TD TORONTO JAZZ FESTIVAL VOLUNTEER HANDBOOK 2014 Serving the Jazz Community Since 1987 Turn up the jazz and explore the TD Toronto Jazz Festival as it plays nonstop from June 19 June 28, 2014. Uniting half a million fans at more than 40 locations across the city, the Festival is the ultimate destination for music lovers. Make the Festival your meeting place this summer and take in a breath of fresh jazz. Whether you're simply looking for community service hours or are dying to be part of one of the city's biggest music festivals, volunteering at the TD Toronto Jazz Festival offers an exciting experience for all. Whether you're scheduled to be in the Jazz Headquarters, the TD Comfort Zone, the Green Room, or the Box Office or will be helping out with Transportation, Merchandise, Corporate Box, or Front of House duties, volunteering is your chance to experience the Festival behind the scenes. New this year, turn up the fun along with the music and experience being a part of the Jazzy Brochure Team or Acoustic Crew. Every year, the Festival presents some of the biggest names in jazz. If you want to enjoy live music, meet new friends, build Festival memories, and gain valuable experience, come out and celebrate summer at the TD Toronto Jazz Festival. /torontojazzfest @torontojazzfest @torontojazzfest Watch the Festival Video! Patrick Taylor Executive Producer Veronica Sinnaeve Volunteer Coordinator Josh Grossman Artistic Director Patti Marshall Director of Operations
VOLUNTEER INFORMATION ACCREDITATION PASS Each volunteer will receive an accreditation pass and the official Festival T-shirt when signing in at the Jazz Headquarters on the day of his or her first shift. The pass allows volunteers on-site access during their shifts. It is not a Festival pass and does not give volunteers access to performances. All volunteers must sign in at the Jazz Headquarters, located in the Roosevelt Room, located on the 2nd floor of the Sheraton Centre Toronto Hotel. ATTENDANCE Please be punctual and reliable. It is crucial that you report on time for your shifts. If you cannot work a confirmed shift, please email volunteers@tojazz.com OR call the Jazz Headquarters (416-945-6292) 24 hours in advance this phone number works during the Festival ONLY (June 20-28). PUBLIC RELATIONS AMBASSADORS Volunteers are important ambassadors for the TD Toronto Jazz Festival. Please be friendly, personable, and willing to assist. If you aren't able to help, please refer patrons to your area leader. DRESS CODE While on the job, volunteers must wear their staff T-shirt and accreditation pass. Please arrive neatly attired and ready to work. ADMISSION TO PERFORMANCES Your assigned task is your number one priority. Keep in mind that seating is reserved for ticketholders only. When you are off-duty, we sincerely hope you will enjoy some of the Festival shows. However, if you want guaranteed admission, you will need to purchase a ticket. Please keep your voices to a whisper during all performances. WHILE ON THE JOB Volunteers must not drink alcoholic beverages or smoke while working, including in outdoor licensed areas.
HOSPITALITY Volunteers and staff are Festival ambassadors. In order to help patrons, volunteers should be as knowledgeable as possible about the Festival. Please read the programme and all other relevant materials you are given. VOLUNTEER HANDBOOK This handbook has been prepared to keep you informed on all areas pertaining to volunteering at the Festival. Please be sure to read everything and keep this book for your reference. JAZZ HEADQUARTERS The Jazz Headquarters for all volunteers will be located in the Roosevelt Room (2nd Floor) at the Sheraton Centre Toronto Hotel. The Jazz Headquarters' phone number (June 20 28) is 416-945-6292. The Transportation phone number is 416-945- 6294. The Headquarters will be open from 11:00 a.m. to 9:00 p.m., June 20 28. Staff and volunteers will be on duty to provide help and information to all volunteers. Light refreshments will be available. When to visit the Headquarters? To sign in prior to your shifts and to check the schedule for available shifts To pick up your volunteer T-shirt and your volunteer accreditation pass To relax between shifts and enjoy a snack To find out about volunteer events To receive updates on all activities If you have an emergency Call the Headquarters 24 hours in advance if you are unable to work your shift (or email volunteers@tojazz.com) TRAINING On-the-job training will be provided by the coordinator for the area you are assigned. Please be sure to arrive at least 15 minutes early for your first shift and check in with your coordinator for instructions. VOLUNTEER RAFFLE For each shift you complete, your name will be entered into the raffle box at the Jazz Headquarters. The winning tickets will be drawn at the Volunteer after-party (Sunday, June 29, details TBA), so be sure to attend all of your shifts for the chance to win some great prizes!
