CFMF Area Managers 2017 Volunteer Package

Transcription

1 CFMF Area Managers 2017 Volunteer Package

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3 Table of Contents FOLK FESTIVAL SOCIETY OF CALGARY 4 MISSION STATEMENT KEY STRATEGIC PILLARS FFSC 2017 EVENTS DATES & DEADLINES CFMF VOLUNTEER PROGRAM 6 PROGRAM STRUCTURE CHAIN OF COMMAND DECISION MAKING WHO TO CALL VOLUNTEER CONTRACT 9 CFMF VOLUNTEER RIGHTS & RESPONSIBILITIES CFMF STAFF RIGHTS & RESPONSIBILITIES 9 10 GENERAL EXPECTATIONS 11 AREA MANAGER EXPECTATIONS AREA MANAGER BENEFITS CREW COORDINATOR EXPECTATIONS FRONTLINE VOLUNTEER EXPECTATIONS FESTIVAL SUPPORT 17 TRAINING OPPORTUNITIES VOLUNTEER SERVICES TEAM

4 Mission Statement The (FFSC) strives to enhance the quality of life in our community through the celebration of music from diverse cultural traditions, while allowing for growth to meet the changing needs of those traditions Key Strategic Pillars Share our Passion for Music Support and nurture emerging Calgary artists Champion traditional and contemporary folk music and complementary genres Be a trusted source of musical discovery for Calgarians Create Exceptional Experiences Surprise and delight our audiences at every interaction Develop partnerships that benefit both our audience and sponsors Create opportunities for our audience to come together and share Maintain a Vibrant and Sustainable Organization Manage in a professional and thoughtful manner using well-defined policies and procedures Develop and nurture staff and volunteers in a supportive environment Maintain our leadership position in sustainable practices Strengthen brand awareness and perception based on shared, positive values Foster Community Spirit Actively contribute to Calgary s cultural scene Develop strong relationships with our stakeholders locally, provincially and nationally Be recognized as a national leader among music-based arts organizations 4

5 FFSC 2017 Events Feb Block Heater a winter music extravaganza Winter & Spring Festival Hall Concert Series July Calgary Folk Music Festival Dates & Deadlines January May Jan Confirm Area Managers Jan 30 Manager Meeting May 2 Volunteer Support Night May 8 New Volunteer Orientation May 16 New Volunteer Orientation May 18 Managing Volunteer Success May 19 Requisitions Due May Emily Away May 22 Victoria Day Office Closed May 29 Manager Meeting May 31 New Volunteer Orientation February Feb Confirm Crew Coordinators Feb 7 Volunteer Support Night Feb 20 Family Day Office Closed Feb 27 Manager Meeting March Mar 7 Volunteer Support Night Mar Volunteer Portal Roll-Out Mar 17 New Vol. Applications Live Mar 21 Coordinator Kick-Start Mar 26 Arts Market Jury Mar 27 Manager Meeting Mar 31 Volunteer Handbook Copy Due April Apr 4 FFSC AGM Apr 4 Volunteer Support Night Apr 5 New Volunteer Orientation Apr 10 Managing Volunteer Success Apr 14 Good Friday Office Closed Apr 17 Easter Monday Office Closed Apr 18 Google Drive Workshop Apr 19 Coordinator Kick Start Apr National Volunteer Week Apr 24 Manager Meeting Apr 29 New Volunteer Orientation June Jun 1 New Vol. Application Cut Off Jun 2 Waitlist Opens Jun 4 New Volunteer Orientation Jun 6 Volunteer Support Night Jun 8 Trans 101 Jun 14 Drug & Alc. Awareness (TBC) Jun 18 Drug & Alc. Awareness (TBC) Jun 26 Manager Meeting July Jul 1 Canada Day Office Closed Jul 4 Volunteer Support Night Jul 9 Package Pick Up Jul 13 Package Pick Up Jul 25 Manager Meeting (on-site) Jul Calgary Folk Music Festival 5

