Volunteer Duties

Arrive on time and check in at the Black Swan before going to your post
You are representing Winterfolk, so please be courteous and helpful to patrons, artists and the staff at venues, in order to leave them with a positive impression
During performances keep conversations quiet and to a minimum
Please silence your cell phone and only use it when necessary, while on shift
Familiarize yourself with the locations of the various venues so that you can direct people to them
If you are unable to help someone or answer a question please refer them to someone who can, or to the Festival Reception area at the Black Swan

Greet patrons as they arrive and cheerfully engage in light conversation between performances; you are their main contact with the festival, please make them feel welcome
Check that everyone entering the venue has a wristband
Sell Wristbands
Hand out festival programs that include the schedule
Never leave the cashbox unattended! Do not even go a few steps away, it should be within arm’s reach at all times
If you need to step away from the door for a moment, take it with you or ask another volunteer to sit in your place
Most venues have an arrangement with the festival that their “regular” customers can come in without a wristband
Familiarize yourself with the locations of the various venues so that you can direct people to them
Ask patrons if they want to be added to the email list and ask them to sign the list.
You will be introduced to the collection person, who will visit several times during the shift and reconcile and collect cash, then count and issue more wristbands for sale.
This is the only person authorized to collect the gate.

Arrange display area and keep it tidy
Give artists a receipt for the merchandise they drop off.
Write each CD title on the artist’s tracking sheet
Mark each CD that is sold, on the tracking sheet
Make sure that the balance is correct
CDs are priced at $20 each unless they are EPs, for which the artist can choose the price
Keep track of other merchandise in the same way
Artists receive 80% of the amount their merch is sold for (e.g. artists receive $16 per CD sold at $20)
Calculate and verify artist’s payments
Return unsold CDs and merch to artists, along with their payment MAKE SURE THEY SIGN FOR THIS
Sell tickets for paid performances

Securely store instruments for performers.
Using paired tickets, secure one ticket to each item and give the other one to the artist
Write the artist’s name on masking tape, and attach to the instrument.
Store equipment in a space-effective way
Make sure instruments will not fall and are not in danger of being damaged
Only return instruments and gear, ask to see artist ID to ensure the name is correct, in exchange for tickets with corresponding numbers
ALWAYS CHECK THE NUMBERS

Find and greet upcoming performers 30 minutes before their set. (if artists are not present check if they have back-to-back sets)
Notify festival staff if artist cannot be located
Keep the timing of each performers’ sets
Sets must start on time
Sets end 15 minutes before the hour to allow time to remove equipment and set up for the next artist (regardless if they started late, the finish time is fixed)
Towards the end of the set (when artists are between songs) let them know how many minutes they have left (aim to give them at least 5 minutes warning)
Offer to help performers get on and off stage with equipment
Make sure artists have water and other things they need on stage
Work with the sound team to smoothly transition between performances
Can fill in for MC if not present

Sign in and be ready to fill in at a door, merchandise sales, instrument check or as a stage manager.
Work closely with volunteer coordinator to ensure that all areas have adequate coverage and are running smoothly
Go to each venue and give the volunteers there a break
Keep volunteer coordinator notified of your whereabouts so that they can find you if they need you

Welcome the crowd.
Reading from the script – Thank the sponsors of the event
Mention ticketed performances
Mention the CD store & location
Introduce the next performer with a little background info (bios to be provided)
If you are on the evening shift you will need to stay until the end, thank the artist and
wrap up the night
Perform Stage Manager duties if there isn’t one at the venue
When a community group brings their own organizer the MC will ensure that they don’t run over time by working closely with them to establish and maintain their performance schedule.
At small venues with solo performers the MC will keep time and help them get set up etc.

Take direction from Sound Tech
Please be respectful of the tech gear and artists’ equipment
Set up starts one hour before the first scheduled performance
Support artists with technical requirements as they get on and off stage
Help the Sound Tech and artists with equipment adjustments during the set where needed
Between sets help Sound Tech to clear the stage and organize cables
May need to cover sound mix duties for short periods
After the final evening performance reset the stage for the next day
Act as “runner” if sound tech is troubleshooting and needs extra equipment from another venue

Register artists and volunteers when they first arrive at the festival
When volunteers register, verify all of their shifts for the weekend
Check volunteers in before they start their shifts and direct them to the appropriate person to pick up cash boxes for doors or scripts for MCs
Alert the Volunteer Coordinator positions are not covered
After artists have completed their last performance they can receive their cheque
Offer performance schedules
Give directions and answer questions

The media person would be assisting the festival publicist with media who are attending the fest for reviews/interviews and taking footage of the concerts.
Keep a media guest list, (provided by the festival publicist) and take note of all who arrive and when.
Person at the media table is to welcome media (the publicist will provide a list of media attending) and alert the publicist to their presence/escort them to a particular stage or location if needed.
Along with the publicist, they will help facilitate any interviews which will happen at the media area – provided we have room for a “media area.”
Usually there isn’t room in the front at The Black Swan, so these take place in suitable areas decided on, at the point.
Our current festival publicist is Beverly Kreller. Her personal business SPEAK Music is being represented here as well as Winterfolk, so please be at your best and most accommodating.
Give the media list to the publicist at the end of the festival.

Surveys are not taken at every festival. The following is valid only if we are taking a survey.
Cheerfully approach audience members at quiet times, in between sets or on the way in or out of the venues
Ask if they would mind answering a few questions, to help in the planning of Winterfolk
Fill out the questionnaire
Omit any questions if the person does not want to answer
Bring completed surveys to festival reception area
We need about 200 for statistical accuracy