North San Diego County Black Festival: Detailed Coordinator Team Guide

OVERVIEW

The North San Diego County Black Festival is a powerful celebration of Black culture, creativity, business, and community. It’s more than an event — it’s a movement of connection, pride, and purpose. This festival could not happen without the dedicated team of coordinators who step up to lead.

Each of you plays a vital role in bringing this experience to life. You are the faces, hands, and hearts behind the scenes. While most planning, preparation, and communication has been handled in advance by Event Director Brandon Bornes, it’s your leadership on the day of the festival that makes everything run smoothly. You are helping bring the community together in a unique, intentional, and inspiring way.

Your task is not to make new decisions — but to carry out the plan, guide your area with care, and help create a joyful, safe, and welcoming space for everyone who attends. Brandon will be available all day as a floating support lead, but stationed at check in area, Greeting attendees

Festival Details

📍 Location:
Mariners Church Oceanside
4000 Mystra Dr, Oceanside, CA

🗓️ Event Date & Time:
Sunday, June 29, 2025
Event Hours: 3:00 PM – 8:00 PM
Setup Time: 2:00 PM – 3:30 PM
Tear Down Time: 8:00-9:00pm

(All coordinators should be fully set and checked in by 3:00 PM.)

Pre-Event Meetings

✅ In-person Coordinator Meeting:

Sunday, June 29 at 1:00 PM (on-site)
Final walk-through, instructions, and Q&A before setup begins.

✅ Virtual Team Meeting (date/time TBD):
A virtual check-in will be scheduled prior to the event to review the plan and answer questions.

✅ Individual Coordinator Check-Ins:
Brandon will reach out to each coordinator and finalize your area details.

What to Remember

🔹 Be early and ready. Know your role and arrive with time to set up and check in.
🔹 Follow the plan. Layouts, booth assignments, and show flow have already been finalized.
🔹 Stay in touch. Text or call Brandon if issues arise outside your control.
🔹 Lead with care. You represent the spirit of the festival — your energy matters.

Brandon Bornes
Event Director / Host
📧 brandon@sandiegoblackfestival.com
📞 (760) 420-9045

Let me know if you'd like this made into a flyer, doc, or graphic version for email or print.

Venue & Performance Stage

Traffic Flow & Parking Lots

Designated Areas

Art Exhibitors, Stage Performances, Audience Seating, Inside Vendors, Outside Vendors, Youth/Family Activities and Games, Food Vendors

Festival Itinerary

Preparation Notes

1:00pm - Coordinators meet in Parking Lot #3 to review event details and finalize the day’s execution plan. Participants and vendors and volunteers start to arriving to prep in parking lot

1:45pm - Coordinators, volunteers and vendors reconvene in Parking Lot #3 to assign roles and confirm logistics.

2:00pm - Vendor & Gospel Choir setup ramps up; Attendees are directed to park in front lots #1 & #2 by the parking coordinator and volunteers.

2:30pm - Gospel Choir sound check.

3:00pm - doors open, check- in begins

3:25pm - Venue host gives welcome remarks, shares objectives & itinerary, then introduces the Venue Pastor for opening prayer.

3:00pm - Doors open to the public. Virtual check-in and wristband distribution for attendees, vendors, exhibitors, performers & volunteers (link provided).

3:30pm - Gospel Hour begins.

4:30pm - 5:30 - Sound checks for Black Paint Experience performers and Stardust run alongside networking.

5:30pm - Community Line Dance, Flash Mob

5:45pm - Black Paint Experience program kicks off.

7:15pm - Beats & Bars extended performance.

7:45pm - Stardust promotional set.

8:00pm - Show closes—cleanup begins.

9:00pm - Venue closed, no on on property

Collect Donations

this is a free community event, we did not receive enough donations to pay everyone we want to, but to get reimbursed for your time and talents, people can donate directly to you, through our team donation link.

Brandon Bornes

brandon@sandiegoblackfestival.com | (760 420-9045

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Event Director / Host

Purpose: To oversee the overall flow of the festival, support coordinators, and serve as a visible leader and host for the day.

Pre-Event Responsibilities:

• Lead all festival planning, logistics, and communication

• Finalize vendor list and participant rosters (performers, volunteers, exhibitors, etc.)

