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Volunteer Job Descriptions

Basic information for all Coastal Jazz Volunteers

  • As a public representative of the Jazz Festival, please appear neat and well-groomed for your shifts. Remember to wear your Jazz Festival T-shirt and ID Pass for all shifts

  • Please arrive 5 – 15 minutes early for your shift and be prepared to stay for the duration of your scheduled shift

  • When checking in at the beginning of your shift, let your Crew Chief know you have arrived and await instructions (info on who you report to is provided on your final schedule)

  • In the event that you are running late or are sick and cannot make your shift please be sure to contact the appropriate person (again info on who to contact will be on your final schedule)

  • Become familiar with your surroundings, location of bathrooms, exits, etc

  • Become familiar with the festival, review the website, read and carry the guidebook with you at all times!

  • It is better to say “I am not sure, let me find that out for you!” than making something up. If you do not know the answer to something simply ask your supervisors

  • If you are asked to do a task that you are uncomfortable doing, please let your supervisor know (e.g., moving a heavy amplifier or climbing a ladder)

  • Intoxication and illegal substances of any kind is not permitted while on duty.

  • Be an enthusiastic and productive member of your crew

  • Be respectful and friendly with artists, crew, patrons, staff and other volunteers (pretty much everyone)!

  • Please do not wear sandals, flip-flops or open-toed shoes. All volunteers must wear appropriate footwear, which may include running shoes or steel toed shoes

  • You must have your parent or guardian's written consent if you are under the age of 19

Available Volunteer Positions

  • Airport Liaison

    Volunteers will meet artists at the airport and direct them to the waiting van. This crew is most suitable for people with weekday availability


    Airport Liaison Volunteer
      • Airport greeters meet international and traveling artists as they arrive YVR and coordinate their connection to the Jazz Festival Artist Transport Drivers

      • Monitor flight times to stay on top of actual arrivals to ensure appropriate wait times for passage through customs and coordinating baggage pick-up

      • Maintain cell phone contact with central dispatch (cellphones are provided by the Festival)

      • Shift location is at YVR, domestic and/or international terminals

      • Require hospitable nature and an ability to handle long periods of inactivity between arrivals

      • Shift duration typically 3 - 4 hours long and some times split depending on the day

      • Rides to and from YVR can usually be arranged with Artist Transport Drivers

      • Familiar with city routes
  • Artist Hospitality

    Assist with catering at various venues


    Read the Information in the Venue Binder
      • Ask the Crew Chief or Venue Manager if you have any questions

      • Read and understand the Hospitality Policy for your venue. Some venues have specific requirements

      • Note whether Hospitality is to be arranged in the dressing room(s) or in a separate Green Room area

      • READ THE RIDER SHEET for that day, and check that the required items are available. NOTE we have streamlined backstage hospitality and may not be fulfilling all of the rider requests. CONTACT Crew Chief or AH Coordinator if you have questions

      • Coordinate with Venue Manager for access to dressing rooms.

      • Check dressing room(s) for cleanliness. If a shower has been requested by the band (in the Rider Sheet), ensure that the shower is clean; contact Venue Manager if there is a problem. Check that the lights in the dressing room work, but do not leave on

      • Set clean towels into the dressing rooms only if needed. Check rider sheet for the number and colour of towels. Keep supply of clean towels in the bag

      • Coordinate with Crew Chief or Venue Manager for access to liquor inventory

      • Ensure that food items remain at appropriate temperature (meat items stay in fridge or cooler pack until needed, bananas stay out of fridge, water at room temperature, etc)

      • Set out snacks, plates, cups, napkins in the green room area, or in dressing rooms as needed. Check the Rider Sheet for requests for “SOLO cups”; these are the red plastic cups.

      • Set up coffee supplies and brewing equipment, but do NOT turn “ON”. Put milk/cream/creamers into a bowl of ice

      • Arrange some water bottles in each dressing room, at room temperature.

