General Requirements:

Volunteer duties require individuals who have great people skills.  This includes the ability to interact with the public in a helpful and courteous manner and say “No” in a polite manner.  Volunteers must have patience, rational thinking in crisis situations and a willingness to do whatever needs to be done at any given time.  Some duties require special skills and those will be noted in each job description.

A minimum of 3 hour commitments are required.  Additional hours may be assigned if the volunteer requests or desires additional time.

Individuals selected and assigned to specific duties after the training and orientation program will be given job descriptions, work assignments and regarded as staff members of the film festival organization.  Only after completing the training session will individuals be accepted and assigned to specific responsibilities during the film festival.

Dress Code:

Professional and comfortable applicable to the event and location(s) and time(s) to which you have been assigned.

Benefits:

For each 3 hour volunteer assignment completed, volunteers will receive a voucher to attend a regular screening of their choice.  This does NOT include special events.  Attendance at special events are included only if the volunteer is assigned and scheduled to work at one of the special events.  Volunteers wishing to attend one of the special events (opening, closing, other) have the option to purchasing a ticket at 50% off the regular box office price.

Volunteer Options For Consideration:

1. Pre-Event

*Gift bag (December 3, 2008)

            -Items for the bag

            -Filling the bags

            -Names on bags

            -Delivery of bags

*Will Call Tickets / Advance Sales (December 2-3, 2008)

            -Set up “Will Call” booth or table

            -Organize Will Call tickets for pick up

            -Record all tickets being released in Will Call

            -Manage advance sale bookings from Regonline.com

            -Commit to a staffing schedule assigned by the Volunteer Supervisor(Rob)

*Silent Auction ()Alma)

            -Set up tables or however the items will be presented

            -Monitor bids

            -Security of tables and items being auctioned (secure each evening)

            -Set up each morning

            -Secure final bids and present to Awards Committee Chairperson

            -Keep tables / displays fresh and clean during the event.

*(December Information Center (December 3, 2008)

                        -Handle general information questions from the public regarding

                                    schedules, tickets, prices, special events, etc.

2. Theater Operations / Box Office

No previous experience is required.  Training will be covered during the orientation.  Theater volunteers must be dependable, confident, comfortable with handling money and credit cards and able to follow instructions.  For the guests, the filmmakers, the media and the sponsors attending the event and coming into the theater, volunteers are the only face of the festival they will see, so friendliness is a must.  Volunteers must be on time, so that we can be well organized.  You must be able to communicate clearly and effectively with the customers. 

Volunteers are scheduled to arrive at the assigned theatere one hour prior to the assigned first screening time.  Find your sign-in sheet and enter your name and time of arrival.  When leaving, volunteers will sign-out on the same sheet with the time of departure.  Repeat this procedure each day that you volunteer.

Volunteers will be standing most of the shirt, so wear comfortable shoes.

Duties:

a) Shift Manager

Assist the theater manager with volunteer assignments, supervise the Theatre Volunteer Team and follow through with administrative and other tasks as assigned.  Supervise the manager’s desk and troubleshoot customer issues as needed.  Details of “customer issues” will be covered in detail during the orientation program.

b) Ticket Takers

Pay close attention to individual event tickets.  Make sure that filmgoers are entering the right screening, the right date and the right time.  Direct erroneous ticket holders to the Shift Manager.  The Shift Manager will tell you how to tear the ticket and what to do with the ticket stubs.

c) Passes & Credentials

Become familiar with the various passes and credentials.  Being able to identify Day Passes, Press Credentials and VIP Passes will be very important.

d) Security of Reserved Seats

Stand guard at the end of the reserved seat sections and direct individuals to other seats in the theater.  Verify with Shift Manager who will be allowed into the reserved section during each assigned screening.  Do not allow anyone, under any circumstances into the reserved seating without the designated credentials for that screening.  Be polite, but firm.  Direct problems to the Shift Manager.

e) Theater Crowd Control

Direct guests to available seats.  Distribute and collect ballots for the Audience Favorite voting (The Crescent Award).

f) Box Office / Ticket Sales

Sell, distribute and monitor sales reports set forth from Regonline.com.  Detailed procedures will be outlined during orientation.

3.          Hospitality

Volunteers will be standing most of the time, so wear comfortable shoes.

Duties:

a)      Assist the Hospitality & Press Room Coordinator with set-up on December 3, 2008.

b)      Serve as the perfect host to guests with the credentials allowing them into the Hospitality & Press Room (Details of credentials will be covered during orientation).

c)      Keep the Hospitality and Press room clean and tidy.  Pick up cups, newspapers, straighten chairs, etc. as needed.  Offer water, coffee or sodas (whatever is available) to the guests.

d)      Run errands as requested by the Hospitality & Press Room Coordinator for the VIP guests in the room.

e)      Answer phones and direct traffic.

f)       Serve as VIP meet and greet hosts at hotels, theaters and any locations as required

g)      Serve as jury assistants and runners

4.         Publicity / Media / Press Conferences

Duties:

a)  Assist the media / press as needed.

b) Become familiar with the Press Credentials and who the press credential represents.

c)  Assist with the set up of press conferences

d)  Direct the media/press as needed upon arrival for the press conferences

e)  Assemble the press kits

f)  Assist the publicity director with individual interviews and photo sessions

g)  Assist the publicity director with handling of the reps and agents.

h)  Assist with the set up and breakdown of the press room

5.          Information Center

Handle general information questions from the public regarding schedules, tickets, prices, special events, film information, etc.

6.          Special Events

Special events include the opening night film and reception, the closing night’s Award Presentations, Seminars/Panel Discussions and any other events assigned.  Volunteers will be on their feet most of the time. 

Duties:

a)      Check administration credentials and tickets

b)      Assist with set up and breakdown of the event.

c)      Serve as a host / hostess for the event

d)      Run errands as needed

e)      Assist with invitations (stuffing and delivery)

7.          Film Traffic Delivery

Volunteers must be able to lift at least 50 lbs.

Duties:

a)      Deliver film prints to and from the projection booth

b)      Act as a security guard to print cans as needed.  Never leave a print unattended.

c)      Maintain the film inventory sheet at all times.  Get the necessary signatures when you arrive and depart a location with the print.

8.          Silent Auction

Duties:

a)      Set up tables and auction items the day before

b)      Monitor bids on the items during the event

c)       Serve as security volunteers

d)      Participate in the break down of the event

e)      Serve as a runner for the Silent Auction Supervisor

f)        Assist with securing the final bids to present to the Awards Committee

g)      Keep the tables and displays tidy and clean during the event.

9.         Administrative

Duties:

a)      Assist the administrative team as needed

b)      Cover areas needing assistance at any given time.

c)      Be familiar with all areas of the event

Closing Comments to Volunteers:

The success of any film event is due to a large part of the professionalism and dependability of the volunteer team.  The public, the VIP guests, the press/media and the filmmakers are in direct contact with the volunteers; therefore, judgment and evaluation of the event is in the hands of the volunteers.  As volunteers, you are respected and considered very valuable.  For that, The Women’s International Film & Television Showcase management team wants to thank you for your hard work.  We appreciate you and hope that you’ll consider joining us next year.

As part of your Post Event responsibilities, we ask that you complete a Post Event Report about your involvement, your likes and dislikes and your suggestions for next year.  Thank you very much.