Here are the various volunteer positions we need for Assessment
March 18-19, 2022
Registration Table #1
Location: Across from Main office
Instructions for registering bands:
Check in Volunteers:
Volunteer Here
Registration Table #2
Location: Across from Main office
Instructions for meeting buses:
Note: some bands may have students arrive on their own, in which case those students will wait in the Cafeteria until everyone has arrived and no need to meet a bus.
Stage Manager
Location: Backstage
Responsibilities:
Volunteer Here
Usher
Location: Lobby and Auditorium
Note:
Responsibilities:
Volunteer Here
Concessions
Location: Cafeteria
Notes:
Volunteer Here
Hall Monitor
Location: Various
Responsibilities:
Band Movement:
Volunteer Here
Sight Reading
Location: Lecture Hall
Notes:
Volunteer Here
Judge's Hospitality
Location: Orchestra Room
Notes:
Responsibilities:
Volunteer Here
Location: Across from Main office
Instructions for registering bands:
- Greet Director
- Accept envelope of music scores and blank rating sheets and setup changes
- Verify that they are originals (not copies)
- Verify that measures are numbered
- Introduce Director to Student Guides
- Send band packet and setup changes to the Auditorium Manager (Mr. Bergman)
- Return band packet to Directors after Tabulation returns packet to Registration
Check in Volunteers:
- Volunteers get name tag, instructions & concessions tickets as appropriate
- Initial student check-in/check-out sheets to verify service hours
- Volunteers should return to the registration desk following their shifts to check out
Volunteer Here
Registration Table #2
Location: Across from Main office
Instructions for meeting buses:
Note: some bands may have students arrive on their own, in which case those students will wait in the Cafeteria until everyone has arrived and no need to meet a bus.
- Meet school buses/equipment trucks as they arrive at Entrance 1 (near main office)
- Buses should arrive flagpole side - Director will check in at registration
- Bands should wait on bus until registration is ready, when practical; otherwise, wait in the cafeteria until registration.
- Unloading
- Percussion equipment arrives through door into arts hallway behind the theater
- Students go through Entrance 1 (main hall) to registration area
- If buses arrive while SLHS buses are queued up, they should wait until buses clear or unload in the lane near the parking lot.
- Advise bus drivers of band pick-up information
- Stadium side next to school (Entrance 4)
- Approximate finish time
- Direct drivers to park buses while waiting in the stadium side parking lot (NOT next to the school)
- Buses should arrive flagpole side - Director will check in at registration
- When not meeting buses, assist with other registration duties.
- Act as Score Runner if requested:
- Accept judges’ scores from Auditorium Manager and transfer band pack envelope to Tabulation
- Accept judges’ recorders from Tabulation and transfer to Auditorium Manager
- Accept judges’ scores from the Sight Reading Room and transfer band pack envelope to Tabulation
- Take completed packets from Tabulation to Registration as instructed
- ONLY ADULTS MAY HANDLE SCORE SHEETS
Stage Manager
Location: Backstage
Responsibilities:
- Check in at Registration Desk (main hallway)
- Handle the binder with band set up charts, including any day-of-assessment updates to set ups (Student Runner or Mr. Bergman will bring these backstage from registration)
- Oversee Stage Crew
- Ensure the stage is properly set for each band in time for their performance:
- Percussion will arrive 15 minutes prior to performance time to assist with percussion setup
- Band will arrive 5 minutes prior to performance time
- Bands will arrive stage right and depart stage left and exit through the rear auditorium doors into the main hall.
- Percussion
- Percussionists/volunteers may begin percussion setup as soon as the previous band is done.
- Percussion equipment will be unloaded into the arts hallway behind the theater.
- After performance, percussionists/volunteers will move their equipment to the hallway outside the Sight Reading area, and equipment trucks should pick up stadium side afterwards.
- Return to Registration Desk for Check Out
Volunteer Here
Usher
Location: Lobby and Auditorium
Note:
- The Auditorium Manager/Score Runner is Mr. Bergman. Please assist him as needed and he can provide guidance as needed.
- There is one adult usher per shift and one student usher per shift.
Responsibilities:
- Check in for shift at Registration Desk
- Help keep the lobby area quiet, especially during performances.