6 CFMF Volunteer Program Program Structure ARTIST LIAISON Artist Payroll Artist Transportation Festival Parties Folk Boot Camp Hotel Artist Liaison Instrument LockUp BEER GARDEN Artist Lounge Bar Beer Garden ECO INITIATIVES Bicycle Lock-Up Environment Artist Lounge Food Beverage Cold Food Food Servers Hospitality Deliveries Hospitality Support Hospitality Site Hot Food Pot Washing Snack Bar Site Kitchen / Tear Down Stores 50/50 Admin Services Beer Garden Cashiers Cashiers Date Entry Island Box Office Distribution Folk Buddies Media Tent Photography Program Writers Promo Booths Main Field Security Main Gate Security HOSPITALITY ISLAND ADMIN MEDIA & PUBLICITY Videography MERCHANDISE Music & Merchandise Program Sellers Admin Security Dispatch First Aid Services Lost & Found / Info Production Security Rovers Security Logistics Stage Security Arts Market Carpentry Electricians Family Area Runner Set-Up & Strike Shipping / Recieving Side Stage SetUp Signage Site Maintenance Tents Truck Transportation Backline Lock-Up Main Stage Side Stages Tweener Sound Archives Lamp Lighters Office Support Special Events Volunteer COnsultant Volunteer ID Volunteer Information Yoga SAFETY & SECURITY SITE OPERATIONS STAGES VOLUNTEER SERVICES Volunteer crews subject to change 6

7 Chain of Command CFMF Staff (11-15) CFMF Volunteer Manager (1) Area Managers (25+) Crew Coordinators (~200) Frontline Volunteers (~1600) Decision Making Staff Overall Festival program development Administrative & operational changes Volunteer Manager (VM) Overall volunteer program development Volunteer follow-up decisions Volunteer recognition spending Area Managers (AM) Coordinator fit (in consultation with VM) Crew operational changes (in consultation with VM & staff) Crew operational spending (in consultation with CFMF staff) Crew Coordinators (CC) Crew numbers (in consultation with AM & VM) Volunteer fit (in consultation with VM) 7

8 Who to Call CFMF Staff Staff provide structure, guidance and input on specific crews in various Management Areas CFMF Volunteer Manager Volunteer recruitment, placement & transfers Performance management support (HR) Team building & recognition QuickBase & volunteer portal support Booking the Hall Training opportunities Problem solving support Your Co-Manager Collaboration Requisitions equipment, supplies, signage Crew logistics Volunteer Services Team HR volunteer issues or concerns Volunteer recruitment Problem solving support Other Area Managers Questions about their Management Area Connecting with their crews Crew Coordinators Questions about their crew 8

9 Volunteer Contract CFMF Volunteer Rights & Responsibilities Volunteer Rights To be properly informed about the Calgary Folk Music Festival, its policies, procedures and programs; To know what is expected of you and, where appropriate, to take part in planning; To be comfortable with the tasks assigned to you before you perform them; To an atmosphere of mutual respect and support; To be recognized for your contribution to the Calgary Folk Music Festival; and To appeal decisions regarding your volunteer position or status in accordance with the Volunteer Appeal Process. Volunteer Responsibilities To prepare fully to perform your duties as a volunteer by participating in all necessary screening, orientation, and training deemed appropriate; To abide by the policies and procedures of the Calgary Folk Music Festival; To represent the Calgary Folk Music Festival in a positive way; To treat other volunteers, performers, staff, and the public with respect; To acknowledge your position of trust and to not use money or properties belonging to the Calgary Folk Music Festival, its sponsors, artists, or vendors for your own personal use; To fulfill all tasks, duties and time commitments as agreed, to the best of your ability; To refrain from use or possession of illegal substances on-site; To refrain from alcohol use while on duty; To arrive sober at the start of your shift, and remain sober while on duty; and To create and foster an atmosphere of mutual respect and support. Failure to adhere to these responsibilities will result in volunteer follow-up, and may be grounds for immediate dismissal. 9

10 CFMF Staff Rights & Responsibilities Calgary Folk Music Festival Staff Rights To screen incoming volunteers as deemed necessary and appropriate; To expect all volunteers to adhere to a high standard of behaviour as Calgary Folk Music Festival s representatives with the public; To expect volunteers to fulfill agreed-upon roles and responsibilities to the best of their ability, and in accordance with Calgary Folk Music Festival policy and procedure; and To take appropriate action in cases of breach of such rights and agreements. Calgary Folk Music Festival Staff Responsibilities To recruit and assign volunteers appropriately, according to their skills, qualifications, experience and needs, and the needs of the Calgary Folk Music Festival; To prepare volunteers to perform their duties by providing briefings, orientation and training; To properly inform all volunteers about the Calgary Folk Music Festival s policies, procedures and programs; To appropriately promote and/or reassign volunteers, according to their skills, qualifications, experience and needs, and the needs of the Calgary Folk Music Festival; To assess all volunteer roles, duties and structures for effectiveness on an ongoing basis; To appropriately recognize the contributions of all volunteers; To help create an atmosphere of mutual respect and support; and To protect the best interests of the Calgary Folk Music Festival and its volunteers at all times. 10