      • Arrange beverages in an ice bin. Add ice 1 hour before band is to arrive for sound check, or as noted on the Rider Sheet

      • Greet the Tour Manager when they arrive. Provide restaurant menus if requested, for band dinner

      • Maintain a secure and calm environment in the backstage area, for the benefit of the performers. Be available to assist performers, but do not hover

      • IF TIME PERMITS, and if directed by the Crew Chief, or Tour Manager, walk to pick up dinner for the band. Tour Manager shall order and pay for the meal

      • IF TIME PERMITS, and if directed by the Crew Chief, Venue Manager, or Stage Manager, walk to pick up dinner for the VM, SM, or others. The person making the pick up request shall order and pay for the meal

      • After the sound check, check and refresh beverage supplies in the dressing room. Remove any perishable goods, and tidy the snacks. Remove empty cans/bottles, wash cups/glasses

    Post Show
      • At the end of the show, collect used towels and put into a CLEAR “dirty” towel bag, or the cloth/mesh laundry bag. DO NOT USE BLACK GARBAGE BAGS FOR TOWELS

      • Wash dishes and glasses with hot water and soap, and dry with a clean dishtowel

      • Return clean dishes to the storage bin

      • Rinse and hang up any used dish cloths/rags; hang up tea towels

      • Advise AH Coordinator or Assistant if supplies need replenishing

    Strike (End of Run)
      • If we are not in the venue the next day, repack the venue bin. CHECK THE LIST. Make a note of any missing items

      • Make note of any supplies (tissues, hand soap, honey) that need replenishing

      • Assemble all AH supplies/equipment into the designated area for pick up and return to the Warehouse

      • Inspect dressing rooms for any remaining items. Advise Stage Manager of any items left behind by the band.

      • Remove all clean towels, and repack into CLEAR “clean” bag, label with the # of towels

      • Remove used towels and pack into a CLEAR or mesh “dirty” bag. DO NOT USE GARBAGE BAGS FOR TOWELS Pack used kitchen towels into a separate CLEAR bag.

  • Artist Hospitality Warehouse
    Artist Hospitality warehouse volunteers prepare venue bins to be delivered for artists. 

    Daily Tasks:

    • Advise AH Coordinator or Assistant if supplies are running low
    • Advise AH Coordinator or Assistant if there are dirty towels/linen
    • Under the supervision of the AH Coordinator or AH Assistant, assemble Rider Request items to be distributed to venues; “RIDER BOXES”
    • Test electric appliances for operation (i.e., coffee makers, kettles)
    • Pack equipment for distribution to venues; “VENUE BINS”
    • Wash dishes before packing for venue distribution
    • Ensure that food items are stored at appropriate temperature (fruit and veggie in the cooler, meat and cheese in cooler, bananas at room temp, etc.)
    • Divide large packages into smaller amounts for distribution to venues (i.e., packages of napkins, bags of snacks/coffee/tea/etc.)
    • Label any items being delivered: venue name, date, performer name
    • Clearly label any items which require cold storage at the venue: “PLACE IN REFRIGERATOR/KEEP COLD”
    • Check venue bins upon return to warehouse: remove all items and check cleanliness; remove any food items (including coffee/tea and honey);

     

    Day Before a Show Tasks:

    • Pack non-perishable food items for distribution to venues
    • Consult production vehicle schedule each day, and assemble, in the designated area, items to be delivered in the Production vehicle to venues

     

    Post Festival Duties:

    • LABEL ALL STORAGE BINS
    • Wash and dry dishes, and pack into storage bins
    • Ensure that coffee makers are clean and dry. Repack into storage bins
    • Remove all food items, including coffee/tea/honey/sugar. Repack into storage bins
    • Count and sort towels. Remove any stained towels to be re-purposed
    • Make note of any items needing repair, restocking or replacing.  Will usually be arranged with artist transport drivers
  • Artist Transportation Driver

    Drive performers and their gear from the airport to hotels and to concert venues


      • Must hold valid unrestricted Commercial Class 4 Driver's License preferred (some exceptions are possible)

      • Ensure the safe arrival, departure and inner city transport of out-of-town talent

      • Provide pick-up and drop-off at YVR, Central Station, train stations, hotels and venues for artists, their gear, and other visiting guests of the Festival

      • Able to drive a rented fleet of 15-passenger and 7-passenger vans, as well as Town Cars, Lincoln and other luxury vehicles when required

      • Festival runs a scheduled pre-booked service through a central dispatch team. Bluetooth devices are provided and all crew must be connected via festival cell phone at all times

      • Evening crew chief volunteers engage in some supervisory tasks including lock-up and talent interface for last minute changes

  • Banner / Signage
  • Bistro (Beer Garden)

    Aid in the operation of bars at various indoor and outdoor (tented) locations


    General Bistro Info
      • All jobs listed below require the volunteer to perform physical work and be on their feet throughout the shift

      • For all jobs listed below it is ideal to have a background in a restaurant or bar setting (with the exception of the Cashiers)

      • Be able to work efficiently in a busy environment and be comfortable in dealing with large groups guests.


