VOLUNTEER HANDBOOK
SYMPHONY IN THE FLINT HILLS, INC.
311 Cottonwood Ave.
P.O. Box 441
Strong City KS 66869
620-273-8955
email:
website: symphonyintheflinthills.org
Welcome to the Symphony in the Flint Hills!
The Symphony in the Flint Hills is an exceptional event combining gorgeous natural vistas, beautiful music, good food and camaraderie. It is successful because of the spirit, dedication and hard work of our volunteers. As a volunteer, your contribution is vital part of the whole event.
Working in all phases of the symphony event, volunteers create a safe, clean and enjoyable event for all participants. As a volunteer you may find yourself helping maintain the symphony site, greeting patrons and other attendees, providing information, helping to park cars or direct traffic, working in education programs, selling merchandise, or helping out in other areas as needed. As a volunteer, you become a member of our team; thousands of concert goers will benefit from your service.
Be aware of your own time limitations. We want your choice about volunteering at the Symphony to be the right one for you. If for some reason you are unable to fulfill your volunteer commitment, please contact your Team Leader immediately.
Volunteers are free to enjoy the performance and educational activities while not scheduled to work – as long as you arrive on time and ready to work when your assigned time comes. Be sure to check with your Team Leader before leaving your assignment to go to the concert site.
Each volunteer represents the “face” of the Symphony and thereby is an ambassador for the event and the Flint Hills. The Symphony expects our volunteers to be enthusiastic, friendly, helpful, and professional at all times during their shifts. It is important to report on time and ready to work all shifts to which you have been assigned. Your smile and positive attitude make all the difference.
Successful volunteers:
1. Treat patrons, staff and other volunteers courteously at all times.
- Check in to the Volunteer Check-In Tent in at least 30 minutes before the start of their shift.
- Arrive at their assigned shift on time and stay until their scheduled shift time ends, or they are released.
- Wear their volunteer vest at all times while on duty.
- Will NOT use alcohol prior to or during volunteer duty.
Frequently Asked Questions:
Can volunteers request certain shifts?
Answer: Discuss your preferences with your Team Leader.
Can I request to work with a friend?
Answer: While we will do our best to fulfill your request, please keep in mind that not all requests can be granted. Decisions will depend on the Team Leader’s needs.
Who does the scheduling?
Answer: The Volunteer Coordinator, working with Team Leaders, has sorted through the applications and has assigned volunteers. We are working with the preferences of hundreds of volunteers and the demands of a complex event. Once you have accepted a shift, please fulfill your commitment; others are depending on you.
What if I am unable to be there at the last minute?
Answer: Call your Team Leader as soon as possible.
How do I know when and where to work?
Answer: Your Team Leader will discuss your responsibilities and shift(s) with you.
Will my team get together before the event?
Answer: We recognize many volunteers may come from some distance; still, Team Leaders will discuss the possibility of a team meeting on the site or possibly off-site.
Where do I park and how do I get in the gate?
Answer: COME EARLY and park in the general parking lot. Head for the ticket gate, which will be marked by banners. Next to the ticket gate will be the Volunteer Check-In Tent. You will be asked to sign the Volunteer Agreement (a copy is found at the end of this handbook). After checking your name on the volunteer list, workers will issue your wristband and volunteer vest and admit you to the site.
When do I need to be there?
Answer: PLAN TO BE AT THE VOLUNTEER CHECK-IN TENT AT LEAST 30 MINUTES PRIOR TO THE START TIME OF YOUR SHIFT. THIS MEANS THAT YOU SHOULD BE IN THE PARKING LOT AT LEAST AN HOUR BEFORE YOUR SHIFT. Bear in mind the time it will take you to park and then walk a mile more or less from the parking lot to the check-in tent. Volunteers may check-in anytime after 7:00am. There will be food available for purchase at 11:00am for volunteers who are on site. Ticket gate opens at 1:00pm.
If I arrive in the morning or early afternoon, what activities are available?
