- Initial set-up of the venue, including signs and the Registrar's desk.
- Daily/Shift start set-up of the venue, including signs and the Registrar's desk.
- Check-in the participants and control access to the performance room.
- Sell Festival Admission passes.
- Sell and distribute Festival Programmes.
- Ensure the cash box is secured at the end of the shift/day/festival.
The venue is provided with the following:
- An “office-in-a-box” for the Registrar containing: folders for each class (each with a Class Sheet listing the participants and music selections and Adjudicator Sheets for each participant); Festival Certificates (First, Second and Third place); the Prepaid Programmes List; a folder with blank Adjudication sheets; a folder with reference documents (Festival Copyright Policy, Registrar Procedure, Secretary Procedure, Quick Study/Sight Reading Instruction sheet, Sponsor-of-the-Day board schedule, Volunteer Schedule and Contact Lists, Venue Information sheet); pencils; pencil sharpener; pencil eraser; masking tape; and a donation “fish bowl”.
- A Cash Box containing a $150 float (combination of $1, $2, $5), a stack of Admission Day Passes, a stack of Festival Passes, date stamper and name tag stickers. Note that the Cash Box may be inside another box.
- A box containing a number of Festival Programmes.
- Venue signs (8.5” x 11”) including “Do Not Enter...”, “Turn Off Cell Phones, Pager, etc.”, Festival Admission Charges, exterior door signs (with arrows), Grand Festival Concert ad (in plastic stand), Copyright Policy (in plastic stand).
- Large Sponsor-of-the-Day boards and other major sponsor ad boards.
- A box of supplies for the Secretary containing participant ribbons, medals (first, second and third place), a zippered case containing a Festival Programme, a completed Sample Certificate, Festival Rules, Secretary's Procedure, Quick Study/Sight Reading Instructions, Festival Copyright Policy, blank certificates for First, Second and Third Place, a blank pad of paper for notes, pens, pencils, pencil sharpener, eraser, markers and a timer.
- Bottles of water and snacks for the volunteers and adjudicator.
Before the start of the Festival, you will be sent, via email, a Volunteer Schedule, Contact List and Venue Information Sheet for your venue. These documents will also be included in the office-in-a-box, but some of the information may be required before the box is delivered to the venue. The Volunteer Schedule will tell you who your Secretary is and who the designated back-up volunteer is for your shift. It will also show that information for the other shifts for that venue, which may be of use when determining how to deal with the cash box overnight. The Venue Information Sheet will include information regarding access to the venue (what door to use, where to find a key, who to contact at the church in case of issues) and also instructions on securing the cash box during breaks and between shifts.
If at any time you find that you cannot complete your duties, please contact the Festival Coordinator, the Volunteer Coordinator and the designated back-up volunteer to determine a plan of action. Do not leave the venue without speaking with at least one of these people. If you are at the venue when your issue arises and the Secretary is present, please inform them as soon as possible (please try to not interrupt performances to do so).
If the Secretary does not show up within 10 minutes of their scheduled start time, inform the Festival Coordinator and the Volunteer Coordinator. If your Volunteer Schedule and Contact List indicates a back-up volunteer, you may also contact them.
NOTE: If you are approached by anyone with any issues/problems during your session, record the details of the issue, who was involved, contact information (if applicable), and date/time on the pad of paper provided in the Secretary’s case. Do not try to resolve issues unless they are small ones and you feel comfortable handling it. Refer the people to the programme, rules or to the Festival Coordinator Dawna McDade at 905-320-6906 (cell) or email@example.com.
The personal information collected from volunteers will only be used for the purposes of the Rotary Burlington Music Festival, and will not be used or disclosed for purposes other than those for which it is collected without consent of the individual to whom the information relates or as required by law.
- SET-UP – FIRST DAY/SHIFT AT VENUE:
- On the first day at the venue, the supplies will be delivered by the Festival Coordinator or their designate. Find the Festival Supplies folder in the office-in-a-box and remove the Festival Supplies Checklist. Immediately unpack all other supplies and verify that all required supplies for signage, the Registrar's desk and the Secretary are present by checking against the Festival Supplies Checklist. Report any missing supplies immediately to the Festival Coordinator.
- Place the cash box in the office-in-a-box, safely hidden, while you complete the rest of the set-up. Using the masking tape, post any required exterior door signs for the venue as per the Venue Information Sheet (may obtain assistance from the venue's personnel and/or the Secretary). Using the masking tape, post the “Do Not Enter...” and “Turn Off...” signs on the sanctuary door where they will be visible to those attempting to enter.
- Deliver the box of medals and Secretary's supplies to the Secretary's desk inside the sanctuary, along with a few bottles of water and some snacks. Ensure that the Secretary and the Adjudicator each have a copy of the Festival Programme for reference (these do not have to be recorded). The Secretary's copy should be in their zippered case along with their other supplies; the Adjudicator would have received a copy from the Festival Coordinator during their pre-Festival briefing.
- Set up the sponsor-of-the-day and the major sponsor boards in the designated areas, as per the Venue Information Sheet and the Sponsor-of-the-Day board schedule.
- Place the Copyright Policy (in plastic stand) and Grand Festival Concert ad (in plastic stand) on the Registrar's desk where the participants will be able to see them. Using the masking tape, tape the Admission Prices and other signs to the Registrar's desk where the participants and audience members will be able to read them. Place a few blank Festival Feedback forms on the desk in a location that is easy for attendees to access.
- Take a Festival Programme from the box and write “Registrar's copy” on the cover (if not already done). Place it on the Registrar's desk for reference. This is not to be used to check in the participants (use the Class Sheets, which have the most up-to-date information), but as an easy reference/overview of the spacing of the classes.