11 General Expectations Area Manager Expectations Overall Planning Work with CFMF Staff, Area Managers and Crew Coordinators to facilitate the planning, communication and coordination of their crews Attend monthly Manager Meetings Ensure the proper steps have been taken to warrant smooth and successful crew performance o Requisitioning carious services and equipment o Confirming all documents, materials & supplies are available Review and update Area Manager Job Description on a yearly basis Supporting & Encouraging Crew Coordinators Keep Crew Coordinators informed of CFMF information and updates Review the wants and needs of their crews Facilitate Crew Coordinator and crew meetings Maintain ongoing open and supportive communication with Crew Coordinators Help Crew Coordinators meet their expectations and identify goals Provide support with volunteer performance issues Risk Management & Safety Assurance Facilitate risk management reviews to help ensure the safety and security of the CFMF s volunteers, patrons, and materials Festival Ambassador Keep up to date on CFMF promotional, training and volunteer materials Conduct themselves in a professional and respectful manner Festival Supervision Check-in with crews during the Festival, and provide support, when needed 11

12 Documentation & Evaluation Maintain documentation identifying crew or volunteer issues and concerns Promptly identify serious incidents with the Volunteer Manager Submit a Management Area Final Report following of the Festival Complete the Area Manager online survey Follow Up Coordinator a post-festival wind up meeting with Co-Manager and Crew Coordinators o Review successes and challenges o Identify and document any issues, concerns, potential problems, ideas, changes, suggestions, etc Attend a scheduled debrief meeting with either the Volunteer Manager or a CFMF staff person Area Manager Benefits Free CFMF volunteer t-shirt Complementary meals during the Festival Access to Festival Parties Free access to Prince s Island Park during Festival weekend Access to the Artist Lounge during the Festival Free program book Complimentary FH concert tickets (when available) Leadership training opportunities 10% Discount on Festival day tickets and weekend passes for friends and family 10% Discount on FH presented concerts throughout the year Name recognition in the Volunteer Handbook Name recognition on the Festival jumbotron One (1) guest pass to the CFMF Participation in an action-packed, fun-filled event with great music and even better people! 12

13 Crew Coordinator Expectations Organization & Planning Organize, facilitate and supervise all activities relating to the crew Ensure supply requisitions are completed and sent to the Area Managers Confirm crew description, requirements and size with Area Managers Purchase authorized item requests With assistance from the Area Managers, Volunteer Services and the Volunteer Manager, produce and distribute a Crew Manual document Communication with Area Managers Maintain ongoing communication with Area Manager regarding all relevant issues, concerns, expectations and decision making for the crew before, during and after the Festival Deliver prompt communication of pertinent information from the Area Manager to the frontline volunteers Communicate issues and concerns of the crew or frontline volunteers to the Area Manager and Volunteer Manager Submit all requisitions to Area Manager in a timely manner Communication with Frontline Volunteers Contact the past year s frontline volunteers and confirm who is returning by the beginning of April Remind frontline volunteers to update their personal information on the volunteer portal Maintain prompt and regular communication with frontline volunteers o Volunteer expectations, crew meeting dates, training dates and procedures, shift schedules, performance issues, CFMF information Preparing Frontline Volunteers Develop, distribute and maintain a crew work schedule that ensures all functions and responsibilities of the crew are addressed o Consider (but to not necessarily cater to) frontline volunteers individual availability restrictions or preferences Schedule and oversee pre-festival crew meetings Ensure all frontline volunteers have the proper skills, experience and certification to fit the needs of the crew 13

14 o Provide volunteers clear instructions on how to receive proper certification, if required o Follow up with volunteers whose certifications have expired Provide a site-walk to all new frontline volunteers (and returning frontline volunteers, if site or duty changes have occurred) Risk Management & Safety Assurance Conduct a safety audit of facilities, activities and operations of the crew Festival Ambassador Keep up to date on CFMF promotional, training and volunteer materials Conduct themselves in a professional and respectful manner Festival Supervision Provide guidance and support to the frontline volunteers o Assign roles/tasks at the beginning of every shift o Provide a walk-through of the duties o Answer questions Ensure all responsibilities, tasks and activities for the crew are addressed and completed Assist and contribute to the regular work of the crew, whenever possible Ensure all documents, materials and supplies that are required for the successful operation and function of the crew s activities and responsibilities are available to the crew Demonstrate a positive attitude and encourage team spirit Documentation & Evaluation Create a communication binder for use during the Festival. Contents to include: o Crew Manual o Copies of shift schedules with sign-in/out section o Contact information o Incident reports o Scrap paper Ensure all submitted receipts for approved supplies and equipment are submitted to the Area Manager for reimbursement Submit a Crew Final Report following the Festival 14

