Volunteer Handbook

Table of Contents

Pac-Arts Mission Statement…………………………………………………………..3

How to Manage Shifts………………………………………………………………….5

Dress Code……………………………………………………………………………..7

Volunteer Duties………………………………………………………………………...8

Downtime activities……………………………………………………………………..9

Festival Tips…………………………………………………………………………….10

Important Contact Information & Locations…………………………………………..11

Pacific Arts Movement Mission Statement

ABOUT

The Pacific Arts Movement, formerly known as the San Diego Asian Film Foundation, is one of the largest media arts organizations in North America that focuses on Asian American and Asian international cinema.

MISSION

Our mission is to connect audiences with the human experience through the Pan Asian media arts.

We fulfill our mission by:

• Presenting unique, culturally enriching programs that would otherwise be inaccessible to the public
• Engaging the public in meaningful discourse and positive social change through our programs
• Promoting artistic excellence, innovation and the independent voice;
• Strengthening San Diego as an arts destination.

VALUES

The following values help shape our Foundation:

• INNOVATION/CREATIVITY: being ahead of the curve
• EXCELLENCE: exceeding expectations
• LEADERSHIP: being the one others turn to
• CREATING COMMUNITY: Bringing people of all different backgrounds and experiences together
• FUN/HIP/COOL: understanding trends, creative inclusive programs that everyone wants to be a part of

We also value our strong ties with area schools, providing educational opportunities to enhance students' learning in film analysis and production, ethnic studies, language, humanities, political science, history, religion, marketing, and social advocacy. The SDAFF works with the University of San Diego, San Diego State University, UC San Diego, Cal State San Marcos, City College, Southwestern College, Miramar College, High Tech High School, Kearny High, Crawford High School, among many others.

We also work with more than 100 community, business, and school groups who partner with us on various programs throughout the year.

How to Manage Shifts

There are numerous volunteer opportunities throughout the year, especially during our annual fall festival. Examples of opportunities include duties in: facilities, merchandise, special events, and street team (marketing) tasks. If you are interested in signing up for a shift, please do so online, through our scheduling software called Shiftboard: http://shiftboard.com/sdaff

Taking a shift (confirm a shift)

In order to sign up for shifts please follow these basic instructions:

1. Log in to your account
2. On the Dashboard, at the top, click on “Calendar” link
3. Available shifts will appear red. Click on the available shift, on the date you want to volunteer, and a gray box should appear on the right side with the details of the shift.

Note: If you do not see any shifts under a specific date, that means all available shifts have been filled for that day.

4. To sign up for a shift all you have to do is click on the “Take This Shift” button in the gray details box.
5. Double-check the details of the shift and then click on the “Yes, Confirm this time” button.  It is not a confirmed shift until you follow through this last step.

Please do not show up for a shift that you have not signed up for.

Canceling a shift (unconfirm a shift)

If you have to cancel a shift for any reason, you must cancel TWO DAYS (48 hours) before your scheduled time. The Shiftboard system will no longer allow you to unconfirm when the shift is less than 48 hours away. The volunteer coordinators need to be given enough time to recruit another volunteer in your place.

In order to unconfirm shifts please follow these basic instructions:

1. Log in to your account
2. On the Dashboard, at the top, click on “Calendar” link
3. Shifts you have confirmed (assignments) will be green. Click on the shift you wish to unconfirm (cancel).
4. Click on the “Details” link
5. Click on the “unconfirm” link
6. Review the details to verify that it is the shift you wish to cancel. To finalize the cancellation, click on the “Yes, Unconfirm” button.

Dress Code

Presentation is key. First impressions go a long way. These statements have a lot of truth in them. That is why Pac-Arts requires all of its volunteers to follow our strict dress code for the festival.

The Pac-Arts events dress code is as follows:

1. The volunteer coordinators will be providing you with a t-shirt that says “Volunteer” on it. You must return the t-shirt when your shift is over (don’t worry, we will wash it)!
2. We recommend wearing nice jeans or business casual pants. Skirts and shorts are NOT ALLOWED, unless for required by event. No jeggings!
3. Wear comfortable, closed toed shoes. You will be moving around a lot and may be doing some heavy lifting during the festival. A good pair of shoes will go a long way. NO SANDALS!
4. All clothing should be clean and presentable. Excessive jewelry and accessories are prohibited.