    Bartender (Specific to Performance Works)
      • Be able to operate a basic cash register accurately

      • Be able to accurately take orders and prepare bar drinks in an efficient manner

      • A Serving it Right Certificate is preferred

    Busser
      • Maintain a clean environment

      • Ensure tables are ready to receive new guests
      • A Serving it Right Certificate is preferred

    Cashier/Ticket Seller (Specific to Performance Works)
      • Be able to operate a basic cash register accurately

      • Be able to accurately handle large sums of money in an efficient manner

      • Ideally a background in cashiering or banking is preferred

  • Drum Technician

    Assist on stage set-up and teardown of all drum kits and percussion instruments.

    Lifting required.


    Drum Technician Volunteer
      • Volunteer under the direction of Stage Manager and/or Sound Tech only. Report any problems that might require attention.

      • Assist the venue staff and performers with loading in and out of drum equipment for shows

      • Assist with changeover of bands during the event

      • Set up drum and percussion equipment on stage

      • Has good knowledge of and experience with drum kits and percussion instruments

      • Make sure gear is used and managed properly

      • Maintain a safe working environment

      • Must wear proper footwear & work gloves. Boots, hikers, running shoes, or steel toes are appropriate; sandals, flip-flops, platforms, and high heels are not

      • Must wear dark clothing for indoor venue

      • May work with artists on an “as needed” basis

      • Experience in live staging events; good knowledge of musical and sound equipment

      • Able to lift heavy objects

  • Drums Warehouse

    Assist in the on-stage setup and tear-down of all drum kits and percussion instruments. Lifting required.


    Drum Transport Volunteer
      • Work under the direction of the Production Assistant, Drum Coordinator, or Stage Manager.

      • Report for shift at the Jazz Warehouse (address TBA), or at venue if scheduled there. Please check in with coordinators or stage manager

      • Has some knowledge and experience of setting up and tuning drums

      • Help maintain inventory and care of drum kits for the festival

      • Move equipment from venue to venue in a van or truck

      • Pick up and returns gear and/or supplies from various suppliers

      • Ensure at least one crew member stays with the transport vehicle at all times! Be aware of theft

      • Make sure gear is used and managed properly

      • May work with artists on an “as needed" basis

      • Drum Transport Volunteers need to be aware that they may be called upon at times to help with other equipment duties

      • Maintain a safe working environment

      • Must wear proper footwear & work gloves. Boots, hikers, running shoes, or steel toes are appropriate; sandals, flip-flops, platforms, and high heels are not

      • Able to lift heavy objects

     

  • Equipment Warehouse

    Assist in the transport, loading and unloading of stage equipment at various venue locations. Lifting required.


     Equipment Warehouse Volunteer

      • Work under the direction of the Production Assistant or Equipment Driver

      • Report for shifts at the Jazz Warehouse - (address TBA). Please check in with the Production Assistant

      • Move gear from venue to venue in a van or truck

      • Assist loading in and out equipment for shows

      • Ensure at least one crew member stays with the transport vehicle at all times! Be aware of theft!

      • Pick up and return gear and/or supplies from various suppliers

      • Make sure equipment is used and managed properly

      • Maintain a safe working environment

      • Must wear proper footwear & work gloves. Boots, hikers, running shoes, or steel toes are appropriate; sandals, flip-flops, platforms, and high heels are not permitted

      • Able to lift heavy objects

      • Knowledge of musical equipment (backline)

      • Knowledge of city & venue locations

      • Attention to detail

  • Front-of-House

    There are various Front-of-House roles at concert venues. All jobs listed below require the volunteer to perform physical work and be on their feet throughout the shift (with the exception of the Cashiers)


    Ushers, Doors and Floaters
      • Manage audience traffic within venue and provide festival information to customers

      • Assist the public in high traffic areas within venue

      • Rip tickets & collect stubs, hand out programs and manage audience flow into the venue

