Volunteer Handbook

Encore

Volunteer

Handbook

Thank You!

The Encore Way

Thank you for your willingness to help our organization. We can’t do what we do without the volunteers who generously give their time — it takes a village to put on the productions we do, and Encore runs because of you.

Every volunteer, staff member, and collaborator at Encore is asked to live by the Ten Commandments — the cultural principles that guide how we treat young artists, each other, and the families we serve. Please read them before your first shift and keep them in mind as you work.

Table of Contents

Volunteer Coordinator……………………………………………………………………4

Committee Chairperson…………………………………………………………………5

Volunteer Committees

Concessions…………………………………………………………………….………………6

Ushers………………………………………………………………………………………….7

Parent Dressing Room Supervisors…………………………………………………8

Flyer Distributors…………………………………………………………………………….10

Parade Attendant ……………………………………………………………………….11

Parent Travel Chaperone……………………………………………………………….12

Parent Liaison……………………………………………………………………………….14

Cast Party Organizers………………………………………………………………………15

Cast Photographer…………………………………………………………………………16

Load In/Strike Assistants………………………………………………………………….17

Volunteer Coordinator

Every role is of immense importance for our organization to run smoothly. The volunteer coordinator is essential for executive staff and volunteers in order to maintain a well-organized and functioning system. The distribution of responsibilities looks something like this:

• Volunteer Coordinator

  • Committee Chairman

• Committee Members

The volunteer coordinators duties include, but are not limited to:

• Ensure all areas of volunteer work that are needed are filled in a timely manner-utilizing the committee chairman to fulfill the needs

• Check in regularly with committee chairman to see if volunteer needs are being met

• Train new committee chairman and help to train new volunteers in the roles and responsibilities

• Communicate with executive members of Encore when needs arise or to confirm volunteer areas are filled

• Help to ensure volunteers feel appreciated and valued

• Keep documentation and data of which areas tend to fill quickly and which are harder to find support to fill

• Create written systems and procedures for training and documentation purposes

Committee Chairman

The role of committee chairman is one of leadership and responsibility. Each area of volunteer opportunities needs a person who knows exactly what is going on, so that those who are volunteering know who to ask questions to and where to turn for help. The distribution of responsibilities looks something like this.

• Volunteer Coordinator

  • Committee Chairman

• Committee Members

If you have questions about your role, you can contact the Volunteer Coordinator to receive direction and answers to your questions.

The committee chairman’s responsibilities include, but are not limited to:

• Organizing and arranging for committee members to fill the needed roles of their designated area of volunteers

• Train new volunteers and ensure that all necessary information and supplies are provided to that committee member so they can succeed

• Report back to the volunteer coordinator with any concerns or questions as well as data in reference to which roles are more difficult to fill and which seem to be easier

• Reach out and contact potential volunteers when signups are not being completed

• Potentially step in and fill any slots that may not be filled when necessary

• Help ensure volunteers are feeling appreciated and valued

Committees

Concessions

Ushers

Parent Dressing Room Attendant

Flyer Distributors

Parade Escort

Parent Travel Chaperone

Parent Liaison

Cast Party Organizers

Cast Historian

Load In/Strike Assistant

Events (Fundraising etc..)

Concessions

Volunteering to run the concessions at a live theater performance involves a variety of tasks and responsibilities to ensure a smooth and enjoyable experience for patrons. You will be working directly with the concessions chairman to ensure all needs are met. Here’s a detailed breakdown of the duties:

1. Preparation and Setup

• Stocking Inventory: Ensure all concession items (e.g., snacks, drinks, candy) are stocked and ready for sale. This includes checking inventory levels, noting inventory levels, and arranging items attractively.

• Display Setup: Arrange merchandise in an appealing way to attract customers. This includes pricing items clearly and ensuring promotional materials are visible.

2. Sales and Customer Service

• Selling Concessions: Handle transactions efficiently, including cash and credit card payments. Be knowledgeable about the prices and options available.

• Customer Interaction: Provide friendly and courteous service, answer any questions customers might have, and make recommendations as needed.

3. Inventory Management

• Tracking Sales and Inventory: Keep accurate records of sales and monitor inventory levels throughout the event. Replenish stock as needed and inform the chairman of supply levels.