You may be asked to change attire or forfeit your current shift if the festival staff or volunteer coordinators feel that you are not adhering to the dress code. Please do not hesitate to consult with the coordinators ahead of time if you have any questions or concerns.

Volunteer Duties

1. Theater-Ops

1. Pass out and/or collecting surveys
2. Pass out goodies
3. Keep audience count
4. Check ticket stubs
5. Line control / Crowd control
6. Keep the theater space clean and organized

2. Merchandise

1. Booth setup and/or breakdown
2. Retain knowledge of inventory and prices
3. Keeping booth space clean and organized
4. Actively promote merchandise and memberships during the festival
5. Customer service skills are a must

3. Patron Assistance

1. People/social skills are a must
2. Answer questions patrons may have
3. Continuously roam the festival areas
4. Know everything. EVERYTHING

4. Special events

1. Set-up and break down (may require heavy lifting up to 50 pounds)
2. Collecting/checking for tickets at private events
3. Handling food and/or drinks (alcohol servers 21+ only)
4. Line/Crowd control

5. Set up and break down for festival

1. Heavy-lifting (should be able to lift 50 pounds)
2. Weekday availability may be necessary

6. Pre-Gala & Gala

1. Set up: Gift bags, centerpieces, check in table
2. Prep raffle tickets
3. Check in guests
4. Selling raffle tickets

7. Post-Gala

1. People trafficking: direct patrons to after party
2. Break down

You will be working directly with a group of experienced Volunteer Leads. Your coordinators will not always be there to help answer questions or allocate tasks. Please do as your Lead says and treat your Leads with the same respect that you show your coordinators and the rest of the Pac-Arts staff!

Downtime Activities

1. Breaks / Food

You will probably get hungry during the festival. Pac-Arts cannot guarantee food for volunteers. We will provide snacks and hydration for volunteers. Please don’t hesitate to ask your volunteer coordinators or leads if you need a water break, food break, or bathroom break. Every volunteer is entitled to a 15-minute break for each shift.  Stay hydrated!.

2. Promote festival programs

1. Highlight less well-known features and/or shorts programs

During the downtime, there will be some festival attendees lingering in the lobby. While they’re checking out the vendors and just hanging out before their next film, try to highlight some of the less well-known films that will be playing at the festival. Our programs are all excellent and we want to ensure that our patrons get the most out of their festival-going experience.

2. Inform patrons of special events happening that day

Many film programs include a private reception for attendees of a particular film. There are also after parties on the weekends for patrons of the festival or a particular film. Be sure to remind patrons of any events that are open to the public.

Festival Tips

These are some tips and suggestions the volunteer coordinators have come up with to ensure that your volunteering experience at the festival will be an enjoyable one.

1. Be familiar with the program booklet

Our volunteers are the face and ambassador of Pac-Arts. Please make sure to look over the program booklet before the beginning of your shift so that you can answer any questions that are directed towards you about Pac-Arts, the festival, the films, and special events.

2. Check your emails (use your most active email account) and Update Contact Information

This is the way the volunteer coordinators communicate updated information about the festival. There may be last-minute changes given the unpredictable nature of the festival environment. Please, check your email often! Also, keep your contact information updated in the event that volunteer coordinators need to call you.

3. Keep valuables at home or in your car

Pac-Arts is not liable for any valuables that are lost or stolen during the festival. You may keep your purse or backpack inside the volunteer area, but again, there is no guarantee that it will not be lost or stolen. If you do not want to risk losing your things, please leave them in your car or at home.

4. Arrive 15 minutes prior to your shift

During the festival, the parking lots can get very chaotic with the large amount of people attending. Please manage your time accordingly, allocating enough time to park, find the volunteer tent, check in, and confirm your task.

5. Bring water or a water bottle

Again, you will be moving around a lot and should always be hydrated. We will have a source of drinking water available for volunteers, but please bring your own bottle to save the environment!

Important Contact Information

Contact the volunteer coordinators if you have any questions or concerns. You can reach them by e-mail or by phone if the matter is urgent.

Kao Vang

kao@pac-arts.org

(858) 876-VANG 

     (8264)

Mea Lath

mea@pac-arts.org

(562) 810-1219

Important Locations

Pacific Arts Movement Office

2508 Historic Decatur Road, Suite 140

San Diego, CA 92106

(619) 400-5911

Digiplex Theater at Hazard Center

7510 Hazard Center Drive

San Diego, CA 92108