• Prepare and provide all coordinator guides, contact lists, supplies, and instructions

• Confirm programming timeline, run-of-show, and overall structure

• Coordinate signage, tech, print materials, and equipment needs

• Handle city permits, rentals, vendor confirmations, and essential logistics

Day-of Responsibilities:

• Float between all zones to support coordinators and assist where needed

• Oversee overall event flow, timing, and transitions

• Serve as primary point-of-contact for emergencies or high-level decisions

• Station at the Check-In Booth during peak times to welcome VIPs and engage financial partners

• Lead donation conversations and fundraising efforts on-site

• Provide direction, encouragement, and backup support for the entire team

Provided by Self:

• Master timeline, final participant lists, contact sheet

• Signage, tech files, printed materials, and any backup resources needed

• Coordinator expectations, zone maps, and festival overview

Jini Bornes

brandon@sandiegoblackfestival.com | (760 420-9045

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Assistant Event Director

Purpose: To assist the Event Director with leadership presence, coordination support, and hands-on help before and during the festival.

Pre-Event Responsibilities

• Participate in key planning conversations and strategy meetings as needed
• Help review and organize coordinator materials, contact lists, and supplies
• Provide feedback on run-of-show, signage, and festival flow
• Assist with communications and outreach when needed

Day-of Responsibilities

• Serve as Brandon Bornes’ right hand throughout the event
• Support coordination team and step in as needed to solve problems
• Help manage transitions, timing, and team morale
• Greet special guests, support VIP and donor interactions
• Be available for on-the-spot needs or decisions in the Director’s absence

Provided by Jini

• Presence at key points during the festival to represent leadership
• Emotional support, hospitality, and a steady presence to help keep the team grounded and encouraged

Jazzlyn Rainey

jazzydrewitllc@gmail.com | (619) 913-0931

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Art Gallery Coordinator

Purpose:
To curate a visually impactful, organized, and respectful gallery space that highlights the work of local Black artists.

Pre-Event Responsibilities

• Confirm participation with all gallery exhibitors.

• Review gallery layout and placement plan provided by the Director.

• Communicate arrival time, setup instructions, and expectations to all artists.

• Ensure all exhibit items are accounted for (easels, panels, tables, labels, etc.).

Day-Of Responsibilities

• Arrive early to lead the gallery setup in the designated area.

• Use the provided gallery map to arrange artist stations and artwork placement.

• Ensure signage and labels are displayed clearly and consistently.

• Manage and direct volunteers helping with setup and monitoring.

• Greet and check in artists, ensuring their needs are met during setup.

• Monitor guest traffic for flow, safety, and respect of artwork.

• Troubleshoot any issues with display materials, artist concerns, or spacing.

• Maintain gallery cleanliness and visual consistency throughout the event.

• Secure and oversee artwork during peak traffic times.

Provided by Director

• Gallery map with designated artist placements

• Full artist roster with contact info

• Setup instructions and flow diagram

• All printed signage, labels, and table identifiers

• Emergency contact list and general festival timeline

• Messaging to encourage and inspire artist participation

Breyani Holoman

brey2015@gmail.com | (909) 346-8979

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Volunteer Coordinator

Purpose:
To manage volunteer check-in, placement, and support on event day, ensuring all volunteers are welcomed, assigned, and cared for throughout their shifts.

Pre-Event Responsibilities

• Review the list of confirmed volunteers provided by the Director.

• Familiarize yourself with the general event layout and key volunteer stations.

• Prepare your own notes for how you’d like to manage volunteers throughout the day.

Day-Of Responsibilities

• Arrive early to set up and organize the volunteer check-in area.

• Check in volunteers as they arrive and assign them to available or needed areas.

• Distribute lanyards and offer water/snacks to volunteers as needed.

• Monitor volunteer stations and rotate/support individuals to avoid fatigue or confusion.

• Serve as the main point of contact for volunteers with questions or concerns.

• Provide encouragement and ensure all volunteers feel appreciated and included.

