Volunteer Instructions

Transcription

1 Volunteer Instructions Fall 2018 / Spring 2019

2 Before you volunteer You will receive a shift reminder a few days before your scheduled shift. If you are no longer able to volunteer, please let staff know immediately. Unless you are told otherwise, there is no formal dress code for FH volunteers. Please dress as you feel most comfortable and remember to bring layers in the winter! Give yourself ample time to arrive at the concert location, and review the parking maps provided to you in your reminder . Start of Shift Check-in with the Event Supervisor upon arrival they will greet you by the main entrance of the venue, and will let you know where to hang up your coat and/or bags. Sign-in on the event schedule, located in the volunteer binder. Grab your volunteer badge and wear it for the duration of your shift. The Event Supervisor will provide you will all of the supplies you need for your specific role. If you notice something is missing or broken, let them know. Breaks After the initial rush at the door, and once the performances have started, volunteers are welcome to take staggered breaks to watch the show. Check in with the Event Supervisor when you are ready for a break. They will ensure there is proper coverage while you are away from your station. There will be snacks and non-alcoholic beverages provided at each venue for volunteers to enjoy.

3 Bar - Set Up Stock Up! Count and record all products on the count sheet Stock all cups beer, wine, hot cups Coffee & Tea Station Ensure the brewer is on, press the red button to turn the device on, a yellow LED will turn on. Pull out a coffee filter and place it in the tray, these are located under the sink Place the tray and filter under the grinder and press the switch down, this will grind the coffee. The amounts are pre-measured, so only press the switch once. Place the tray back into the brewer. Place a coffee pot underneath, these are stored in the island on the side facing the fridge. Press the brew button to begin brewing the coffee, this will take approx.. 5 min to drip Bar Prep Open two (2) bottles of red and two (2) bottles of white Keep white wine in the fridge until door opens Keep wine and beer boxes for leftover product and empties Review ticket prices with Concession Ticket Sales Volunteer Confirm last call with Event Supervisor

4 Bar - During the Show Accept Tickets & Double Check IDs Serve patrons concession items in exchange for tickets One (1) ticket per item Rip tickets in half as you collect them It is illegal to provide alcohol to anyone under 18 under any circumstances. If you have doubts that anyone requesting alcohol is not of age, ask to see picture ID. Only provide two (2) drinks at a time to a patron Serve Products & Maintain Inventory Open red and white wine as required Beer can be served in the can, but you must open the lid Keep track of product inventories Request additional product from the Event Supervisor if you are close to running out Add product inventory to form Maintain a Clean Space Clear away empties and manage waste behind bar Recycling: Bottles, cans, cardboard, paper, aluminum, glass and plastic Compost: Hot and cold drink cups, coffee grounds and tea bags Landfill: Other waste Last Call Ensure patrons know when last call is

5 Bar Clean Up Clean Up Products Count and record all products Re-stock fridge or move product into storage Empty and clean urns Clean Up Area Move all garbage and recyclables to the garbage room Clean counter tops using correct cleaning products Rinse sinks using correct cleaning products Drain dishwasher if it was used during the event Wipe fridge doors and shelves, clean spills if there are any Sweep Put dirty hand towels, dish cloths, bar towels and stage towels in laundry Machines are in green room Clean Up Hall Assist with Hall and Lobby strike Check In Check in with Event Supervisor before you leave

6 Concession Ticket Sales Set Up Organize Area Set up station and put up signage Make note of under 18 date 2017 Born 1999 or before 2018 Born 2000 or before Confirm concession prices Count Float The Event Supervisor will provide you with a float, cash box and record sheet Count the float and record the numbers on the sheet Double count to confirm starting totals Concession Ticket Sales During the Show Sell Concession Tickets Cash only invite guests to use ATM located in the lobby Non-alcoholic beverages - $2 Alcoholic beverages - $6 Coffee, tea & water by donation Food case by case basis ID Patrons ID anyone who wants to buy alcohol tickets who look under 25 Photo ID is required Maintain the Cash Box If the cash box is getting full, drop cash using envelopes or tamper proof bags

7 Call Event Supervisor over to witness and secure drop Advise Patrons As you sell tickets throughout the event, advise patrons that ticket sales end when intermission ends, or at the time specified by the Event Supervisor Concession Ticket Sales Clean Up Cash Out Take cash box and tickets to the office for cash out If you dropped cash, collect it from Event Supervisor Count cash and record figures Fill out form Give completed form and cash box to Event Supervisor Clean Up Wipe table using wood table cleaner Assist with striking Hall and lobby at end of show Check In Check in with Event Supervisor before you leave

8 Door Set Up Check in with Event Supervisor The Event Supervisor will meet you in Festival Hall and give you the float box, will call and the guest list Ask the Event Supervisor if tickets are being sold at the door, and, if so, how many. Count Float The Event Supervisor will provide you with a float, cash box and record sheet Count the float and record the numbers on the sheet Double count to confirm starting totals Scanner (ipod) Check to ensure the ipod and Honeywell sled are fully charged and connected to the Wifi and complete the following steps: 1. Open the Organizer app by tapping on the blue E icon and log in using the Eventbrite username and password provided 2. Select the correct event by tapping the event title 3. To check in and scan tickets, tap the check in icon on the menu bar 4. User can now check-in attendees by scanning the ticket barcode or by looking up the patron s name Point of Sale (ipad) If there are tickets available at the door for the event, they can be purchased by credit or cash. All sales are to be processed through the Organizer app on the ipad provided: 1. Open and log into the Organizer app, and select the correct event by tapping the event title 2. Select the Sell icon on the menu bar. This will take the user to the screen with all available tickets for sale at the door 3. User can now sell tickets for the event

