Event Briefing

Volunteers should arrive ½ hour before an event (unless otherwise instructed) and gather together in the east lobby.  Event Coordinators will be identified as follows:

Designated Volunteer Coordinator:      
1st Back Up Coordinator:        
2nd Back Up Coordinator:        

At this time, volunteer positions will be either assigned or confirmed.  Please review the job descriptions for these positions and ask any questions regarding fulfilling these duties at this time.  Remember, volunteers are considered to be “Staff” and have great responsibilities towards our clients. 

Volunteers must not consume alcohol during or after an event.  The consumption of alcohol can cloud judgment and effect performance of duties. 

Event coordinators should review the following information with volunteers before an event:
 
1. Identify the fire pulls (to sound alarm) – bottom of front staircase, balcony exit, west stage wall, stage door exit

2. Identify the two fire exits: i. front stairs with access from the east lobby & balcony 

            ii. back stairs to east of stage exiting from stage door

3. Show group where the fire extinguishers are:

 Lobby
 Ground Level Main Entrance
 West Stage
 Balcony exit door
 PA Station
 Stage Door

4. During a fire, the elevator should NOT be used and should be called by a coordinator onto the main floor and shut off. All volunteers need to be shown this procedure.

5. Volunteers should usher patrons out of hall and away from building outside at least 200 metres. Keep in mind the fire department will need room to pull up the trucks. Have designated volunteers go outside to ensure this happens. Clients with accessibility challenges such as wheelchairs will be taken out of the building last in order to expedite an efficient evacuation.  Be sure that those who need assistance have able volunteers ready to help them out of the building (in some cases carrying them out).

6. First Aid Kits:  These are located in the 2nd floor bar kitchen and at the Box Office.  Please familiarize yourself with the locations of these kits. 

7. Location of Emergency phone(s)

8. Identify and demonstrate light switches for the main hall , lobbies and balcony areas.

9. Ushers should carry flash lights.

10. Go over individual duties as assigned : see Volunteer Job Descriptions

11. Be sure to enquire about the end of night instructions.  Ideally, the hall should be groomed for garbage, cleaned and set up for the next event.