Volunteering at NACC
Would you like to:
- be part of the arts scene in YK?
- meet lots of new people?
- give back to the community in a creative and fun environment?
- receive comp hours?
- eat yummy cupcakes and cookies?
As a not-for-profit, the NACC relies heavily on the support and volunteer hours of our community members. We have a large base of approximately 100 volunteers, and require at least four volunteers per event to receive tickets, usher patrons to their seats, run our concession, and provide excellent service to our guests. We are very appreciative of the support that we receive. In return we encourage our volunteers to stay and enjoy the show once their volunteer duties are completed.
We have an upcoming volunteer orientation on August 31st between 6pm-7:30 pm.
We will cover the roles of ushering, taking tickets, running the box office, staffing concession and other fun tasks! There will be lots of pizza and snacks to fill your bellies!
1 – THANK YOU
Thank you for offering your valuable time to the Northern Arts and Cultural Centre. Contributions like yours are the key to ensuring the success of our theatre and of every performance.
Manager of Communications and Front of House
2 – NACC HISTORY
The mandate of NACC is to encourage the development of performing arts from all cultural traditions and to provide a venue in the Northwest Territories (NWT) for community and professional performances.
We accomplish this by:
· Managing and operating this theatre to provide a venue for performances and for developmental workshops;
· Holding leases, licenses, and contracts in connection with the operation of the facility;
· Engaging in activities to further the development of cultural activities, the performing arts and facilities in the NWT
NACC’s humble roots date back to the 1980’s; it has since grown into a 297 seat facility, making it the only fully-equipped live performance venue in the NWT. The team that makes the magic happen includes our Board of Directors with five full-time staff (Executive and Artistic Director, Technical Director, Box Office and Admin Assistant, Manager of Communications and Box Office, Manager of Finance and Admin), part-time staff (Volunteer Coordinator and Event Captains), partner organizations, charitable donors, and you… the volunteer!
For over 30 years, NACC has provided a venue and support for hundreds of northern, national and international performing artists. As well, many guest performers have given workshops or performances to NWT schools and/or community members.
NACC is proud to host the artists that grace our stage and to provide a venue where northern residents can enjoy the performing arts.
3 – VOLUNTEER BASICS
3a –Volunteer Perks
· Contribution and support of the community, performers and the staff at NACC
· FREE pop, juice, chips and/or cookie while working your shift
· Training and on-the-job experience in the areas of Front of House, Ticket Processing, Concession and Ushering
· An opportunity to see NACC and community performances – every volunteer is guaranteed an assigned seat for the performance
· A great place to meet people from the community
· Being part of a dynamic and fun team
· And… an invitation to the best darn parties this side of the 60th!
3b – Training
In order to enjoy your experience working with us, we ask that our new volunteers attend an orientation/workshop session outlining the duties and equipment required for each volunteer position. These will take place at the beginning of the season and again half way through the season.
3c – Shifts
As a new volunteer, it is important to gain confidence and familiarity with your duties and how NACC operates during a performance. We request a minimum of three shifts in your first two months and a total of 25 hours for the entire season. If you would like to volunteer more than the minimum hours, we would gratefully accept the donation of your valuable time.
A shift starts between 30 – 90 minutes prior to show time, depending on the event. The team is dependent on you being on time; if you are going to be late, please call us at 766-6101 or email the Volunteer Coordinator at email@example.com.
3d – Customer Service
One of NACC’s most important goals is to make our patrons feel welcome, appreciated and interested in attending future shows… and it’s up to our front-end staff and volunteers to ensure we achieve that goal. The good news: it’s not hard, just be your beautiful self! Be polite and friendly, greet pleasantly, use eye contact, smile, listen, and be proactive when problem solving. Thank our customers for their business and ask them to come back again. NACC is our home, and our patrons are our valued guests – treat them accordingly!
3e – Clothing & Fragrances
We ask that you wear semi-casual clothing (no ripped jeans, sweats or shorts). You are also asked to wear a volunteer name-tag provided on arrival. Clothing should be clean, pressed and neat. Please note that NACC is a fragrance free working environment.
4 – OVERVIEW OF DUTIES
A full checklist of duties for each volunteer role is posted on our bulletin board for reference.
4a – Lobby Set-Up & Tear-Down
All volunteers are asked to take part in setting up the lobby prior to show time and cleaning up at the end of the evening.
Upon arrival tables and chairs must be moved and decorated, the monthly art display must be rolled out, music set-up and foyer lights turned on as well as the stair lights.
4b – Ticket Scanning
Tickets are scanned using a device fitted over a 5th generation i-pad Touch. We will pre-load an application which can scan tickets in several forms: official NACC tickets, printed purchase receipts and digital tickets on mobile device screens. The scanner accepts both barcodes and QR codes, and keeps a running tally of the number of tickets processed. We have two scanners and two chargers; it is important to make sure the scanners go back on their chargers at the end of the evening.
