HOW TO VOLUNTEER AS STAFF

To be considered for volunteering as a Staff Member, please click here to download the form then email it to the attention of Robin at actorsgroup@sbcglobal.net.

STAFF

Staff at The Actors Group are entirely voluntary. Staff Members are there to enhance the experience of each workshop for the Industry Professional Guest(s) and every member in attendance as well as themselves. Staff Members at The Actors Group are representative of all it is and does. Staff Members must be:

• friendly,
• courteous,
• smiling,
• attentive,
• efficient,
• reliable,
• knowledgeable and
• helpful to each and every member attending workshops as well as the Industry Professional Guest(s) for the workshop.

There are at least two (2) and up to four (4) Staff Members on duty at each event. Staff Members are expected to arrive no less than one (1) hour prior to any event.

The following are functions of The Actors Group Staff for each event:

• Confirm Industry Professional Guest(s) attendance by email and phone a minimum of 24 hours prior to their workshop along with time and location with driving directions
• Print sign in sheet for each event
• Determine payment due from attendees of each event
• Unlock and prepare the Green Room and the Theatre
• Furniture arrangement (Green Room),
• Lights,
• A/C, fans or heat,
• Open/close draperies (Green Room)
• Write name and contact information of Industry Professional Guest(s) on board
• Sweep outside (Theatre)
• Mop Stage
• Set out 2 chairs and a table
• Lights,
• A/C or heat,
• Provisions for "Hot Set" (Theatre)
• Reserve parking space(s) for the Industry Professional Guest(s) by placing orange cones in space(s)
• Check voice mail for messages, record and take any necessary actions such as noting late bookings or cancellations, etc.
• Make coffee and put out cups and condiments,
• Stock refrigerator with drinks
• Put out refreshments for donation
• Prepare packet for Industry Professional Guest(s) to include:
• Industry Professional Guest(s) Information Sheet
• Curriculum Guide
• Audition Disclaimer
• Honorarium Payment
• Picture/resumes of members booked in workshop (when applicable)
• Greet the Industry Professional Guest(s) when they park,
• Walk in with the Industry Professional Guest(s),
• Seat the Industry Professional Guest(s)
• Offer/get Industry Professional Guest(s) refreshments
• Give Industry Professional Guest(s) their packet
• Ask Industry Professional Guest(s) to fill out Guest Information Sheet(s) with current information and collect for their file
• Double check for:
• Social security number
• Day-of contact number
• Current Office and Email addresses
• Make note of Industry Professional Guest(s) comments or changes such as allowable group size, honorarium amount, prefers to read one on one instead of pairing attendees
• Put out Sign In Sheet and Disclaimer
• Pull files of all members attending the event
• Supervise attendees signing of Sign In Sheet and Disclaimer
• Make sure attendees submit a picture/resume
• Facilitate workshop attendees’ payments by cash, check or credit card and clarify special discounts or discount packages being used and/or available
• Apprise attendees of need for more picture/resumes in their file
• Update members files with current information or items to file
• Answer phone(s) if calls come in
• Call for the workshop to begin by:
• Turn off music
• Unplug phone(s) or disable ringer(s)
• A brief introduction of Industry Professional Guest(s)
• Read disclaimer required by Labor Board
• Request that all cell phones and pagers be turned off
• Enforce Rules of The Actors Group and workshop protocol
• Record attendance in each attending member’s file
• At end of workshop thank the Industry Professional Guest(s) and query about rebooking 3 months from date
• Make sure to always walk Industry Professional Guest(s) to their car
• Restore phone(s)
• Complete workshop recap of payments
• Return attending Members’ files to cabinet
• Clean counters, tables and seats of all refuse
• Take any and all trash out to dumpster
• Return furniture to standard arrangement
• Empty coffee pot, clean and unplug
• Wash and put away any dirty dishes
• Turn off music, lights, A/C or heat and fans
• Close and lock up following each workshop

The following are constant maintenance functions performed by The Actors Group Staff:

• Call and Book Industry Professional Guest(s) for future events
• Confirm Industry Professional Guest(s) current project(s)
• Confirm Industry Professional Guest(s) current direct contact information
• Within 24 hours of booking the Industry Professional Guest(s),
•  either fax or email a workshop confirmation along with driving directions to the Industry Professional Guest(s)
• email the booking confirmation including who they work for and what they are working on to the monitor of the website calendar
• Monitor website activity
• Data entry in computer of updates and new information
• Retrieve voice mail messages multiple times daily and field appropriately
• Schedule auditions
• Audition prospective members
• Schedule and book rental activity
• Water all plants inside and outside
• Update phone voice mail messages on both phone lines daily/weekly as needed
• Make sure we have copies of all Forms and office supplies in stock

Each Staff Member particularly contributes to specific things, but each can rely on the others to make sure all is ready and done in a friendly and efficient manner for each event. Their voluntary assistance is invaluable and truly appreciated. When space is available, Staff Members participate in Workshops and are admitted to Theatrical Productions without charge according to a rotating protocol to keep them current with our events. Penny Moore is beyond wonderful in leading this team!