Each year, approximately 400 volunteers team up to help make the Boscov's Berks Jazz Fest a great musical experience for the more than 40,000 fans who enjoy the annual festival.
Berks Jazz Fest volunteers assist with everything from concert production -- setup to takedown -- to transportation, hospitality, merchandise sales, ushering at events, and numerous other tasks.
If you have any questions about volunteering for the Boscov's Berks Jazz Fest in March of 2012, contact Gary Spencer of the Berks Arts Council at 610-898-1930x24.
The Boscov's Berks Jazz Fest will be the biggest Jazz Fest to date, and we need many volunteers for the 100-plus events spanning two weekends.
Please read the following information before filling out the registration form.
It is very important that all volunteers have an understanding of this general information in order to make the volunteer experience a positive one.
We look forward to working with you on such a special event!
General Volunteer Information
- Volunteers do not have to be current members of the Berks Arts Council or an employee of a sponsoring company but we do strongly suggest it. If you are not a member and wish to become one, please contact the Berks Arts Council at 610-898-1930x216.
- All volunteers are required to commit to working a minimum of 3 concerts. All volunteers who work 3 or more concerts will be invited to the Boscov's Berks Jazz Fest Volunteer Party, to be held after the Jazz Fest.
- If you are volunteering for a concert and can not be assigned to that concert you may be assigned to a different concert taking place at the same time.
- As a volunteer, you will be expected to carry out the duties of the jobs that you are assigned. You will also be required to fill in at other positions when you are needed. A list of job descriptions is provided on this webpage.
- All volunteers are required to attend a 1-hour orientation held at the GoggleWorks, Center for the Arts, 201 Washington Street, Reading, PA.
- All volunteers are required to obtain a Boscov's Berks Jazz Fest Staff T-shirt. This shirt will serve as a “uniform” to help volunteers stand out from the general crowd. The Boscov's Berks Jazz Fest T-shirt can be purchased from the Berks Arts Council for $10 T-shirt vouchers will be sold at the Orientation session and will be available for pick up prior to the festival.
- All volunteers must be registered by February 18, 2012. For more information, please contact the BAC at 610-898-1930x24.
Volunteer Job Descriptions
The three basic positions that will be assigned for the Boscov's Berks Jazz Fest are Ticket Takers, Ushers, and Merchandisers. Other volunteer positions include Hospitality Workers, Surveyors, and Runners. All volunteers who are assigned any of these jobs will be under the direction of the House Captain: the person who will supervise all front-of-house activity at each venue.
The following are brief descriptions of each position.
House Captains
House Captains supervise all front-of-house activities. Front-of-house includes the areas from the lobby to the front of the stage. They are chosen based on their past experience as Boscov's Berks Jazz Fest volunteers. There will always be at least one House Captain on duty at all times at each venue. Their duties will include:
- Assigning duties to volunteers at each concert
- Arranging for all volunteer breaks
- Relieving volunteers when needed and assisting in carrying out multiple duties
- Supervising front of house and attending to all major problems as efficiently as possible
Ticket Takers
Ticket Takers are charged with taking tickets from patrons and guiding them in the general direction of their seats. Ticket Takers are expected to arrive 90 minutes before the start of each show to receive specific instructions.
Their duties will include:
- Becoming familiar with seating and facilities to help guide patrons more efficiently
- Checking tickets for correct times and dates
- Assuring that no one enters the venue without a valid ticket for the event
- Keeping the flow of traffic moving in the outer lobby
- Escorting late patrons to the proper door and monitoring exit/ re-entry doors during performance
- Reporting any problems to the House Captain
- Returning tickets to House Captain after show has started
Ushers
Ushers are charged with helping patrons to their assigned areas and assisting patrons with seating issues in finding their seats. Ushers are expected to arrive 90 minutes before the start of each show to receive specific instructions.
Ushers will be required to bring flashlights to each performance. Their duties will include:
- Becoming familiar with the seating layout in order to seat everyone quickly, without error
- Becoming familiar with facilities to guide patrons more efficiently
- Keeping track of reserved seats for sponsor seating
- Directing traffic after concert begins
- Staying available during and after concert to assist people, if needed
Merchandisers
Merchandisers are charged with counting the inventory, selling the merchandise, distributing newsletters and accepting donations and memberships for the Berks Arts Council. Merchandisers are expected to arrive 90 minutes before the start of each show to receive specific instructions. Their duties will include:
- Managing the merchandise, goods, stock and sales and revenue
- Responsible accounting of the revenue made with the merchandise sold
- Maintaining separate accounting for artist’s merchandise with separate sign-off sheet
- Keeping all merchandise areas neat and keeping inventory counted
- Becoming familiar with facilities to guide patrons more efficiently
Other Volunteer Jobs
In addition to the first three jobs described, there will be a need for volunteers to fill the positions of Event Support (helping with refreshments and to direct patrons at concerts and concert receptions), Surveyors (circulating through the crowd and selecting random participants to complete surveys) and Runners (running errands for various staff members and artists). These jobs will be assigned to volunteers who have proven themselves reliable in the past.
One final job that volunteers may request to perform is Production. It should be understood that production workers are required to work long hours, with physical labor being involved. If you are interested in volunteering for Production, you should contact Gary Spencer at 610-898-1930x24 or at spencer@berksjazzfest.com
Although volunteers will be assigned specific jobs, it will be greatly appreciated if everyone helps out at whatever position are requested.
Dress Code
All volunteers are required to wear their Boscov's Berks Jazz Fest Staff T-shirts along with name tags that should be prominently placed on the right side of the shirts. It is very important that volunteers wear both the T-shirt and name-tag in order to be easily recognized and addressed by patrons and staff members.
Sequence of Events for a Typical Performance
90 Minutes Before the Event: All volunteers arrive, are checked in and sign-up for future events. Volunteers will be admitted for duty only if attired according to dress code. Volunteers must be 18 years of age or older.
75 Minutes Before the Event: VOLUNTEER BRIEFING by House Captain, where special instructions and situations are discussed. Merchandise personnel complete their set-up at this time.
60 Minutes Before the Event: Ushers report to their assigned stations; LOBBY OPENS. Ticket Takers start taking tickets and merchandise areas open. Ushers are inside the house checking the seats in their assigned areas.
45 Minutes Before the Event: HOUSE OPENS! All Ushers will seat people, watch for problems, enforce rules governing smoking, food & beverages and recording equipment (audio and video).
Show Time!: Ushers clear the aisles and wait in the lobby for latecomers. All volunteers are requested to stay on-site until the House Captain relieves you of duty. Those volunteers wishing to remain at the show after being relieved by the House Captain may do so, but will be requested to help out if any problems arise.
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