- Monitor doors to ensure no entries/exits during performances.
- Hand out programs
- Answer questions for audience members
- Direct audience members to cafeteria during break times (auditorium will be closed during breaks and will reopen 10-15 minutes before first scheduled performance)
- Oversee student ushers.
(SLHS student guides assigned to each band may come to the front of the auditorium to help usher as soon as their band has been transferred into the care of the stage crew. They will meet their bands stage left as soon as their performance ends.) - Return to the Registration Desk to check out at the end of your shift.
Volunteer Here
Concessions
Location: Cafeteria
Notes:
- Christina Blocksom is managing concessions and will provide guidance and deliver (or coordinate delivery) of food.
- Busy times occur when bands return to the cafeteria after performing - approximately 45 minutes after Sight Reading time
- Check in at Registration Desk before start of shift.
- Help set up concessions and replenish as needed
- Oversee the cash box (an adult volunteer should have an eye on the cash box at all time)
- Oversee student concessions volunteers (taking orders, pulling items, replenishing stock, etc.)
- Sell concessions
- Receive coupons from volunteers to redeem for food from concessions (1 ticket = $1).
- Monitor pizza and coordinate with Christina on reorders
- You may be asked to run to Dominos or Safeway to replenish items
- First and last shift of the day will count & verify cash
- Return to Registration Desk at end of shift for check out.
Volunteer Here
Hall Monitor
Location: Various
Responsibilities:
- Check in for shift at Registration Desk in main hall
- Hold walkie talkie and master key to access storage rooms
- Work with Student Guides to ensure safety and security of participants and their equipment
- Keep storage rooms locked when unoccupied.
- Open storage rooms at Director’s request
- Verifies condition of storage room when bands depart (if possible, take a photo before the band enters the room to use when restoring to original condition)
- Work with Student Guides to make sure the room is back in order after band departure.
- Return to Registration Desk for check out at the end of your shift.
Band Movement:
- Bands will be taken to their storage room after registration is complete
- Bands will leave storage rooms a few minutes before warm up time
- Bands will return to storage after completion of Sight Reading
Volunteer Here
Sight Reading
Location: Lecture Hall
Notes:
- Sight-reading Judge is Professor Birdsong from JMU
- Bands will come to Sight Reading as soon as their performances on stage are complete, so times may vary slightly
- Band will be seated, then the judge will instruct the Director and band to open their music and begin the process which consists of several minutes of instructional time, followed by playing the piece
- Check in before shift at the Registration Desk in the main hall.
- Assist Sight Reading Judge as needed with:
- Distributing/collecting music
- Setting up chairs/stands
- Distributing/collecting hand-held percussion instruments
- Supervise student sight reading volunteers as they assist with above tasks
- Note: Student guides accompanying each ensemble are available to assist while their ensemble is in sight reading.
- Ensure that volunteers remain silent through the sight reading process
- Return to the Registration Desk for check out.
Volunteer Here
Judge's Hospitality
Location: Orchestra Room
Notes:
- Kathleen Ridolfo is managing judges’ hospitality. Contact Kathleen with any questions/issues (e.g., if we run out of items).
- Friday’s dinner and Saturday’s lunch are being ordered from Cafesano; Kathleen will pick up and deliver the meals per the schedule.
- Note that the stage judges will arrive for breaks/meals first, followed by the sight reading judge about 45 minutes later.
- The judges’ hospitality setup is for the 4 judges, Mr. Fore, Mr. Bergman, Ms. Bergman, Mr. Baldwin, Ms. Gifford, and others only as specifically designated by Mr. Fore. No one else should enter the room.
Responsibilities:
- Check in at Registration Desk prior to shift
- Ensure that judges’ hospitality setup (in the orchestra room) is clean and replenished as needed
- Set up for meals when delivered
- Replenish water, pencils, or other judges’ supplies as needed in the auditorium (Auditorium Manager, Mr. Bergman, can notify you what’s needed)
- Assist judges with other tasks as needed
- Periodically check Volunteer Hospitality (boys dressing room) and replenish as needed; ensure that students are not partaking in more than their share
- Return to Registration Desk after shift to check out
Volunteer Here
