Event Programming Coordinator Employee Handbook

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Table of ContentsIntroduction.........................................................................................................................................2

Important Contact Information................................................................................................2

Attire........................................................................................................................................................3

Pay............................................................................................................................................................3

Schedules..............................................................................................................................................3

Travel and Vacation........................................................................................................................3

Time Off................................................................................................................................................4

Sick Days...............................................................................................................................................4

Rainy Days............................................................................................................................................4

Rainy Day Checklist.........................................................................................................................4

Shifts........................................................................................................................................................5

Opening Shift......................................................................................................................................5

Opening Shift Checklist...................................................................................................................7

Mid-Shift................................................................................................................................................8

Mid-Shift Checklist............................................................................................................................9

Closing Shift........................................................................................................................................9

Closing Shift Checklist...................................................................................................................11

Rules for Games Corner..............................................................................................................11

Tips.........................................................................................................................................................12

Events....................................................................................................................................................13

FAQ’s......................................................................................................................................................14

Table 1..................................................................................................................................................15

Table 2..................................................................................................................................................16

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Introduction

Welcome to Faneuil Hall where food, shopping and entertainment can be found in one establishment. The owners of Faneuil Hall Marketplace wanted to create a more family friendly atmosphere where every member of the family is accommodated. They hired Biederman Venture Corporation to create such an atmosphere. As an Event Programming Coordinator your job is to ensure that planned activities and events are smoothly executed, and that visitors to Faneuil hall Marketplace have a memorable and pleasant experience.

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Important Contact Information Holly Masek (Your first point of contact for everything)

o Cell Phone: 857-234-6172o Email: hmasek@brvcorp.com

Jessica Feroli (FHM Marketing – Manages street performers, does your payroll)

o Cell phone: 508-245-4289o Email: Jessica.feroli@faneuilhallmarketplace.com

Faneuil Hall Securityo Cell Phone: 857-208-1585

Ted Furst (Holly’s boss)o Cell Phone: 617-290-3813o Email: tfurst@brvcorp.com

Staff Schedule Calendar Linko https://www.google.com/calendar/render?

mode=day&date=20150609T193326 Lounge Calendar Link

o

AttireKhaki colored bottoms (shorts or pants) and Olive Green FHM Polo. If you are on either the Opening or Closing Shift please wear close-toed comfortable shoes.

PayYou will be paid as independent contractors, which means you'll receive a 1099 instead of a W2 at the end of the year. No tax is taken from your checks. We cannot provide tax advice, but here is an IRS link regarding 1099s. Pay will be given on a bi-weekly basis. Jessica Feroli from Faneuil Hall’s Marketing department manages your pay, and will prompt you to submit hours every other Monday. Checks are placed in the storage closet late Friday following payroll submission on Monday.

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SchedulesCoordinators work on a regular fixed weekly schedule. You can look on the Google Calendar to find what events are happening during your shifts and who you are working with. If you are making any changes in regards to your shifts (such as switching shifts with another Coordinator) please be sure to make the necessary changes on the Google Calendar. This is the only way that managers and colleagues can know who is working. Link: https://www.google.com/calendar/render?mode=day&date=20150609T193326

Travel and Vacation We try to accommodate travel and vacation whenever possible, but you are responsible for finding another coordinator to cover your shift(s). Do not commit to plane tickets or travel plans until you have found coverage. Make the necessary changes on the Google Calendar.

If you are struggling to have your shift(s) covered contact Holly Masek.

AppointmentsShort appointments (doctor visits, etc) can usually be accommodated. If you anticipate needing to arrive late or depart early, please notify Holly and the other Programming Coordinators with as much notice as possible.

Sick DaysPlease contact Holly Masek with as much notice as possible.

Rainy DaysHolly Masek will contact the opening shift coordinator at 7 am with the decision to cancel a shift; however, cancelling the morning shift does not necessarily mean that later shifts will be canceled.

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Shifts

Opening Procedures

The opening shift starts at 8 am, and all tasks described below should be completed by 11am.

First you begin your shift by placing your belongings in the storage room located on Chatham Street. If you do not have a key, please call Faneuil Hall Security and they will open the door for you. Before every shift make sure that you are aware of the event that you will be setting up. Always set up for that event first so you will not forget to set up for the event later on during your shift.

