Buddies in bad Times Volunteer project

Nicholas Ternes

Agad 123 02.23.2014

Volunteer Project

IntroductionFrom our website: “For two weeks, over 100 local and international artists transform Buddies

in Bad Times Theatre into a hotbed of creativity and experimentation, sharing new ideas in

contemporary theatre, performance art, dance, and music with adventure-loving

audiences.”

Our festival runs from Feb 20 – Mar 3, 2014. We are blessed with 15 core staff from Buddies

and Bad Times, who play and integral part in the festival, and 10 board members who give

us many skilled hours. Volunteers must carry the rest of the work, and there are many

different opportunities for them to do so. Staff will work in roles that both do or do not

interact with volunteers. Our bar coordinator, for example, will work with staff for the kickoff

party and Lisa Amerongen, Buddies in Bad Time’s Public Relations Coordinator, will not.

The Rhubarb Festival has many different types of performances. These will require different

volunteer positions. Indoor shows, outdoor shows and found spaces all have different needs.

Our Week One & Week Two programs are venue based, our Mobile Works are often both

mobile and in public spaces, and our One-on-One performance series are small and intimate.

The Young creators unit with our Queer Youth Arts Program (age 25 and under) will help four

people participate with their creations in the festival. We should also encourage younger

volunteers to share in our future. There are less tasks suitable for youth but it is important

we include them as they are necessary to retain interest in the organization as experienced

people inevitably leave.

We must be aware of the challenge with getting the queer population to volunteer, when

they want to attend the events. Though the GLBTQ community has proven to be very

engaged in this festival, they tend to be more interested in attending an event that they

cannot find an alternative for.

We are also committed to accessibility, and must make sure all our venues are capable of

fulfilling that requirement for both our audience and our volunteers.

Volunteers with first aid training will be noted to their team leaders, and will be on file with

the info booth. Security will preferably have at least one member with this certification.

The festival often presents works that question norms, sexuality, and can be seen as risky.

This creates the need to be prepared in case of radical responses. Security volunteers, and

staff will contact the authorities if anything happens. Our Policy committee will develop

emergency plans for the festival to follow in case of emergencies and violence.

Background Checks and Certification Team Leaders, Security, and bar volunteers will be expected to do security background

checks. If accepted as a volunteer they will be reimbursed for the check. It will be made

clear that a failed check does not imply they cannot volunteer. If they are forward with the

cause of the record they may still be allowed to work in specific areas where there is

supervision. Asking "we are going to be doing a record check do you having anything to tell

us about that first?" is an important step in the process.

A positive record, if they have been forward, is no reason to prevent them from participating

in supervised areas. Allowing them to participate provides an opportunity for them to earn

our trust for future festivals. The team leader will meet with the volunteer to discuss this.

Ontario appropriate certification necessary for any volunteer serving liquor. We will work

with preserve to ensure proper training. Rhubarb will pay for ProServe certification if the

volunteer does not already have training. An estimated three hours of volunteer time will be

needed for the certification, and a week for delivery.

BudgetWe will have a small budget. Attempts will be made to have volunteer t-shirts sponsored.

The cost of the after party is reduced because we own the venue.

Brief Cost Forecast for an unlikely maximum of 77 volunteers:T-Shirts: 65 Printed T-Shirts (15 small, 20 medium, 30 large) x $12 = $780Magnets: 125 (minimum order) x $0.90 = $112.5Party Refreshments: $600Rent-a-Band(in house equipment): $1000Total: $2492.5

Positions To Be Filled

*Positions listed are per day, and will need replacements to maintain the numbers.

Exceptions are noted with detailed times*

Team LeadersBrief Description:

Team leaders will coordinate their team efforts to meet goal\task expectations. They will

have limited capacity to ask for equipment, resources, and will have direct contact access

with the volunteer coordinator (cellphone).

Qualifications:Experience supervising\managing, Background Check, Organizational Skills, Interpersonal Skills

Audience Services Leaders 2

Locations:

Buddies in Bad Times Theatre - 4-6

All Festival

The Faroe Islands (519 Church Street) - 2-3

Fri, Sat, Sun 5:30-7 pm

*Volunteers will be needed for the duration of the performances, and will be needed half an

hour before doors as well. At other times volunteers will fulfill their secondary role only*

Brief Description:

Volunteers will do two major functions:

First: Volunteers will take tickets for the indoor venues. They will also do limited assistance

with ushering, but the seats are not numbered so this should be a minor task. They will also

make sure that any lineups are well maintained, and questions are answered about the

festival\performance.

