Festival Hall Volunteer Program Fall 2017 / Spring 2018

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1 Festival Hall Volunteer Program Fall 2017 / Spring 2018 Last Updated: September 2017 By: Emily McCormick, Volunteer Manager

2 Welcome to Festival Hall! What is Festival Hall? Festival Hall (FH) is an intimate performance and event space in historic Inglewood. The Hall is also the home of the Calgary Folk Music Festival s (CFMF) office. Inside the Hall We are very excited to be able to present the diverse indie, roots, traditional, and world music the Festival is known for, all year round. The Calgary Folk Music Festival curates arts and culture events throughout the year in the Hall, including film, food, theatre, poetry and workshops. Our volunteer army also uses the Hall as a meeting space, while our legendary annual Festival remains on Prince's Island Park. In addition to CFMF programming, Festival Hall is available to be rented as an affordable performance space for Calgary's artistic community, and is also available for corporate and private functions. Volunteering We rely on the support of our volunteers to help us run a variety of events throughout the year. Recruiting from our loyal Festival volunteers, the Festival Hall Volunteer Program operates with less than 100 active volunteers on our mailing list. Volunteering at the Hall requires a smaller time commitment after sending out a schedule for the season, volunteers can sign up for as many or few shifts as they like. Events include: concerts, fundraisers, lectures and more. With roles ranging from Concession Ticket Sales to Bar Tending to Recycling Station, there is plenty to do for all ages and abilities. 2

3 Festival Hall Volunteer Program Volunteer Commitment Festival Hall volunteers may sign up for as many shifts as they like. Shifts are generally five to six hours in length, and include snacks, drinks, a break, and a chance to see some great music! Rights & Responsibilities Every Festival Hall Volunteer must review and agree to our Volunteer Contract. This document outlines the rights and responsibilities for both our volunteers and Festival Hall. The Festival Hall Volunteer Contract can be found on page six (6) and seven (7) of this booklet. Certification Requirements Some volunteer positions have specific certification requirements / age restrictions: Bar o 18+ o ProServe Certification (required) Concession Ticket Sales o 18+ o ProServe Certification (preferred) Volunteers interested in completing their ProServe Certification can send a request to the Volunteer Manager. 3

4 Perks! Festival Hall volunteers have a pretty sweet gig. At each shift, volunteers receive the following: Free access to the event; Tasty snacks and non-alcoholic beverages; One (1) complementary alcoholic beverage at the end of their shift (18+); and Participation in a fun-filled event, often with great music and even greater people! After volunteering at three (3) events, a FH volunteer is entitled to a pair (2) of tickets to a Festival Hall concert (pending ticket availability). Volunteers can redeem their concert tickets up to two years after their volunteer shifts. The Festival Hall Volunteer Program is separate from the Calgary Folk Music Festival s (CFMF). FH Volunteers cannot earn an access badge to the CFMF by working as a FH Volunteer. Accreditation & Dress Code FH Volunteers are required to wear a badge during each shift. These badges will be made available at the beginning of each shift, and will be safely stored after the event. There is no dress code for shifts, unless otherwise specified. FH volunteers are encouraged to come as they feel most comfortable. Volunteer Lounge There is a Volunteer Lounge on our third floor for FH volunteers to take a break, relax and enjoy some snacks. The third floor is a part of FH and CFMF offices, so FH volunteers only no guests, please. FH volunteers can access the lounge by taking the stairs or elevator. 4

5 Support Staff Festival Hall Staff are here to help you! A staff person will be present at the beginning of every shift, and will be there to help until the doors open. An Event Supervisor will be on site for the duration of the event, and is always available to help. Other CFMF staff are often hanging around, and can be asked for support as well. Familiar faces to remember: Volunteer Manager Emily McCormick Production Manager John Hiebert Hall Rentals Manager Liam Prost Box Office Manager Heather Bray Artistic Director Kerry Clarke Artistic Associate Chantal Vitalis Festival Hall Phone Number: Event Success We all have the right to be treated with respect, and a responsibility to ensure that we are not only treating others with respect, but also taking action when we witness unacceptable behaviour. We have a zero-tolerance policy against discrimination and violence. All acts of this manner will be investigated to ensure the safety and security of our volunteers. If you see something, say something! We re all in this together! Should something happen, copies of our Incident Reports are available at every event. 5

