Manager & Supervisor Orientation

THIS SECTION IS FOR OUR STAFF MANAGERS AND SUPERVISORS. Volunteers, please visit our Volunteer Info pages.

DAILY MANAGER DUTIES

• Make sure the racks and under the counters are fully stocked

• Set up computer, printer, and TV

• Work with supervisor to be sure the booth is clean, vacuumed, & sanitized

• Check the booth for gremlin activity in the AM

• Check Big E Email in the morning for any changes, print new schedules if necessary

• Print any new volunteer profile sheets, as necessary, and file in the management book

• Print and/or file daily

  • Daily weather reports (link on desktop) - add to attendance report

  • Daily Big E Newsletter (delivered in AM)

  • Daily Big E Attendance Report (update from Big E website)

  • Featured volunteer posters (please keep at least one copy of each!)

  • Notes & other information needed for post-event review (including comments/concerns from guests and volunteers)

• Deliver daily attendance reports to exhibitors and upstairs office (can have volunteers do this) - if Big E is posting them

• Print and display foliage reports - edit down to fit on one page

• Social Media

  • Take photos (every volunteer, booth shots, interesting things going on in the building, and around the fair if you get a chance)

  • Post on Facebook and/or Twitter

• Create themed counter or wall displays (make printed signs with graphics, chose brochures based on volunteer/supervisor interest and current inventory)

• Stock shelves and under the counter from the back room – volunteers and supervisors are not allowed to take anything from the back room (they can replenish piles on counter from underneath)

• Note the ‘run out’ date for literature on the inventory sheet on the next scheduled inventory date (if something is running low, you can move it to a lower relevant location on the rack to make it last)

• Be aware of brochure stock shortages this year. With the new booth, we don’t know how many we will go through. Move things around in racks as needed. Be mindful of featured displays.

• Note colored dots on boxes in storage room to help gauge supply flow. 

• Declutter back room/remove flattened cardboard daily

• Keep an eye on snacks and replenish as necessary - there is petty cash

• Help Supervisor as needed

• Help out front assisting guests as needed

• Put away and lock up booth supplies (see closing checklist)

• Leave blank orientation packets with tickets and parking letter at the front desk of the hotel for any volunteers who signed up after orientation (there will be a list and extra packets in our hotel room). If you have to mail – email orientation packet and mail ticket and parking letter. Stamps in room.

• DO NOT GIVE AWAY THE WIFI PASSWORD (except to OUR volunteers ONLY. Wifi router is new this year and network and password have changed: 

Network: Linksys07334

Password: csfac4m1nn

Exceptions:

The building manager, Lynn, has permission to use our WiFi for the security cameras.

Last updated Sept 2026

DAILY SUPERVISOR DUTIES

• Review daily volunteer list and know who is coming on duty

• Work with manager to be sure the booth is clean, vacuumed, & sanitized

• Give each volunteer an On-Site Orientation (see Check List)

• Find them a position in the booth (behind the counter, out by the racks, etc.) and make sure that they rotate – volunteers shouldn’t stand on the concrete by the racks for their whole shift

• Ensure adequate breaks are given to all volunteers (this may mean telling volunteers to take a 10-minute break, some will say no if asked)

• Featured Volunteer Directions (manager will help with this):

  • Open the Featured Volunteer folder on the computer desktop

  • Open the SAMPLE file

  • Edit as needed

    • Take and add a picture of the volunteer(s)

    • Ask them what 3 questions they would like guests to ask them

    • Print and put into plexi stand frame, print another to file in the management book for that day

    • “Save as” the file with their name in the Featured Volunteer folder

  • Set up their area with their plexi and their “stuff” 

  • There might be two people who want the same shift. No worries… either rotate OR put one on each side of booth.

  • Featured volunteers can be set up anywhere other than the very front of the booth (where the map is.)

• Set up themed counter displays (manager will help with this) based on region, activity, celebrity volunteer, etc.

  • Be sure to check with manager whether we have enough of a particular brochure before putting it on the counter. High brochure stacks go fast, low stacks go slow. 

• Don’t give anyone the new wi-fi password (except to OUR volunteers)

  • Building Manager Lynn can have it for use with security cameras.

• We cannot store purchases for guests. We can store purchases for volunteers.