Provided by Director

• List of confirmed volunteers

• Volunteer check-in form or sign-in sheet

• Lanyards for identification

• Basic event layout and general volunteer expectations

• Water/snacks (if available)

• Emergency contact list and event timeline

Debbie Washington

debbie.dwashington@gmail.com | (619) 203-8835

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Fashion Show Coordinator

Purpose: To implement the pre-approved fashion show plan and ensure smooth execution.

Day-of Responsibilities:

• Prep and guide models before the show begins

• Create and walk through the designated walk route with models

• Organize models in order based on the prepared lineup

• Monitor timing, music cues, and transitions throughout the show

• Ensure models return outfits and assist with post-show cleanup if needed

Provided by Director:

• Final model list and lineup order

• Music tracks and playback instructions

• Enforced walk route, fashion show itinerary, and cue timelines

Ke'Anna Dodds

info.ruekitchen@gmail.com | ‭(760) 349-2945‬

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Vendor Coordinator

Purpose: To support and manage vendors on the day of the event.

Day-of Responsibilities:

• Decide vendor booth placements and direct setup in designated vendor areas

• Assist vendors with unloading, setup, and locating their assigned spaces

• Answer basic questions and direct vendors to the correct zones (food, merchandise, info, etc.)

• Monitor the vendor area throughout the day for support needs and smooth operations

Provided by Director:

• Final vendor list

• Booth map and setup guidelines

• Vendor permits and event instructions

• Volunteers assigned to assist with vendor area

Kevin & Maleata Hall

blankpage@aol.com | (770) 789-3634

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Media Production Coordinators

Purpose: To manage visuals, audio, screens, and sound as planned.

Preshow Responsibilities:

• Review all media content provided

• Test and confirm all visuals, slideshows, and video/audio files are working properly

• Coordinate with the Event Director for timing, cues, and tech flow

Day-of Responsibilities:

• Implement and operate the preloaded visual/media content during the program

• Monitor screens, slideshows, and sound throughout the event

• Coordinate in real-time with the Program Coordinator / MC to stay in sync

• Troubleshoot any technical issues quickly and calmly

Provided by Director:

• All content files (visuals, audio, slides, videos)

• Access to presentation hardware and screen controls

• Run-of-show schedule with media cues

Micheal James Brown

mjb@therealmjb.com | 562-884-2565

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Program Coordinator / MC

Purpose: To guide the audience through the program with energy, clarity, and connection.

Day-of Responsibilities:

• Open the program by laying out the day's schedule and letting attendees know their role — to participate, engage, and support

• Follow the printed script and event timeline

• Use MC skills to manage any issues that arise and keep the audience engaged

• Announce transitions clearly and smoothly between segments

• Engage with the audience — build energy, keep attention, and create memorable moments

• Inspire the crowd to connect with each other, not just watch the program passively

• Encourage the audience to support local Black businesses with their presence and their dollars

• Step in and improvise when needed to keep the program flowing

Provided by Director:

• Full script and timeline

• Order of show and segment transitions

• Performer intros and backup notes

Wilford "Wil" Smith

wil.smith@sdvetscoalition.org | (619) 653-7264

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Veterans Coordinator

Purpose: To host, honor, and connect with veterans during the event, ensuring they feel welcomed and supported.

Day-of Responsibilities:

• Set up vendor table for Veterans Support Services

• Serve as the main point of contact and referral connection for veterans attending the event

• Engage with veterans and collect names to create a list of Black veterans who attended or visited the table

• Ensure the space remains welcoming, organized, and visible throughout the day

Provided by Director:

• Table, chairs, and table covering

• Premium event location for maximum visibility and interaction

Terrell Rackley

rackleysflowersandgifts@gmail.com | (760) 214-4117

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Hospitality Coordinator

Purpose: To support staff, volunteers, performers, and general attendees with  water, and rest areas throughout the event.

Day-of Responsibilities:

• Set up and manage designated rest areas

• Set up and manage volunteer food/rest area

• Set up and monitor free water station

• Distribute water and snacks to staff, volunteers, and performers

• Check in with coordinators throughout the day to ensure their basic needs are met

Provided by Director:

• Snacks, water, cups

• Medical kit

• Water source and refilling instructions

• Layout map for hospitality station areas

Jennifer DuBois

jenniferdubois@homewithjend.com | (619) 873-5733

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Facilities Coordinator

Purpose:
Ensure that every area of the venue is clean, safe, and photo-ready—overseeing décor, setup, and ongoing facility upkeep before and during the event.

