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 busses 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 VIP guest 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 counselors will gather when they arrive
  • Choose a location for the pre-show meeting with Robb and the counselors (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)
  • Garbage bags for clean up if not provided by venue
  • Standing plastic sign holder for VIP guest table
  • Extra black t-shirts in case a volunteer needs one
  • Large basket for returned access passes
  • Volunteer info packages for all volunteers
  • VIP guest list for check-in table
  • Tracking sheet for safety vests and radios: 
  • Enough copies of the seating chart for curbside ushers, hosts, venue staff and the RNP staff
  • Signage:
    • School signs for hosts (you can affix these to paint mixing sticks so they are easy to hold up!!)
    • Signs for windows of busses
    • Muster Point A sign
    • VIP guest table sign
    • Volunteer check-in sign
    • Reserved seating signs
    • Directional signage if necessary
    • Promotional banners if applicable

The following items will be supplied by TRNP. Please let TRNP Event Manager 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)
  • VIP 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 busses. 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. TRNP Event Manager and Production Manager 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
  • Introduce FOH Manager and Site Manager and which teams they’ll be leading
  • Number of schools, students, staff and busses coming
  • Explain the timing of the day
  • Introduce TRNP Event Manager and Production Manager
  • Doors open ONLY when TRNP Event Manager gives 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 during the song “Trouble Child”
  • All volunteers are to turn in access passes at the end of the day and receive a thank you gift

 

Step 9 →