Volunteer

We call for volunteers starting in May 2015

 Join us for a great community volunteer experience. To thank you for your contribution, we are happy to provide a free Fringe theatre show voucher for every full shift worked. Note: almost all jobs require at least in part being outdoors. Please dress for the weather.

 

Volunteer Job Descriptions and Applications

Billet

 Interested in having a Fringe performer stay at your home during the Fringe? Our billet program links touring actors with homes to stay at in Saskatoon. Billeters are asked to provide a safe, clean, private place for performers to sleep and access to full bathroom facilities. 

Fringe Central Office -Floater

This is the Jack(or Jill)-of-all-trades position that may find you helping to sell tickets, ushering, making deliveries around the site, site crew, or anywhere else that needs a bit more help.

BOX OFFICE FLOATER

  This person should be capable of doing such jobs as: Volunteer Schedule Clerk, Venue Ticket Seller, Usher, Site Crew   Responsibilites

  • Assist the Fringe Central Staff
  • Assist the Volunteer Schedule Clerk
  • Run materials out to venues if needed
  • Assist FOH with table setup if needed
  • Fill in at the venue if someone does not show up for a position – ticket seller or usher.

Required Skills and Abilities

  • A fairly good grasp of the English language
  • An ability to deal with people
  • May be required to help with some lifting
  • May be on your feet throughout shift and may be required to walk around the site delivering items to the venues.
  • Refer to other job descriptions if asked to help in other areas

Fringe Central Office – Volunteer Schedulue Clerk

Oversees volunteer sign-in, sign-out, and shift assignment from Fringe Central. Due to the higher level of responsibility of this shift, it is recommended that you have previous volunteering experience with the Fringe.

VOLUNTEER SCHEDULE CLERK

See the second half for a more detailed description of all the jobs.

  This is one of the most important jobs in the office. We love our volunteers and patrons and you are one of the first people they see upon entering the office. Please help make everyone who enters the office feel welcome.  If someone enters the office and looks unsure about where to go, ask if you can assist him/her and direct him/her to the appropriate place or person. Responsibilities:

  • Ask people entering the office if you can assist them.  Direct them to the correct place or person in the office.

1)      Sign in/out of volunteers

  • Make sure they have their volunteer ID – MOST should be pre-made. Make one if necessary
  • Direct the volunteer to the correct venue/location if necessary
  • Help if volunteer is unclear about his/her job responsibilities (job requirements are listed and can be found at the volunteer table if you can’t remember)
  • Make ‘reminder of shift’ calls. The person working the first shift will email everyone on the list who was not reached by telephone the day before.  
  • Carefully watch grid to make sure people have shown up for shifts; alert office staff if someone is late – re-phone that person to see if he/she is coming.
  • Sign out volunteers and give them their voucher for working a shift.

2)      New volunteer sign-up

  • Help new volunteers sign up using the appropriate Fringe Volunteer Application Form; assess how capable the volunteer is to do different jobs.  Use common sense when assigning a shift.  For example do not give a ticket selling shift to someone who you feel may have some difficulty with the job. Not everyone is comfortable/good with handling money, and that is fine. For every usher shift the volunteer must sign up for some other type of shift.
  • Only Bob and Rick can sign up FOH’s.

3)      Housekeeping

  • Keep Volunteer Centre neat and orderly
  • Assist staff members in any office duties when possible

Required Skills and Abilities:

  • A good grasp of the English language
  • Organized, responsible, and reliable
  • Customer Service and communications
  • Multi-tasking
  • Ability to work in a fast-paced environment – it is often busy in the office.
  • Attention to detail

Site Crew

Site maintenance and tidying up of Broadway Avenue and nearby surrounding area.