Pre-Event Responsibilities

• Review the venue floor plan and note key zones (entry, stage, restrooms, indoor and outdoor gathering spaces).
• Coordinate with the Director to understand the décor plan and confirm placement of provided items (signage, furniture, greenery, etc.).
• Identify any areas that may need extra attention (high-traffic spots, restrooms, entrances) and plan walkthrough routes accordingly.

Day-Of Responsibilities

• Arrive early to direct placement of all provided décor elements and signage.
• Conduct regular walkthroughs—inside and outside—to ensure floors are clear, restrooms are stocked, trash bins are emptied, and seating areas remain presentable.
• Quickly address any décor or facility issues (scuffed walls, misplaced furniture, overflowing bins) by coordinating with the on-site cleaning crew.
• Serve as the main point of contact for vendor deliveries of décor items and for the cleaning staff throughout the day.

Provided by Director

• Decor inventory and vendor contact list
• Venue floor plans and run-of-show schedule
• Keys/access to all areas
• Cleaning crew roster and communication channels
• Full event timeline and emergency contacts

Antoine Steven-Phillips

antoine@wegodo.org | (760) 859-7249

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Community Engagement Coordinator

Purpose: To welcome VIPs, connect with potential financial partners, and support guest experience.

Day-of Responsibilities:

• Greet special guests and VIPs warmly upon arrival

• Welcome potential financial partners and help onboard them into the ecosystem — make everyone feel valued and included

• Monitor and support the Check-In booth and Information Area

• Identify key individuals on the guest list who may be willing to donate or support the event financially

• Be prepared to make financial asks or encourage donations when appropriate

Provided by Director:

• Guest list, seating chart, greeting materials

• Names to prioritize and connect with

• Instructions for donation asks and onboarding conversations

Linda Porter

ministerlindamarie@gmail.com | (760) 410-2931

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Family Activities Coordinator

Purpose:  To oversee the Kids & Family Area, ensuring vendor-led activities (arts & crafts, games, face painting, sensory play) are safe, organized, and engaging for all families.

Day-of Responsibilities:

• Supervise Activity Zone: Monitor the area to keep it clean, welcoming, and running smoothly.
  Ensure vendors are set up properly and interacting appropriately with children.
  Greet families and help direct them to activities.

• Support Vendors & Volunteers: Serve as the main contact for vendors and rotate/support volunteers as needed.
  Assist with supply needs, quick cleanups, and keeping stations flowing.

• Handle Safety Concerns: Stay alert for safety risks (e.g., overcrowding, behavior issues, injuries).
  Respond calmly and quickly—resolve small issues directly and report larger concerns to the Event Director.

Provided by Director:

• Activity schedule

• Vendor & volunteer assignments

• Safety and emergency guidelines

• Basic supplies (sanitizer, wipes, first-aid essentials)

Keith Cephas

keith.cephas@yahoo.com | (760) 270-3164

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Stage Performance Coordinator

Purpose: To ensure the performance schedule runs smoothly and performers are prepped and ready.

Day-of Responsibilities:

• Cue performers according to the set list and timing

• Prep and prepare performers before they go on stage, reviewing day-of expectations

• Manage microphones and transitions between acts

• Communicate with the media team to stay on the same page regarding cues, timing, and audio needs

Provided by Director:

• Performance schedule, set list, backup cues

• Performer expectations and stage flow guide

Closing Notes:
All pre-event decisions, layouts, schedules, and assignments are managed by the Event Director. Coordinators are expected to execute with excellence, solve small issues, and keep their area running smoothly on the day of the festival.

Rickey Weaver

(619) 455-5100

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Parking & Safety Coordinator

Purpose: To ensure safe and efficient parking operations and uphold safety across the venue.

Day-of Responsibilities:

• Follow provided parking map and placement
• Set up directional signs, cones, and barriers
• Manage drop-off zones and ADA parking
• Coordinate with security if needed
• Respond to any safety issues

Provided by Director:

• Parking layout, signage, volunteer list, contact sheet