event volunteers job descriptions
TRANSCRIPT
Event Volunteers – Job Descriptions Phoenix Festival of the Arts
December 7-9, 2012 Margaret T. Hance Park
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 1| 11.15.12
Event Description
“Unifying the Arts” The festival will unite the arts and arts organizations through a cross-pollination of artistic markets in a way Phoenix has never done before. Just as First Friday’s have become a destination for citizens throughout the valley due to cooperation from galleries, retail, food, and performance venues, the festival will similarly serve to stimulate economic growth within the community. Furthering this model, the festival will act as an added tourism attraction in the winter. Event highlights include nearly 90 hours of live arts entertainment on THREE stages! Plus dozens of arts vendors, food trucks, a beer & wine garden, children’s play area, flash performances and more!
Event Dates: Friday, December 7 Saturday, December 8 Sunday, December 9
2PM-9PM 10AM-9PM 10AM-5PM
Exhibitors open 2pm-9pm on Friday, 10am-5pm on Saturday and Sunday
Food Trucks open 2pm-9pm on Friday; 10am-9pm on Saturday; 10am-5pm Sunday
Event Diagram
Job Descriptions
Job 1: Volunteer Check-In
Description: check in & check out volunteers, obtain signatures on event waivers and photo release; distribute volunteer badges, and discuss assignments. Distribute bags at the completion of the volunteers shift. Set up and restock volunteer work area with beverages and supplies.
Preferred skills: punctual, organizational skills, friendly; strong communication skills, ability to work in a fast-past and demanding environment; respond quickly to requests from Event Managers and Vendor Support Leads; ability to read and understand event diagrams; communicate directions and assignments to volunteers; ability to lift 15- 20 lbs.
Dates/times needed: staggered 4 hour shifts of multiple people, from 9am to 1pm Thursday, 1pm to 6pm Friday; Saturday and 9am to 6pm; 9am to 5pm Sunday. A meeting for Check-In Tent Volunteers will be held at the Phoenix Center for the Arts on Tuesday, December 4 at 5:30pm.
Date(s) Shift Assignment # Volunteers # of
Hours
3P-6P Volunteer Check In Tent 3 3
Sat 12/8 9A-1P Volunteer Check In Tent 3 4
1P-6P Volunteer Check In Tent 3 5
Sun 12/9 9A-1P Volunteer Check In Tent 3 4
1P-5P Volunteer Check In Tent 3 4
December 4 Meeting Location
rd Street
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 3| 11.15.12
Job 2: Tent Set Up and Tear Down
Description: setting up (Thursday) and tearing down (Sunday) 10’x10’ pop-up style canopy tents and arranging them in the exhibitor’s area. Duties may also include anchoring sand bags or cinder blocks to tents.
Preferred skills: manual dexterity, ability to lift 25-40 pounds, ability to master set up quickly in order to repeat; ability to follow pre-determined directions and read event layout diagrams; ability to pack away tents for storage at the end of the event (Sunday).
Tables/Chairs Set up
Description: setting up and placing tables/chairs in the art vendor and art organization canopies, beer and wine garden and dining areas (Thursday) and then tearing them down & restacking for storage and/or pick up (Sunday).
Preferred skills: manual dexterity, ability to lift 10-15 pounds, organizational skills, ability to follow pre-determined directions and read event layout diagrams.
Signage Set Up and Tear Down
Description: setting up and placing event signage, booth numbers and directional signs in pre-determined areas;
remove signage at the close of the Festival for disposal or storage. Duties may also include placement and set up of
trash bins for Festival opening day.
Preferred skills: ability to follow pre-determined directions, ability to set up signs and place signage in a neat and aesthetic fashion, ability to lift 10-15 pounds, ability to stand and balance on a 6’ ladder if needed.
Dates/times needed: Thursday 12/6 from 10am to 4pm and Sunday 12/9 from 4pm to 8pm.
