The Glassman Foundation Family Arts Festival

Volunteer Job Descriptions

Thank you for making this FREE event possible! 

• First, all volunteers check in at the Volunteer Center at least 15 minutes before your shift. You'll receive your Festival T-shirt and all last minute Festival updates.
• Second, check in with your area coordinator upon arrival to your assigned location.
• Towards the end of your shift spend time passing on timely information to your replacement. Volunteer shifts overlap and this is usually a great way for the new person to be up-and-running as quickly as possible. Inform them of the most frequently asked questions, and other helpful items you've learned during your shift, to make the new person as helpful as possible.
• After your shift, sign out in the Volunteer Center and fill out the evaluation form.
• There may be times when you have "nothing to do." This is a good sign that the Festival is running smoothly; simply enjoy, continue monitoring your area, and be available to assist if needed.

Information Booth volunteers will be positioned at 4 major entrances to the Festival. The duties include:

• greet Festival goers with a smile, offer programs
• answer questions, such as:
• directions to the nearest bathrooms
• when a particular group will perform
• keep the info booth and surrounding area tidy and the table attractive
• stay connected with the runners in your area, request additional programs, water, assistance if the signs need securing, and any needed services such as maintenance, for clean ups, or security
• encourage Festival goers to make a donation and fill out an evaluation form
• direct the media to the Arts Council table

Parking Attendants are positioned at key loading and unloading areas. Attendants must be familiar with the Festival map, physically fit, and personable but authoritative at the same time. The duties include:

• monitor the area as performers, nonprofits, and others arrive and depart with materials and to drop off Festival goers
• control the flow of vehicles
• make sure everyone parks legally
• make sure everyone moves their cars in a timely manner
• answer questions about where to re-park, stage locations, bathroom locations, etc
• performers and nonprofits have been informed of the best place to load and unload for their area:
• El Presidio Park: on Alameda Street, west of Church Ave
• TCC Area: use the East TCC entrance off of Church Ave, by the box office
• La Placita: use the loading dock on Church, just South of Broadway
• Note: the drive area between Leo Rich and La Placita, by the portable toilets, is a FIRE LANE, 3 minutes max to pull in and unload vehicle, absolutely no parking of unattended vehicles allowed.

Area Runners are assigned to one of 3 Festival areas: TCC, El Presidio Park, or La Placita. The duties include:

• walk the area and assist where needed
• check in with the area coordinator regularly
• check in with the stage managers, nonprofits, info booth volunteers, and food vendors regularly; let them know that you are available if needed
• alert security if needed
• call for maintenance crew (Purple People) if needed
• alert the volunteer center staff if needed
• deliver water to the info booths (for volunteers) and stages (for performers)
• relieve info booth volunteers and nonprofits at their tables for short bathroom and food breaks if needed
• answer questions about pay phone locations, bathrooms, stages, etc.

Volunteer Center Coordinators are primarily responsible for checking in performers and volunteers as they arrive. The duties include:

• check each group or volunteer off the list as they arrive
• give each volunteer a Festival t-shirt and food coupon
• direct everyone to their stages and assigned locations
• provide volunteer job descriptions and answer questions as needed
• ask volunteers to fill out evaluation forms when they check out
• store lost and found items in volunteer center

Stage announcers (emcees) announce the name of each performing group and appropriate background information about the group. If the performing group is offering CDs or other merchandise for sale, the emcee can alert the audience about its availability. If there is a delay in the arrival of a group or in the set-up, emcees can provide general information about the Glassman Foundation Family Arts Festival and keep the assembled audience aware of the time of the next performance. See emcee script.

Stage Managers

• One stage manager and one emcee are positioned at each stage.
• Review the program and other stage materials and make yourself familiar with your stage's schedule and performing groups.
• Review the program and general information about the Festival (location of info booths, restrooms, etc) so that you can answer questions.
• Refer quests to information booths.
• Direct the media to the Arts Council booth.
• Your job is to:
• assure the schedule is kept
• assure that performers get on and off stage on time
• act as a liaison between sound technicians and performers
• help performers set up and take down their equipment
• keep stage announcers (emcees) informed of the upcoming acts and any changes in the schedule
• communicate to emcees any emergency announcements that should be made during the Festival, e.g. lost/found children

THANK YOU!