2018 Bentonville Film Festival Handbook

Transcription

1 2018 Bentonville Film Festival Handbook 1

2 Welcome! Thank you for volunteering for the 2018 Bentonville Film Festival! Our volunteers are our true BFF s! The festival could not happen without you! The following pages contain important information about volunteering with the Bentonville Film Festival that will help prepare you for success. Your department will also share some position-specific information with you via . Please read through this handbook carefully. If you have any questions, 2

3 Our Organization The Bentonville Film Festival Foundation, Inc. is a 501(c)(3) non-profit organization focused on promoting underrepresented voices in the entertainment industry through research, education, mentoring and industry partnerships. The Foundation believes that by convening the media ecosystem advertisers, content creators and content distributors in support of media that accurately reflects the gender balance and diversity of our country, it can create a seismic change in how we inspire young minds to do great things. To read more about BFF please visit: 3

4 Mission Statement BFF is a year-long initiative which champions inclusion in all aspects of entertainment media. BFF s primary objective is to influence mainstream media to immediately increase diversity in the content that is produced and distributed, because if they can see it, they can be it. The Bentonville Film Festival Co-founded by Academy Award winner Geena Davis & Inclusion Companies CEO Trevor Drinkwater, the Bentonville Film Festival is a one of a kind annual event that champions inclusion in all forms of media. BFF is a year-long platform culminating with an annual six-day festival, in partnership with founding sponsor Walmart and presenting sponsor Coca- Cola. The Bentonville Film Festival is held the first week of May of every year in Bentonville, Arkansas and includes an impactful Inclusion, Research and Content Summit. Connecting engaged entertainment industry leaders and major corporate change makers with a diverse array of storytellers affords BFF the unique opportunity to amplify commercially viable content, solutions and initiatives that adequately represent the world around us. 4

5 Volunteering at BFF The festival would not be a success without YOU! Bentonville is a community where modern progress meets rich history, where the arts meet innovation and diversity. Every day, our community warmly welcomes visitors from around the world to enjoy the many distinctive qualities that Bentonville has to offer. Such as our historic Downtown Square, world-class museums, vibrant restaurant scene, and trails that wind through some of the country s most scenic landscape. Our Volunteers play an essential role in continuing our community s tradition of ensuring visitors feel welcome to enjoy our beautiful city! 5

6 Remember that kindness and courtesy go a long way, both in interactions with patrons as well as with staff and your fellow volunteers! Remember to be patient. The festival is a hectic environment, full of many people who are not used to the crowds and sometimes heat or rain. You have the power to shape their experience! Keep it simple. Listen to our patrons and use clear language when communicating information. Smile and say thank you. Look for solutions rather than blame. Many people apply to volunteer for the festival each year, and being selected as a volunteer means we hold you to a high standard of customer service and accountability. In return, the Bentonville Film Festival promises to provide you with the tools, support, and training you need to effectively complete your tasks, and to be available as a resource for issues and questions leading up to and during the festival. 6

7 Volunteer Expectations Each year we receive hundreds of volunteer applications. We chose you because of your commitment to the Bentonville Film Festival as well as your availability. We ask that you please honor your commitment to all shifts that you are signed up for The patrons, your fellow volunteers and the BFF staff are depending on you! If you have an emergency and are unable to make your shift Please AND /text your Venue Manager) as soon as possible. We need a record that you contacted us, so that you do not reflect as a no-show! - Continued tardiness, absence, or early departure from your shift will jeopardize future participation in the Festival. Safety and Emergencies Please notify a Venue Manager immediately: If you observe an accident or injury - to you, a festival participant, or a fellow BFF volunteer/staff team member If you see a suspicious bag or item If you feel unsafe or witness unsafe behavior from any persons * If you need emergency medical response for a sudden life-threatening injury, sickness or accident please call 911, and then immediately notify a Venue Manager. For questions or concerns please DO NOT hesitate to reach out to the Volunteer Department at volunteer@bentonvillefilmfestival.com. For immediate assistance, contact your Venue Manager. We are here for YOU! We want to ensure you have a fantastic time at the Festival. We are able to aid you best when we are informed of any major concerns or incidents immediately. 7