Second: Volunteers will greet people, answer general audience questions (i.e. cash

machines, change centre, washrooms), and hand out festival program brochures. They will

do so at the different festival locations. They will be in communication with festival

coordinator or the appropriate team leader if a festival-related issue arises.

Qualifications:Assertive, polite and friendly personality

SecurityHead Security \ Team-Leader 1

*Works with staff from venues, volunteer leader differs to staff for venue security*

Indoor (Buddies in Bad Times Theatre) - Staff Security

Outdoor – As Needed

The Faroe Islands (519 Church Street) - 2-3

Fri, Sat, Sun 5:30-7 pm

Brief Description:

Security will need to be aware of the needs of the queer community, and this means being

sensitive to different visible views on sexuality, alternative relationships and politically

correct descriptors, etcetera.

Security is the first point of contact in emergency situations. Volunteers will be responsible

for ensuring a safe environment for all.

Primary Responsibilities:Emergency contact point, and report unlawful acts to festival organizers/authorities

Qualifications:Background Check, Assertive attitude, Healthy and Fit

Security Kickoff party Security - 2

1030-12 the Cabaret

Feb 20th 9:30 start

Security volunteers that help with the kickoff party will aid staff security. They will make

sure that liquor laws enforced, age of participants is appropriate, and will deal with damage

control if anyone gets too intoxicated. This may involve escorting involved individuals out of

the venue. It also involves preventing over-serving if noticed, and appropriate measure to

prevent drunk driving. There is a volunteer cab service available for emergencies.

Volunteers are welcome to participate in the event when on break, but drinking is strictly

prohibited.

Qualifications:Background Check, Assertive attitude, Healthy and Fit

CleanupStaff at Venues

Kickoff partyBartenders 3-5

1030-12 the Cabaret

Feb 20 9:30 start

Staff - Patricia Wilson // Interim Bar Manager

Staff will coordinate bar efforts, and ensure a timely supply of liquor.

Bartenders must be trained to serve liquor, and certified by a recognized provider. They will

watch for signs of over serving. They will be able to participate in the party on their off-shift.

Qualifications:Background Check, Polite and friendly personality, Liquor Serving Certification

Bussers- 2-3

1030-12 the Cabaret

Feb 20 9:30 start

Volunteers will take empty cups and bottles out of the consumption area, and stored

properly. This will help with cleanup after the event.

Qualifications:Hardworking

Info Booth \ Box OfficeStaff - Barry Higgins // Box Office + FOH Manager

Staff - Rachel Steinberg // Assistant Box Office + FOH Manager – Works with Volunteers

Volunteers – 3-5

Volunteers will assist staff with the high volume of ticket selling, and information services.

An in depth orientation will be necessary so the volunteers know more about the festival,

and will know where to look to answer questions. Computer literate volunteers will be an

asset as many tickets will be sold using our online software.

Qualifications:Polite and friendly personality, Interpersonal Skills, Organizational skills, Stress management

Set-UpStaff for Indoor Venue - Adrien Whan // Technical Director

Staff for Indoor Venue - Charissa Wilcox // Head of Production

Trained Technical Staff

Team Leader 1 Indoor, 1 Outdoor

Indoor Setup 2-3

Monday Feb 20th4pm (start of festival day)

Indoor volunteers will help setup volunteer areas, festival advertisements and paraphernalia,

and assist staff with requests. They will also help setup the merchandise booth in our indoor

venue.

Outdoor Setup:

Moving Installations – 2-3

Every Day at 4:30-5:30pm

Glaciology - 2-3

Wednesday at 4:30-5:30pm

In the outdoor venues volunteers will help move obstructions from the performance areas

(picnic tables etc.), install festival advertisements and paraphernalia, help remove obvious

garbage, and assist with setup where appropriate. Event start time-signs should be placed

first, as to advertise to the general public that an event will begin in that location.

Team leaders will have access to festival items, and mobile groups will use the team

leader’s vehicle to store said items.

Qualifications:Physically fit, and able to carry weight, Flexible time for volunteering, short shifts, Punctual

Tear-DownStaff for Indoor Venue - Adrien Whan // Technical Director

Staff for Indoor Venue - Charissa Wilcox // Head of Production

Trained Technical Staff

Outdoor Setup:

Moving Installations– 2-3

Every Day 11-12pm

Glaciology -2-3

Wednesday at 11-12pm

Volunteers will be needed to take festival paraphernalia back into storage as we do not have

overnight security. This mostly entails the expensive signs and standing banners. Afterwards

it is appreciated if volunteers assist with light grounds cleanup. Performance groups are

supposed to do their own teardown, and they assure us it will not take them long.

