The chess board consists of 32 carpet squares, and masking tape around the edges of the board where there are no squares. The carpet squares can be either black squares or white squares, depending on their colour in relation to whatever is underneath them. A good rule of thumb is: set the board up one way and then, when someone points out that you have it oriented incorrectly, just reverse the colours rather than moving carpet pieces. Also, there are currently more than 32 carpet squares, so don't be alarmed if there are squares left over once the board is finished.
I think that, if the board is set up correctly, the white side should have a white square on their botton right. queens go on their own colour. in other words (capital letters represent white pieces):
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The kings are in charge of deciding where to move pieces, though they may solicit advice. Someone should have a miniature chess board that the kings can pass back and forth, since it's hard to tell which pieces are which. If there are not enough human players, people should remove their shoes and put them on the board. Generally, it is helpful if black shoes stand in for black pawns and white shoes play white pawns, but as long as there's a miniature chess board, it doesn't really matter.
Players who know in advance that they will be either black or white pieces should dress appropriately in dark or light clothing. If possible, it's good to have staffs for bishops and swords (plastic light sabers work well) for knights. For spring challenge chess, a signup sheet for pieces should be sent around at a couple of meetings before the game. For fall chess, it's only necessary to select kings in advance; everyone else can sort it out when they get there (though no one will object if you pass a list around at meeting.)