• We are happy to give out bags to guests to hold their purchases, but please tell manager if it seems like you’re getting a lot of guests coming straight over to ask for a bag after purchasing something from a NH Building exhibitor…

• Wipe down counters, sneeze guards, spinner map and brochure racks regularly with sanitizer. Spray bear with Lysol when it’s quiet. 

Last Updated September 2026

NH BOOTH - OPENING CHECKLIST

• Open lockbox and take out:

* Laptop Computer 

* Schedule book

• Turn on power strip above the door - it controls all in storage room

• Take the day’s snacks out of sealed bin and put in tray

• Refill cups etc

• Put fans in booth and plug in

• Turn computer and printer on (plug in printer and internet cables)

• Log into computer and open a browser

• Can be done after closing or before opening the booth

* Spray bear with Lysol (best at night)

* Vacuum booth 

* Restock brochure racks and under front counter

* Disinfect front counters, spin maps, and sneeze guard(s) -  

      always repeat in morning - building sometimes uses our 

     counter to eat dinner on. 

• Open schedule book and review schedule. Look ahead to determine who needs a ticket for future shifts. Pull out all name badges for the day and put any needed tickets standing up in their badge holder.

• Check the Food Voucher List. Each volunteer gets one free food voucher total (not per shift, day etc)

• If they are bringing a minor to volunteer in the booth, they will need a letter stating that they are indeed working to use the shuttle. It’s in the file.

• Turn on video and put on loop.

• If they are posting this year – Check the Big E attendance web page and update our spreadsheet.  Make 25 copies and distribute one to each vendor.

NH INFO BOOTH - END OF DAY CHECKLIST

• Turn off computer, printer

• Turn off power strip above the door - it controls everything else

• Don’t worry about the water cooler (just keep heater off)

• Put snacks back in sealed bin (mice)

• Empty any open drinks in drink tray. Be sure Sharpie is still there.

• Locked in lockbox:

* Laptop Computer (if desktop, leave it out, locked)

* Tickets

* Petty cash 

* Printer ink

* Schedule book

• Unplug and put fans in the back room

• Sweep the booth and under the front of big counter and push into main aisle. 

• Can be done after closing or before opening the booth

* Spray bear with Lysol (best at night)

* Vacuum booth and sweep crazy corner

* Restock brochure racks and under front counter

* Wipe down brochure racks (spray paper towel and wipe)

* Disinfect front counters, front logo, spin maps, and sneeze guard(s)

• DO NOT GIVE AWAY THE WI-FI PASSWORD (except to OUR volunteers ONLY)

updated Sept 2026

STAFF - SHIFT CHANGE

Use this list to jog your memory of things to show your Manager / Supervisor replacement.

Questions? Kelly at 603-851-8624 or kelly@nhgsa.com

Lock Box

Combination: refer to onsite sheet (chain combo is the same)

Tickets, food vouchers, parking letters, stamps, $

Store Big Book and laptop in lock box at night

Petty Cash - write amount & what for on the front of envelope. Receipt in envelope

MANAGER / SUPERVISOR Meal Stipend: labeled envelopes - take yours.

Shift Hours

Traditionally, the Manager works from 9 or 9:30am (depending on if the booth is ready to be opened for 9:45) - 9pm with meal breaks. Supervisors can opt to work 9 hours with one hour designated meal break. If both agree, the hours can be split (in any direction) so that one person works 9am-6pm and other works noon-9pm or any other variation. Ideally, we need dual coverage from 11am-7pm. Booth needs to be ready to open by 9:45am. If you are alone and need to use the restroom - put the computer out back in the storage area before you go. 

Shift coverage choice is yours. We had scheduled it originally so that no one was alone for the night shift. 

Booth open: video player on loop, fans out and plugged in, computer set up, brochures stocked; counter completely washed; floor swept and vacuumed. 

Meal breaks should be scheduled when there is coverage in the booth. Ideally when a manager or supervisor is there along with at least one volunteer. Timing and duration are up to your discretion based on schedule.

Brochures & backroom

Layout of brochures in back room - how to find. ALPHABETICAL-ish this year. Dropped “The”. Multiple box brochures are on top left. Single and part-cases are on the right.

Shelves come out on left where misc boxes are.

Re-stocking sheet to facilitate filling racks (saves you for searching for things that are ‘full on the rack’). You can fill boxes and bring out to volunteers to help put in racks.

Location of Bags

How to refill water cooler

Aprons (there is a steamer for unwrinkling)

Review standard volunteer orientation information 

Review PPE options / location

Restock under front counter

Which brochures to be conservative with / Which to push

Layout of front counter brochures

Where ‘Featured’ volunteers set up

Setting up general interest displays

Computer - show file locations / email (at night unplug power and internet - leave cords out - just take laptop and put in lock box

How to work new TV and new video; DVD player etc. 

Use Firefox CHROME as default browser - pre-loaded with bookmarks

How to set up featured volunteers

Email photos from phone to email on computer bige@nhgsa.com

Download photo into FEATURED VOLUNTEER -- PHOTOS file

Open template, duplicate file and replace photo/text

Print 2 copies - one to put in Big Book under that day and one to display in plexiglass

    Featured volunteers can use TV monitor / DVD player

Daily Big E Attendance (Big E might not be posting anymore) - follow link on Browser to daily attendance. Update attendance file and print 15 copies (be sure it prints on one page). Distribute to all vendors in am. Post a copy in the back room.

Big E daily newsletter gets dropped off at the front counter daily. Put one in the Big Book behind today’s schedule and put a couple under the front counter. Pass rest out to vendors in am.

Opening / Closing Procedures

How to turn on and off DVD player and TV

Turning off power in booth

Fans (store in back room at night or they will end up in dorm)

Cleaning Supplies

Write the weather report on the schedule page in Big Book -- sunny, 80s or 70s and rain...

Final overnight sanitizing / cleaning regime

Volunteers

The Big Book - info, schedule (check in / out), volunteer service agreements, profile sheets…

Show where online calendar login info and WiFi password are.

Review where volunteers can stand / not stand while on duty.

Volunteers cannot come early and displace a scheduled volunteer. If there is an opening, they can come early. Adjust start / end hours in the Big Book. You can use the book to write notes to yourself so you remember to give passes or tickets too.

Booth can have up to 2-3 volunteers, 1 manager, 1 supervisor. 

Check the next day’s schedule or ASK if volunteer is coming back for another shift on another day. Issue “1” ticket (if they are doing multiple days - they only get next days). 

If a volunteer signs up during the Big E, reach out to them to get them their parking letter and ticket (mail or leave envelope at hotel front desk with their name) and orientation info (email). Always keep at least 2 blank envelopes with all this in it at the hotel front desk so you can call the front desk and ask them to put the volunteers name on it for pick up. Replace the packet with one from the room. If you have time to mail orientation packet, put 2 Forever stamps on it. Email the orientation packet as well! Extra packets are in the Management Hotel Room and Manager File Folder.

Check calendar and bige@nhgsa.com email regularly to see who has signed up or removed themselves. 

BIG E MANAGER / SUPERVISOR NOTES 2026

New Backroom layout: Brochures are alphabetical-ish. You can change the wall layouts. We have small 4x6 and larger 8x10 slat wall sign holders. You can use them for category signs, events, etc. The shelves for Misc boxes on the left are removable. The shelves are numbered on the boards, 1-4 to indicate the bay location (starting from the door) where they fit. They are not attached and can be lifted and stored. If they seem attached, I may have velcro’d them. Tried to keep things modular to maximize our limited space.

New Front layout: Pay attention to the booth traffic flow and how we use the new display. I will be asking for your feedback on what our new counter will look like and where it will be located, along with any new spinner racks etc we may want to add. New slat wall should not hold anything heavy. It does not have the metal inserts. We do have some shelves, but those are intended for decorative items in the future where the buntings are this year.

I also have some hightop tables with spinner displays on them. Keep the spinners full, even if they just have state maps in them. These are for guests to drink their beer and eat their yummy NH foods instead of placing their items on our counter and brochures. I’ll be asking for feedback on their placement and the bears as well. My thought is that the big moving brochures – attractions and guidebooks will be on the main rack on the right side of the booth (looking at it) and the slower moving brochures on the left. The left is more the social side with tables, bear…

Think about any backdrop the bear might have - size, location… that will be replaced next year as well.

The new TV monitor works a bit differently. You can connect it to the DVD player, laptop or use the memory stick that is already inserted in the back of it. The memory stick has our statewide video. SEE INSTRUCTION CARD PROVIDED. Put it on repeat (top right ‘options’). Watch the tutorial video I put on the desktop of the laptop.

Manager & Supervisor Files on Drive. drive.google.com  use bige@nhgsa.com email address and password.

We have a laptop computer that gets locked onto the counter. It can stay on the counter at night - just turn it off. We have the current files we are using on the computer and all the masters are in the Google Drive. There is a link on the Chrome Browser. A second computer (in safe) can be attached to DVD player/TV using HDMI. TV primary statewide video is running off a memory stick in the back of it. Watch video for instructions.  I equipped both laptops with Microsoft Office. I marked the one to lock into the front counter - it has bookmarks etc.

Internet router - Please note (details in management book) that there are two logins. The Linksys 5G one is secure and for management/supervisors. The NH-Tourism is for volunteers to use. It’s password protected, but not as good as the main one. The airprint isn’t working as planned (it screws up other things so please don’t try to fix). Just email anything you need printed to bige@nhgsa.com and pick it up on the main computer out front or use printer cable to connect your laptop. 

Manager File Folder Holder (black plastic document holder) has tickets, and masters and extra copies of waivers / orientation packets / letters…  Manager book has masters, copies of everything.

Gate 1 parking to have smiling, happy attendants. Roll down your window and watch for instructions. Park only where the guides tell you, don’t grab any empty space. Use the crosswalk down by the gate house. Do not j-walk.  When you drive down to gate 1 from hotel, the final left turn at the end of River St by gate 1 is blocked. You have to go down River St, then turn left on ROANOKE St to Memorial and right turn to gate 1.

FOOD:

Snack/cup/coffee refills are in containers in the back room. Encourage volunteers to take what they need and move out of the backroom/booth. Take a cup and coffee pod upstairs to the kitchen. I put cream in the fridge. There should be sugar etc on table or near microwave. Water cooler is the same as always. Don’t use the heat seating – only cool. 

There is petty cash if needed and your food stipends in safe. Printer ink is there as well. 

I’m coming back on the final Tuesday so let me know if you need me to bring anything. 

Deliveries Ask at Candlewood Hotel’s front desk and bring to the booth.

Tickets for those who forgot them or late sign-ups

There are 3 envelopes at the front desk of Candlewood. One has 2 tickets and 2 have 1 ticket in an envelope with a parking letter. If someone forgets their tickets or signs up last minute, have them stop and ask for it at the hotel front desk. Be sure and call the hotel and ask them to put that person’s name on the envelope. Tell them if it's the 1 or 2 tickets envelope.

More envelopes, letters and tickets are in the Manager Room to make up if needed. 

NH DAY SWAG

Please set aside some stuff to give out on NH Day. We have a ton this year!

** sometimes on NH Day our backroom becomes a dressing room for WMUR and State Police.

Use the new video on the memory stick - it goes directly into the USB extension to the TV.

Rain Ponchos - We have ponchos! Give to those in need (mostly). Others tell them our supply is limited. Once you give one, they all flock to get one. 

Aprons - after the last day of shifts, empty pockets and put in a dirty laundry bin. Wash a pile each week. Clean aprons are on the top shelf on the right of the storage room. There is laundry on the 3rd floor of the NH Building and also at the hotel. Laundry ‘wash detergent sheets’ and ‘dryer sheets’ are in manager’s hotel room. 

Badges - They can keep paper insert, but I need the plastic holder back. If they don’t yet have a lanyard, they can keep it. Otherwise, put in a ‘dirty’ pile and I’ll disinfect. If I get to it, I’ll have new plastic badges, where paper inserts into the back. Reuse plastic badges and just change-out inserts. 

Brochure Features - Watch quantities and how quickly they are moving - mark the boxes in the back room with colored dots. Green dots can be generously featured - we have plenty. Be mindful of the supply and make sure we have enough to last to the end of the expo. Rearrange. For the main displays, Let's figure out what works and doesn’t. 

Make some display tags to put on counter plastic racks that have the regions, recreation, family fun… to help guests identify the category being displayed. Should be a a template in the files.

Booth

Be very aware of volunteers talking in groups in booth etc especially on CT, MA and NH Day and the middle weekend. There will be ‘powers that be’ around and we need to be sure we are presenting well. Michelle Cruz, Director from NH Tourism, Lucy Lange, Commissioner  will be down as well as the Agriculture Director, Rebecca Ross, Agriculture Commissioner Jasper and Assistant Commissioner Josh Marshall will be here on NH Day. WMUR and local TV are usually around too. 

