First off, thank you!  Our small events naturally create community, and our team of volunteers is a vital part of creating that welcoming space for everyone who comes to an Abbey Arts event. Our volunteers are essential to the vision of Abbey Arts: that small shows benefit people by creating empathy, increasing human interactions and improving health. Your contributions can help connect more people with this vision!

Volunteer Orientation recommended before your first volunteer shift (most 2nd Tuesdays) - 8/26/21 NOTE:  Orientations are currently paused. Training will be provided during your first shift.

Before you head over for your shift, be sure to double check which venue the show is at, we have many! www.abbeypresents.org for info.

VOLUNTEER CHECK IN

1. When you first show up to the venue, follow the event arrows, or Volunteer Sign-In arrows to the volunteer check in station at the entrance.  
2. Volunteers wait in lobby for Abbey Staff to check them in through Eventbrite system
   (if you’ve been waiting awhile, please ask someone near the entrance for assistance from a staff member.)

• While waiting to be checked in, please sign in, make your name tag and review volunteer handbook
• Closing volunteers must wait in lobby when they arrive and must check in with Abbey staff (even if they arrive before their shift to check out the show)

The Roles  During your shift, you may be helping with one or more of the following:

1. Setup - posting signs, setting up artist greenroom, setting up chairs, ushering people in

2. Box Office / Doors - welcoming, selling tickets, scanning tickets, answering questions, etc

3. Bar - selling/taking drinks and concession items, pouring drinks

4. Cleanup - resetting space, putting away chairs, etc

5.. Volunteer Lead Job Description

6. Additional Volunteer Tasks

Please Bring  .  .  .  .  .  .  .  .  .  .  .  .  .  

• Comfortable clothes & shoes (some of our shows are at a big venue - lots of walking).  
  We don’t have a strict dress code but most people wear jeans. Our venues aren’t fancy but sweat pants/super casual dress code is not encouraged.  
• Coat/Jacket in case of outside usher needs
• Dark clothes if possible. Appropriate for an all ages venue.
• We sometimes are able to provide simple snacks - lots of food options nearby at Fremont Abbey and a couple blocks away from Ballard Homestead, but bringing some dinner food for St Mark’s is advised since there isn't anywhere nearby to eat.

We Provide   .  .  .  .  .  .  .  .  .  .  .  .  .  

• Simple snacks (as available) & water
• Volunteer Name badges
• Staff support to answer questions
• Free concert (we do ask that all volunteers enjoy the show for at least 15 minutes during their shift) - most are able to catch 30-90 minutes of the show
• Free street parking near Abbey & Homestead, free onsite parking lot at Uheights, paid lot at St. Marks.

We Ask    .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  

• We know you lead a busy full life - if your availability changes, please do let us know as early as you can. If an emergency happens day of and you will not be present - please text 206-414-8325 with your name and what shift/location you won’t be present for.
• Sold out shows: For these shifts, priority is given to our volunteer leads and to regular volunteers. These shifts generally require both opening/closing support (usually 6p-11:30p)
• If you are uncomfortable or not physically able to perform a task, we encourage everyone to speak up- we are happy to reassign folks since there are always other tasks.
• Also, please speak up if your shift is over! With so many staff and so many wonderful volunteers, it's hard for everyone to remember when your shift ends, and we want to respect your time and co-create a fun experience with you.

Have you joined our Facebook Group? Learn about upcoming opportunities, last minute free ticket offers,
and connect with fellow Abbey Arts volunteers!  

Because of your support in helping setup the event, you are empowering the Abbey Arts team to focus more on creating a welcoming environment and experience for artists & guests.

Initial when Complete

CHAIRS

• ______ General Setup
• ______ Tall Tables
• ______ Reserved & ADA Seating Prep

BAR SETUP

• ______ Rock Glasses
• ______ Ice from Pecado/Uneeda
• ______ Signage & Decor
• ______ Merch Setup near bar
  

NO BAR?

• ______ Concessions (chocolate, drinks, etc.)

TIDY

• ______ Take out trash, vacuum entry
• ______ Check Bathrooms (tidy, soap, tp etc)

MERCH & PROMO 

• ______ Newsletter Lists  (by Door, Bar, Restroom)
• ______ Events Flyers  (by Door, Bar, Restroom)
• ______ Events Flyers on every 3rd chair
• ______ Merch Out (tshirts & posters)

CANDLES (not in summer/ warm days)

ABBEY HOST

• ______ Water with compostable cups
• ______ Hospitality (see instructions in kitchen)
• ______ Art Projects set up for guests

PHOTOS / VIDEO

• ______ Creative Photo of bar / sponsors
• ______ Take Video / pic of show for our socials & tag Abbey Arts

 .  .  .  .  .  .  .  .  .  .  .  .  .  .  