VOLUNTEER RESPONSIBILITIES VOLUNTEER HEADQUARTERS Assist in daily operations, act as an artist liaison, answer phones, update schedules, help coordinate volunteers Ensure all volunteers check in for their shifts Distribute T-shirts and volunteer passes GREEN ROOM Assist Festival caterer in preparing hospitality requirements in artist dressing room and lounge areas Keep area tidy Help to control admittance when restricted admittance is required. BOX OFFICE Sell tickets and answer questions about performances Responsible for cash float and tickets Must be organized and able to balance float Must have good customer service skills and enjoy dealing with the public Help keep the box office tidy and organized * Reporting to Joni Smith FRONT OF HOUSE Greet patrons, scan tickets, and stamp hands at ticketed concerts Watch over reserved seating areas Keep Front of House tidy and free of debris Ensure that patrons do not take alcohol outside of the venue TD COMFORT ZONE Welcome guests, keep the comfort zone area neat and clean, restock the programme rack, and provide Festival information Courteously answer patron questions and help promote the Festival Direct patrons to the various stages, box office, merch kiosk, etc. Collect information from patrons interested in receiving further Festival information TRANSPORTATION *Must be 21; cannot drink and drive *Must possess a valid driver's license Ensure prompt and safe pick-up and transportation of artists, HQ personnel, goods to and from airport, hotels, venues, bus/train stations, etc. Take care of vehicles, cell phones, and all equipment When required, assist international artists with the immigration procedure at the airport Be on time for shifts and pick-ups and be prepared to remain on standby if necessary Obtain receipts for parking, immigration expenses, etc. When required, assist musicians or Merchandise Coordinator with loading and storing of equipment, programmes, or merchandise at hotel and venues *Reporting to Shawn McConnell and Don Rambajan
MERCHANDISE SALES Sell Festival merchandise at Nathan Phillips Square Display and fold all products as directed by the Merchandise Coordinator (displays must be organized and visually appealing) Count and verify inventory received at the beginning, during, and at end of your shift (you must balance your inventory sales to your cash on hand) Inform Merchandise Coordinator of any situation that may create accounting imbalances (e.g., theft, counting errors, etc.) Ensure that required sales information is properly recorded for each shift (as set by the Merchandise Coordinator) Keep the merch area tidy; responsible for cleanup at the end of your shift Evening shifts run after 10 p.m. most nights (until sales are done and everything is packed up) * Reporting to Jessie Lyon CORPORATE BOX HOST *Please check in at the Corporate Box entrance 15 min. prior to your shift. Greet the Festival's VIP customers in a professional manner and escort them to their designated corporate boxes Ensure corporate boxes are kept clean and presentable Monitor corporate box patrons (be aware of who enters and exits) Assist corporate box guests with any questions that may arise At the end of the performance, you may hand out flyers at the main entrance as the audience exits You will be working alongside a Festival staff member who will be taking tickets and providing you with direction. * Reporting to Aileen Le Breton JAZZY BROCHURE TEAM *NEW!* ACOUSTIC CREW *NEW!* AC Be an enthusiastic & outgoing team player Basic stage setup (speakers, mics) Promote the Festival by distributing Watch over equipment during Festival programmes at the Festival site performances Bring patrons on-site to the heart of the Assist with load-in/load-out of equipment Festival and get everyone excited about Assist with any technical issues jazz! No experience required; basic technical knowledge preferred OFFSITE SHOPS AT DON MILLS 1090 Don Mills Rd. Assist at our stage at Shops at Don Mills! Please pick up your T-shirt and pass in advance at the Volunteer Headquarters * Reporting to Sam Pomanti
IMPORTANT INFORMATION Volunteers may bring any situation requiring clarification directly to Veronica Sinnaeve, Volunteer Coordinator, reachable at the Jazz Headquarters or through the staff there OR by email at volunteers@tojazz.com. A First Aid Kit is available at the Jazz Headquarters in the event of an accident. In case of an emergency on-site, please call the Headquarters. Jazz Headquarters: Transportation Headquarters Roosevelt Room, 2nd Floor, MacKenzie Room, 2nd Floor Sheraton Centre Toronto Hotel Sheraton Centre Toronto Hotel 416-945-6292 (June 20-28) 416-945-6294 (June 19-28) Veronica Sinnaeve (Volunteer Coordinator) 416-928-2033 x.24 (voicemail only, until June 19) volunteers@tojazz.com LAST BUT NOT LEAST INTRODUCING THE JAZZ MAN! You may have noticed @TheJazzManTO on Twitter these past few weeks! We aren't quite sure of the details just yet, but if you run into him during your volunteer shift, you might just have an extra chance to win a prize at the volunteer party!