8 Arrive Prepared Know the answers to commonly asked questions. Spend time on the festival website to get familiar with festival policies, venue locations, and more. Know Your Areas: ATMs, Restrooms, Info Booths, Venue Locations, Schedules, Restaurants, etc. Know Your Resources: Where can you find information? Know who your Venue Manager is. Download the BFF smart phone app before the festival Ticketing Arrive prepared to answer ticketing related questions Box Office Hours (Located at the 21c Museum Hotel) Sunday April 29 9:00 AM to 10:00 PM Monday April 30 9:00 AM to 10:00 PM Tuesday May 1 9:00 AM to 9:00 PM Wednesday May 2 9:00 AM to 9:00 PM Thursday May 3 9:00 AM to 9:00 PM Friday May 4 9:00 AM to 9:00 PM Saturday May 5 9:00 AM to 9:00 PM There will be 2-queues for every ticketed event: Line 1 for the pass and badge holders that reserved a seat (lined up in the order in which they arrive) ( Line 1 ) Line 2 for Standby line for attendees who have a pass and badge, but did not reserve a seat 8

9 No one will be admitted without a pass or badge - Patrons must pick up their tickets at one of the Main Box Offices during regular hours of operation. At 15 minutes prior to the scheduled show time - the people in Line 1 will be admitted. Following admission of Line 1 attendees, admission will be granted to attendees in Line 2 as space allows After Line 1 and 2 ticketed attendees (badge or pass) have been admitted, if there is still space available at show time Volunteers are admitted: o Volunteers please show volunteer credential (ID) for entry into public panels and screenings: 9

10 Professional Conduct Be on time to all shifts If you are working within shuttle hours (please see below) YOU MUST ARRIVE 30-MINUTES BEFORE YOUR SCHEDULED SHIFT, at the 4-Points by Sheraton (211 SE Walton Blvd, Bentonville) to allow enough time to park and take the shuttle to your assigned location. Once you have arrived at your shift, please check in with your Venue Manager. Volunteer Hub Hours at Sheraton Four Points Tuesday May 1 8:30 AM to 5:00 PM Wednesday May 2 8:30 AM to 5:00 PM Thursday May 3 8:30 AM to 5:00 PM Friday May 4 8:30 AM to 5:00 PM Saturday May 5 8:30 AM to 5:00 PM Sunday May 6 9:00 AM to 1:00 pm Shuttle Hours - Sheraton Four Points Tuesday May 1 6:00 PM to 1:00 AM Wednesday May 2 9:00 AM to 1:00 AM Thursday May 3 9:00 AM to 1:00 AM Friday May 4 9:00 AM to 1:00 AM Saturday May 5 9:00 AM to 1:00 AM Sunday May 6 9:00 AM to 4:00 PM 10

11 If you are scheduled outside of shuttle hours, please allow time for parking Public parking in Bentonville can sometimes include a walk! Please check in with your Venue Manager within 15 minutes BEFORE your scheduled shift. Volunteer Uniforms and Conduct You are required to wear your full uniform and credential (volunteer ID badge) on every shift. o The 2018 BFF uniform is a BFF hat, BFF t-shirt, denim jeans (may be long pants, skirt or shorts please keep the length appropriate) and your always wear volunteer ID (credentials) while working. o You will be notified by your Venue Manager if you should have any changes to your uniform due to the nature of a scheduled event. No eating, drinking alcohol, phone calls, or texting while on shift: Exception communication from your Venue Manager or Volunteer Coordination There are Coca-Cola Products and water available in public areas for you to enjoy during your shift. Please use appropriate professional discretion to where you keep the beverages provided to you while working. 11

12 No self-promotion, autographs, pictures while on shift, in uniform or wearing credential! We take our policies against networking VERY SERIOUSLY. If you are attending the festival outside of your scheduled shift, please bring a change of clothes and/or remove your volunteer shirt and hat. 12

13 Orientation Orientation will be held Sunday April 29, 2018 from 2:00 PM to 4:00 PM. Upon arriving at the Sheraton 4-Points by Sheraton (211 SE Walton Blvd, Bentonville) you will check-in and pick up your volunteer credentials (ID). These credentials are very important for your Venue Manager(s), Volunteer Coordination Team, and patrons to identify you as a volunteer. It is also your ticket into all public panels and screenings that you would like to attend and that are not sold out. Last year we had over 365 volunteers - it is good to keep in mind that with that many people arriving at once, that you may experience a line as we get everyone checked in. Following check in there will be a presentation to introduce you to the BFF staff and to connect you with important resources for your role and safety as a volunteer. Next you will meet your Venue Manager(s) this is a great time to ask any location specific questions you may have regarding your shift assignments. Last but not least you will pick up your BFF Hat and T-shirt for your uniform. Attending orientation is essential to your success as a volunteer. And is a fun and relaxed time to meet your fellow volunteers, your Venue Manager(s) and the BFF Team! 13