Please don’t set up chairs during sound check, Please don’t lean any furniture on the walls,
Never block exits with tables, chairs, etc.

the friendly and generous reception and entertainment of guests, visitors, strangers.

Initial when Complete

HOW TO  GREEN ROOM LIKE A PRO

• ______ LIGHTS/LAMPS on - lots of warm cozy lamps (fluorescents off)
• ______ HEAT when cold (ask a staff member if unsure)
• ______ CLEAN & TIDY  Wipe down counters, tables, vacuum (if necessary).
• ______ Tablecloth (black if possible) on eating table
  
  

ABBEY UPSTAIRS SHOW (Lroom)

• ______ Curtain over hall window.)
• ______ FRIDGE ON. (Plug in)
• ______ Artist Only Sign on L Room Door
• ______ Turn off fridge (at the end of night- DO NOT unplug)
• ______ Hallway curtain (Artist only sign +ADA Restroom sign) IMPORTANT

  .  .  .  .  .  .  .  .  .  .  .  .  

• ______ CUPS: both Rock glasses & mugs (plenty) - check that they are clean! These can be found on Abbey kitchen west shelves (you’ll probably need a step stool)

• ______ Napkins, Plates, Utensils
• ______ Clean Towels

Food and Drinks

• ______ Two pitchers of water (minimum)
• ______ Water heater (upstairs only)
• ______ Find hospitality in fridge - This will be noted with the artist name and date of show.
• ______ Present food in bowls with serving utensils
• ______ Tea, sugar, cream
• ______ General hospitality= chips/salsa, fruits/veggies, cheese, and crackers.

In running the doors, you provide the  first impression for a guest’s experience at an Abbey Arts event. It is important to be warm  and personable while greeting people, to be confident in pricing and general information (ie where are the restrooms), to manage ticket sales responsibly, and to  know when to involve an Abbey Arts Staff Member.

        (before doors open) 
Most supplies will be provided by the House Manager. Please ask an Abbey Staff member for any missing items.

□  Guest list & Special Ticket list 

(ask Abbey Arts Staff)       

□  $$ Start cash  for cash ticket sales price

□  Stamp, clicker                                                 

□  iPad, scanner & Eventbrite reader

□  Promo Material Newsletter Sign up & Events Flyer           

□  Tidy Entry Table Check the setup from the customer facing viewpoint.
 Does it look welcoming and organized?  Lamp/Candles? Plant?

□ _______ (initial) Doors All Set?

 .  .  .  .  .  

1. WELCOME guests 

eye contact, smile, “Welcome to the  ( Abbey / Homestead / Cathedral / Moth)”

2. Scan TICKET or CROSS OFF on Guest lists 

keep names hidden, get HM for any guest list questions

• Keep an eye out for Vet Tix, Teen Tix, Arts Connect, Patrick Place (we give out a lot of free tickets)

3. MARK ALL SALES on blue envelope.
4. CLICK ALL who enter (on the clicker)
5. STAMP inside right wrist, gently (don’t hold their hand)
6. Share Talking Points:
   Restrooms _____ , Bar _______

  Always make sure guests feel welcomed  

• Be warm & welcoming Smile, make eye contact and greet our guests.
• Speak clearly Some events are loud, please make sure guests can hear you (please adjust for quiet shows)
• Get the House Manager immediately if anyone is upset, miffed, bothered for any reason.
• Don’t turn people away If you can’t find a name - have someone get the house manager. Sold out shows: have the individual wait a few moments near the door but inside. Smaller shows: simply write down their name, let them in, & check in with then house manager. Obvious exceptions: someone intoxicated, clearly scamming the system, etc.

     .  .  .  .  .  .  .  .  .  .  .  .  

• Keep accurate notes of cash/card sales on envelope.  

At the end of your volunteer shift - make sure to sign off on cash/card sales tally.

• Confirm verbally totals are correct before running credit card.

i.e. Before running card, make eye contact with guest and say “2 tickets for a total of $20”

• Record ALL CASH and CREDIT Sales in Eventbrite System (check in w/ Abbey Staff if you haven’t received)
• Never leave cash box unattended.
• No alcohol can be brought outside

.  .  .  .  .  .  .  .  