First take out as many kids chairs as possible and set up for the event occurring for that day. *** Guidelines for Separate Events can be found on page ***Then remove the locks starting with tree number 12. Please refer to table 2 on page 17*** Place the chairs on the locations specified on the diagrams located on pages 15-17.

Tree 13 will not have chairs or tables. Move on to Tree 10 which will hold most of the red tables needed for the Art Studio and the surrounding area. The Art Studio needs 8 chairs and 4 tables. Please refer to the Table2 on page 16

After removing all of the chairs and tables from Tree 10 move on to Tree 9 which will hold the smaller olive colored tables and chairs. With the smaller tables place a lime green chair and an olive chair. Tree 8 will not hold any tables or chairs. Tree 7 will hold a couple of chairs and tables, so place them. Refer to Table 2 on page 16 for the desired set up.

Then move on to tree 6 which holds our chair, table along with other red tables and chairs. Tree 5 will not hold tables and chairs. Tree 3 will hold some of the reading tables and chairs, again the smaller tables will have one lime green chair and one olive green chair. The umbrellas, the two bookcases and the newspaper cart do not move. Refer to Table1 on page 15 for the reading room set up.

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Lastly Tree 2 contains the larger olive tables that will hold the chess games. Do not place tables near the pool table because when occupants are playing pool, the patrons sitting at the tables located near the pool tables are in danger of being hit by the cues. Therefore to avoid potential accidents we do not place tables near the pool table. Refer to Table1 on page 15 for the chess corner set up.

Along the way gather the locks and carry them with you to the storage room located on Chatham Street or you can place the locks beneath the newspaper cart. After placing the locks in the storage room, take out the easel and the remaining kids chair that you did not take out the first time and place them in their respective spots. Then go back take the pool sticks, grab the newspapers which can be found in three areas; outside the elevator in Building 4, in the elevator of Building 4, or by Pulse Café. Replace the old newspapers with the new ones; on the top shelf, place the New York Times, the Wall Street Journal, and the Boston Globe. On the opposite side place the second and third Boston Globe and the Boston Herald on the top shelf. **Sometimes on the weekend there won’t be newspapers to put out. If this were to happen, simply spread out the other magazines. After put the 4 cue sticks by the silver chair and table.

Around 9:45am - 10:00 am please check in with the performer for the event occurring during your shift. The performers have differing preferences; therefore it is best to speak with them in regards to their specific event.

After enter the Quincy Market entrance by Pulse Café, first take the art cart and move it down to the Art Studio. Make sure to place it by the easel and put the clipboard with the Art Studio sign on the easel. Then go back and take out the games cart and place it by the Games Corner. Please refer to the diagram for specific placement of the carts. After set up both of the ping pong nets on the table. Remove the pool, news cart, and book cases covers and place them beneath in the news cart.

Lastly, after all of the chairs and tables have been put out wipe down the chairs and tables. You will notice that the chairs and tables will have a layer of dust/ dirt. Located beneath the game cart should be a yellow spray bottles and a roll of paper towels. If you are ever to run out of either please contact a Maintenance person to assist you with

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refilling the disinfectant and replacing the paper towels. Maintenance workers wear baby blue shirts and navy pants. There is a Compass logo on the left side of their shirt.

Intermediately every 10-15 minutes circulate the area; clean any tables that need cleaning/ wiping down, straighten any chairs and tables. There should not be a table without a chair present. It is understandable that families will move chairs and tables around to better accommodate their party; however, after they are finished move the chairs back so that every table has an accompanying chair.

Next set up the blocks and the sheet of paper with crayons in the kids’ corner. Please refer to the diagram for further directions. Then set up the Art Studio by taking out clipboards, the water color paint, and the art supplies. Later on during your shift check back to make sure that the Art Studio and the kids’ corner is clean. Please replace the sheet for coloring if it is full of drawing. You can keep images/ art in the folder in the art cart marked “Saved Art” if you think they look aesthetically pleasing.

After place the most popular games such as Connect 4, Battleship, Jenga, and Scrabble on the red tables surrounding the silver chair and table. Also set up 4-5 chess sets on the olive colored tables in the Chess Corner.

You should be done with all of these tasks by 11 am.

Opening Checklist (To be completed by 11am) Call Security to open the Storage Closet on Chatham Street Check the Google Calendar for the events happening

during your shift First, take out as many kids chairs as possible and set

them up in the kids corner Second, set up for the event occurring on that day

o If it’s later and Mid-shift will be there then keep in mind where the event will be located so you can allot the necessary chairs and tables.

