2008

The Woodlands Waterway Arts Festival in Town Center

VOLUNTEER INFORMATION

Volunteer – General Obligations

The arts festival depends on the volunteers to perform critical duties in contributing to the success of the event. Our volunteers will enjoy free admission into the arts festival on the day of their volunteer assignment. This opportunity to browse and shop is for the art festival hours before and/or after the volunteer’s working shift. In addition, the volunteer receives a commemorative T-shirt that displays the featured artist’s artwork. The T-shirt is to be worn during the working shift. In exchange, we expect our volunteers to display warm and welcoming courtesy to patrons and artists, to perform their duties with commitment to the overall success of the arts festival, and to represent the community in a positive light.

We expect our volunteers to be on time for their assignments; communicate any issues, concerns, delays, etc. to the Volunteer Coordinators; remain at their posts at all times unless or until a relief volunteer is available, and to complete their assignment by remaining at their post until relieved. Relief volunteers will be available to accommodate breaks and any unforeseen emergencies.

Volunteers must be 17 years of age or older.

The arts festival provides a highly desirable venue to the artists and provides a unique and positive experience for our community. Our volunteers are who make the event a success and WE THANK YOU for your dedicated participation in this outstanding community event.

Volunteer – Assignments

Volunteers will be assigned to various duties. While all positions are critical to the overall success of the arts festival, the Volunteer Coordinators will assign individuals in a manner to ensure that all critical posts are covered in a priority manner. We understand that there may be restrictions and requests for specific post assignment and/or working partner assignments. We will do our best to accommodate requests and ask that each volunteer understands that we may need to adjust assignments in order to ensure that all positions are covered at all times. Towards this end, we appreciate your understanding and flexibility. The following are descriptions for the primary volunteer functions. Others may be added on an as needed basis.

Volunteer Coordinator:

Assigned individuals will assist with volunteer check-in and may be asked to relieve other positions for breaks or respond to special requests.

Artist Relations:

A key factor in attracting the high caliber of our participating artists is the feedback we receive from them that they appreciate how well they are treated by those involved with The Woodlands Waterway Arts Festival. This team of volunteers roams the venue and establishes a rapport with the artists. You are a key component to making the artists feel welcome and provide a support function to them. By being visible at all times, the artists can rely on you to watch their booth while they take a quick break, distribute water or go get them a cup of coffee or other refreshment, report any problems they may have to your Volunteer Coordinator so that operations, security, medical, or other officials can respond to the problem. Some volunteers are assigned to the Artist Relations Tent where you will assist in requests that may come in from the artists or assist in coordinating the efforts of other Artist Relations volunteers.

Festival Admissions Booth:

Volunteers will not be asked to handle money. While assigned to an Admissions Booth, volunteers may be asked to assist with issuing admissions bracelets left at “Will Call”, affixing admissions bracelets onto patron’s wrists, assisting the security personnel with the art “Pick Up and Loading” area, and any other requests that may arise.

Gate Monitor/ Greeter:  

Volunteers will report to their assigned gate to greet patrons as they enter the venue, confirm that they have the correct admission bracelet on their wrists, and provide the patron with a program. These individuals are key to ensuring that our patrons experience a sense of welcome as they enter the arts festival. Security personnel will be posted at each gate and Gate Monitors/ Greeters are not expected to confront or challenge anyone entering the venue without the proper admission bracelet. As a host, you can direct such an individual towards the Admission Booth and request the assistance of Security personnel as needed. Each gate will have multiple volunteers.

Entertainment Assistant:

There will be two stages providing entertainment to patrons. A Volunteer/ Entertainment Coordinator will be present at each stage. The volunteer will provide assistance as needed by the Volunteer/ Entertainment Coordinator in assisting incoming and outgoing acts for a smooth transition and setup as well as running any errands as may be needed.

Artopoly/ Other Children’s Art Activities:  

The arts festival strives to create a family friendly event and to encourage children in developing artistic talents. The Artopoly is a large tented area with children friendly activities. Volunteers are assigned to be present and helpful to children and their accompanying adults with the various fun-filled projects and artistic opportunities. Your presence assures that everyone can participate and that someone is available to assist with materials and be available as needed.

Souvenir Sales Assistant:

The arts festival will maintain a booth that sells arts festival memorabilia such as hats, shirts, posters, etc. Volunteers are needed to merchandise, display, and show items to the public. In addition, assistance is needed in folding, arranging, and accounting for inventory.

Surveys:

During the arts festival, attempts are made to survey patrons in order to obtain their feedback regarding their experience of the event and to establish the demographics of our attendees. Volunteers will roam the venue and ask patrons if they would be willing to answer a few questions regarding the arts festival and will offer complimentary beverage coupons to patrons who agree to participate in the survey. Volunteers will be expected to approach patrons on a random basis, have the patrons complete the survey or record their answers on a survey form, and then return the surveys to the Volunteer Coordinators once all of the surveys issued have been completed or at the end of the working shift. Patron participation in the survey is completely voluntary and the volunteer should not be insistent or aggressive in soliciting patron participation.

Student Art Exhibit:

Student art will be on exhibit in a designated area. Volunteers will be available to answer general questions and to oversee the safety of the exhibits from unauthorized handling by patrons.