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Be Part of Community Garden Festival

Participant Information

Primary Contact Name

First Name

Last Name

 

Organization/Garden Name

Email Address

Phone Number

 

Mailing Address

Street Address

City/Suburb

State/Province

Postal/Zip Code

Participation Category

Please select the category that best describes your involvement:

Individual Gardener: (Showcasing a personal plot or home garden)

Community Garden Group: (Representing a shared neighborhood space)

Educational Workshop Leader: (Teaching a skill like composting or seed saving)

Artisan/Vendor: (Selling handmade goods or garden-related items)

Food & Beverage Vendor: (Providing refreshments)

Volunteer: (Helping with event setup, cleanup, or guest greeting)

Exhibition & Space Requirements

To ensure we provide the right environment for you, please provide the following details:

 

Space Needed: (e.g., 10x10 foot area, a single table, or a specific garden plot)

Utility Access:

I require access to a water source.

I require an electrical outlet.

Equipment Provided by Participant:

Tent/Canopy

Tables and Chairs

Signage

Workshop or Activity Description

If you are hosting a demonstration or selling items, please provide a brief description for the event program:

Scheduling & Availability

The festival runs from

to

Please indicate your availability:

I will be present for the full duration of the event.

I am only available during these specific times:

Health and Safety Agreement

By signing below, you agree to follow the festival's guidelines to ensure a safe environment for all visitors:


  • Maintain a clean and tidy station or garden area.
  • Ensure all walkways remain clear of obstructions.
  • Follow any specific site rules regarding waste disposal and recycling.
  • Assume responsibility for the safety and security of your personal belongings and equipment.
 

Signature:

Form Template Insights

Please remove this form template insights section before publishing.

Detailed Insights on the Garden Festival Registration Form Template

1. Functional Role Identification

The Participation Category section acts as a sorting mechanism for the entire event.

  • The Insight: By identifying roles (vendor vs. gardener vs. educator) immediately, the organizer can determine the "flow" of the festival. For example, if the data shows a high number of artisans, the organizer knows to create a "Market Row," whereas a high number of workshop leaders indicates a need for a "Learning Hub." This prevents the event from feeling cluttered or disorganized.

2. Physical Infrastructure Mapping

The Exhibition & Space Requirements section is designed to prevent "on-the-day" friction.

  • The Insight: In a garden, utilities like water and electricity are often fixed assets. By collecting requirements for water or power, you can map out "zones" of activity. Placing a vendor who needs water near a hose bib or a musician near a power source prevents the hazard of trailing wires across public paths. It turns the registration data into a direct instruction manual for the setup crew.

3. Content and Marketing Synergy

The Workshop or Activity Description serves as a bridge between logistics and promotion.

  • The Insight: This section allows participants to self-describe their contribution. This information is gold for the communications team, who can use these descriptions to populate the event program, social media teasers, and local press releases. It ensures that the public knows exactly what to expect, increasing the likelihood of a high turnout for specific demonstrations.

4. Continuity and Reliability

The Scheduling & Availability insights focus on the "visual health" of the festival.

  • The Insight: A successful festival maintains energy from start to finish. If several participants mark that they are only available for the morning, the organizer can see that "gap" in advance. This allows for proactive planning, such as scheduling a live band or a roaming performer in those areas for the afternoon, ensuring there are no vacant spots that make the festival look finished before it actually is.

5. Stewardship and Community Standards

The Health and Safety Agreement establishes a culture of collective responsibility.

  • The Insight: Because community gardens are often shared, delicate spaces, this section ensures every participant is an active partner in site care. It shifts the dynamic from "I am renting a space" to "I am a steward of this environment." This mutual agreement keeps the site inclusive and accessible, ensuring that trash is managed and walkways remain open for everyone.

6. Relationship Longevity

The Primary Contact Information serves as the foundation for a permanent community network.

  • The Insight: This data transforms a one-time event into a long-term community asset. The organizer is essentially building a directory of local talent, experts, and supporters who can be called upon for future gardening projects, seasonal markets, or neighborhood initiatives.


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Mandatory Questions & Core Rationale:

1. Primary Contact Information (Name, Email, Phone)

  • Why it’s mandatory: This is the lifeline of your event communication.
  • Elaboration: Organizers must be able to send updates regarding setup times, weather changes, or site maps. If there is an urgent question regarding a participant's arrival or their specific setup, having a direct line of communication ensures that small issues don't turn into major disruptions for the public.

2. Participation Category

  • Why it’s mandatory: This defines the "flavor" and layout of the festival.
  • Elaboration: You cannot map out a festival site without knowing the ratio of food vendors to educators or gardeners. Each category has different footprint needs; for example, a food vendor has different sanitation and space requirements than a volunteer. This categorization allows for a balanced and diverse experience for attendees.

3. Space and Utility Requirements

  • Why it’s mandatory: This dictates the physical infrastructure of the event.
  • Elaboration: Knowing if someone needs electricity or water is vital for site mapping. Placing a vendor who needs power far away from an outlet creates hazards with long cables. Similarly, knowing the "Space Needed" ensures that every participant fits comfortably within the allotted grounds without encroaching on walkways or neighboring displays.

4. Scheduling & Availability

  • Why it’s mandatory: This ensures the festival looks "full" and active at all times.
  • Elaboration: To maintain a high-quality experience for visitors, organizers need to know exactly when booths will be staffed. If several participants leave mid-afternoon, it creates "dead zones" in the garden, which can diminish the festive atmosphere. This information allows you to schedule volunteers or performances to fill gaps.

5. Health and Safety Agreement (Signature)

  • Why it’s mandatory: This establishes a shared commitment to a safe environment.
  • Elaboration: By requiring a signature on these guidelines, you ensure that every participant has acknowledged their responsibility to keep walkways clear and maintain a tidy area. This mutual understanding is the primary way to prevent accidents and ensure that the garden remains a pleasant, accessible space for everyone involved.


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