA FESTIVAL AFYC HANDBOOK · The Azalea Festival Youth Committee “AFYC”...

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