SITE CREW

  This is one of the most important volunteer positions. Keeping our site clean means we maintain a good relationship with the community, and encourage repeat visits from our patrons.   Responsibilities:

  • Report to Fringe Central – get gloves and bags.  Locate the broom, scooper, and wagon for transporting garbage bags.
  • Priority one is to make sure that the garbage cans in the food court area are looked after
  • Once that is done get a broom and a scooper and sweep up the area.
  • Replace garbage bags with the bags designed for those cans.  On the week days the city empties the garbage cans on Broadway in the morning. Keep rechecking the garbage cans during peak periods. Remove ones that are more than half full and if time empty them into the large bins on the corner of 11th and Dufferin Avenue.
  • Keep the Fringe site and surrounding area clean by sweeping and picking up any loose garbage.  Clean tables and tuck in chairs at eating areas.
  • Pay attention to the poster boards to make sure they are in good repair.
  • Assist with set-up or take-down as required
  • Notify staff of anything you observe to be needing attention or that is out of place
  • If there is time, walk down Broadway and then go down the side streets on both sides for one block to pick up garbage and broken glass and such like.
  • Wear appropriate clothing to be outside and to be dealing with cleaning

Required Skills and Abilities:

  • An ability to deal with people
  • May be required to help with some lifting
  • May be on your feet throughout shift and may be required to walk around the site delivering items to the venues.
  • An ability to access a situation and recognize what is a priority
  • An ability to work independently

Site Survey

Walk the festival site and ask patrons to complete our survey with them.

SITE SURVEY

Responsibilities

  • Report to fringe central and pick up the iPhone and learn how to do the survey process
  • Approach patrons throughout the site and ask them to complete the survey
  • Alert office to any concerns expressed by people interviewed

Required Skills and Abilities

  • Customer Service and people skills
  • Attention to detail
  • Will be on your feet throughout shift
  • Meet quotas of completed surveys
  • Must speak fluent English

Traffic Warden

 A traffic warden is responsible of making sure that only people with the correct Parking Passes or Vendor or Internation Market ID pass through the traffic barrier. Responsibilities

  • Report to fringe central and pick up a walkie talkie.
  • Go to the end of 11th on Dufferin Avenue and set up at the Traffic Barrier.
  • Check ID’s and only allow the people with Parking Passes and Vendor or International Market Passes to enter.
  • Call Fringe Central if anyone feels that he / she should be allowed into the site because they have lost or forgotten their proper ID
  • Required Skills and Abilities
  • Customer Service and people skills
  • Attention to detail
  • Must be able to work independently
  • Must be confident and able to make decisions
  • Must be fairly fluent in English

Venue – Front of House Manager (FOH)

This leadership role is a critical process and only individuals who have prior Fringe Front of House management experience  may register for these shifts. Please note in your email any previous Fringe FOH. If you are a new volunteer and have relevant experience in theatre and FOH, please include that detail in your email to us and we will contact you before assigning the requested shifts.

FRONT OF HOUSE

Responsibilities

  • This person sets up the venue and takes down the venue.
  • This person is the greeter.
  • This person is the helper.
  • This person deals with the actors.
  • This person must have a time piece (watch, cell phone, etc).
  • This person has a fairly good understanding of how the Fringe Festival runs and who to contact if there is a problem.
  • This person can answer just about any question that is asked.
  • This person understands the reconciliation sheet so that he/she can explain it to the ticket seller.

Please note that if there is a technical issue at the venue such as an equipment failure the technician will need to contact the Technical Director or Bob Wyma and all shows will be bumped up ½ hour to give time to fix the problem.  If the problem cannot be corrected, than a decision will be made by Fringe Central as to what will happen with the rest of the shows for that day. START OF DAY

  • Pick up necessary items from Fringe Central 1 ½ hours before your first show.

The first day you will pick up your Venue Bin as well as your day materials.

    • Venue binder – check for any new communication
    • Radio – check to make sure it works before leaving the office.
    • Show dockets – pick them up for the whole day and store them in your venue bin at the venue.
    • Your ticket seller should pick up the cash box and count the float
    • Once at the venue the ticket seller should count the tickets and remove all the advance sale tickets and give the advance sales to you.
  • Go to your Venue
  • Set up:
    • Table outside venue
    • Venue Display Board
    • Shade tent if necessary
    • Locate fire exits and fire alarm and fire extinguisher
    • Locate placement for wheelchair patrons and how they can enter and exit your venue. Victoria Gym – the ramp is at the back.
    • Count the chairs to make sure that there is the correct number.  Do not believe anyone who tells you that it is correct. Count for yourself.
  • Introduce yourself to the technician and synchronize your watch with his/hers.  Ask him/her to notify you when the patrons may begin to enter the venue.  This is generally five to ten minutes before the play is to begin. Make sure your usher knows to tell you this information just in case your tech tells the usher instead of you.