Encourage volunteers to be proactive with guests and not reactive. I’m finding some volunteers are just standing here waiting for someone to come over and talk to them. Volunteers need to reach out and engage people with a hearty ‘good morning’, ‘love your hat’, ‘are you traveling to nh’, ‘have you been to nh? Where’..... They will be bored otherwise and won’t return. Smile, smile, smile…

Keep stools blocking the access behind the counter. Use spinner map rack that way as well. Guests will try to sneak through. 

You don’t need to chain up our stuff at night - just the safe. If you are looking for our box dolly and cart, I most likely moved them out back of the building in the corn fenced area or behind the popcorn etc. Ask. Trying to keep our space uncluttered. Use a wagon for trash / recycle runs. 

One sneeze guard’s base broke so we have 2 up. 1 is being used as a bulletin board. The other, I’m keeping mostly open so it can be used. 

There are WMNF hikes in the Big E file folder on the computer and in the binder. Be sure you review all the flyers, and info resources in there. I’ve printed some in file folders in a box under the counter. There is also a WMNF box for their volunteers to pull from.

I have a folder of flyers you can post on the slatwall or in countertop book.

NEW TV MONITOR

PLEASE DO NOT USE NEW MONITOR FOR ANYTHING BUT TOURISM VIDEOS.

The new ROKU television required a full set-up including internet access and a payment card in case we want to subscribe or watch anything.

PLEASE DO NOT CLICK ANY PAID SERVICES OR CHANNELS!

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TO RUN MAIN VIDEO ON TV FROM COMPUTER - video tutorial in Drive.

Turn the TV and power strip just inside the door on the left by first turning on the big yellow power strip above the door. 

The on/off for the TV itself is on the edge facing the floor over your head.

The Statewide Video is on a memory stick already installed into the back of the new TV. There is a back-up with the videos.

Use Roku remote control to point at TV to turn on. When it’s on, look for the Roku Media Player icon and click it.

On the next screen, choose ALL. Then Ext1: USB Drive

Then select the 2nd option - NH Statewide Big E Video (not DTTD only video). Then PLAY FROM BEGINNING if it comes up. If you have to, go up to the right top corner, click OPTIONS and put on the repeat/loop if needed. Should be all set though. Click play.

TO RUN A DVD VIDEO ON TV FROM DVD PLAYER

Turn on the DVD Player. The DVD player does not have controls, you need to use the remote. Remember to point it at the DVD player, not the TV 🙂

DVD selections are in the plastic white drawer along with batteries for the remote.

Press PLAY on the remote if needed and then the REPEAT button twice to turn it to CHAPTER so it loops.

TO RUN A VIDEO FROM A COMPUTER

On the main start-up screen select HDMI. There is a HDMI cable available to connect to. There is a spare laptop in the safe you can use to access the internet or play videos.

Foliage Reports

Use the template in the FLYERS folder in the Big E files to update and print from https://www.visitnh.gov/seasonal-trips/fall/foliage-reports. Cut the fluff and just include the stage of the leaves. There is a sample Foliage Report in the folder. 

General Notes

When washing down counters, don’t forget the front plastic logo panel on front.

If it's breezy, use brochure holders to stabilize sneeze guards.

Every couple hours or so, wipe counters, maps (spin rack), keyboard, fronts of A rack brochure holders. Use Windex on sneeze guards or they cloud up.

There are sneeze guards in the back room. Use as divider behind laptop or on front desk. Your choice. 

If taking photos of people with bear – use gloves and/or sanitizer, please BEFORE and AFTER so you don’t contaminate the booth.

Our PPE supply of masks etc are for our volunteers and staff only… or use discretion.

Please choose side counter displays carefully.  In the back room, there are red, green and yellow stickers on boxes to guide you on what you can push. I’d love a big supply for NH Day and the big weekend. 

We have about 3500-4000 bags, prior to covid we gave out 12000. Give freely for 15-30  minutes of opening, then on request only please. Note the OPEN dates on boxes and animal track cards. 

Lost and Found for the building comes to our booth. Keep in designated space under counter. Big E Lost and Found will come daily and ask if we have anything. 

YOU CAN PUT YOUR QUESTIONS  / CONCERNS HERE AND I’LL ANSWER THEM FOR EVERYONE…