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Tree 13, 8, 5 will not have chairs. The umbrellas, the two bookcases, the newspaper cart, and the black ping pong table do not move.

Start with Tree 12 and begin removing chairs and tables then setting up according to the table 2 on page 16

Tree 10- will hold most of the red tables needed for the Art Studio and the surrounding area

o Art Studio: needs 8 chairs and 4 tables. Refer to table 2 on page 16

Tree 9- will hold smaller olive colored tables and chairs. With the smaller tables place a lime green chair and an olive chair.

Tree 7- set up the chairs and tables according to table 2 on page 16

Tree 6- holds our chair and table along with red tables and olive chairs. Refer to table 1 for the desired set up.

Tree 3- holds the reading tables and chairs. Small tables will have one lime green chair and one olive chair. Refer to table 1 on page 15 for set up.

Tree 2- holds the larger olive tables that will hold the chess games. Refer to table 1 for chess corner set up.

After put away the locks beneath/ in the newspaper cart. Get the newspaper located in

o In the elevator oro Outside of building 4 on Chatham Street oro Outside of elevator oro Pulse Café

Replace Old newspapers with new ones.o On the top shelf, Place New York Times, The Wall

Street Journal, and the Boston Globe.o On the opposite side place the second and third

Boston Globe and the Boston Herald on the top shelf Grab the 4 Cue Sticks, the remaining kids chairs and the

easel. Place popular games on the red tables. Set up 4 chess sets on the larger olive tables

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11am – 7pmThis is the time when The Lounge is fully “open” and the most coordinators are on staff. You will be intermittently loaning out equipment, signing people up for games, answering questions, and setting up events.

One person at a time should keep an eye on the games area, and be ready to loan out ping pong and pool equipment. The remainder of the staff* should be circulating, cleaning, and talking to visitors. The area is busy, and things get messy quickly. 11am – 7pm is not the time to relax at the silver table and play with your phone. There is plenty to do!

Please walk around the area every 5 – 10 minutes and:

Wipe tables Reset games/chess on tables Neaten up games in the cart Replace the white paper on the granite benches. Neaten the crayons and blocks on the granite benches. Pick up things that have fallen on the ground (napkins, etc. -

Don't wait for the cleaners to come by) Neaten up the art table and art cart Wipe down ping pong tables Brush off the pool table Make sure all the signs are wiped clean Reset the chess Neaten up the book and newspaper carts Brush leaves and debris out of the book racks and game carts

*If there is an art person working, they should spend as much time as possible at the Art Cart.

11am – 7pm Checklist Check the Google Calendar for any events occurring during your

shift. See specific setup descriptions further in this manual for directions.

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Put out games on the red tables if the Opening Coordinator has not done so. The most popular games are Connect 4, Battleship, Jenga, and Scrabble. Set up at least 4 chess boards near the chess area.

Straighten out the Newspaper and Book carts for the day. At 1:20pm count the Men and Women in the lounge area with

the silver counters (Zip It it cart to Salty Dog area). Text the numbers to Holly.

Mondays: Clean the pool table with the Dawn detergent, green brush and hot water. The Dawn dish soap can be found beneath the newspaper cart, and hot water can be found in the Maintenance Closet located in the Rotunda on the first floor.

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Rain Procedures Summer storms have a tendency to sneak up quickly. If it begins to rain during your shift, please follow the list below, in order. If there is lightning, do as much as you feel safe doing, then take cover. Your safety is our priority. If you ever have a question about rain or whether to shut down, call Holly.

Rain Checklist

1. Cover the book cases 2. Put away any games that are not waterproof ie. Checkers, cards,

Candy Land, Chutes and Ladders, etc3. Close the Games Cart4. Go to the Art Cart and put away Watercolor, clipboards, paper,

and CLOSE the Art Cart5. Cover the pool table if you have time (it is ok if it gets wet)6. Close the umbrellas if it is very windy. 7. Weather out the storm… Go on upstairs to marketing, or inside

to the Rotunda. 8. If it stops within the hour.

a. Wipe down all of the tables and chairs before you set out the games and art supplies.

9. If it seems as if it will rain for the rest of the daya. Put away all of the chairs and tables.**ONLY** if lightening

is not present.