14 We do understand life happens, and if you are unable to make Orientation, please notify in advance and we will make alternative arrangements for you. 14

15 Inclement Weather The weather in the spring in Northwest Arkansas is beautiful! But can be unpredictable Average Bentonville Temperatures in May: High: 79 F Low: 53 F Av. Precipitation in inch: 5.24 We recommend being prepared for lots of sun please use and bring sunblock. Bring water in a bottle, there are Coca Cola products and water in the public areas for you to consume, but it is a good idea to have your own bottle for back-up. In addition to sunblock if you are working outdoors, we recommend bringing Insect Repellent, as insects can be around in May. If the forecast is calling for a chance of rain, please bring appropriate gear. In the event of rain, we will communicate directly with you via Shiftboard and the BFF Volunteer Web Page on the inclement weather plan. 15

16 Getting Around Parking Please remember, Parking is available at the 4-Points by Sheraton (211 SE Walton Blvd, Bentonville): YOU MUST ARRIVE 30-MINUTES BEFORE YOUR SCHEDULED SHIFT to allow enough time to park and take the shuttle to your assigned location. If you are scheduled outside of shuttle hours, please allow time for parking public parking in Bentonville can sometimes include a walk! You can find a parking map on the festival app or at visitbentonville.com/plan-your-trip. Shuttle Schedule for Patrons Please refer to your BFF Smart phone APP for the closest Shuttle Stop. Shuttles run in a loop every 20 minutes. Tuesday May 1 6:00 PM to 1:00 AM Wednesday May 2 9:00 AM to 1:00 AM Thursday May 3 9:00 AM to 1:00 AM Friday May 4 9:00 AM to 1:00 AM Saturday May 5 9:00 AM to 1:00 AM Sunday May 6 9:00 AM to 4:00 PM 16

17 Important Festival Locations Volunteer Hub: 4-Points by Sheraton: 211 SE Walton Blvd. Bentonville, AR open to all volunteers Volunteer Table on the Square: There will be a volunteer information table located behind the Festival Information Tent this area is for special teams and emergencies. If you have venue specific inquiries, please see your Venue Manager. Please do not leave your assigned shift area without first notifying your Venue Manager, except in case of emergency. 21c Museum Hotel Bentonville: 200 NE A St., Bentonville Box Office and venue, includes the Louise Thaden Theater BFF Information Tent: Located in front of the 21c Museum Hotel Bentonville: 200 NE A St., Bentonville. Arvest Community Room: Located in back of Bank Building at 201 NE A St., Bentonville - venue Coca Cola Sound Stage at the Meteor: 128 W Central Ave, Bentonville venue Crystal Bridges Museum of American Art: 600 Museum Way, Bentonville Awards Ceremony Filmmakers Lounge at Elkins Designs: 201 S. Main St., Bentonville - The Filmmaker Lounge is a casual private meeting place designed to cultivate dialogue among filmmakers and industry leaders. Honey Bee and Apple Blossom: Cinematransformers located next to the 21C venue Lawrence Plaza: 214 NE A St., Bentonville - venue Record North and South: 104 SW A St. Bentonville venue Skylight Cinema: 350 SW A St., Bentonville (AKA the Marvel Experience at the Skylight Cinema) venue Walmart World Museum Room: Located on the 3 rd Floor of the Walmart Museum, 105 N Main Street, Bentonville 17

18 Sponsor Village (Inclusion Town, InSideOut Lounge, Puppy Village, Legion Lane, STEAM Room, and Studio Village): Located between Lawrence Plaza and Compton Gardens: Thursday May 3 12:00 PM to 8:00 PM Friday May 4 12:00 PM to 8:00 PM Saturday May 5 12:00 PM to 8:00 PM Sunday May 6 12:00 PM to 4:00 PM 18