• Payment Management: Ensure all concessions are paid for, including from staff, performers and volunteers, unless otherwise noted.

• Candygrams: Manage the purchase and delivery of candygrams to performers by handing them to the dressing room attendant.

4. Clean-Up and Maintenance

• Cleaning Work Area: Maintain cleanliness in the concession area throughout the event.

• Closing Duties: Put any remaining concessions away and ensure cashbox is handed in to the house manager.

5. Customer Feedback and Improvement

• Collect Feedback: Pay attention to customer feedback and report any complaints or suggestions to the supervisor.

• Continuous Improvement: Look for ways to improve the efficiency and appeal of the concession stand and share ideas with the team.

6. Team Collaboration

• Communication: Maintain clear communication with other volunteers and staff members. Update the team about inventory levels, customer preferences, and any issues that arise.

• Support Team Members: Assist other volunteers as needed and work together to ensure a smooth operation, especially ushers.

Ushering

Volunteering to usher at a live theater performance involves a range of duties aimed at ensuring that patrons have a pleasant and organized experience. Here is a list of responsibilities:

1. Pre-Performance Duties

• Attendance and Briefing: Arrive on time for a briefing session with the head usher or house manager to receive assignments and any special instructions.

• Program Distribution: Collect programs and other materials to be handed out to patrons.

• Station Setup: Familiarize yourself with your assigned area, including the location of exits, restrooms, and emergency equipment.

• Program completion: Fold programs

2. Greeting and Ticket Checking

• Welcoming Patrons: Greet patrons warmly as they arrive at the theater, creating a welcoming atmosphere.

• Checking Tickets: Verify tickets at the entrance, ensuring they are for the correct date, time, and section. Use a ticket scanner or manual method as provided.

• Directing Patrons: Guide patrons to the appropriate areas of the theater, directing them to the correct doors or aisles based on their ticket information.

3. Seating Assistance

• Escort to Seats: Assist patrons in finding their seats, especially those who may need extra help, such as the elderly or those with disabilities.

• Manage Seating Issues: Address any seating disputes or confusion by checking tickets or referring them to the house manager.

• Latecomer Seating: Guide latecomers to their seats quietly and efficiently, minimizing disruption to the performance.

4. Program Distribution

• Handing Out Programs: Distribute programs to patrons as they enter the theater. Ensure each patron receives a copy, unless they decline.

5. Answering Questions

• Providing Information: Answer any questions patrons may have about the performance, the theater facilities, or the location of amenities such as restrooms, and concessions.

• Assist with Special Needs: Offer assistance to patrons with special needs, including providing information about accessibility options.

6. Intermission Duties

• Guiding Patrons: Assist patrons in exiting their seats and directing them to restrooms, concessions, or other areas during intermission.

• Time Management: Help ensure patrons return to their seats promptly for the start of the next act.

7. Post-Performance Duties

• Assisting with Exit: Guide patrons out of the theater efficiently and safely after the performance.

• Clean-Up: Help with light clean-up in the seating areas, picking up programs and any trash left behind.

• Lost and Found: Check for any lost items and turn them into the lost and found.

8. Feedback and Reporting

• Reporting Issues: Report any significant issues or incidents to the head usher or house manager, such as seating disputes or patron complaints.

• Providing Feedback: Offer any observations or suggestions for improving the ushering process or patron experience.

By fulfilling these duties, a volunteer usher plays a crucial role in ensuring that the theater experience is enjoyable, efficient, and safe for all patrons.

Parent Dressing Room Attendant

Volunteering as a dressing room attendant for young performers involves a variety of responsibilities to ensure a smooth and supportive environment for the performers. Here is a detailed explanation of the duties:

1. Pre-Performance Duties

• Arrival: Arrive at least 10 minutes before call time to assist the stage manager with checking in performers.

• Check-In: Verify the attendance of each performer as they arrive, ensuring they are present and ready for their roles.

• Dressing Room Setup: Prepare the dressing room by organizing costumes, ensuring all necessary items are available, and setting up any equipment needed.