Date(s) Shift Assignment Volunteers
Hours
Thu 12/6 10A-4P Pop Up Tent Set up; Tables/Chairs Set up; Signage Set Up
14 6
Sun 12/9 4P-8P Pop Up Tent Tear Down; Tables/Chairs Tear Down; Signage Tear Down
14 4
Meet Location
rd Street
Volunteer Contact
Job 3: Trash Bin Pick Up
Description: roam event venue, collecting trash from bins that are at capacity, replacing bins with new trash bags, and taking trash to designated collection area; tearing down trash bins at the end of the Festival.
Preferred skills: manual dexterity, ability to walk/stand for long periods of time (~4 hours), ability to lift full trash bags out of trash bins and place new bags in the bins; communication skills to alert event managers of the need for additional trash supplies.
General Area Clean Up
Description: roam event venue, identifying opportunities to clean up trash or other items detracting from the aesthetics of the event.
Preferred skills: ability to identify areas in need of clean up, ability to alert event managers of any areas or situations requiring special treatment; ability to walk/stand for long periods of time (~4 hours).
Dates/times needed: staggered 4 hours shifts of multiple people, from 1pm to 10pm Friday; 9am to 10pm Saturday and 9am to 7pm Sunday.
Date(s) Shift Assignment Volunteers
Hours
Fri 12/7 1P-4P Trash Bin Pick up; General Area Clean up 6 3
3P-7P Trash Bin Pick up; General Area Clean up 7 4
6P-10P Trash Bin Pick up; General Area Clean up 8 4
Sat 12/8 9A-1P Trash Bin Pick up; General Area Clean up 5 4
12P-4P Trash Bin Pick up; General Area Clean up 6 4
3P-7P Trash Bin Pick up; General Area Clean up 7 4
6P-10P Trash Bin Pick up; General Area Clean up 8 4
Sun 12/9 9A-1P Trash Bin Pick up; General Area Clean up 5 4
12P-4P Trash Bin Pick up; General Area Clean up 6 4
3P-7P Trash Bin Pick up; General Area Clean up 7 4
Meet Location
rd Street
Volunteer Contact
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 5| 11.15.12
Job 4: Outside & Inside Greeters and Directional Support
Description: welcome and direct guests to various Festival activities; be alert to behavior that may cause a disruption to the enjoyment of the event and notify appropriate event managers of any potential issues.
Preferred skills: punctual, friendly with good communication skills; ability to walk/stand for long periods of time (~4 hours)
Dates/times needed: staggered 4 hours shifts of multiple people, from 1pm to 9pm Friday; 9am to 9pm Saturday and 9am to 5pm Sunday.
Date(s) Shift Assignment Volunteers
6 / 4 3
6 / 4 4
6 / 4 3
6 / 4 4
6 / 4 4
6 / 4 4
6 / 4 3
6 / 4 4
6 / 4 4
rd Street
Volunteer Contact
Job 5: Vendor Support (Relief)
Description: provide short breaks (5-10 minutes) for art vendors and art organizations that need to leave their booths from time to time; delivery bottled water
Preferred skills: punctual, assertive and friendly; ability to understand and follow vendor instructions for watching booth in their absence.
Dates/times needed: staggered 4 hour shifts of multiple people, from 2pm to 6pm Friday, 11am to 6pm Saturday and Sunday.
Date(s) Shift Assignment Volunteers
2P-6P Vendor Support (Relief) 5 4
Sun 12/9 11A-3P Vendor Support (Relief) 5 4
2P-6P Vendor Support (Relief) 5 4
Meet Location
rd Street
Volunteer Contact
Job 6: Beer & Wine Garden
Description: assist with set up of beer & wine garden tables/table covers; checks ID; distributes wristbands; collects money from guests, bartenders & servers*. Assists with simple tear down at the conclusion of the event each day. *Seeking only volunteers who have completed approved bartending programs & certification.
