VOLUNTEER INSTRUCTIONS

Transcription

1 VOLUNTEER INSTRUCTIONS First things first On behalf of the FNA Board, sponsors and the City of Alexandria, we appreciate you stepping forward to help us with this signature Alexandria event. Without the help of volunteers like you, Alexandrians would not have this opportunity to get together and celebrate as a community. We THANK you. If you have not already done so, please provide your and cell phone number to Joe Shumard our volunteer coordinator at joeshumard@gmail.com. You can get information on the performer lineup, including afternoon activities at Programs will be provided when you check in on 12/31. If you want to get one in advance you can do so at the Visitor s Center, 221 King Street. Check In: All volunteers MUST check in at the Volunteer Center at the Durant Arts Center, 1605 Cameron Street, at least one hour before your shift is to start. You may need this additional time to get questions answered, have a bite to eat and get to your venue on time. Exact shift start times will be provided in advance by Joe Shumard. You will receive your FNA badge, apron and complimentary box dinner as well as other instructions and materials on December 31 st. Traffic will be heavy; please plan accordingly. Dash buses that run on King Street after 7:00 pm are free courtesy of Dash. King Street Trolley o There is a trolley that runs from the bottom of King Street to the metro every 20 minutes. It is free and will run until 1:00 am on January 1, o Beginning at 10:00 pm, because of the finale and fireworks, the trolley s eastern most stop will be King and Fairfax Streets. o There is also one free bus shuttle from the metro to the George Washington Masonic Memorial and the Durant Arts Center. It will be continuous from 7:00 pm on December 31 until 1:00 am on January 1. Fun Hunt First Night Alexandria Fun Hunt. It is similar to a scavenger hunt. It will begin at 2:00 pm at the Torpedo Factory and ends at Durant at 5:30 pm. Participants must have a 2015 First Night badge in order to PICK UP a clue sheet. Only 200 clue sheets will be available. Winners will be drawn during the kickoff at 6:00 pm at Durant. 1

2 This Year o Food trucks! We anticipate a couple of food vendors in the vicinity of Durant and Jefferson Houston and in the 100 block of N. Royal Street, near City Hall. There will also be a vendor at the finale and fireworks with pre made cotton candy and glow sticks. o Multiple afternoon activities. Everything is on the events section of the web site and will be included in the printed program. o Fireworks are back ON THE RIVER at the end of King Street at midnight. o Finale begins at 10:00 pm with the Stairwells from the College of William and Mary in the unit block of King St. o The intersection of King and Union Streets will be closed. o At 10:30 DJ, Ray Casiano, will play recorded music. o If the size of the crowd necessitates it, the police are prepared to restrict traffic in the 100 block of King Street until after the fireworks but will accommodate any vehicle that needs to move. o Access to all garages on Union and Lee Streets will be open and available. o At approximately 11:58 pm the Mayor will welcome the crowd, say a few words and start the countdown to midnight. o Ends: 12:05 am Dress: Although all the venues are inside, please dress according to the weather because the show must go on no matter the weather. Be comfortable! Communications: If you have a cell phone, please bring it with you on December 31 and provide Joe with the number. We will give you the critical numbers you may need to communicate with FNA Central. If you are experiencing crowd control issues, rowdy attendees, any kind of emergency or any other issue you cannot solve on sight, PLEASE CONTACT FNA Central. If the issue is of a critical nature (rowdy attendees, injuries, etc.), use your common sense and good judgment. Call if necessary. Volunteer/FNA Central: Will be located at the Durant Arts Center, 1605 Cameron Street. Volunteers are needed on December 31 at that location from 12:00 noon until 11:00 pm. Ask Joe for additional details joeshumard@gmail.com. Venues First shift: * 6:00 PM 9:00 PM Second shift: *8:30 PM 11:30 PM *Times are close but not exact. Exact times will be provided to you by Joe in December when you confirm your assignment.. Information: Please read and be familiar with the First Night program so that you can answer any questions (on line at Copies will be provided on December 31. You will also get a quick reference FAQ that will include ATM locations and suggestions for places that offer a quick and inexpensive bite to eat without reservations. 2