FOR EACH SHOW

  • Check binder for prices and company policies. These may differ from the general festival policies.  Find the laminated page for the particular show and display it on your venue table.
  • Ticket sales begin one hour before each show time.  Do not sell tickets for more than one show at a time.
  • Assist the ticket seller if necessary.  Generally the FOH looks after the advance ticket holders. Advance people have been told to go to the FOH to get their tickets.
  • Make sure your ushers are aware of exits and what to do in case of an emergency.  Make sure each usher has a flashlight.
  • Either have your ticket seller return the docket and money to the office or call for a Floater to come to your venue.

END OF DAY

  • Take down the shade tent and store tent, table, chairs, and venue marker inside the venue.
  • Store your venue bin inside the venue.
  • Write notes for the other FOH if you feel that these people need to be alerted to anything about the venue or about the groups.
  • Return the key (if you have one), tickets, radio, and venue binder tothe office.

GENERAL

  • Never discuss money over the radio.  Always call for a floater if you need change or send an usher to the office to get you change, or call the office on your cell phone and ask for the cash you want.  The number is 664-2239.
  • Call Fringe Central on the radio if you have any concerns or questions.
  • Make sure to fill in the questionnaire for the actors that is in the binder. Look at the answers to the questions before every show so that you and your ticket seller and ushers know what each company has said.
  • Make sure that the ticket seller understands that if he/she has a problem he/she is to get your attention no matter what you are doing. If this means yelling your name then that is what needs to happen.  Ticket selling is the most confusing job at the venue, because there are so many categories of tickets and vouchers.  Make sure that you are familiar with the reconciliation sheet so that you can explain it to your ticket seller if need be and you can help your ticket seller with reconciliation if necessary. If your ticket seller cannot get things to work out have him or her count out your float and put the rest of the money and vouchers into the zip lock bag and place it and the reconciliation sheet into the docket and send it back to the office with a note and someone at the office will sort it out for you.  Do not hold up the selling of tickets for the next play because of any confusion from the last play.

Front Of House – Venue Binder Material

 

Venue – Usher

Ticket taking and seating assistance at Fringe theatre venues. Ushers typically get to see one or two shows per shift for free! For this reason, we require that for every usher shift you sign up for, you sign up for an additional non-usher shift.

USHER

  Ticket taking and seating assistance at Fringe theatre venues. Ushers typically are required to see two or three shows per shift.  For this reason, we require that for every usher shift you sign up for, you sign up for a non-usher shift as well. Responsibilities: 1) Before the show

  • Sign in at the office
  • Report to the Front of House at the venue
  • Do a tour of the venue once the preceding play has ended.  Enter the theatre quietly because the actor and technician may be doing pre-show things. Take a flashlight in case the venue is dark and locate exits and fire extinguisher.  Find out where the bathrooms are and ask the FOH if they are to be used by the patrons or not.
  • Find out what you are to do in the case of an emergency.
  • Find out if the theatre group has programs.
  • Make sure you have your flashlight.

2) The Line-up

  • Help to keep in people in the correct line and in the correct place; politely ask patrons if they have a ticket to make sure that they are not in the wrong lineup. One usher stays at the end of the line to make sure that everyone arriving at that line already has a ticket.
  • If the technician tells you that it is time to let the patrons in, tell this to the FOH before you open the doors.
  • One usher takes tickets and one usher hands out programs.  If there are no programs, then both take tickets.
  • Before you enter the theatre for the show, make sure that the FOH has all of the tickets taken at the door.

  3) During and After the Performance

  • Place yourself in the theatre so that you can watch the crowd to assist anyone who is in distress or needs to leave.
  • When the show is over, remain in the theatre to straighten chairs, remove garbage, and check the washrooms.  Sweep and pick up in the bathroom if necessary.
  • When done, return to the front and ask the Front of House what else needs to be done.
  • Check with the FOH before leaving.

Required Skills and Abilities:

  • A good grasp of the English language
  • Organized, responsible, and reliable
  • Customer Service and communications
  • Multi-tasking
  • Ability to work in a fast-paced environment – it is often busy at the venue.
  • Attention to detail

 

Venue — Ticket Seller

 Responsible for selling theatre tickets at the Fringe theatre Venues. Must have experience and be comfortable handling money.