Preferred skills: punctual, assertive and friendly; enjoys working with people; ability to understand and adhere to Arizona Department of Liquor legal requirements; maintain professional language at all times.
Dates/times needed: staggered 4 hour shifts of multiple people, from 1pm to 9pm Friday; 9am to 9pm Saturday and 9am to 5pm Sunday.
Date(s) Shift Assignment Volunteers
Hours
Fri 12/7 1P-5P Beer &Wine Garden Cashier, ID & Set Up 3 4
5P-9P Beer &Wine Garden Cashier, ID & Tear Down
4 4
Sat 12/8 9A-1P Beer &Wine Garden Cashier, ID & Set Up 3 4
1P-5P Beer &Wine Garden Cashier, ID 3 4
5P-9P Beer &Wine Garden Cashier, ID & Tear Down
4 4
Sun 12/9 9A-1P Beer &Wine Garden Cashier, ID & Set Up 3 4
1P-5P Beer &Wine Garden Cashier, ID Tear Down
4 4
Meet Location
rd Street
Volunteer Contact
Job 7: Kid’z Korner Milk Bar
Description: assists with set up of milk bar area (tables/table covers); distributing milk products. At end of day, assists with tear down of milk bar. Places empty milk bottles into trash bins.
Preferred skills: punctual and friendly; enjoys working with kids; ability to understand and follow instructions and maintain professional language at all times.
Dates/times needed: staggered 3 hour shifts of multiple people, from 1pm to 6pm Friday; 9am to 6pm Saturday and Sunday.
Date(s) Shift Assignment Volunteers
3P-6P Milk Bar & Tear Down 3 3
Sat 12/8 9A-12P Milk Bar Set Up 3 3
12P-3P Milk Bar 3 3
3P-6P Milk Bar & Tear Down 3 3
Sun 12/9 9A-12P Milk Bar Set Up 3 3
12P-3P Milk Bar 3 3
3P-6P Milk Bar & Tear Down 3 3
Meet Location
rd Street
Volunteer Contact
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 1| 11.15.12
Event Description
“Unifying the Arts” The festival will unite the arts and arts organizations through a cross-pollination of artistic markets in a way Phoenix has never done before. Just as First Friday’s have become a destination for citizens throughout the valley due to cooperation from galleries, retail, food, and performance venues, the festival will similarly serve to stimulate economic growth within the community. Furthering this model, the festival will act as an added tourism attraction in the winter. Event highlights include nearly 90 hours of live arts entertainment on THREE stages! Plus dozens of arts vendors, food trucks, a beer & wine garden, children’s play area, flash performances and more!
Event Dates: Friday, December 7 Saturday, December 8 Sunday, December 9
2PM-9PM 10AM-9PM 10AM-5PM
Exhibitors open 2pm-9pm on Friday, 10am-5pm on Saturday and Sunday
Food Trucks open 2pm-9pm on Friday; 10am-9pm on Saturday; 10am-5pm Sunday
Event Diagram
Job Descriptions
Job 1: Volunteer Check-In
Description: check in & check out volunteers, obtain signatures on event waivers and photo release; distribute volunteer badges, and discuss assignments. Distribute bags at the completion of the volunteers shift. Set up and restock volunteer work area with beverages and supplies.
Preferred skills: punctual, organizational skills, friendly; strong communication skills, ability to work in a fast-past and demanding environment; respond quickly to requests from Event Managers and Vendor Support Leads; ability to read and understand event diagrams; communicate directions and assignments to volunteers; ability to lift 15- 20 lbs.
Dates/times needed: staggered 4 hour shifts of multiple people, from 9am to 1pm Thursday, 1pm to 6pm Friday; Saturday and 9am to 6pm; 9am to 5pm Sunday. A meeting for Check-In Tent Volunteers will be held at the Phoenix Center for the Arts on Tuesday, December 4 at 5:30pm.
