STEP 8 – EVENT DAY
The Site Manager and FOH Manager should plan to arrive at the venue 3 hours before the arrival of the first buses in order to:
Walk through the venue and make any necessary changes to the volunteer and people flow strategies
Ensure volunteer information is ready for the arrival of the volunteers
Ensure guest check in table is available
Choose a location for the “control” station, which will be the main base of operation for FOH activities
Choose a location for volunteer sign in (normally held at the control station)
Choose a location for Muster Point A, where school representatives will gather when they arrive
Choose a location for the pre-show meeting with Robb and the school representatives (backstage)
Choose a location for the pre-show volunteer meeting (normally held at the control station)
Liaise with the production team to review timing of the day
Liaise with venue to ensure staff is aware of all plans
Ensure that the following supplies are brought on event day:
Stationery items (tape, scissors, pens, markers, highlighters, blank paper, blue tack adhesive)
Standing plastic sign holder for guest check in table signage
Extra black t-shirts in case a volunteer needs one
Large basket for returned access passes
Guest list for check-in table
Tracking sheet for safety vests and radios:
Enough copies of the seating chart for all volunteers, venue staff and TRNP staff
School signs for hosts (you can affix these to paint mixing sticks so they are easy to hold up)
School signs for walls (to direct schools to proper entrance door to theatre)
School signs for busses
Seating maps (enough for all volunteers/staff/buses)
Muster Point A sign
Guest check in table sign
Volunteer check in sign
Reserved seating signs
Return passes here sign
Directional signage if necessary
Promotional banners if applicable
The following items will be supplied by TRNP. Please let the TRNP Events Director know the required numbers for:
All-access passes (for those volunteers who need access to all areas of the venue)
Volunteer access passes (for those volunteers who only need access to limited areas of the venue)
Guest access passes
Safety vests for curbside ushers
Radios for select volunteers
Volunteer thank you cards
Every adult in the facility will require either local venue identification, school identification or a TRNP access pass in order to enter and remain in the facility. This identification needs to be clearly displayed and easily identified by security staff. This is taken very seriously by TRNP staff as our top priority is to ensure the safety of all attendees.
Volunteers will begin to arrive 1.5 hours before the arrival of the first buses. The FOH Manager will be responsible for volunteer check-in,ensuring each volunteer has their access pass, safety vest and radio (if applicable) and fully understands their responsibilities.
Have a pre-show volunteer meeting as soon as all volunteers are settled in. This meeting can be led by the FOH Manager and/or the Site Manager. The TRNP Events Director will also attend and help answer any questions that arise. Be sure to cover the following items in the pre-show volunteer meeting:
Big thank you to all volunteers!!
Location of refreshments and coat check for volunteers, as well as location of washrooms
Introduce FOH Manager and Site Manager and which teams they’ll be leading
Introduce the TRNP Events Director
Number of schools, students, staff and busses coming
Explain the timing of the day
Location of Muster Point A and an explanation of the logistics of the pre-show meeting with Robb for school representatives
Runners and hosts will work together to gather the school representatives as schools arrive at the venue
Volunteers are not cleared to have unsupervised contact with any student, so it is very important that students are cared for by school staff, not by individuals associated with TRNP
Doors open ONLY when TRNP Event Manager give approval, just in case the production team is not ready when the first busses arrive
Explanation of how to work the radios and how radio communication will be handled
A reminder that anyone working the exterior of the venue MUST wear a safety vest, NO EXCEPTIONS
Curbside ushers to come back in place 15 minutes before the end of the show
Explanation of dismissal procedures
All volunteers are to turn in access passes at the end of the day and receive a thank you gift
Once the main volunteer meeting is over, have volunteers separate into curbside and inside groups. The Site Manager will have another meeting with the curbside ushers to explain curbside procedures. The FOH Manager will have a meeting with hosts/runners/guest check in/hospitality volunteers to explain those roles.
***CURBSIDE PROCEDURES: We recommend the following:
Prepare pre-printed signs with each school name, printing one sign for each bus that the school is sending. Use brightly colored card stock for easy visibility.
As the buses arrive, have one dedicated volunteer assigned to ask each bus driver which school they are from and their bus number. This volunteer writes the bus number (with a thick marker!) onto the pre-printed school sign and hands it to the driver, asking them to display it in their side window when they return to pick up students.
As the buses return, curbside ushers will be able to see the signs in the bus windows and easily identify the school name and bus number. The Site Manager will radio the arrival of each bus to a TRNP staff member who will be on stage to coordinate school dismissal. Only those students whose buses have arrived will be dismissed, while the rest wait until their bus is curbside.
As each bus arrives at the curb, the curbside ushers will take the school signs back from the driver and stand next to the bus, holding the sign up high so the teachers can easily see which bus they are heading to.
When planning your curbside strategy, it is ideal to have one volunteer for each bus that can be unloaded at the venue at the same time and an extra volunteer dedicated to handing out the bus signs to drivers. In addition, have a couple free-floating volunteers to handle any needs that might come up.