      • Seat audience

      • Help keep venue clean and in order

      • Set up and pack up seating when appropriate

      • Report any issues to your Crew Chief or Venue Manager

    Table Front Doors, Box Office, Merchandise, Cashier
      • Sell tickets, manage guest lists and will call

      • Provide general information and festival information to customers

      • Sell merchandise, various concession items, maintain inventory control and handle cash

      • Set up and pack up a box office and/or merchandise table when appropriate

    Bartender (at Performance Works)
      • Be able to operate a basic cash register accurately

      • Be able to accurately take orders and prepare bar drinks in an efficient manner

    Busser (at Performance Works)
      • Clear tables

      • Assist bartenders as needed

      • Keep venue clean

     

  • Merchandise Selling

    Over the two weekends we have two free outdoor events - at Vancouver Art Gallery and Robson Square on the first weekend, and at David Lam Park and the Roundhouse Community Centre on the second weekend


      • Sell Jazz Festival apparel and other merchandise

      • Handle cash and give out change

      • Address patron inquiries using the site map in the Jazz Festival guidebook

      • Dress for the weather, hat, rain gear, etc

      • Must wear closed-toe shoes, runners or work boots

  • Outdoor Weekends - Audience Relations
    Over the two weekends we have two outdoor free events. Downtown Jazz at the Vancouver Art Gallery and Robson Square on the first weekend of the festival and at David Lam Park and the Roundhouse Community Centre on the second weekend.

    General Site Volunteer Information for everyone

    • Be sure to dress for the weather, hat, rain gear, etc.

    • All volunteers must wear closed toed shoes, no sandals, work boots preferred

    • Become familiar with the site to assist with patron inquiries using the site map in the Jazz Festival guidebook

    Audience Relations

    • Assist with the public in key staging & high pedestrian traffic areas

    • Some monitoring of stage and bistro areas as eyes and ears for contracted security crew

    • Report any issues to your Audience Relations Crew Chief

  • Outdoor Weekends - Info Booth
    Over the two weekends we have two outdoor free events. Downtown Jazz at the Vancouver Art Gallery and Robson Square on the first weekend of the festival and at David Lam Park and the Roundhouse Community Centre on the second weekend.

    General Site Volunteer Information for everyone

    • Be sure to dress for the weather, hat, rain gear, etc.

    • All volunteers must wear closed toed shoes, no sandals, work boots preferred

    • Become familiar with the site to assist with patron inquiries using the site map in the Jazz Festival guidebook

    Info booth jobs

    • Provide festival information to the public

    • Promote festival ticketed events at various venues

  • Outdoor Weekends - Environment
    Over the two weekends we have two outdoor free events. Downtown Jazz at the Vancouver Art Gallery and Robson Square on the first weekend of the festival and at David Lam Park and the Roundhouse Community Centre on the second weekend.

    General Site Volunteer Information for everyone

    • Be sure to dress for the weather, hat, rain gear, etc.

    • All volunteers must wear closed toed shoes, no sandals, work boots preferred

    • Become familiar with the site to assist with patron inquiries using the site map in the Jazz Festival guidebook

    Environment Site Jobs

    • Help keep the site clean

    • Collect and dispose of garbage & recycling in the appropriate receptacles

    • Gloves and equipment provided

  • Outdoor Weekends - Family Zone
    Over the two weekends we have two outdoor free events. Downtown Jazz at the Vancouver Art Gallery and Robson Square on the first weekend of the festival and at David Lam Park and the Roundhouse Community Centre on the second weekend.

    General Site Volunteer Information for everyone

    • Be sure to dress for the weather, hat, rain gear, etc.

    • All volunteers must wear closed toed shoes, no sandals, work boots preferred

    • Become familiar with the site to assist with patron inquiries using the site map in the Jazz Festival guidebook

    Family Zone

    • Help setup the crafts area and keep everything stocked and tidy

    • Assist kids with making, cutting gluing as needed

    • Maintains a safe family zone environment

    • Notify parents or medical professionals in case of emergency

  • Outdoor Weekends - First Aid

    Over the two weekends we have two free outdoor events - at Vancouver Art Gallery and Robson Square on the first weekend, and at David Lam Park and the Roundhouse Community Centre on the second weekend

    --

    Provide First Aid relief to attendees


    First Aid Volunteers
      • Must meet First Aid requirements for Canada Labour Code Basic First Aid

      • Must hold valid Standard First Aid with CPR-C-AED Certificate

      • Must be available for both weekends of the outdoor events

      • Meet minimum 20-hour requirement

  • Outdoor Weekends - Site Office

    Over the two weekends we have two free outdoor events - at Vancouver Art Gallery and Robson Square on the first weekend, and at David Lam Park and the Roundhouse Community Centre on the second weekend

    --

    Maintain the flow at the Volunteer Outdoor Site Office


    Site Office Volunteer
      • Check-in Volunteers, Crew Chiefs and their respective teams

      • Sign-in/out radios

      • Hand out supplies as needed

      • Volunteer room security

      • Be responsible and have good people skills

      • Must be radio savvy

  • Outdoor Weekends - Set Up/Strike
    Over the two weekends we have two outdoor free events. Downtown Jazz at the Vancouver Art Gallery and Robson Square on the first weekend of the festival and at David Lam Park and the Roundhouse Community Centre on the second weekend.

    General Site Volunteer Information for everyone

    • Be sure to dress for the weather, hat, rain gear, etc.

    • All volunteers must wear closed toed shoes, no sandals, work boots preferred

    • Become familiar with the site to assist with patron inquiries using the site map in the Jazz Festival guidebook

    Load in, Site Set up and Strike

    • Must be able to lift heavy objects

    • Distribution of tables and chairs

    • General site set up

     

  • Poster/Program Guide Distribution

    Distribute advertising materials to promote the Jazz Festival


     Distribution Volunteer
      • Distribute materials to pre-determined routes around the Lower Mainland

      • Approach businesses/locations on the routes that are assigned to you and inquire if they would like to display Festival promotional material

      • Track those businesses/locations and the amount of posters/pamphlets/cards/etc left with them on Distribution Route Sheets provided

      • Submit Distribution Route Sheets in a timely fashion - no later than June 3, 2016

      • The materials as noted above will be available for pickup by Distribution Volunteers at a central location at times as identified by your supervisor

    Important Information

    Our distribution materials include rack cards and holders. Please let the merchants know that all materials can be recycled after the Festival. The hours of pickup for your materials are:

    (Now closed)

    Times are limited so please let us know what day and time you will be picking up. If you cannot pick up during these times let us know and we will make other arrangements.

    It is imperative that everyone return his or her completed Route Sheets to ensure that our distribution program will be more streamlined in the future. Please email, mail, fax or drop off the completed sheets to Coastal Jazz Office upon completion. Please also include any information you may have about the route.

  • Production - Staging

    Assisting in all aspects of technical sound, staging and lighting support. Lifting required.


    Production Staging Crew
      • Stay at assigned venue under direction of Stage Manager and/or Sound Technician only

      • Assist the venue staff and performers with loading in and out of equipment for shows

      • Assist with the changeover of bands during the event

      • General stage crew work (wrapping cables, setting up mics, backline, etc)

      • Set up equipment on stage

      • Communicate with Stage Manager as needed

      • Notify Stage Manager of any problems that might require attention

      • Make sure gear is used and managed properly

      • Maintain a safe working environment

      • Must wear proper footwear & work gloves. Boots, hikers, running shoes, or steel toes are appropriate; sandals, flip-flops, platforms, and high heels are not permitted

      • Must wear dark clothing for indoor venues

      • Experience in live staging events; good knowledge of musical and sound equipment

      • Able to lift heavy objects

  • Scheduler

    Assist with coordinating times and dates with registered volunteers for individual departments


      • Must be proficient with Excel and email (specifically Google Mail)

      • Must be able to commit at least two weeks from May 1 - May 15, 2016

      • Scheduling is based on previous experience and understanding the dynamics of a multi-disciplinarian festival

  • Volunteer Centre

    Fulfill various administrative roles for the Volunteer Centre at the Jazz Festival Office


      • Prepare volunteer information packages which include ticket vouchers, contact information sheets and ID Passes

      • Welcome and hand out packages for Volunteers and Artists during Volunteer Center hours of operation

      • Assist with daily set-up and take down of the Volunteer Center

      • Courier various things to and from the Jazz Festival Office

  • Office Driver
    • Handles pick ups and deliveries of documents and materials between the head office and other locations around Metro Vancouver

    • Requires valid BC Class 5 license and cellular phone