2. Maintaining a Quiet Dressing Room

• Noise Control: Ensure the dressing room remains quiet and calm, especially during performances, to allow performers to focus and prepare, as well as to help them be aware of the show status.

• Behavior Management: Monitor the behavior of the performers, addressing any issues quietly and effectively to maintain a positive environment ensuring the “10 commandments” are followed.

• People Allowed in Dressing Room- Be aware of people that may be coming in or out of the dressing room. The only people allowed in the dressing room are performers, stage manager, director/choreographer/music director, production manager and back stage helpers. No other staff, parents or youth are allowed in the dressing room. This is to maintain safety and respectful environment for all involved.

3. Helping with Costuming Needs

• Costume Assistance: Help performers with putting on and taking off costumes, ensuring they are properly dressed for their scenes.

• Costume Repairs: Perform minor costume repairs or adjustments as needed, such as sewing on buttons or fixing hems.

• Organization: Helping the performers to keep costumes organized and ensure each performer’s costume is ready and in good condition before they go on stage.

• Appropriate Dress- Young performers need to be aware of those around them. Performers should have underclothes on under their clothes that allows for a coed dressing room. In order to ensure the dressing room is a safe and comfortable place for all, we need to make sure we are not walking around in their underclothing. Young performers should have on street clothes or costumes at all times.

4. Observing and Mitigating Issues

• Monitoring Interactions: Observe the interactions between young performers, intervening in any disputes or issues to ensure a positive and collaborative environment.

• Issue Mitigation: Work with the stage manager or Encore executives to address any significant issues, such as conflicts between performers or behavioral problems so they can be handled appropriately and documented as needed.

5. Maintaining Order and Cleanliness

• Costume Clean-Up: Remind performers to keep their costumes and dressing areas tidy, encouraging them to hang up costumes and put away accessories.

• Room Organization: Ensure the dressing room remains orderly, with costumes, props, and personal items kept in designated areas.

6. Staying Informed of Show Order and Cues

• Show Order Knowledge: Stay updated on the show order and performers’ cues, being aware of who needs to be ready at specific times.

• Time Management: Remind performers of their upcoming cues and ensure they are prepared to go on stage when needed.

7. Assisting with Mic Changes

• Mic Assistance: Help the mic technician with any microphone changes, assisting as needed.

• Technical Checks: Ensure microphones are working correctly and performers know how to handle them properly.

8. Check-Out and Post-Performance Duties

• Check-Out: Assist with checking performers out after the show, ensuring all costumes and props are returned and accounted for prior to the performer leaving.

• Dressing Room Clean-Up: Help with cleaning and organizing the dressing room after the performance, making sure everything is in order for the next show, by reminding the performers to account for their pieces.

• Report Issues: Report any significant issues or observations to the stage manager or Encore executives or costumer for follow-up.

9. Special Tasks (if applicable)

• Quick Changes: Assist with quick costume changes during the performance, helping performers transition smoothly between scenes.

• Emergency Assistance: Be prepared to assist with any emergencies, such as costume malfunctions or performer injuries, ensuring swift and calm resolution.

• Candygram and gifts- Ensure that if a performer has received a candygram from the front or a parent wants to drop off a gift, it gets placed in the correct performer’s basket.

By fulfilling these duties, a dressing room attendant helps create a supportive and organized environment for young performers, enabling them to focus on their performance and enjoy their time on stage.

Flyer Distributor

Volunteering to distribute flyers for promoting a youth program theater performance involves some key responsibilities to ensure effective outreach and promotion. Here is a detailed description of the duties:

1. Preparation

• Receive Flyers and Materials: Collect flyers and any additional promotional materials (e.g., posters, business cards) from the program organizers.

• Familiarize with the Program: Gain a thorough understanding of the youth theater program and the upcoming performance details, including dates, times, location, ticket information, and key highlights.

• Professionalism: Be sure that you are presenting yourself in a professional way, as you are representing Encore when you interact with local businesses.

2. Planning the Route

• Identify Target Locations: Work with the organizers to understand the locations flyers are to be delivered to.

• Map Out the Route: Plan an efficient route to cover all the identified locations within the allotted time.

3. Engaging with Businesses

• Introduce Yourself: Politely introduce yourself and the purpose of your visit to the business owners or managers.

