Event Job Descriptions

Front Door:

• Put cigarette pail out/bring in at the end of the night
• Greet patrons
• Assist patrons with accessibility entry issues
• Show elevator and staircase options
• Open/Close door as needed
• Doors should be closed during performance but should remain unlocked until the end of the event
• Check for security issues out front of the building and the parking lots
• Smoking should be done at a reasonable distance from the front doors to ensure that the smoke does not enter the hall
• Direct Patrons to dispose of garbage and cigarette butts in appropriate places
• Check parking lots and around the building visually from time to time
• Check patrons regularly for over-consumption of alcohol
• Check patrons hand bags for unauthorized alcohol; at your discretion, deny access to those who refuse
• Check sidewalks and ensure that they are cleared of snow, ice and any other hazards or garbage

Top of Stairs Greeter:

• Ask patrons if they have tickets upon entrance and instruct them to the box office if necessary
• Alert patron to the bar service
• If there is a draw, raffle or any other information deemed important, try to communicate this if there is time (use discretion here)
• Direct patron to main hall or give balcony seating options if available and open
• During intermission, check to see that patrons have ticket stubs upon re-entering

Ticket Takers: 

• If this is done in the lobby area as opposed to the front door area (depending on box office location)
• Greet patrons
• Ask to see tickets and tear portion off as instructed by management
• If patron does not have ticket, guide them to the Box Office
• Give options if the balcony is in use and has space for the patrons to seat themselves.  Show elevator access if necessary
• Check for capacity issues in licensed areas
• Check patrons regularly for over-consumption of alcohol

In Hall Security:

• Check patrons regularly for over-consumption of alcohol
• Check for capacity issues in licensed areas
• Allow recording devices or cameras only with permission from the management.  Ask the patron to cease recording and if they refuse, contact management and alert them to this issue
• Do not allow patrons to enter the backstage or stage areas without permission from the management
• Guard against patrons touching artwork, opening shutters, shutting heating vents, pulling out extension chords, moving chairs or tables

Ushers for Main Hall:

• Alert patrons about cords/cables and technical equipment so that they don’t trip over them (carry a flashlight at all times – available at the bar)
• Direct/assist patrons to their seats; especially if the hall is reaching capacity
• Allow recording devices or cameras only with permission from the management.  Ask the patron to cease recording and if they refuse, contact management and alert them to this issue
• Open and close the doors of the main hall for patrons during the event
• Open the doors of the main hall and secure them open during intermission and at the end of the event
• Check the washrooms for cleanliness, supplies and security issues.  If necessary, get supplies to replenish or alert custodian/management to shortages or security issues

Back Stage Security:

• Monitor Stage Door exit for Band/Performer access
• Check Green Room and stage access from time to time
• Ensure that patrons do not exit or enter this way unless instructed by house management
• Ensure that the backstage entrance staircases remain free and clear of all obstacles (fire code)

Stage area House Security:

• Ensure that patrons do NOT access the stage area
• Ensure that patrons do NOT access the Green Room area unless instructed by the event management coordinator
• Check patrons regularly for over-consumption of alcohol or drug use
• Check for capacity issues in licensed areas
• Allow recording devices or cameras only with permission from the management.  Ask the patron to cease recording and if they refuse, contact management and alert them to this issue

Artist(s)/Band Liaison:

• Check on the artist(s) needs such as water and other supplies on a regular basis
• Check with the Back Stage Security and Stage area Security personnel on a regular basis and report to designated house management any issues arising
• Help coordinate start times and end times for sets and advise band and house manager of any communications needed

Balcony Ushers: 

• Assist patrons in the tiered seating area
• Use flashlights to help patrons see the access stairs to the tiered seats
• Do NOT move loose seating around or let patrons do so without event management permission
• Show patrons where the washrooms are on the balcony level
• Assist with the opening and closing of the door at the top of the stairs as needed
• During licensed events, be vigilant of patron’s safety and report suspected over-consumption to management
• Adjust lighting as needed for safety and lowering during event
• Check patrons regularly for over-consumption of alcohol
• Check for capacity issues in licensed areas
• Check the washrooms for cleanliness, supplies and security issues.  If necessary, get supplies to replenish or alert custodian/management to security issues
• Allow recording devices or cameras only with permission from the management.  Ask the patron to cease recording and if they refuse, contact management and alert them to this issue

Box Office Assistant:

• Process ticket purchases as instructed by management
• Be trained by management to use Debit, Visa, MasterCard and cash sales
• Learn about cash-backs
• Safety protocols
• Promote upcoming events to patrons and provide them (if available and there is time) with literature advertising these events

Merchandise Duties:

• Get briefed by either Aeolian’s House Manager or the Group’s Road Manager
• Assist with setup and breakdown
• Obtain float from either Aeolian’s House Manager or the Group’s Road Manager
• Verify merchandise count with Group’s Road Manager at beginning and end of event
• Greet all patrons and assist with their purchases
• Reconciliation after sales with BOTH Aeolian’s House Manager or the Group’s Road Manager

Runner:

• Check each volunteer station and see whether there are any challenges or needs
• Report findings to the Volunteer Coordinator
• Assist in getting supplies/materials needed for a volunteer station
• Assist where required

Bar Manager:

• Coordinate bar staff:  predetermine bar positions
• Ensure that appropriate personnel are properly trained and briefed
• Ensure that all staff are trained and have Smart Serve Bar staff must now take the Smart Serve course
• Administer floats and reconciliation accounting
• Keep track of inventory and place orders for:
     o Alcohol
     o Snacks
     o Glasses/Supplies
     o Food
• Assist setup of bar including:  equipment, supplies (cups, cloths, openers, cash box)
• Check float portion of cash reconciliation upon arrival and record the amount on the reconciliation sheet
• Ask for assigned duty (opener, server, bussing, pre-pouring)
• During the event, constantly observe patrons for intoxication/over-consumption and politely deny service to intoxicated patrons
• Alert staff and management about patrons who have over consumed
• Help clean up after the event and return stock to appropriate places
• Assist in completing the float reconciliation sheet
• Check for capacity issues in licensed areas
• Add to concession stock as needed
• While waiting for clients:

• Wipe all surfaces (even if they look clean)
     o Include:  counters and shelves
     o Doors and shelves of fridge and track at bottom of doors
• Re-stock the fridge
• Organize and put back any supplies or items not in use
• Clean the garbage pail:  wipe outsides and take out the garbage if necessary
• Check inventory and make a list of purchases
• General Cleaning and Restocking
     o Empty all garbage’s (including balcony and all bathrooms)
     o Tidy balcony (check cup holders for drinks, check bar top for discarded glasses)
• Tidy green room
     o Empty garbage and recycling
     o Check paper towel and toilet paper in bathrooms
     o Scrub sinks, shower, toilet when needed
     o Vacuum floor, tidy and wipe down surfaces
• Wash dishes, by hand or dishwasher
     o Put dishes away once washed
     o Clean out dirty bus bins 
• Restock bar 
     o Pop, wine and beer fridges
     o Glasses
     o Coffee, sugars, teas
• Set up hall for next event
• Check table clothes for cleanliness, wipe away crumbs or put in wash pile if needed
• Tidy box office area, recycle old materials and take down old posters
• Sweep/Mop floors as needed
• Dust surfaces
• Vacuum music school