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Closing ProceduresAt 7pm (6pm in the fall), you can start to put away the chairs and tables that are not being used. Begin with the tables and chairs that go on Trees 12&10 and start moving forward towards Pulse Café. If kids are playing with the blocks and paper leave it until they leave. The tables and chairs that are in the same vicinity should go to the closest trees. Trees 13, 8 and 5 will not hold any chairs or tables. The Art Studio tables (red tables) and chairs will go on Tree 10, the remaining red tables will be placed on Tree 7. Trees 9 and 11 will hold the small and larger olive colored tables and their respective chairs. Remove the blocks and crayons in the art cart. The Art Studio supplies must be placed in the Art cart. The clipboard with the Art Studio sign will can be placed on top of the Art Cart.

Then close the Art Cart and begin to focus your attention to the Game Corner. Start putting away any games that are not being used back in the Game Cart. Ping Pong paddles and the Pool Balls will be placed in the Game Cart. Put the Chess tables (large olive colored tables) and chairs on Tree 2. Place the Reading Corner tables (small olive colored tables) and chairs on Trees 1 & 3. Tree 6 will hold the silver chair and table along with the surrounding game tables (red tables).

Gather as many kids’ chairs as possible and bring them back with you to the storage area located in Chatham Street. Then once inside the storage room take back with you the locks and place the locks on every tree that has chairs and tables. Even if all of the chairs and tables are not yet placed on their respective tree it helps to know how many locks you have and that you already have them readily available. ** When locking the tables and chairs, loop the chain through the middle of the chair and through the bottom of the folded tables. **

The bookcase, news cart, and pool covers can be found in the bottom of the news cart. Remove the Ping Pong nets and place them in the game cart and begin to lock the tables and chairs to their respective trees. When locking the chairs and tables place the lock on either a table of chair. After locking everything away, take the remainder of the kids chairs, the easel, and the pool cues to the storage room. Then bring back both the carts in the Quincy Market

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Entrance near Pulse Café. The Art Cart is placed near the stairs leading to the bathroom and the Games cart is placed near the door leading to construction.

Closing Shift Checklist At 7pm start to put away the chairs and tables that are not being

used. Trees 13,8, and 5 will not hold any chairs Start with the tables and chairs that go on trees 12&10 and start

moving toward Pulse Caféo The tables and chairs that are in the same vicinity go to

like trees The Art Studio tables (red tables) will go on Tree 10 Some red tables can go on Tree 7 Trees 9&11 will the small and larger olive colored tables and

their respective chairs. Remove blocks, crayons, and art supplies and place them in the

Art Cart CLOSE the Art Cart and go to the Game Cart and put away the

games that are not being used Notify people of the closing time of 7pm Pool balls, Chess Sets, Ping Pong paddles and nets go in to game

cart Cover Newspaper, Book carts and pool table Remove the locks from beneath the Newspaper cart When locking the cables place the locks on either a table

or a chair. This prevents the locks from getting mud in the mechanism during the rainstorm or power wash.

Take the kids chairs, the easel and the pool cues to the storageo This will require multiple trips

Bring both the Art Cart and the Games Cart to the Quincy Market entrance by Pulse Cafe

Rules for Games Corner** This is for ALL shifts**

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Please keep tabs on who is playing pool and ping pong. The rules for ping-pong are every 10 minute interval if there is a line for ping-pong. If no one would like to play then they can play until someone else would like to play. Ask the person for their name and explain the rules to them and wish them a happy game. If someone would like to play during another person’s game give the current person a 5 minute warning and notify them that someone else is in line for ping pong.

For Pool every group is allowed to play one game. Please take a photo identification (school ID, passports, driver’s license, Costco card) and notify them of the rules.

The chess sets and board games are first come first serve. However, more chess sets are located in the storage room if the tables are occupied.

Tips1) If someone is still sitting down when you are trying to close,

politely notify them of the closing time for the chairs, tables, and games. “I’m sorry to inform you the games, chairs, and tables close at 7pm. Thank you.”

2) If someone is taking down the already folded chairs. a. If you see this happen quickly notify them of the closing

time of 7pm before they begin their meal.3) Be POLITE to all of the other employees (Zip it Boston, Security

Team, Maintenance Crew, Kariza Ladies, Construction Workers, Pulse Café, and Cheers Employees). If you create a relationship with them its easier to enjoy the work day. Everyone who works at Faneuil Hall are so unbelievably kind, treat them as you would like to be treated.