End of Festival- 3-6

The end of festival will require more volunteers. They will help put back any city property

that was moved, eg:picnic tables, and will check inventory and look for missing festival

paraphernalia like stand-up posters. In areas we have put up signs (eg: Glaciology starting

position), volunteers must make sure the immediate area is clean from festival garbage like

discarded brochures.

Qualifications:Physically fit, and able to carry weight, Flexible time for volunteering, short shifts, Punctual

Marketing – Poster PlacementTask orientated – 4-6

Feb 9,10,11

Volunteers who help place posters will help us reduce our advertising costs. They will be

given direction as to what area of the city, and the appropriate type of locations to place

them.

Qualifications:Trustworthy

Merchandise SalesBuddies in Bad Times Theatre2

Volunteers will provide sales service to customers. They will track sales in sales binder.

Qualifications:Polite and friendly personality, Interpersonal Skills, Organizational skills

Merchandise Table- Product Acquisition

Jan-Feb Task orientated –1-2

Volunteer must have experience with product purchase. Member at large from board is an

option, with the aid of staff with experience. This person will buy appropriate merchandise

and promotional merchandise intended for the Merchandise tent. They must follow the

financial guidelines provided to them by the board.

CashboxCashbox – Merchandise– Staff

Cashbox Kickoff party – Staff

Given the delicate nature of handling cash monies a front of house staff member will be

provided this task.

Volunteer recruitment volunteers:Marketing for mail-outs 1-6

Feb 9, 10, 11

Volunteers to stuff envelopes before sending out. 2-4

Feb 1st

General Pool \ Overflow VolunteersThroughout festival 3-4

These volunteers will be given to whatever team needs them. Unexpected volunteer needs

will arise, and having extra people on call will be necessary. In case we get many extra

volunteers, and do not have work, we can encourage them to participate in the festival with

their volunteer benefits. We will call their cell if something happens. Hopefully this will not

be an issue.

Qualifications:Flexible, Polite and friendly personality

Board and Exec:Board volunteer roles will be determined by the board. They will receive a request for

positions below.

General-Aid volunteers for festival days (Members at large useful)

Media-Response members – Who responds to the media

Lisa Amerongen is Buddies in bad Time’s Public Relations Coordinator, and Mark Aikman is

the Director of Development & Communications. This role will involve these two individuals,

and may not require a board member to take on this role.

Fewer the better.

Emergency response – Who responds to emergencies for the media

Fewer the better.

Who handles event coordination, and information

Who handles bookkeeping in conjunction with Cash-Box handling

Who will handle point-of-contact \ information with venues and performers

Policy Committee:Determined by board. Volunteer co-ordinator will encourage viable volunteers to apply.

Will review and alter current policies with board approval

Will require at least one expert on policy

Will create a list of recommendations after each festival

*Using information gathered from previous years policy committee volunteers will work on

problems identified and find ways to improve policy in a way to help address identified

issues.*

Methods to Increase Volunteer Base:We will use our Website, Social Media, Radio and print advertisements in a Warm Body

Approach to help acquire volunteers. Our volunteers need to be capable, but aside from

ProServe certification they do not absolutely require any specific skillsets. We should also

make some direct communication efforts with LGBTQ clubs, organizations, bars, and student

groups in an Ambient means of getting volunteers. These organizations members are

generally wise to the ways of LGBTQ social norms, and are generally passionate about

LGBTQ issues. We already have past volunteers we trust, and know people who would do

well in our organization. Often people volunteer because someone they respected invited

them or is going. I ask therefore, that all board members join me in asking promising people

we know to volunteer.

We will try to encourage volunteers to join us with extrinsic and intrinsic benefits. The below

examples are suggestions for this year, but communication with volunteers will be made as

to inquire what the volunteers themselves would suggest as benefits.

Extrinsic benefits for volunteers will include tickets to see some festival events, and a

festival after party. Volunteers need to be aware that they need to book four hours to get

the tickets. We can encourage volunteer groups to attend events together, after their shifts

are completed. The after party will happen at the end of the festival, and does not cater to

one type of person. We will be using our own space, and as such can use the performance

area for musical performance and our bar for refreshments. There will be a lounge area,

away from some of the noise so volunteers who wish to relax and converse can do so.

All volunteers will get gratitude and recognition for their efforts. Teams will nominate a

member, as their thanks for an exceptional job, to show in our volunteer appreciation

brochure during the after party. All volunteers, or their Aliases, will be published online and

on a volunteer appreciation plaque for 2014. It will hang in the lobby of Buddies in Bad

Times Theater. Long-time volunteers at 5, 10, and 20 years will get a Rhubarb festival Jacket

of appreciation with their name and year embroidered on it. Otherwise volunteers will get a

t-shirt that will double as a volunteer indication shirt, a beautiful Rhubarb fridge magnet to

keep their thoughts on us, and a computer-printed-photo if we can spare a volunteer to take

photographs during the festival.

