North San Diego County Black Festival — 2026 Coordinator Team Guide

Purpose & Approach

This year’s festival is student-led and community-supported. Students hold all day-of operational roles. Our community team is made up of experienced professionals who coach and guide students, model best practices, and serve as safety and continuity backups to ensure success. Brandon & Jini remain the event owners and Directors; they provide the finalized plan, resources, and escalation support.

Event-Day Expectations

• Students: Execute the approved plan and lead operations within your role.
• Community mentors: Train and support students, step in only when needed for safety, compliance, or to keep the schedule, then hand leadership back to students.
• Event Directors (Brandon & Jini): Hold final authority for plan changes, resources, and urgent decisions.

Do not redesign the plan on event day. Keep things joyful, safe, welcoming, and on schedule.

Escalation path: Student Lead → Assigned Mentor → Event Director.

Safety override: Mentors may intervene immediately for safety/compliance issues, then notify the Director and debrief with students to support learning.

Quick Facts (At-a-Glance)

Contact

Campus & Spaces (ECHS Gym + Outdoor Plaza)

Primary Zones

• Lobby: Check-In, Info Booth, Water Station, Rest Area (Attendees)
• Gym Floor: Stage & Audience; Marketplace (perimeter); Art Gallery (as assigned)
• Side Room / Classroom Adjacent: Rest Area (Participants/Performers), Hospitality staging
• Outdoor Plaza/Covered Area: Vendors (overflow or primary as assigned), Outdoor Performances, Family Activities, additional seating

Final floor plan, table map, and placements are provided at the Coordinator Huddle.

Run of Show (Draft — ends by sundown)

1. 12:30 PM — Coordinator Huddle (Gym lobby): final walk-through, assignments, Q&A
2. 12:45 PM — Volunteer check-in opens; vendor arrival window begins
3. 1:00–1:45 PM — Load-in & setup (vendors, gallery, stage, activities)
4. 1:30–1:50 PM — Priority sound checks (MC mic, playback, first acts)
5. 1:55 PM — Doors team in position; MC & Program lead ready
6. 2:00 PM — Doors Open — Marketplace, Gallery, Activities live
7. 2:10–2:25 PM — Opening Welcome (MC), community acknowledgments, quick program overview
8. 2:25–3:05 PM — Showcase Block A (e.g., Choir / Movement / Spotlight pieces)
9. 3:05–3:30 PM — Marketplace & Mingle Window (no stage program; announcements only)
10. 3:30–4:20 PM — Showcase Block B — Talent Show (student-led; variety acts)
11. 4:20–4:35 PM — Reset & Sound Check (ambient music; shopping continues)
12. 4:35–5:35 PM — Showcase Block C — Fashion Show Finale (closes the show; final runway & acknowledgments)
13. 5:35–5:50 PM — Closing Moments (thank-yous, donation CTA, community call-to-action)
14. 5:55 PM — Final Announcement — event concludes by sundown
15. 6:00–7:00 PM — Clean-Up & Load-Out (floor clear by 6:45 PM, final walk-through by 7:00 PM)

Note: Specific acts and segmenting will be finalized in the production schedule. Sticking to time is critical.

Check-In & Wristbands

• Check-In Tables (Lobby): Attendees, Vendors, Exhibitors, Performers, Volunteers
• Wristbands/Badges: Color-coded by role
• Scan/Lookup: QR or last name; manual sheet backup provided
• Info Booth: Programs, schedules, wayfinding, lost & found, donations QR

Donations (Optional)

This is a free, community event. To support student programming and reimburse participant costs, donation prompts will be made during MC moments and at the Info Booth via QR. Teams/performers may share their approved donation link where appropriate.

Coordinator Directory (Student Lead + Community Mentor + Volunteer Teams)

Each section is staffed by a student team and a community volunteer team. Student Leads run the area. Mentors advise, escalate, and backstop.

Responsibilities (Condensed Checklists)

All Coordinators

• Arrive early; check in; pick up wristband/lanyard
• Review your map, timeline, and contact sheet
• Walk your zone; confirm signage and supplies
• Keep things on time; escalate issues early
• Log noteworthy incidents (brief notes) for the debrief

Program / MC

• Use printed script; call times clearly
• Hit donation CTAs and vendor shout-outs on schedule
• Keep transitions tight; shorten/mute content if behind

Media Production

• Pre-load/test all files; maintain backups (USB/phone)
• Balance mics; label channels; watch battery levels
• Keep cue chat open with Stage Manager & MC

Stage Performance

• Check in performers; confirm lineup and mic needs
• Cue on time; reset mics/stands quickly
• Keep side-stage quiet, ready, respectful

Gallery

• Place per map; verify labels & price cards if any
• Maintain clear aisles; monitor respectful viewing
• Assist artists at close; verify item pickup

Marketplace / Vendors

• Greet, direct, and support load-in
• Enforce aisles/egress; help with small needs
• Sweep for trip hazards and signage drift hourly

Volunteers

• Assign posts; rotate breaks; hydrate team
• Float “runners” for comms and quick fixes
• Close with a “thank-you + photo” moment

Hospitality

• Stock water & cups; maintain rest areas
• Snack refresh; light cleanups; kindness patrol
• Collect any special dietary notes for future

Facilities & Appearance

• Place décor & signs per plan; no tape on paint unless approved
• Hourly walkthrough: trash, restrooms, entry sightlines
• Coordinate final sweep & floor clear by 6:45 PM

Community Engagement

• Identify VIPs/partners; greet, escort if needed
• Collect interest/donation intents via QR/log sheet
• Feed highlights to MC for live shout-outs

Safety, Compliance & Respect

• Follow school site rules and staff instructions at all times.
• Parking & security are handled by the venue; student/community teams assist only as requested.
• Keep egress paths clear; no blocked exits or cables across aisles without covers.
• Food vendors observe health/safety rules as applicable.
• Report any incident to Event Director immediately.

Announcements — MC Script Beats (Editable)

• Welcome & Purpose: Celebrate Black culture, creativity, and community. This is student-led — thank you, mentors!
• Wayfinding: “Vendors around the gym, gallery in the lobby, family activities just outside.”
• Support Local: “Shop our Marketplace; every purchase fuels the ecosystem.”
• Donation CTA: “Scan the QR at the Info Booth to support student programming.”
• Time Checks: “Showcase begins in 5 minutes; please find your seats.”
• Closing Thanks: “Huge gratitude to ECHS, volunteers, mentors, and you. See you next year!”

Clean-Up & Checkout (6:00–7:00 PM)

1. 5:55 PM: Final announcement; lower house lights to signal closing
2. 6:00 PM: Public clear; begin teardown by zone (stage → vendors → gallery → lobby)
3. 6:30 PM: Trash out, surfaces wiped, signs down, lost & found to Info Table
4. 6:45 PM: Gym floor clear; quick joint walkthrough (Facilities + Director)
5. 7:00 PM: Final lock-up / release with school staff

Appendix — Day-Of Supplies (Provided)

• Printed: floor plan, vendor & artist lists, run-of-show, contact sheet, incident log
• Check-In: wristbands/badges, markers, backup sign-in sheets, tape, pens
• Media: mic batteries, aux/adapter kit, USB w/ media backup
• Hospitality: water, cups, light snacks (as available), basic first-aid kit
• Facilities: signage kit, zip ties/clothespins, trash liners, wipes, broom/dustpan