4c – Concession & Alcohol Sales
NACC’s Candle Ice Café sells white and red wine, light/dark/amber ales and coolers, Keurig hot beverages (coffee, tea, hot chocolate) as well as pop and juice. Cream, milk and sugar are also available, as well as an assortment of snacks (chips, chocolate bars, and baked goods).
All concession volunteers must be aged 19+ and complete the NACC concession orientation with the Front of House Manager or Administrative Assistant. Also, the following alcohol service guidelines must be adhered to:
· Liquor license boundary signs must displayed in lobby
· Menu prices must be clearly visible to our patrons
· All patrons that look to be 25 or under must be checked for ID
· Concession volunteers are the only people permitted to handle alcohol
· Only OPEN liquor can be served – bottle caps must be removed, and wine must be served in the glasses provided
· Maximum TWO drinks per customer at a time
Additional alcohol safety information can be found in the volunteer binder.
Two concession attendants will work before the show and during intermission. After guests have arrived, two volunteers will be responsible for washing the glasses in the SJFH kitchen. Concession will also delegate a person to make sure water jugs are refilled and water glasses are stocked or taken for washing. Make sure to put all items away and clean the concession area so that it is left better than you found it!
4d – Ushering
There are two usher stations on either side of the theatre, each with its own comfy padded stool. Ushers are responsible for welcoming our patrons, handing out programs and helping people locate their seats. They remain at their posts for the duration of the show to ensure that the rules and regulations of the theatre are respected and that proper etiquette is followed so that everyone can enjoy the performance without disruption.
The following are prohibited inside the theatre:
· Eating, drinking and chewing gum
· Use of cell phones (talking or texting)
· Use of cameras or other recording devices
· Playing video games (Gameboy, Nintendo-DS)
· Talking during the performance
· Singing along to the music or with the performers
· Bringing an infant/child that is too young to appreciate the production
· Wearing heavy amounts of cologne or perfume
· Sitting in the aisle
Latecomers or anyone exiting/re-entering the theatre will be asked to wait for a suitable break in the performance before taking their seats so as to minimize disruption to other patrons. This especially applies to those seated in the middle of an aisle. Alternatively, patrons can be led to the closest available seat while waiting.
There are four open carpet spaces for wheelchairs at the front of the theatre. If a patron prefers to sit in a chair, we have three designated seats with adjustable arms (A1, B5 and B6), allowing those with mobility difficulties to easily seat themselves. Seating for persons of size is also available.
Age Requirement/Young Children
For all NACC performances, every guest requires a ticket, regardless of age. As a courtesy to our patrons, children under the age of 3 are not encouraged at most NACC events (excluding family shows). Some shows make further age appropriate recommendations, which we provide on the NACC website; however, parental discretion is always advised, and judgment of the content for each show should be made on an individual basis prior to purchase.
Our fire code specifies our maximum capacity as 301 persons (297 theatre seats + 4 wheelchair spaces). This number cannot be exceeded for any reason. Infants and children may be seated on their parents’ laps, but must have a valid ticket for an assigned seat of their own.
4e – Box Office Ticket Sales
Our box office attendant is responsible for selling tickets through our ticketing system (Vendini), processing payments (cash/credit/debit), as well as giving out Will Call tickets to customers that have pre-booked. Please let us know if you are interested in learning how to use Vendini. We will schedule a training session prior to an event where you will shadow another box office attendant and learn the basics. We then ask that you work at least two shows shortly thereafter to ensure that you retain what you’ve learned.
As an added bonus, for every 3x volunteer shifts worked our Box Office attendants can earn admission to one show of their choosing FREE OF CHARGE!
Ticket Pricing Groups
· Adult 19-64
· Senior 65+
· Youth 4-18
· Child 3 & under
The Northern Arts and Cultural Centre does not issue ticket refunds for any reason.
Power Outage/Internet Failure Procedure for Selling Tickets
· Use coupons as tickets
· Sell tickets by cash only and ask patrons to use the debit machine in the lobby
· Write down your sales totals on a slip of paper (include ticket types and price)
· For reserved seating events, hold the customers buying at the door until show start time and then allow them to seat themselves in the theatre at random. Inform latecomers that pre-purchased their seats that the show is now by general admission and they must seat themselves where seats are available due to technical failure. If any patrons are severely irritated, let them know that the communications manager will be in contact with them at a later date and use your own discretion to determine what needs to be done.
4f – Merchandise Table
We have a variety of NACC merchandise items including t-shirts, toques & mittens, wine & tumbler glasses and slate coasters. These are available for purchase during regular box office business hours or at any performance. A merchandise table will be set up in the lobby for our high attendance shows.