We need to consider what parts of the volunteer job would be fun for the kind of person who

would do that job. Each job includes intrinsic benefits. When talking to potential volunteers

keep these suggestions in mind:

In General: helping the LGBTQ community, being in an awesome team, Team Leaders- Pride in an important role with responsibility, some self-direction as to how to fulfill objectives, being in ‘charge’Set Up\Tear Down–Great workout, Outdoor positions, Can setup and then attend the festival.Security–Get to move between festival areas, TicketHandling and Ushering–Low Stress, Conversational, Get to greet festival supportersInfodesk \ Tickets–High Energy with low periods, Get to greet fellow festival supporters, Conversational, Merchandise -High Energy with low periods, Get to greet fellow festival supporters, Conversational,Bartenders–High Energy, Conversational, Great Atmosphere, Tips!Bussers–High Energy, Great Workout, Short Commitment, Make a noticeable difference

Role of team leaders:Volunteers will be divided into groups around tasks needed for the festival to succeed, and

most of these group will have a team leader. Team leaders will organize, direct, educate,

monitor, and build comradery in their designated groups. They are responsible for their

group, completing its goals\task, and supporting team building. Volunteers work much

better when they share responsibility for a task with team members, and share a common

responsibility to the team itself. We want to create an environment where each volunteer

feels obligated to work their share for the team.

Team leaders will have a more in depth volunteer orientation, and will preferably have more

experience in their field so as to better respond to their given role. They are also expected

to educate volunteers that lack volunteer orientation training, especially if the volunteers

missed session. The leaders will also be a point of contact to the volunteer coordinator. Staff

who work in roles with volunteers will attend this session.

Orientation February 17:Orientation and Training (Leaders) (5pm)– Leaders will be expected to learn how to handle

emergencies as leaders, contacts for board representatives (eg: media, and emergencies),

information about their field\task, and basic information on festival programming. They will

be held to a higher standard than normal volunteers. After being instructed by past leaders

and the volunteer coordinator, team leaders will provide training to their groups when

necessary during their volunteer hours. Orientation for volunteers who do not attend the

Orientation event will also be completed by leaders during festival hours.

Orientation(7pm) – All volunteers will need to go through Orientation. They will learn about

basic Rhubarb Festival history, goals, and policy. This is an important time to try to bring

together team building for the festival. Volunteers will get basic but crucial information on

their area responsibilities, emergency procedures, key contacts, festival locations, as well as

mundane details like where the washroom are. Safety precautions will also be covered.

First Aid – Volunteers with first aid certification will need training regarding how their skills

will be used in an emergency and who\when to contact help, wherever they are posted.

Evaluation:Evaluation will be very important to improve performance for years to come. A survey will be

made available to volunteers to fill, and extrapolate on issues from this year. The survey will

also include a question on how they would like to be rewarded for their hard work next year,

and if the current system has been successful. Team leaders will fill out a simple and quick

report to be read by the volunteer coordinator. These issues can cover any topic from

volunteers, to a crisis that occurred.

Critical review of board members at year-end wrap up should involve a volunteer report,

with comments from members.

We will use the information gathered from these methods to determine if we have met our

volunteer goals. The goals will include creating a fun, engaging, and effective environment

for volunteering. Next year we will use identified problems from this evaluation to determine

goals to be met in the new festival season.

PUBLIC SERVICE ANNOUNCEMENTUntil: March 3rd 2014

Media Contact: Lisa Amerongen, Buddies in Bad Times Public Relations CoordinatorP: 416-975-9130 ext 35| E: lisa@buddiesinbadtimes.com

Call for Queer Volunteers!

The 35th LGBTQ Rhubarb Festival wants you

From Feb 20 – Mar 3 the 35thRhubarb Festival needs you to sign up and volunteer.

Apply for fun, engaging friends, free tickets, a rocking after party, and gratitude for keeping

Toronto’s LGBTQ performance arts rocking and kicking. Bartenders or servers with liquor

certification strongly encouraged to lend a hand!

For two weeks, over 100 local and international artists transform Buddies in Bad Times

Theatre into a hotbed of creativity and experimentation, sharing new ideas in

contemporary theatre, performance art, dance, and music with adventure-loving audiences.1

Contact the Volunteer Coordinator at 438-334-4383, or

volunteer@buddiesinbadtimes.comand visit our website for more

details:http://buddiesinbadtimes.com/shows/the-34th-rhubarb-festival/(Note:

Volunteers must be a minimum of 18 years of age).

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