Most of these attendees will be on the guest list, please get staff if there are any questions. We donate a lot of free tickets as part of our mission to make arts accessible for all ages and incomes. We believe offering access to music and arts events for all creates a wealth of mental and creative benefits for individuals and for Seattle communities as a whole.

• Arts Connect (more info)  Arts Connect empowers access to music, arts & community events by providing complimentary tickets to Abbey Arts events for low income individuals or families, nonprofit employees, veterans, and law enforcement.
• Pecado Bueno Cards Our Arts Connect program has an ongoing partnership with Pecado Bueno (Mexican Restaurant across the street) to provide “meal cards” valued at $15 each for a select number of guests on our Arts Connect Guest list. Cards are to be issued one per person w/ ID. Food use only. The total number of cards to be issued and names of guests will generally be determined prior to the event.

• Gift Certificates should have already been redeemed via email and names will be on the guest list.
• Teen Tix (more info) is a pass that gets teens into events at the door for $5 cash. See Teen Tix partner sheet for more details.
• Airbnb or Konnect Club Look on guest list for these names

  ---

BAR

Setup:

• Get ice

• Grab 2 water buckets from the kitchen and fill with ice from Pecado Bueno or Uneeda Burger

• Use dish racks to bring glasses upstairs
• Put up price signs & sponsor signs throughout the building
• Slice limes (use gloves)
• Water - Fill a 5 gallon water bucket and set out small compostable cups for self-serve water

Running the Bar:

• Sell drinks with Square

• Take customer’s orders, give change, etc.
• When making change, always give customer $1’s so they can tip. (i.e if $10 in change is due, give them a $5 bill and 5 $1’s)
• If there are issues reading a card, make sure the square reader is facing the right way, run it through slowly, or key it in if needed.
• Open tabs to increase sales

• Serve beer/wine/cider (Abbey bartenders will mix the cocktails)

• Serving Reminders

• Never leave alcohol or $ unattended
• Remember to give a genuine smile and greet people
• IDs must always be checked (volunteers can help by prechecking IDs and stamping - must either see ID or Bar Stamp)
• Beers must be open before handing over to customer (see proper method)
• Never touch the rim of a can or glass that you are serving to a customer
• Check your wine pours (rocks glasses)
• Use clean towels only, keep bar area clean and sanitary [4+ small towels for all events, large towels for kegs/ice]
• Tabs - ask “Do you want to keep it open?” while holding their card
• Never do any of these things [Link]

Bar Cleanup:

• Collect misc cans/glasses from main space
• Run dishes through dishwasher

• Must be 100% dry to put away in cupboards

• Take out recycling
• Take down signs

Initial when Complete

CHAIRS  /  EVENT SPACE

• _____ Glasses, Recycle, Compost Collected
• _____ Flyers collected
• _____ Chairs Stacked
• _____ Tall Tables away
• _____Take Out Trash

BAR & KITCHEN

• _____ Wash Dishes
• _____ Signage & Decor Down

MISC.

• _____ Green Room Dishes, Food, Trash Reset
• _____ Outside Signage Reset

J O B   D E S C R I P T I O N

Basic Training Needed to fulfill role 

Volunteered at a minimum of 5 Events

Running Doors (setup, cash/square, welcome, aesthetics of welcome table)

Event Setup (chairs, lights, special activities, reserved seating)

Hospitality (Green Room setup, water/concessions setup, general building welcoming)

Event Roles & Responsibilities

• BE AWESOME, WARM & WELCOMING
• ENGAGE OTHER VOLUNTEERS 

• welcome new folks, answer questions when our staff is busy, support the event by keeping all volunteers invested in event prep, doors and cleanup
• Help new volunteers learn the Abbey Secrets:  the mop room, dumpster keys, rock glasses and turn on the dishwasher etc.
• Help train new folks at ticket and merchandise sales, set up, Abbey Hospitality standards etc.

• ABBEY HOST (may not apply for every shift)

• Manage Guest List and ArtsConnect Attendees with great customer service
• Stay tuned into the audience experience and report to Abbey Staff regularly

• Capture 1 video or photo for social media

Commitment

_______  1 Event minimum per month (one full event or two 3 hr shifts)

_______  Attend two Volunteer Lead Meetings per year (quarterly meetings)

_______  Provide monthly feedback to Abbey Arts Staff about experiences, first-hand stories of arts & community happening, suggestions for improvement (in person, email, etc)

Volunteer Signature _____________________________________  

Date _______________

Abbey Staff Signature _________________________________________  

Date _______________

Additional Downtime / Volunteer Tasks

Don’t be bored - help the Abbey Sparkle!