4g – Dressing Room
At NACC-hosted events, one volunteer is assigned to ensure that the needs of our visiting artists are met. This person is responsible for setting out plates, glasses and cutlery in the dressing room before show time, as well as delivering bottles or jugs of water (room temperature for singers) and catering food from the fridge. They are asked to check on the talent 1 hour before the show, 30 minutes before the show and again at intermission, and to clean up the items in the back of the theatre at the end of the night.
5 – ADDITIONAL INFO
5a –Volunteer Bulletin Board & Binder
The bulletin board is located in the concession area on the wall closest to the door. It will have information on the performance, upcoming events, task lists for each volunteer position, emergency procedure info and more! Please check upon arrival for your shift.
The volunteer binder is located below the bulletin board and contains volunteer sign-up sheets for each show. Please remember to sign out at the end of your shift, as this helps us track the number of hours that our volunteers have worked.
5b – Nametags, Flashlights, Cash
These Front of House items can be obtained from your Captain upon arrival and need to be returned at the end of your shift.
5c –Assisted Listening Devices
For hearing-impaired patrons, we have Phonic Ear headphones and other devices that facilitate a more enjoyable experience of the performance. These can be signed out from the box office window on the night of the performance. It is important for staff to ensure these devices are always charged and available.
5d – Monthly Art Exhibits
Every month, NACC showcases the work of a different local artist with an exhibit on display in the lobby during our presentations. The artist profile and examples of their work are visible on the home page of NACC’s website – there is also a link to the entire list of exhibiting artists for the season.
Artwork is available for purchase from the box office, with the majority of the proceeds going to the exhibiting artist. Our staff can process the payment immediately or take the buyer’s info to contact them later during business hours. Artwork is available for the patron to pick-up at the end of the month when the exhibit time is over. Box office staff are responsible for placing a “SOLD” sign on any pieces that are purchased.
5e – Pre-Show
The Northern Arts and Cultural Centre showcases local performers in the lobby one hour before NACC presentations. During this time patrons are welcome to sit and socialize while enjoying a beverage or a light snack with friends. This is a great opportunity for folks to mingle before a show and enjoy the ambiance of our beautiful atrium. Event captains and concession volunteers need to arrive 1 hour before show time to accommodate the pre-shows.
5f – eBay Store (http://stores.ebay.ca/naccnt)
Artwork that has been donated to NACC over the last 31 years is available for purchase on our eBay store (artwork donations are always accepted to add to our collection.) We also sell NACC t-shirts, glassware, hats, mitts and other specialty items. Patrons can access our store through a link on our website.
5g – Website and Volunteer Communication Tools
The NACC website allows our patrons to buy tickets and select their seats online. However, certain computers have firewalls that block seat selection – in this case, patrons need to book by phone or in person.
We also have Facebook and Twitter accounts, as well as a weekly e-mail newsletter announcing promotions (coupons) and upcoming events. Patrons can sign-up for our newsletter on the homepage of our website.
Our website also includes a volunteer page, with general information, news updates and a link to our volunteer sign-up form. The primary communication tool between NACC staff and volunteers is our e-mail newsletter -- it is important to sign-up to receive information about event dates and the shift positions available (firstname.lastname@example.org).
6 – EMERGENCY PROCEDURES
6a – Emergency Exit Locations
· Primary exit: use the staircases at the left and right sides of row “J” (mid-theatre) to access the foyer area and return to the lobby
· Alternate exit: use the door to the left of stage at the front of theatre, exiting to the school hallway which connects to lobby
From the lobby…
· Primary exit: front doors near the Box Office window
· Alternate exit: main school entrance, down the hallway past the kitchen
6b – In the event of a fire…
· Instruct persons in the immediate area to leave the building immediately
· Offer help to patrons with mobility issues or anyone else in need of assistance
· Activate the nearest fire alarm pull station
· Once the fire alarm is activated, the Event Captain must call the Fire Department at 837-2222
· Ensure that once an area is evacuated, doors are closed to contain fire and smoke
· Continue assisting patrons to the primary exit
· Our meeting point is in the parking lot 20 meters from the building
· Do not return to the building without approval from the Fire Department
As a NACC volunteer, your first priority should be the safety and security of our patrons. Please familiarize yourself with locations of alarm pull stations, fire extinguishers and emergency exits.
6c – In the event of a medical emergency…
· Alert the Event Captain or Technical Director (several NACC staff members have emergency first aid training and CPR/AED certification)
· Call for an ambulance at 873-2222, give your name, explain the situation and offer directions to NACC (address is posted on the bulletin board)
· Assist with administering emergency first aid if you have up-to-date certification
There are two first aid kits mounted on the wall in the concession area. The building is NOT equipped with an AED defibrillator.
7 – CONTACT INFORMATION
If you have any questions about volunteering at NACC, please let us know!
Dana Bowen (Manager of Communications & Front of House)