3 Also, familiarize yourself with the map and location of other venues. Attendees may ask you questions about any or all of these items and you should be able to answer them. If you do not understand something, please contact FNA Central for help. The program is also updated frequently on our website Parking First Night Alexandria is not providing free parking at any garages. There are ample garages, parking lots and street parking. Specific locations and maps can be accessed through the City s web site ParkingInfo/ParkingInfo.aspx. Parking restrictions, as posted, will be in force. Crowd Control: Please keep in mind you are representing FNA and you are an emissary of Alexandria. Therefore, you should be gracious and helpful but firm if required during your time at the venues. We don't want the venues to become overcrowded (it is first come first served), so if the site is full, form a line for the next performance or suggest that the attendees go to another venue close by and come back later. Once a performance is over, please clear the room for other attendees to enjoy the entertainment. Volunteer Teams: Our goal is to have volunteers in teams of two at each venue. All venues will sell badges except at Alfred Street Baptist Church, Christ Church and Bittersweet where badges are not required. Admission: Everyone 13 years of age and over MUST have an admission badge. This is critical. If all attendees don t have a badge, First Night Alexandria will not meet the income we need to continue next year. An adult who is wearing a 2015 First Night Alexandria badge must accompany anyone under 12. The badge price on December 31 is $30 per person. There are no discount coupons for December 31. Active military will be given ONE admission badge at no cost. Retired military and family members do not qualify for free admission. Keep track of the military badges you distribute on a slip of paper and put it in your cash envelope when it is picked up. Badge Sales: Volunteers at each location (other than noted above) will sell badges. The volunteer in charge of badge sales will receive change, badges and instructions when they check in at FNA Central. Each shift s designated volunteer will receive their own change, badges and instructions when they check in at the FNA/Volunteer Central. Specific volunteers and uniformed police officers will come by to pick up your money. Hand them the envelope (do not remove any cash from it or count it). Include a slip of paper in the bag that gives the number of badges you have left and are passing on to the next shift and how many free badges you have given to active military personnel. Please be discreet in money handling! The next shift s designated volunteer will receive another bag with fresh change and badges. The volunteers making the pickups will be identified prior to December 31. Do 3

4 not give money to anyone other than those designated in your instructions. If you have any questions, please call Joe at FNA Central. A cash pickup will be made at the end of each shift. Please do not leave your location before a pick-up is made. Traffic will be heavy, so the pickups may be delayed. If you have any issues waiting until your pickup is made, please call FNA Central, providing your name and location and what you will do (bring the bag and cash to FNA Central; give it to the next shift). EARLY SHIFT: Check with the venue host at the sight for any instructions and directions. Walk around the location to get your bearings (particularly find the bathrooms and all exits). FNA board members will be roving among venues. They may introduce themselves and the performers. You will be provided with a brief script. If there are no board members at your venue, please use it to introduce First Night and the performers. Performers may want to introduce themselves. Pass on pertinent information to the second shift. Be sure the entertainers are ready to go on time. Alert FNA central if there is a delay. Please do not change the schedule. Performers have been given specific instructions and set times and attendees are following the schedule to plan their evening. All entertainers are to bring any equipment they need; however they may need to get power and maybe a chair, please help them out if you can. Help keep the venue clean of trash; remind attendees to take their trash with them and dispose of it properly. One minute before each show starts, please use your script to introduce the performers. Do not leave your venue before your money has been picked up. You are responsible for your bank. Enjoy the balance of the evening's entertainment. LATE SHIFT: Walk around the location to get your bearings Check with the first shift for any directions and/or updates. One minute before each show starts, please use your script to introduce the performers if they don t choose to introduce themselves. At the end of the evening, before you leave, please do the following: Help with clean up, break down seating, if applicable. Bring in and/or take down any signs or posters. Remind the venue host that an FNA representative will pick up the yellow venue sign and they should not dispose of it! Programs and unsold badges will be picked up by FNA next week. All money should be given to the volunteer and police officer making cash pickups. 4

5 DO NOT LEAVE UNTIL POLICE AND FNA VOLUNTEERS HAVE DONE THE FINAL CASH PICKUP OF THE EVENING! Please do not leave any performance venue site unattended! When you accept the responsibility of volunteering, you become the face of FIRST NIGHT ALEXANDRIA. Please be professional and courteous. If you have a problem, call FNA central. If you have an emergency, do not hesitate to call the Police, Fire or EMS at Volunteers are NOT responsible for selling any artist s CDs or other merchandise. Artists have been instructed to bring someone along if they plan to sell anything and also must supply their own change. LAST MINUTE INFORMATION DURING THE EVENT In the event there is late breaking news that you must know after the event starts, you will receive it in one of three ways: 1. From Joe Shumard at HQ 2. From the volunteer picking up your money 3. From one of the First Night Alexandria board members. A list of their names is attached. THANK YOU FOR YOUR HELP AND HAVE A HAPPY, PROSPEROUS AND SAFE NEW YEAR! 5

6 First Night Alexandria Board of Directors 2015/16 Officers: President Deborah Tompkins Johnson Dominion Virginia Power President-Elect Karen Pallansch Alexandria Renew Enterprises Treasurer Donna Udvari Burke & Herbert Bank Immediate Past-president Eileen Cassidy Rivera Cassidy Rivera Communications Directors Will Bailey Fairfax County Fire Department Bill Eisnaugle BookKeeping Express Lucy Kitchin Jones Lang LaSalle Laurie MacNamara Booz Allen Hamilton Kaitlyn Mittan New Leaders Elizabeth Chisman Moon Focus Data Solutions Karen Pallansch Alexandria Renew Enterprises Lori Arrasmith Quill Robert Wilhite Pompanoosuc Mills Executive Director & Board Secretary Ann M. Dorman, CMP Meetings & Events of Distinction Executive Vice President Richard F. Dorman, CAE Catalyst Group of Alexandria Volunteer Coordinator Joe Shumard First Night Alexandria 200 King Street Alexandria, VA Web: FirstNightAlexandria.org 6