• Explain the Program: Provide a brief overview of the youth theater program and the upcoming performance, highlighting why it would be of interest to the community.

• Request Permission: Ask for permission to leave flyers and/or, place posters in visible areas such as windows or bulletin boards.

4. Distributing Flyers

• Leave Flyers: Distribute flyers to the approved locations, ensuring they are placed in prominent and accessible areas.

• Maintain Records: Keep a record of the businesses that have agreed to display the flyers and any specific instructions they have provided.

5. Engaging with the Community

• Engage with Patrons: When appropriate, engage with patrons at the businesses to promote the theater performance, answering any questions they might have and encouraging them to attend.

• Provide Additional Information: Offer additional information or materials, such as how to purchase tickets or where to find more details online.

6. Follow-Up

• Report Back: Provide feedback to the organizers on which businesses were receptive and any potential issues encountered.

7. Professional Conduct

• Dress Appropriately: Wear professional attire that reflects well on the theater program.

• Be Courteous and Respectful: Always be polite and respectful to business owners, managers, and patrons, understanding that not all businesses may have the capacity to participate.

8. Time Management

• Stay on Schedule: Manage your time effectively to cover all planned locations within a timely manner.

• Prioritize Locations: Focus on high-traffic and high-visibility locations to maximize the impact of the promotional efforts.

By fulfilling these duties, volunteers play a crucial role in promoting the youth program theater performance, helping to increase community awareness and attendance, and supporting the success of the event.

Parade Escort

Volunteering to help with a parade of young performers involves ensuring their safety, managing logistics, and supporting the overall coordination of the event. Here is a detailed description of the duties for such volunteers:

1. Pre-Parade Preparation

• Briefing Session: Attend a briefing session with the event organizers to understand the parade route, schedule, and specific safety protocols.

• Gathering Materials: Collect necessary materials such as safety vests, identification badges, first aid kits, communication devices (e.g., walkie-talkies), and maps of the parade route.

• Meet and Greet: Meet the young performers and their guardians, ensuring you know the names and any specific needs of the children you are responsible for.

2. Assembly and Line-Up

• Check-In: Assist with checking in the young performers as they arrive, ensuring each child is accounted for.

• Line-Up Management: Help organize the children into their assigned positions or groups for the parade, making sure they know where they need to be and what they need to do.

3. Safety Monitoring

• Supervision: Constantly supervise the young performers, ensuring they stay together and do not wander off. Keep a close watch on them throughout the parade.

• Headcounts: Regularly conduct headcounts to ensure no one is missing. This is especially important at key points such as the start, during breaks, and at the end of the parade.

• Emergency Preparedness: Be prepared to respond to any emergencies, such as a child feeling unwell or getting lost. Know the procedure for contacting emergency services and the event organizers.

4. Parade Movement

• Guiding the Route: Walk alongside or slightly ahead of the performers, guiding them along the parade route and ensuring they stay on track.

• Crowd Control: Help manage the crowd, ensuring spectators do not interfere with the performers’ path. Use barriers or ropes if necessary to keep the route clear.

• Pace Management: Maintain an appropriate pace for the parade, ensuring the children do not move too quickly or too slowly.

5. Interaction and Support

• Encouragement: Provide encouragement and positive reinforcement to the young performers, helping them stay motivated and enjoy the experience.

• Addressing Needs: Be attentive to the performers’ needs, such as providing water, assisting with costumes, or addressing any discomforts.

6. End of Parade Duties

• Dispersal Management: Guide the young performers to the designated end-point of the parade. Ensure an orderly and safe dispersal.

• Check-Out: Assist with the check-out process, ensuring each child is safely picked up by their guardians or directed to their next activity.

• Debriefing: Attend a debriefing session to report any incidents, share feedback, and receive instructions for future events.

7. Special Tasks (if applicable)

• First Aid: If trained, provide first aid assistance in case of minor injuries or health issues.

• Performance Assistance: Help with any performance-related needs, such as adjusting costumes, handling props, or guiding performers to their positions.

8. Communication

• Stay Connected: Maintain communication with other volunteers, event staff, and organizers using the provided communication devices.