Date(s) Shift Assignment # Volunteers # of
Hours
3P-6P Volunteer Check In Tent 3 3
Sat 12/8 9A-1P Volunteer Check In Tent 3 4
1P-6P Volunteer Check In Tent 3 5
Sun 12/9 9A-1P Volunteer Check In Tent 3 4
1P-5P Volunteer Check In Tent 3 4
December 4 Meeting Location
rd Street
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 3| 11.15.12
Job 2: Tent Set Up and Tear Down
Description: setting up (Thursday) and tearing down (Sunday) 10’x10’ pop-up style canopy tents and arranging them in the exhibitor’s area. Duties may also include anchoring sand bags or cinder blocks to tents.
Preferred skills: manual dexterity, ability to lift 25-40 pounds, ability to master set up quickly in order to repeat; ability to follow pre-determined directions and read event layout diagrams; ability to pack away tents for storage at the end of the event (Sunday).
Tables/Chairs Set up
Description: setting up and placing tables/chairs in the art vendor and art organization canopies, beer and wine garden and dining areas (Thursday) and then tearing them down & restacking for storage and/or pick up (Sunday).
Preferred skills: manual dexterity, ability to lift 10-15 pounds, organizational skills, ability to follow pre-determined directions and read event layout diagrams.
Signage Set Up and Tear Down
Description: setting up and placing event signage, booth numbers and directional signs in pre-determined areas;
remove signage at the close of the Festival for disposal or storage. Duties may also include placement and set up of
trash bins for Festival opening day.
Preferred skills: ability to follow pre-determined directions, ability to set up signs and place signage in a neat and aesthetic fashion, ability to lift 10-15 pounds, ability to stand and balance on a 6’ ladder if needed.
Dates/times needed: Thursday 12/6 from 10am to 4pm and Sunday 12/9 from 4pm to 8pm.
Date(s) Shift Assignment Volunteers
Hours
Thu 12/6 10A-4P Pop Up Tent Set up; Tables/Chairs Set up; Signage Set Up
14 6
Sun 12/9 4P-8P Pop Up Tent Tear Down; Tables/Chairs Tear Down; Signage Tear Down
14 4
Meet Location
rd Street
Volunteer Contact
Job 3: Trash Bin Pick Up
Description: roam event venue, collecting trash from bins that are at capacity, replacing bins with new trash bags, and taking trash to designated collection area; tearing down trash bins at the end of the Festival.
Preferred skills: manual dexterity, ability to walk/stand for long periods of time (~4 hours), ability to lift full trash bags out of trash bins and place new bags in the bins; communication skills to alert event managers of the need for additional trash supplies.
General Area Clean Up
Description: roam event venue, identifying opportunities to clean up trash or other items detracting from the aesthetics of the event.
Preferred skills: ability to identify areas in need of clean up, ability to alert event managers of any areas or situations requiring special treatment; ability to walk/stand for long periods of time (~4 hours).
Dates/times needed: staggered 4 hours shifts of multiple people, from 1pm to 10pm Friday; 9am to 10pm Saturday and 9am to 7pm Sunday.
Date(s) Shift Assignment Volunteers
Hours
Fri 12/7 1P-4P Trash Bin Pick up; General Area Clean up 6 3
3P-7P Trash Bin Pick up; General Area Clean up 7 4
6P-10P Trash Bin Pick up; General Area Clean up 8 4
Sat 12/8 9A-1P Trash Bin Pick up; General Area Clean up 5 4
12P-4P Trash Bin Pick up; General Area Clean up 6 4
3P-7P Trash Bin Pick up; General Area Clean up 7 4
6P-10P Trash Bin Pick up; General Area Clean up 8 4
Sun 12/9 9A-1P Trash Bin Pick up; General Area Clean up 5 4
12P-4P Trash Bin Pick up; General Area Clean up 6 4
3P-7P Trash Bin Pick up; General Area Clean up 7 4
Meet Location
rd Street
Volunteer Contact
PCA12-1207 EVENT VOLUNTEERS | JOB DESCRIPTIONS PAGE 5| 11.15.12
Job 4: Outside & Inside Greeters and Directional Support
Description: welcome and direct guests to various Festival activities; be alert to behavior that may cause a disruption to the enjoyment of the event and notify appropriate event managers of any potential issues.