6 Volunteer Contract By signing up for a FH volunteer shift, you agree to the following: Festival Hall Volunteer Rights & Responsibilities FH Volunteer Rights To be properly informed about the volunteer shift, and its policies and procedures; To know what is expected of you during your shift; To be comfortable with the tasks assigned to you; To an atmosphere of mutual respect and support; To be recognized for your contribution to the FH; and To appeal decisions regarding your volunteer position or status in accordance with the Volunteer Appeal Process. FH 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 outlined by FH staff; To represent FH 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 for your own advantage money or properties belonging to FH, its sponsors, artists, or vendors; 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 drugs and/or alcohol use while on duty; and To create and foster an atmosphere of mutual respect and support. 6

7 On the flip-side, Festival Hall agrees to the following: Festival Hall Rights & Responsibilities FH Rights To screen incoming volunteers as deemed necessary and appropriate; To expect all volunteers to maintain a high standard of behaviour as FH 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 FH policy and procedure; To take appropriate action in case of breach of such rights and agreements. FH Responsibilities To recruit and assign volunteers appropriately, according to their skills, qualifications, experience and needs, and the needs of the Event; To prepare volunteers to perform their duties by providing briefings, orientation and training; To properly inform all volunteers about the volunteer shift 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 Event; 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 FH and its volunteers at all times. 7

8 Volunteer Positions Artist Merchandise Selling artists music, shirts, stickers, and other merchandise is an import source of revenue for both the artists and Festival Hall. Artist Merchandise Volunteers are responsible for the inventory, sales, cash handling, and reporting of artist merchandise. Bar Alcoholic and non-alcoholic beverages, and occasionally food, are served at the Festival Hall Bar. Bar Volunteers are responsible for serving alcoholic and non-alcoholic beverages, bar stocking and inventories, coffee and tea service, bar recycling and garbage, and maintaining a clean and safe work area. Festival Hall is a provincially licensed venue that must adhere to all provincial regulations around food and alcohol sales, and health and safety guidelines. All volunteers interested in this position must complete the ProServe course and adhere to all liquor service laws while on shift. This course is offered online and can be arranged through the CFMF office. Concession Ticket Sales Concession tickets are sold to patrons instead of paying directly at the bar. This station results in speedy service at the bar, and helps ensure accurate accounting. Concession Ticket Sales Volunteers are responsible for IDing patrons and selling food and/or drink tickets. One of the most important functions of the Concessions Ticket Sales Volunteers is to help ensure alcohol is served legally and responsibly. All volunteers interested in this position are encouraged to complete ProServe training, a provincially mandated course. This online course can be arranged through the CFMF office. 8

9 Door Door Volunteers are the first Festival Hall representatives that patrons see when they come to a show. Their smile and pleasant demeanor set the tone for the evening. Door Volunteers are responsible for scanning purchased tickets, selling and exchanging tickets, overseeing will call and guest lists, and monitoring re-entry and capacity. Recycling Station The CFMF is very proud of our environmental track record at the Festival, and we want the same to happen at Festival Hall. Recycling Station Volunteers are instrumental in helping us achieve the goal of diverting as much waste away from the landfill as possible. The Recycling Station Volunteer is responsible for ensuring all waste and recyclables are disposed of properly, streams do not get contaminated, and waste is removed to the garbage room at the end of the event. Additional Volunteer Duties Ushers help patrons find empty seats at sold out shows and assist guests with specific seating needs. Raffle volunteers sell patrons tickets to CFMF raffle programs. Food Service volunteers assist to heat and serve food. Floaters help staff and volunteers where needed. All FH volunteers, regardless of position, are expected to help clean up after each event. 9

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