• Relay Information: Relay any important information or changes in plans to the young performers and their guardians.

By fulfilling these duties, volunteers play a vital role in ensuring the safety and well-being of young performers during the parade, contributing to a smooth and enjoyable experience for all participants.

Parent Travel Chaperone

Chaperoning other performers on a company trip as a parent volunteer is not expected or required and involves ensuring the safety and well-being of the young performers under your care. Here is a detailed description of your responsibilities and clarifications on what is and what is not within your scope:

1. Pre-Trip Responsibilities

• Understanding the Itinerary: Familiarize yourself with the trip itinerary, including travel arrangements, accommodations, activities, and schedules.

• Communication with Parents: Establish clear communication with the parent(s) or legal guardian(s) of the performer(s) you will be chaperoning. Exchange contact information and discuss any specific needs or concerns related to the performers.

• Medical and Emergency Information: Collect necessary medical information, emergency contacts, and any special instructions for each performer from their parent(s) or legal guardian(s).

2. Travel Arrangements

• Supervision During Travel: Ensure that the performers are supervised throughout the travel process, including at airports, on flights, and during ground transportation.

• Check-Ins: Frequently check in with the performers to ensure they are safe and comfortable during travel.

3. Accommodations

• Room Assignments: Help manage room assignments and ensure that performers are settled into their accommodations. Address any immediate concerns or issues with the lodging.

• Room Supervision: Conduct regular check-ins to ensure performers are safe and following the rules of the accommodations as well as the rules of Encore.

4. During the Trip

• Tracking Performers: Keep track of all performer(s) under your care at all times, ensuring they are present at scheduled activities and not wandering off alone.

• Adherence to Schedule: Ensure performers adhere to the trip schedule, including attending rehearsals, performances, meals, and other planned activities.

• Behavior Management: Monitor and manage the behavior of the performers, ensuring they follow the rules and conduct themselves appropriately.

5. Addressing Needs and Issues

• Immediate Needs: Respond to any immediate needs of the performers, such as health concerns, safety issues, or personal needs.

• Communication with Organizers: Inform trip organizers and company staff of any issues or needs that arise, ensuring they are addressed promptly and effectively.

• Medical Assistance: Provide first aid or seek medical assistance if a performer becomes ill or injured. Ensure that parent(s) or legal guardian(s) are informed immediately.

6. Financial Responsibilities

• Personal Expenses: Ensure performers understand the need to cover their own personal expenses, such as meals, souvenirs, and additional activities. Clarify that all monetary obligations are the responsibility of the performers’ parent(s) or legal guardian(s).

• Monetary Arrangements: Any financial transactions or reimbursements between you and the performers’ parent(s)/legal guardian(s) should be agreed upon in advance and managed privately.

7. Post-Trip Responsibilities

• Safe Return: Ensure that performers return safely to their parent(s) or legal guardian(s) at the end of the trip.

• Debriefing: Participate in any post-trip debriefing with organizers to report on the trip’s success and any issues encountered.

Clarifications on Responsibilities

• Not Responsible for Travel and Accommodation Costs: You are not responsible for paying for the performers’ travel, accommodations, or any other expenses. These costs are to be covered by the performers’ parent(s) or legal guardian(s).

• Not Responsible for Personal Items: You are not responsible for the personal belongings of the performer(s) beyond ensuring they are aware of and manage their own items.

• Not a Substitute Parent: While you are responsible for the safety and supervision of the performers, you are not a substitute parent. Any major decisions or issues should be communicated to the parent(s) or legal guardian(s) and the trip organizers.

By adhering to these responsibilities, you help ensure that the company trip is a safe, enjoyable, and well-organized experience for the young performers. Clear communication and understanding of your role will help maintain a positive environment throughout the trip.

Parent Liaison

Cast Party Assistance

Cast Historian

Cast Historian Parent Volunteer Duties

1. Photographing and Videotaping

   • Take high-quality photographs of rehearsals, performances, and behind-the-scenes moments.

   • Record video clips of significant events, rehearsals, and shows, ensuring to capture key scenes and candid moments.

2. Organizing Media

   • Catalog and organize all photos and videos taken during the production.

   • Create folders and labels for easy access and retrieval of media files and share with the production manager.