TICKET SELLER

Responsibilities: 1)      Before the show

  • Sign in at the office
  • Report to the Front of House at the venue
  • Ensure starting cash float is $150.00.
  • Open docket
    • Remove the reconciliation sheet and place it into the binder.
    • Check to see if the there is a Volunteer Appreciation Show paper inside the docket.  Write this information onto the reconciliation sheet if it is not already there and tell the FOH that it is a Volunteer Free show. Volunteers do not need vouchers to attend this play but they do need to show their Volunteer Identification.
    • Count the tickets and make sure the total matches the amount listed as still available on the recon sheet. (note: different venues have different amounts of tickets)
    • Remove the Advance Tickets from the available tickets. Give these tickets and the “Advance Box Office Sales” sheet to the FOH.
    • Look to see if there are any KidsConnect groups coming to the show.  The tickets should already be in a baggie stapled to the KidsConnect sheet, if there is one.
    • Ask your FOH to show you the Questionnaire that the theatre group was to fill out.  There is very important information on this sheet so make sure you read it carefully. 

2)      Sales

  • Make sure to ensure the patron is purchasing a ticket for the correct show; you cannot pre-buy tickets for later shows at the venue until one hour before the show begins.
  •  Everyone going into the venue must have a ticket that you or the FOH have given to him/her.

THERE ARE THREE AREAS FOR RUSH TICKETS ON THE RECONCILIATION SHEET

  1. RUSH CASH SALES – Take the payment from the customer.  Only cash is accepted. There is only one price for all cash tickets.
  2. PASSES – Staff, Company Comps (usually other actors), and Media will show you a pass and you will give them a ticket.  Many of these people will approach you with a password.  Recheck the Questionnaire if necessary to get the password. For each person with a pass circle a number in the appropriate place on your recon sheet and total the number when reconciling. Patrons give their ticket to the usher as they go into the show. The only record you will have of the passes is the number you circle on your recon sheet. (t
  3. VOUCHERS – Volunteers, Frequent Fringers, Promotional Tickets, and KidsConnect people will have vouchers to exchange for a ticket.  Except for large KidsConnect groups, who will have a single piece of paper rather than separate vouchers, all the vouchers will be a business sized card that will be labeled. Make sure to circle the next available number on the appropriate number on the recon sheet. All vouchers must be sent back to the office inside the docket with the cash; use your circled numbers and vouchers to aid you in reconciliation of the non-cash items.

*If for some reason a patron needs a receipt for his/her tickets, get his/her name and email address and write it on the recon sheet and let the person know we will send him/her an official receipt the next day. 3)      At end of sales for each play

  • Fill in the reconciliation sheet

o   Record the number of tickets sold in each category and total monies where needed. o   Count out the $150.00 float using all the smallest monies and return it to the cashbox. o   Count the remaining cash on hand.  This should total out to your total for cash ticket sales. o   Please fill in all blanks that are supposed to hold information from the venue. o   If a surplus or loss occurs, please write a short note of explanation, if you know why it happened.

  • Prepare the docket to be returned to Fringe Central.  It should include:

o   Ticket Reconciliation sheet

o   Cash and vouchers inside the zip lock bag provided inside the docket.

  • Prepare to sell tickets to the next play if there is one. Every venue has a bundle of tickets called “Extra Tickets”.  These are to be used to top up your tickets in case some were lost.  The “Extra Tickets” bundle is never to be used during the Rush ticket sales to sell to customers. 

Required Skills and Abilities:

  • A good grasp of the English language
  • A good grasp of dealing with taking money and giving change.
  • Organized, responsible, and reliable
  • Customer Service and communications
  • Multi-tasking
  • Ability to work in a fast-paced environment – it is often busy at the venue.
  • Attention to detail

GENERAL

  • The ticket Cash box remains at the venue all day.  It is signed out by the first shift and signed back in by the last shift. The only time this changes is if there is a space between the kids’ plays and the evening show times where no one will be at the venue. If this occurs, then the afternoon ticket seller brings the cashbox back to the office and the evening person picks up the cash box.
  • Ticket selling at the venue begins one hour before each show time.  

Volunteer Appreciation Shows

    This list will be updated daily during the festival.

 

Volunteer Appreciation Show Form Example

 

 

  RECONCILIATION FORM EXAMPLE