Answer: An array of interesting and fun options are available during the day. These will be listed in the Symphony newsletter.
Will I get a newsletter?
Answer: As a volunteer, your name is automatically on the newsletter mailing list. There are two newsletters a year: winter and spring.
Will I be able to hear the concert?
Answer: Efforts will be made to release you from your duties to hear the concert, but this is not guaranteed; your team responsibility may require your presence at your team site during the concert, check with your Team Leader.
Is the food expensive?
Answer: Prices range from $2 for a beverage to $8 for a Barbecue Dinner. You will purchase vendor tokens for $2 each. Tokens may be exchanged for food and beverages. (Note: Food will be provided free for the Sunday volunteer clean-up crew.)
Will there be water available?
Answer: Water will be available for on-duty volunteers in the Volunteer Tent.
Can my child accompany me on my shift?
Answer: No. It is important that all volunteers are focused on their responsibilities.
What should I wear?
Answer: Wear loose, comfortable, appropriate clothing. Keep in mind that you will be on your feet during your shift. Be prepared for weather changes. Hats, bug spray, and sunscreen are recommended (some available at the check-in tent). When you check-in at the Volunteer Check-In Tent, you will be given a volunteer vest and you should wear it while on duty – and only while on duty. Volunteer vests should not be worn when you are not working.
Footwear should be comfortable for walking and standing for long periods of time and should be appropriate for outdoor activities and walking over rough ground. Open-toed shoes are not recommended.
Some work areas are tented and in shade, but you should come prepared with gear for different kinds of weather.
Expect theunexpected: Kansas weather is unpredictable – it may be hot and humid, windy, rainy, muddy, dusty – you get the picture! Our job is to help people feel welcome, comfortable and safe at our “home on the range.”
We recognize our responsibility to:
- Recruit, interview and select the right volunteers for the right positions
- Provide task responsibilities for volunteer jobs
- Provide orientation for volunteers by informed Team Leaders
- Include volunteer feedback in event management decisions
- Communicate clear expectations and provide appropriate support and supervision
- Recognize the excellence and commitment of our volunteers
Thank you for volunteering for the Symphony in the Flint Hills. We hope you enjoy the educational activities and the concert, your symphony tee shirt and a commemorative program as our appreciation for your dedication and time. We welcome any comments and suggestions; please address them to your Team Leader.
For More Information
Go to the Symphony website: symphonyintheflinthills.org. The website is updated as new details develop. Please check it often. You may expect your newsletter with a map
and reminders in mid-May.
IMPORTANT:
When you check in at the Volunteer Check-In Tent,
please be prepared to sign a copy of this agreement.
SYMPHONY IN THE FLINT HILLS
VOLUNTEER AGREEMENT
As a Symphony in the Flint Hills, Inc. volunteer, I understand that, aside frombenefits listed in the volunteer handbook, there will be no monetary compensation for my work at the event. I understand that event volunteers are not employees of the event.
I have been provided and have read the Volunteer Handbook and will abide by the rules, regulations, and procedures, including but not limited to Items 1-5 on page 2, of the Handbook.
I understand as a festival volunteer I am not an agent of or authorized to transact business, enter into agreements, or otherwise make commitments on behalf of Symphony in the Flint Hills, Inc. unless expressly authorized in writing by the event producer.
I am aware of all the inherent risks involved in being a volunteer at the event. I acknowledge the Symphony carries Workers’ Compensation coverage that includes coverage for volunteers. I acknowledge that my sole and exclusive remedy in the event of an injury is from that coverage. Otherwise, to the extent permitted by law, I release and hold harmless the S.F.H., its officers, agents and employees of and from any and all liability, damage, or claim of any nature whatsoever arising out of or in any way related to my S.F.H. volunteer work.
I will be responsible for all of my own transportation.
I understand I may be photographed or videotaped during the Symphony in the Flint Hills, Inc., and I grant to S.F.H. a release for the use of such photos or tapes for promotional and other purposes.
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