Back to School Resource Fair

Your Guide to Working the Back to School Resource Fair

This page is designed to provide YCCA employees with all the information and resources they need to successfully support the Back to School Resource Fair community event. From key event details and shift sign-ups to attire guidelines and preparation tasks, everything you need to know is outlined here. Please review each section carefully to understand what is expected of you and how your role contributes to making the event a success for the families and communities we serve.

Event Quick Links

Use the table of contents below to quickly navigate key details about the event—including your role, shift schedule, location info, what to wear, and more. Whether you’re preparing in advance or checking details on the day of, this section makes it easy to find exactly what you need.

• Your Guide to Working the Back to School Resource Fair
• Event Quick Links
• Event Overview
• Event Alerts
• Staff Expectations And Participation
• 📦 Pre-Event Prep Schedule: July 21-25, 2025
• 🗓️ Event Day Schedule – Saturday July 26, 2025
• Important Event Documents

Event Overview

Yolo County Children’s Alliance is proud to once again host our annual Back-to-School Resource Fair—a cornerstone event that brings together families, community partners, and staff to support students as they prepare for the new school year. Held each summer, this large-scale outreach event is designed to provide essential resources, services, and joyful experiences for children and their caregivers throughout Yolo County

The fair features free backpacks filled with school supplies, interactive booths hosted by local partners, fun family activities, and access to critical health, education, and wellness resources. It’s one of our largest and most impactful events of the year—and it wouldn’t be possible without the dedication and support of our incredible staff. Dates for this years event are:

• 📅 Date: Saturday, July 26, 2025
• 🕙 Time: 7:00 AM – 12:00 PM

Event Alerts

This section features important updates and last-minute announcements related to the event. Check here regularly for any changes to the schedule, shift assignments, weather-related adjustments, or other critical information staff need to know.

Staff Expectations And Participation

All YCCA employees are expected to support the Back-to-School Resource Fair as part of our collective outreach mission. Your presence is essential in creating a welcoming, organized, and engaging environment for the hundreds of families we serve. This is a large event, and it takes the full strength of our team to ensure everything runs smoothly from preparation to clean-up.

You may be assigned to one or more of the following roles throughout the event:

• Event Setup – Arrive early to assist with unloading supplies, setting up tables, canopies, signage, and activity areas
• Traffic Management – Oversee traffic including directing cars in the parking lot ensure smooth access to the event venue
• Booth Management – Oversee games, crafts, or interactive activities at YCCA or partner booths
• Backpack Distribution – Hand out backpacks and supply kits to families, restocking tables as needed
• Family Check-In – Greet and check in guests, provide event maps and resource information
• Food & Water Stations – Support snack tables and hydration stations, ensure cleanliness and restocking
• Vendor Support – Assist community partners with booth setup and answer logistical questions
• Clean-Up Crew – Help break down tables and canopies, pack materials, and ensure the area is clean and restored

If you have any physical limitations that may affect your event assignment, please inform your supervisor in advance. Requests will be reviewed on a case-by-case basis to ensure appropriate accommodations can be made whenever possible but are not guarenteed.

📦 Pre-Event Prep Schedule: July 21-25, 2025

Leading up to the event, staff will assist with preparation during scheduled work hours:

• Assembling backpacks & giveaway kits – All week
• Organizing booth materials & activity supplies – All week
• Packing & staging items for transport to event site – Friday July 25, 2025

Supervisors will schedule prep shifts in coordination with your regular responsibilities.

🗓️ Event Day Schedule – Saturday July 26, 2025

All staff should report to the Volunteer/Staff Check-In Table upon arrival to receive their name badge, role assignment, and any last-minute instructions. This helps us keep the event running smoothly and ensures every area is properly covered.

Supervisors will be on-site throughout the day to provide guidance, answer questions, and respond to any issues that arise. They will also be responsible for relieving staff for scheduled breaks and lunch throughout the event. Please check in with your supervisor before stepping away from your post to ensure coverage and minimize disruption to services.

Important Event Documents

Below are important event documents provided for easy staff reference. These include maps, supply lists, setup instructions, and other key materials to help you prepare and stay informed throughout the event.