3. Creating a Scrapbook or Digital Archive

   • Compile photos, ticket stubs, programs, and other memorabilia into a physical scrapbook or digital archive and share with the production manager.

4. Social Media and Publicity

   • Share all content with Adam Record for use on social media and public domains.

   • Never share any photos or videos on your personal social media accounts.

   • Please communicate with Adam Record or Abigail Pearson when media is ready for publication on social media.

5. Coordinating with Other Volunteers

   • Work closely with other parent volunteers, such as those handling costumes, props, and refreshments, to document their contributions.

   • Ensure a comprehensive record of everyone involved in the production.

6. Distributing Memories

   • Ensure the production manager and stage manager have access to the photos and videos digitally so they can distribute them to the appropriate people.

7. Event Documentation

   • Document special events related to the production, such as cast parties, fundraising events, and community outreach activities.

   • Capture candid and posed shots that reflect the spirit and camaraderie of the cast and crew.

Additional Tips

• Permission and Privacy: Always obtain permission before photographing or videotaping individuals, especially minors. Respect privacy and follow any guidelines provided by the theater company. Parents give permission when signing their contract. Double check with the stage manager and production manager that all cast members have completed that form.

• Backup Copies: Maintain backup copies of all media files to prevent loss due to technical issues.

• Creativity: Be creative in presenting the history of the production. Use varied formats and styles to make the archive engaging and memorable.

• Timeliness: Stay on top of documentation tasks throughout the production to avoid a backlog. Regularly update the scrapbook, journal, and social media.

By fulfilling these duties, the cast historian parent volunteer helps preserve the memories and highlights of the production, creating a lasting legacy for everyone involved.

Set Building Assistance

Load In/Strike Assistant

Load-In Duties

1. Set Construction and Assembly

   • Assist with transporting set pieces from vehicles into the theater.

   • Help with assembling and constructing the set on stage, following the design plans and direction of the production manager

2. Props and Furniture Placement

   • Ensure all props and furniture are moved to their designated spots on stage and backstage as directed by the props master.

   • Assist with arranging these items as per the production manager or prop master’s

3. Costumes and Dressing Rooms

   • Assist in transferring costumes to the dressing room and assist with organizing them in dressing rooms per the costumer’s directions.

   • Help set up any necessary quick-change areas backstage.

4. General Setup

   • Assist with setting up backstage areas, including quick-change stations, prop tables, and signage for cast and crew.

   • Ensure safety measures are in place, such as securing heavy items and taping down cables and marking hazards with neon tape.

5. Miscellaneous

   • Assist with any other tasks or duties as needed per the stage manager or production manager’s instructions.

Strike Duties

1. Set Disassembly

   • Help dismantle the set carefully, ensuring reusable pieces are preserved and stored properly, as well as labeled per production manager or stage manager’s instructions.

   • Transport set pieces into designated vehicles for removal.

2. Props and Furniture Removal

   • Collect all props and furniture from the stage and backstage areas and place in areas designated by the props master.

3. Costumes and Dressing Rooms

   • Help collect and pack costumes, ensuring they are where they belong per the costumer’s instructions.

   • Clean and organize dressing rooms, removing any personal items left behind. No items should be left in the dressing rooms.

4. General Cleanup

   • Participate in cleaning the stage, backstage, and common areas used during the production, including the dressing rooms.

   • Ensure all trash is disposed of and the theater is left in good condition for the next event.

Additional Tips

• Communication: Stay in close contact with the stage manager, production manager, and other team leaders to ensure tasks are completed efficiently.

• Safety: Always prioritize safety when handling heavy or potentially hazardous items. Use proper lifting techniques and wear appropriate protective gear.

• Teamwork: Work collaboratively with other volunteers and crew members to ensure a smooth and successful load-in and strike process.

These duties can vary depending on the production and the specific needs of the theater company. It’s important to remain flexible and ready to assist wherever needed.

Related

• Ten Commandments
• Volunteer Coordinator
• Flyer Distributors
• Stage Manager
• Production Manager
• Set Building Assistance

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Status: Working · Portal: Public · Last reviewed: 2026-05-11 · Owner: Rhett