- Place the Cash Box on the Registrar's desk, open it and remove the Festival Admission Passes (both day passes and festival passes), the day stamp and name tag stickers. Place the Donation “fish bowl” in a conspicuous location and “seed” it with a $1 and a $2 coin from the Cash Box float. Complete a name tag sticker for yourself and place it on your clothing in an appropriate location. Ask the Secretary to do the same. Set the day stamper to the current date and test on the inside cover of the Registrar's copy of the Festival Programme.
- Pull out the current shift's folders with the Class Sheets and adjudication sheets. These are marked with not only the date but the class start time. Keep them on the desk in order by time in case participants arrive early – they will be easier to locate.
- SET-UP – SUBSEQUENT SHIFTS/DAYS:
- Retrieve the Cash Box from the designated location as per the Venue Information Sheet.
- Check to see if any additional supplies are required; if so, contact the Festival Coordinator.
- Set up the Registrar's desk and nearby areas as per the First Day procedures steps 1-4, 1-5, 1-7 and 1-8 above, using the same Registrar's copy of the Festival Programme. Any signs that were initially taped down should still be in place, but if not, set and tape them in place again.
- CHECK IN PARTICIPANTS AND CONTROL ACCESS TO THE SANCTUARY:
- As participants arrive, greet them warmly and ask for their name. Locate and check off the participant’s name on the Class Sheet for their class(es). You may also check off their name on the Registrar's copy of the Festival Programme, but this is optional. Make any required spelling corrections on the Class Sheet(s). Ensure that the performance piece and composer are correctly listed, recording any changes on both the Class Sheet and Adjudication Sheet.
- As per the Copyright Policy, verify that the participant has brought original music with them. This can be either a music book or downloaded/printed music accompanied by a receipt or other authorization, proving online purchase. Photocopies are not allowed; if a photocopy has been presented, inform the Secretary. In addition, discreetly inform the participant that, although they may still perform and receive an adjudication, they are not eligible for marks, medals/certificates or scholarships related to that class.
- Tell the participant that cell phones, pagers, beeping watches, etc. should be turned off or set to silent mode so as not to interrupt performances. If asked, inform the participant that practicing on the festival piano is not permitted and that there are no warm-up areas.
- Once all participants for a class have checked in, place the Class Sheet(s) and Adjudicator Sheets back in the folder for that class and hand the folder to the Secretary. For the first class of the shift, participants and audience members may enter the sanctuary at will. For subsequent classes, tell the participants and others that they may not enter the sanctuary (performance room) or open the door until they hear applause (at the end of a performance or the end of the class). If there is someone waiting to enter the performance room, keep an eye on them and listen for applause, then indicate it is safe for them to enter. Adjudicators would like participants to see other classes, as it is part of their music education, so encourage early arrivals to sit in the audience for other classes.
- SELL FESTIVAL ADMISSIONS:
- Participants, accompanists and children under 12 are admitted at no charge. All others, including music teachers who are not accompanists at the Festival, must pay the $3.00 entrance fee for a Day Pass (or purchase a Festival Pass) and are given a blue Day Pass (stamp it with the day stamper provided). If a music teacher objects to paying admission, tell them that they may have a Festival Programme at no charge, but they must pay admission to sit in the audience. If any parent or family member objects to paying admission (since they've already paid for the performer to participate), remind them that this is a non-profit Festival and that their admission charges help pay for the venue and other costs. A $10.00 Festival Pass (yellow) is also available, which covers admission for the entire two weeks of competition (excluding the Grand Festival Concert at the Performing Arts Centre). Suggest this to any audience member who will be attending four (4) or more days of the festival. Inform the attendee that the passes are good for any of the 4 venues.
- Sales are by cash only, although we will accept personal cheques in extreme cases, made out to Rotary Burlington Music Festival. If the audience member has neither cash nor cheque, ask them to make a later donation to the festival, then issue them a Day Pass and allow them to enter. Make a note of their name and the performer's name that they are there to see (for Dawna's reference). Place the money in the Cash Box, making change when necessary.
- Draw attention to the Festival Feedback form, asking any attendee to complete it and return the completed form to you. Place completed feedback forms in the manila envelope provided.
- SELL/DISTRIBUTE FESTIVAL PROGRAMMES:
- If an attendee states that they prepaid for a Festival Programme, locate their name on the Prepaid Programmes List, check it off and give them a Festival Programme from the box.
- Music teachers may be given a Festival Programme free of charge, but only if they ask (do not offer unless they refuse to pay the admission fee).
- For all others, Festival Programmes may be purchased for $10.00 each (cash only, cheques accepted payable to Rotary Burlington Music Festival). Place the money in the Cash Box, making change when necessary.
- SECURE CASH BOX:
- At the end of the shift, retrieve the $3 “seed” money from the Donation fish bowl and place it in the Cash Box. Place any other funds from the Donation fish bowl in the envelope provided and place that envelope in the Cash Box.
- Refer to the Venue Information Sheet to determine where to place the Cash Box during the break, overnight or at the end of the classes for that venue.
- At the final end of the classes for that venue (final day), pack up all remaining supplies in the boxes in which they arrived. Either the Festival Coordinator or their designate will come to collect all of the supplies.
THANK YOU FOR BEING A VOLUNTEER AT THE ROTARY BURLINGTON MUSIC FESTIVAL!
The Festival would not be possible without the support of our volunteers.
Please direct any questions about this procedure to the Volunteer Coordinator via email at firstname.lastname@example.org