4) When locking the chains, place the lock themselves on the chair or table. NOT ON THE FLOOR. If it rains the night before the opening shift has to deal with extra mud that could have been avoided if the lock was either on the table or chair.

5) Take turns between the three coordinators. One person keeps an eye out on the ping pong and pool tables, another can assist the art studio occupants, and the third coordinator can tidy up the area including the blocks, chairs, coloring paper located in the kids’ corner, and tables. Then rotate duties so that everyone has the opportunity to experience every aspect of the duties.

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a. EACH Coordinator should wipe down the tables and chairs. EVERYONE should EQUALLY share the responsibilities.

6) If the Mid-Shift takes the easel and the kids chairs that are not being used when they leave they greatly help out the Closing Coordinator

7) When opening, fix the books right after you remove the covers. 8) Save Faneuil Hall Marketplace Security Team’s number.9) Some stores provided employee discounts, ask politely… Do NOT

assume that you will get these benefits:a. “Do you provide employee discounts? If so, may I please

have the employee discount?”10) Keep an eye out for our chairs at the Pulse Café, and by

Wagamama. People tend to move the chairs around.11) NO ONE should be setting up an event by himself or

herself! Help each other out!

Events

Reebok Crossfit

Set up for Crossfit involves blocking off the space in front of Wagamama, bringing out the Crossfit bin and speaker from storage, and setting up the private event signs (one next to the Red statue, one next to the west corner of Wagamama). To block off the space, we utilize the wooden benches create a barrier along the east side, and partitions from the upstairs office to create a barrier along the west side. The Crossfit bin contains addition materials such as tape and orange cones, to block off the south side of the square. The Crossfit instructors will set up their own materials; however, additional security is necessary during the event. 

More Than Words Pop-Up Book Shop

Set-up for More Than Words requires a call to security to have the red gate near Anthem Bar & Kitchen opened for the truck to pull in and out. Two large red tables from storage and two additional red tables will be needed for their set-up, as well as one or two chairs and some tape. During the event, they will need to store 2-3 large bins in our storage room or under the stairs.

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Evan’s Phone Numbero 978-505-3038

Literary Lunch Break

Set-up for literary lunches requires approximately 20 green bistro chairs from storage, as well as the speaker and microphone. Chairs can be set up in two sections, with three rows each, and 3-4 chairs per row. The microphone will need to be taped to the microphone stand, and speaker set-up. There is also a small table to place books for presentation and sale as well as a sign.

Malik the Magician

Requires all of the kids’ chairs and 5-7 adult chairs. He usually has his own speakers and supplies.

Storyteller

Requires all of the kids chairs, 5-7 adult chairs and 5-7 yoga mats located in the storage room. Try to find a place where the sun will not bother the participants or the instructor. Set Up varies check with the performer

Kids & Family Yoga

Requires 15-20 yoga mats set up in a semi- circle around the yoga instructor. Try to find a place where the sun will not bother the participants and the instructor. Yoga is set up outside of Wagamama

Kids& Family Zumba

Microphone set up. Does not need further equipment from Programming Coordinators.

Gary’s Art Class

Gary can be particular; therefore leave about 6-7 red tables and 9 chairs set aside to accommodate his preferences. Before you set up for Gary, speak to him about the setup of his art class.

**For all of the events, please keep an attendance sheet for the number of participants/ audience members. ****AT LEAST 15minutes BEFORE THE EVENT speak to the instructor/ performer to discuss possible set up preferences**

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FAQ’s

Are the games/ books for sale?No they are not for sale; however, if you would like to enjoy them here you are able to. Grab a game, play it, enjoy and please return them so that others may have a similar experience.

Who runs this?The owners of Faneuil Hall enlisted the help of BRV Corp, the same company that implemented something like this on a grander scale in Bryant Park NY.

Why is this here?To promote a fun, friendly space where you can unwind.

Where is Durgin Park?

Durgin Park is located near the middle of North Market.

Where is the Aquarium? Point to Pulse Café and say after you leave Faneuil Hall make a right on Atlantic Av it will be across the street on the left. Enjoy!

Where is the nearest bathroom?If you enter the Quincy Market entrance near Pulse Café, before you hit the stairs make a left, go down the stairs and the women’s restroom will be on the left and the men’s restroom will be on the right.

Is this the real Cheers?No, the original Cheers is located at 84 Beacon St. Beacon Hill, near Boston Commons.

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Table 1

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Table 2