Committee Information

Advance Ticket Sales: Promotes the sale of advance tickets to our membership. Coordinate the direct marketing through mail, association publications and committee, council and board meetings. Coordinate with Show Chairman and coordinator the mailing of complimentary/advanced tickets, with appropriate correspondence to membership and various organizations as directed. The committee also helps the Show coordinator prepare the move in packets for the Show.
Time Committment: Approximately 20 minutes before each committee meeting

NOTE: Tickets are to be sold only in books of 10 to HBA members ($60/book) and Show exhibitors ($75/book) prior to the Show week. Tickets are not to be resold or purchased for non-members and are available in limited quantities.

Contact SGentry@tulsahba.com to purchase your advance tickets. 

Committee Headquarters/Lounge: Design and coordinate the set-up for the committee lounge. Arrange for tables, chairs and materials needed to coordinate with the Show’s theme. The Chair will set-up and tear down from this area. Arrange for the lounge area’s refrigerator, cable television, lounge chairs and floor covering and table decorations. Included in duties: getting the Show Poster matted and framed for the chairman and the HBA. The Poster for the chairman must be matted but not framed and available the week of the Show so everyone can sign it in the Lounge.
Time Committment: Approximately 1-2 hours. Will also need to be on-site for Monday drop-off.

Exhibitor Lounge: Design and coordinate the set-up for the exhibitor lounge. Arrange for tables, chairs and materials needed to coordinate with the Show’s theme. The Chair will set-up and tear down from this area. Make sure area is an enjoyable space for exhibitor to get away and eat or relax for awhile. There will be designated times the Exhibitor Lounge is open. 
Time Committment: Approximately 1-2 hours. Will also need to be on-site for Monday drop-off.

Landscaping: Design and coordinate all landscaping including, but not limited to: center feature, rest areas, main street, Creekmore Avenue, ramps and information booths. Create the landscape layouts with the Show Chair. Determine the type and numbers of plant materials required and obtain bids from HBA members first, followed by appropriate suppliers if necessary. Coordinate with Chair and obtain donated items needed for decorations such as fountains, ponds, garden décor, etc.
Time Committment: Varies depending on landscaping design and plant deliveries.

Street Signs: Coordinate the assembly and placement of street signs. Following Show, remove and disassemble street signs for storage. Annually assess need for additional signage and adequacy of signage design.

Packet Stuffing:  This will take place in February at 5:00 at the HBA. We will be stuffing the exhibitor check-in packets. Dinner will be provided. 
Time Committment: Approximately 2 hours.

Watch Dog: Deter theft by walking the Show floor and being seen during Show set-up (Monday-Thursday, Noon to 10 p.m.), during the Show (Thurday-Sunday, 10am - 8pm) and Show teardown (Sunday 5 p.m. -10 p.m. and Monday 7 a.m. until Noon.) Monitor that move-in and move-out bands are worn and report anything that seems unusual or out of the ordinary to appropriate Show Chair or staff. Do not put yourself in jeopardy. Radios will be provided.

NOTE: All committee members will be expected to fill at least one shift. 

During Show Committees

Exhibitor Public Relations: Responsible for welcoming each exhibitor to the Home & Garden Show during first 24 hours of the Show. Give hand addressed thank you notes that are to the exhibitors.
Time Committment: Approximately 2-3 hours on Thursday, March 7 or Friday, March 8.

Information Booth: Coordinate, schedule and prepare HBA members to man two booths. Ensure that booths are staffed throughout the Show. Coordinate the maps and other reference materials, such as the “Most Commonly Asked Questions” to be located in each booth. Arrange for adequate quantities of HBA public relations materials to be provided to distribute to the public. Email to each info booth volunteer prior to Show reminding them of their shift’s time and date. Once the volunteer has worked their assigned shift they are eligible for two Show tickets. (Committee attire will only be provided to H&G committee volunteers.) Coordinate with Show Sign Chair for proper signage such as “You are here”, Show layout, poster sales, etc. 

Post Show Committees - everyone on the committee is expected to help with Sunday Night Tear-Down and Monday morning clean-up. 

Sunday Night Material Handling: Coordinate the removal of H&G Show decoration & landscaping. Coordinate with the various sub-committee chairs to remove or tear down the areas of the Show that their committees are responsible for such as: Street Signs, Information Booth, Show Signage, Landscaping, Committee Headquarters and Exhibitor Lounges. Assess the need for committee volunteers and hired labor help to clear the Show floor. This committee is also responsible for working with the plant material benefactor to pick-up material Sunday night.
Time Committment: Approximately 2 hours starting Sunday, March 10 at 5:00 pm.

Monday Cleanup: Working with HBA staff, ensure a timely cleanup and departure of exhibitor displays. Coordinate return of materials with Transportation Committee.
Time Committment: Approximately 3 hours on Monday, March 11 from 8:00 am to 11am.

Flower Distribution: Working with the landscaping chair to assess the flowers to be given to the committee at the end of the Show. Will also work with the Information Booth, Entrance Host and Watch Dog chairs to see if anyone has worked multiple shifts to receive additional plants.  In charge of staffing the plant area at the end of the Show to make sure committee members are taking the right plants that have been assigned to them.
Time Committment: Approximately 1-2 hours during show--will coordinate with flower distribution chair; 2-3 hours on Sunday, March 10.

*Every committee chair/co-chair is responsible for turning in a report of activities to the Show Coordinator after the Show. The report should include what you did, who you contacted, and any other useful information for a new chair taking over that committee.