9 Door During the Show Sell Tickets From the Sale tab in the Organizer app, select the quantity of tickets for purchase. Collect the patron s name, address, and whether or not they would like to receive newsletters from the Calgary Folk Fest. If they decline to provide their address, select Skip and proceed to payment. At the door, patrons will pay their entry fee in exchange for a stamp. No physical ticket will be issued. A Selling Tickets Cheat Sheet will be available for further information. Will Call & Guest List Will call is currently not a delivery option for our events. If the patron does not have a physical ticket or ticket on their cell phone, their order can be found by searching their first or last name. If a patron says that they are on the guest list, their ticket can be found by searching their first or last name, or by tapping the Guest Lists icon in the Organizer app. Once the ticket/order is found, swipe right to check in. If check in was done in error, swipe right to undo check in. Stamp the person s wrist. Scanning Tickets Scan the printed or digital ticket by focusing the camera s white box around the barcode. The scanner will then validate the ticket. Stamp the person s wrist. The person may keep the physical ticket, or volunteers can recycle it. A Scanning Tickets Cheat Sheet will be available at every shift for further information on using the scanners. Patron Inquiries Patrons will have lots of questions for you, so it is important to familiarize yourself with the show details and try to be helpful. Be sure to direct patrons to hang their coats in the self-serve coat check. If there is a question that you cannot answer, ask the Event Supervisor for assistance.

10 Capacity You are also responsible for monitoring re-entry (checking for stamps when patrons return from outside) and capacity with the in/out clickers. Capacity will only be monitored at unticketed events. The Event Supervisor will direct you when and how to monitor capacity. Age Restrictions Festival Hall is an all-ages venue. CFMF-produced shows are always all-ages unless otherwise specified. Priority seating Ask the Event Supervisor for support if a patron requires assistance with seating. There are areas on either side of the stage for wheel chairs, and the Event Supervisor can help find seating for people with other mobility challenges. Door Clean Up Cash Out Take cash box and tickets to office for cash out Count cash and complete paperwork Provide paperwork to Event Supervisor for review Seal cash and paperwork in bank bag Give bank bag to Event Supervisor to secure in safe Clean Up Wipe table with wood table cleaner Assist with Hall and Lobby strike Check In Check in with Event Supervisor before you leave

11 Floater - Set Up Check-in with Event Supervisor The Event Supervisor will meet you in Festival Hall and let you know what duties you will be taking on during the evening. Floater - During the Show Please consult other position instructions Floater - Clean Up Please consult other position instructions

12 Merchandise Set Up Count & Record Merchandise Check-in with Event Supervisor to confirm merchandise items Sort and count merchandise by item Fill out paperwork accordingly be sure to record count-in quantities by item If artists want to sell combos, pull the combo product first, and count as a separate item Ask the artist if they are giving any product away add these items as a separate count on the sheet Use one (1) form per artist Double count to confirm starting totals Do not let the artist do the count-in Count-in Example # of CD 1 # of CD 2 # of T-Shirt # of Combo Combo Example T-shirt & CD 2 CDS Count Float The Event Supervisor will provide you with a float, cash box and record sheet Count the float and record the numbers on the sheet Double count to confirm starting totals Organize & Display Products Display products using a concert style set-up One (1) of each item on the table Do not sell the items on the table Store inventory in boxes under the table

13 Check-in Ask the Event Supervisor if the artist will be doing an autograph session, and if so at what time Artist Merchandise - During the Show Sell Merchandise Sell merchandise throughout the show Sales will be busiest during intermission and immediately following the show Remember to leave example items on the table and pull sale items from inventory boxes Stay Positive! Slow and steady wins the race we favour a positive experience over a rushed one Sell items in a methodical and friendly way that will ensure your sanity and a balanced count-out Ask for Help Ask the Event Supervisor for support if things get crazy or if you feel overwhelmed Artist Merchandise - Clean Up Count Out & Cash Out Sort and count remaining merchandise Take cash box and paperwork to the office and complete cash out Fill out paperwork remember to record count-out quantities Provide completed paperwork to the Event Supervisor they will settle payouts with the artist Seal the cash and settlement paperwork in a bank bag Give bank bag to the Event Supervisor to store in the safe Clean Up & Check In

14 Assist with striking the venue at the end of the show Check in with the Event Supervisor before you leave

15 Recycling Station Set Up Ensure Recycling Station is Set Up 5 Bins with educational signage Cardboard and Mixed Paper Compost Returnable Beverage Containers Other Mixed Recycling Landfill Waste Recycling Station During the Show Be Friendly and Educate! Cardboard and Mixed Paper Paper and cardboard Compost Beer & wine cups, napkins, wooden stir sticks, straws, organic food waste NO MEAT, DAIRY OR FAT Returnable Beverage Containers Other Mixed Recycling Clean plastic jugs, bottles and food containers, clean metal food cans and foil, and clean glass bottles and jars Landfill Waste Tim s cups Everything that cannot be disposed of in one of the other bins Empty receptacles as necessary Store full bags in garbage bin in storage closet Move full bags to garbage room at intermission and end of event New bags kept under counter behind bar

16 Recycling Station Clean Up Gather Waste & Recycling Gather waste and recycling from Hall, Lobby, bathrooms, green room and dressing room Move to garbage room at end of event Large cloth bin cardboard and mixed paper Large, dark green bins compost Black bins landfill waste Bags of mixed recycling can be left in garbage room Clean Up Hall Assist with Hall and Lobby strike Check In Check in with Event Supervisor before you leave

17 Usher - Set Up Check-in with Event Supervisor Ask if they know of any special need patrons Usher - During the Show Direct patrons to available seating Usher - Clean Up Clean Up Hall Assist with Hall and Lobby strike Check In Check in with Event Supervisor before you leave