Preferred skills: punctual, friendly with good communication skills; ability to walk/stand for long periods of time (~4 hours)
Dates/times needed: staggered 4 hours shifts of multiple people, from 1pm to 9pm Friday; 9am to 9pm Saturday and 9am to 5pm Sunday.
Date(s) Shift Assignment Volunteers
6 / 4 3
6 / 4 4
6 / 4 3
6 / 4 4
6 / 4 4
6 / 4 4
6 / 4 3
6 / 4 4
6 / 4 4
rd Street
Volunteer Contact
Job 5: Vendor Support (Relief)
Description: provide short breaks (5-10 minutes) for art vendors and art organizations that need to leave their booths from time to time; delivery bottled water
Preferred skills: punctual, assertive and friendly; ability to understand and follow vendor instructions for watching booth in their absence.
Dates/times needed: staggered 4 hour shifts of multiple people, from 2pm to 6pm Friday, 11am to 6pm Saturday and Sunday.
Date(s) Shift Assignment Volunteers
2P-6P Vendor Support (Relief) 5 4
Sun 12/9 11A-3P Vendor Support (Relief) 5 4
2P-6P Vendor Support (Relief) 5 4
Meet Location
rd Street
Volunteer Contact
Job 6: Beer & Wine Garden
Description: assist with set up of beer & wine garden tables/table covers; checks ID; distributes wristbands; collects money from guests, bartenders & servers*. Assists with simple tear down at the conclusion of the event each day. *Seeking only volunteers who have completed approved bartending programs & certification.
Preferred skills: punctual, assertive and friendly; enjoys working with people; ability to understand and adhere to Arizona Department of Liquor legal requirements; maintain professional language at all times.
Dates/times needed: staggered 4 hour shifts of multiple people, from 1pm to 9pm Friday; 9am to 9pm Saturday and 9am to 5pm Sunday.
Date(s) Shift Assignment Volunteers
Hours
Fri 12/7 1P-5P Beer &Wine Garden Cashier, ID & Set Up 3 4
5P-9P Beer &Wine Garden Cashier, ID & Tear Down
4 4
Sat 12/8 9A-1P Beer &Wine Garden Cashier, ID & Set Up 3 4
1P-5P Beer &Wine Garden Cashier, ID 3 4
5P-9P Beer &Wine Garden Cashier, ID & Tear Down
4 4
Sun 12/9 9A-1P Beer &Wine Garden Cashier, ID & Set Up 3 4
1P-5P Beer &Wine Garden Cashier, ID Tear Down
4 4
Meet Location
rd Street
Volunteer Contact
Job 7: Kid’z Korner Milk Bar
Description: assists with set up of milk bar area (tables/table covers); distributing milk products. At end of day, assists with tear down of milk bar. Places empty milk bottles into trash bins.
Preferred skills: punctual and friendly; enjoys working with kids; ability to understand and follow instructions and maintain professional language at all times.
Dates/times needed: staggered 3 hour shifts of multiple people, from 1pm to 6pm Friday; 9am to 6pm Saturday and Sunday.
Date(s) Shift Assignment Volunteers
3P-6P Milk Bar & Tear Down 3 3
Sat 12/8 9A-12P Milk Bar Set Up 3 3
12P-3P Milk Bar 3 3
3P-6P Milk Bar & Tear Down 3 3
Sun 12/9 9A-12P Milk Bar Set Up 3 3
12P-3P Milk Bar 3 3
3P-6P Milk Bar & Tear Down 3 3
Meet Location
rd Street
Volunteer Contact