Table/Booth Management

Guidelines:

• Advocate the beneficial attributes of beef with the distribution of brochures, fact sheets, & giveaways at a Health Fair, Fitness Expo or Youth table or booth.
• Beef Team tables or booths must receive pre-event approval from an event coordinator to ensure non-vendor tables/booths are permitted at the event.
• 20 Prime Cuts points are awarded to the TABLE ATTENDANT who helps the Table Lead set up, take down, and manage their Beef Team table/booth on the day of the event.
• Beef Team tables/booths must be manned at all times by at least one (1) Beef Team member who is signed up to man the booth.
• The duration of a Beef Team table/booth management activity (a.k.a., “shift”) must be at least three (3) hours in length.
• Shifts beyond 3 hours in length do not constitute additional Prime Cuts points.
• Multiple members may receive credit for working the same event, however, each 3-hour shift is limited to three (3) representatives maximum. We have found most table/booths work best with 2 representatives max, but will allow up to 3 on a case-by-case basis. For example, 2-3 members (1 Table Lead and 1-2 attendants) can manage a 3-hour shift at once. OR 4+ members (1 Table Lead and 3+ Table Attendants) may receive credit for managing a table at a 6-hour event by splitting the duration of the event into half, and allowing 2 members to manage the table during each 3-hour shift.
• There is no limitation on the number of points members can accumulate in this category each calendar year.

If your event includes a presentation to a crowd, please contact Adriana Mora BEFORE the event to receive talking points.

Table Attendants: Assist Table Leads with various event-day tasks and perform the following:

• Setup and take-down of table material before and after each event.
• Distribute beef resources during each event.
• Communicate of the benefits of beef with event attendees.

*Please keep in mind that neither Table Leads, nor Table Attendants are required to be beef experts to manage a Beef Team table or booth. All questions that team members cannot answer with 100% confidence should be redirected to the Texas Beef Council.

SPONSORED TABLES/BOOTHS PROCEDURES:

1. Utilize the filter box on Events to locate all of the Sponsored Table/Booth Management opportunities offered to the team.
2. Submit a Participation Form for your event of choice. The first person to volunteer will be deemed as the TABLE LEAD. The subsequent registrant(s) will be deemed as a TABLE ATTENDANT.
   *Note: If a Table Lead has not volunteered within 15 days prior to the event, the table/booth opportunity will be removed from the Team Calendar. 
3. A minimum of 14 days prior to the event, order your table display materials. Orders placed within 14 days of the event are not guaranteed delivery on time. Instructions:
   – Visit Resources (this link is filtered for Beef Team resources)
   – Enter the quantity of attendees for the Health Fair, Fitness Expo, or Youth Toolkits. You may choose to order multiple if you see fit. For example, if the health fair has a broad audience including children and adults, you may choose to order both the Health and Youth kits.
   – If a table cloth and signage is needed, add one “Beef Team Table/Booth Display Toolkit” to your order. Table Leads may keep these displays to reuse at any future table management activities.
   – Important: Add the name of the Sponsored Table/Booth opportunity into the ‘Use For Materials’ field.
   
4. Review the Community Event Preparation Checklist for step-by-step procedures to manage a table or booth.
5. AFTER each event, Submit a Report.

NON-SPONSORED TABLES/BOOTHS PROCEDURES:

1. Contact the event coordinator to confirm non-vendor tables/booths are permitted at the event.
   
2. Confirm the event is valid for Prime Cuts points by emailing details to afoster@txbeef.org. *This step is vital in order to earn points.
3. A minimum of 14 days prior to the event, order your table display materials. Orders placed within 14 days of the event are not guaranteed delivery on time. Instructions:
   – Visit Resources (this link is filtered for Beef Team resources)
   – Enter the expected number of attendees into the appropriate toolkit for your event (Health Fair, Fitness Expo and/or Youth). You may choose to order multiple if you see fit. For example, if the health fair has a broad audience including children and adults, you may choose to order both the Health and Youth kits.
   – If a table cloth and signage is needed, add one “Beef Team Table/Booth Display Toolkit” to your order. Table Leads may keep these displays to reuse at any future table management activities.
   – Important: Include as many details about the event that you are aware of into the ‘Use For Materials’ field during checkout. This information helps the Texas Beef Council decide upon the best materials to ship for your display.
4. Review the Community Event Preparation Checklist for step-by-step procedures to manage a table or booth.
5. AFTER each event, Submit a Report.

*Note: Toolkits include a set combination of materials to accommodate the expected audience at each event, along with a single giveaway to attract attendees to your table. Special material requests may be added to the “Comments and/or Special Requests” box during checkout but are not guaranteed.

Email afoster@txbeef.org with any questions you may have about managing a Beef Team Table or Booth.