15 Enter individual volunteer evaluations in the volunteer database, QuickBase Record hours worked by all volunteers Complete the Crew Coordinator online survey Promptly identify serious incidents, issues and concerns with the Area Managers and Volunteer Manager Maintain documentation identifying crew or volunteer issues and concerns Follow Up Coordinate a post-festival wind-up meeting o Review successes and challenges o Identify and document any issues, concerns, potential problems, ideas, changes, suggestions, etc 15

16 Frontline Volunteer Expectations Communication with Crew Coordinators Maintain current contact information on the CFMF s online database Inform Crew Coordinator of any changes of contact information as soon as possible Inform Crew Coordinator of all changes in volunteer status and availability Festival Preparations Complete applicable certification requirements Attend one of the CFMF s organized accreditation pick-up dates Participate in scheduled pre-festival crew meetings, training sessions and site walks Festival Ambassador Keep up to date on CFMF promotional, training and volunteer materials Conduct themselves in a professional and respectful manner Festival Obligations Fulfill the minimum volunteer time commitment of hours (exact requirement confirmed by Crew Coordinator) Take whatever action deemed necessary to ensure the safety and well being of patrons, guests, volunteers and staff of the CFMF Follow up with Crew Coordinator regarding and comments, questions or concerns Evaluation Complete the Frontline Volunteer online survey 16

17 Festival Support Training Opportunities Volunteer Support Nights Dates: February 7, March 7, April 4, May 2, June 6, July 4 Led by: Emily McCormick, Volunteer Manager Available to: Area Managers & Crew Coordinators Starting in February, the CFMF office will be open late on the first Tuesday of the month (till 8 pm). Area Managers and Crew Coordinators are encouraged to drop-in to talk one-on-one with the Volunteer Manager. Managing Volunteer Success Dates: April 10, May 18 Led by: Volunteer Services Team Available to: Area Managers & Crew Coordinators Offered twice a year, this hands-on workshop tackles how to effectively manage volunteers as a Crew Coordinator or Area Manager. From positive recognition techniques to different methods of discipline, Managing Volunteer Success provides tools to create a constructive team. Google Drive Workshop Date: April 18 Led by: Liam Prost, CFMF Staff Available to: Area Managers & Crew Coordinators Google Docs, Sheets and Forms are free online tools that can increase efficiency when working in groups. In this workshop, we will provide a general overview of what Google Drive is and show you how you can integrate it within your team. 17

18 Trans 101 Date: June 8 Led by: James Demers, Fairy Tales Queer Film Festival Executive Director & Programmer Available to: Area Managers, Crew Coordinators and Frontline Volunteers The CFMF volunteer community is incredibly diverse, and we as leaders need to be respectful and support of all members of our team. Special guest, James Demers, will be providing a general guide to navigating gender identity. In the presentation he will: discuss the continuum of sex, sexual orientation and gender identity, explore what transgender means, provide etiquette when working and interacting with trans* people, discuss how to be grammatically correct regarding gendered language, explore the range of gender identities, and talk about what it means to transition. Drug & Alcohol Awareness Dates: June 14 & 18 (TBC) Led by: Dominique Denis-LaLonde, RN & Trish Dribnenki, RN Available to: Area Managers, Crew Coordinators & Frontline Volunteers Registered nurses Dominique Denis-LaLonde and Trish Dribnenki will go over the concept of harm reduction, present factual drug information, review how to approach and assess a person under the influence, and present substancerelated scenario training. They will also provide an overview of on-site harm reduction services, show how to recognize a medical or psychiatric emergency, and highlight the importance of harm reduction in reducing negative outcomes. Volunteer Services Team The Volunteer Services Team includes: Emily McCormick, Volunteer Manager, Ed Hoover, Volunteer Services Area Manager and Lawna Hurl, Volunteer Services Area Manager. This team acts as a support group that you can go to for help. They can help assist with crew placements and structures, volunteer recruitment, HR issues or concerns, and more. 18