It is essential that there is a sufficient number of volunteers and venue staff in place to handle the flow of students in and out of the venue. The number of volunteers required will depend on several factors:

  • Size of the venue

  • Layout of the venue

  • Number of staff provided by the venue

  • Number of schools and students attending the event

  • Number of buses that can unload at one time

  • Number of guests expected

  • If there will be a guest reception after the event

If you are having difficulty finding enough volunteers for the event, you can approach the parent councils of participating schools to fill in any gaps.

Below are some general guidelines to work with as you develop your volunteer strategy. Each venue and each community are unique, so your volunteer strategy may differ from these guidelines. The TRNP Events Director will work with you to develop an effective volunteer strategy for your event.

The TRNP Events Director will oversee the entire event and will be onsite at each SuperShow to provide general oversight and liaise with the TRNP production team to ensure clear communication. There are usually 2 main volunteer team leaders who work with the TRNP Events Director to provide leadership for the event:


    • Works with Front of House Manager to develop volunteer strategy.

    • Assesses traffic flow, bottlenecks, egress, handicap access, seating capacities, security, restrooms, first aid, etc. to ensure safe and efficient people flow.

    • Works with venue to ensure adequate security is in place for the event.

    • Determines and creates signage required (see signage samples in STEP 8)

    • Arranges with city to have street blocked off for busses if necessary.

    • Connects with venue and busing companies to determine where buses will park for the duration of the event.

    • Leads the curbside team that works to direct the flow of people on and off buses, as well as directing car traffic to parking lots if necessary.

    • Communicates with TRNP production manager as buses arrive for pick up to guide dismissal of students.


    • Works with Site Manager to develop volunteer strategy.

    • Assigns volunteer roles and handles all pre-show communication with volunteers.

    • Informs TRNP Events Director of the number of access passes required for volunteers and guests as well as safety vests (for curbside ushers) and radios required (select volunteers in key areas of the venue should be on radios to ensure good team communications). TRNP will provide access passes, safety vests and radios.

    • Handles volunteer check in, ensuring each volunteer has their access pass and fully understands their role. Any signage appropriate to their role is given to the volunteer at check in, as well as safety vests and radios where applicable.

    • Ensures clean up of venue, all volunteers participate.

    • Develops and executes thank you strategy for volunteers.

    • Keeps master list of volunteers, with contact information and role assignments. The following tracking document can be used:

There are several types of other volunteers that make up the teams:

  • CURBSIDE USHERS: report to Site Manager

    • Curbside ushers enter each bus to confirm which school is on board, give staff member a seating chart, circle seating area on map and write bus # on top of map.

    • Walk that bus group to the entrance.

    • One curbside usher will be identified to give window signs to each bus driver. 

    • Be in place 15 minutes before the show ends to help schools get on the correct bus.

    • All curbside ushers MUST wear safety vests, provided by TRNP (no exceptions!)

    • Join all volunteers in cleaning venue after all busses have left.

  • SECURITY: report to Site Manager

    • Presence at entrance to ensure no unwanted people enter

    • Monitor washrooms hallways and secluded areas in venue

    • Be aware of any potential threats to individual students (schools will provide that info)

    • In order to ensure the safety of the students, every adult in the facility will require either venue identification, school identification or an TRNP access pass. Security staff will be required to enforce this rule.

    • Join all volunteers in cleaning venue.

  • SCHOOL HOSTS: report to FOH Manager

    • Each school has at least one assigned host who stays in the theatre at the school’s assigned seating section and assists with getting the students seated. It works well to have hosts holding signs with their assigned school name.

    • Hosts can greet their school as they arrive and walk them to their seating section, or just meet them inside the theatre – whatever is most appropriate for the venue.

    • Hosts remain with their assigned school for the duration of the event to answer any questions or help deal with any issues that might come up.

    • During the show, hosts watch for any student who leaves their seat for any reason. Hosts ensure school staff is aware of any student who has left their seat during the show.

    • Hosts are not responsible for checking on the welfare of any student who may have left their seat, but only for informing the school staff. For liability reasons, it is very important students are cared for by school staff, not by individuals associated with TRNP as we do not have security clearance.

    • Hosts assist schools to exit the venue in an orderly way.

    • Join all volunteers in cleaning venue.

  • GUIDES: report to FOH Manager

    • Guides will be placed at key areas throughout the venue to help guide schools to the correct side and level of the theatre, so they can find their assigned seating section without confusion.

    • Some guides will oversee the guest reception if one is offered.

    • All guides need to be familiar with the seating chart for the event, so they are able to help any staff or student who is unsure of where they are to go.

  • GUEST CHECK IN: report to FOH Manager

    • Place reserved seating signage on guest seating sections in the venue.

    • There will be some attendees who are not affiliated with a participating school but have been invited to attend as guests. All guests will have been pre-registered and must be checked in and given an access pass.

    • Sit at the guest check in table and greet guests as they arrive, checking off each arrived guest from the guest list and ensuring each guest receives an access pass.

    • Collect access passes from guests as they leave the venue

    • Join all volunteers in cleaning venue.

  • HOSPITALITY:report to FOH Manager

    • Ensure there is food and water for all volunteers and crew

    • Handle catering for guest reception if applicable

    • Handle catering for stage crew and band (if required)

    • Coat check for volunteers and crew

    • Bring supplies required to the venue on event day (see list in STEP 8)

    • Join all volunteers in cleaning venue.

  • RUNNER: report to TRNP Event Manager

    • 2-3 people to assist the Events Director with anything that might come up during the event and help in any capacity required.

    • As schools arrive, runners will be sent to get that school’s representative to come check in at Muster Point A and speak with the Events Director.

    • Tasks may also include going backstage to talk with the production team, filling in any gaps in the volunteer teams if someone doesn’t show up, assisting with volunteer check-in, getting any supplies required, etc.

    • This role is very unpredictable and will depend on what comes up during the event. Runners need to be able to think on their feet and move quickly!

    • At least one person filling this position must be a responsible driver with a reliable vehicle in case a need arises for items to be procured off-site (this person will be given preferential parking near the stage door and gas expenses will be reimbursed).

    • Join all volunteers in cleaning venue.

We recommend all volunteers wear black to the event. If your team would like to have t-shirts for your volunteers, discuss this option with the TRNP Events Director. Key volunteers will also be required to wear a headset and participate in radio communication during the day.

Once the volunteer strategy and volunteer roles have been determined, send out an information package to all volunteers by email. These templates can be used for pre-show communication with volunteers: