Friends of Shanklin Theatre Volunteer Information Booklet

Friends of Shanklin Theatre FOST

INTERESTED IN VOLUNTEERING?

don’t just do the work, they make it work’

‘Volunteers

Volunteering at Shanklin Theatre

The Friends of Shanklin Theatre (FOST) aim to encourage public support for Shanklin Theatre, provide volunteers for the day-to-day running of the theatre and raise funds to benefit the Theatre.

Volunteers at the Shanklin Theatre are the force behind the working of the Theatre. The jobs are varied, interesting and require many different skills

The various volunteer teams have a Team Leader who will guide the new volunteers and ensure that all the necessary training is given.

This booklet intends to give you an overview of the volunteers’ activities.

Meet the volunteer teams

Bar

Working in the Bar requires the ability to work under pressure, but always with a smile for our customers. Bar volunteers need to have a reasonable level of fitness to undertake the duties required. Each show requires 3 to 4 volunteers serving hot and cold drinks for an hour before the show and during the interval. The role demands concentration, the ability to take orders, handling money using the Theatre EPOS system and cash up accurately. Once the show has commenced, pre-ordered interval drinks need to be prepared. Other duties include restocking the shelves, cleaning the bar area and equipment. A duty rota is prepared monthly in advance. It is preferred that volunteers can make a reasonably regular commitment to attend, to ensure skills and best practices are retained. Full training and guidelines are provided. Each shift will last approximately 3 hours. Working in the bar is hard work but rewarding.

Box Office

The Box Office is a very busy department and the hub of the Theatre. Volunteers working in this area need to be happy handling money, be computer literate, and can work under pressure. The Box Office manager organises the rota and volunteers are asked to offer a regular commitment each week in order to keep up with any changes, new shows etc. It is also important that you have good people skills and serve our customers always with a smile (even on the phone!). The Box office volunteers work closely with both the Box Officer Manager and Theatre management. Whilst there is a lot to learn in the Box Office, it is also fun and very rewarding, as you will be working with a small but very supportive team.

Gardening

Our award winning gardening team help to enhance the appearance of the theatre by keeping the outside planters and car park area clean, tidy and full of attractive plants and flowers throughout the year. In the autumn, the team will be sweeping up leaves but it is busiest in the spring and summer when a lot of time is spent watering, weeding and dead heading and is grateful of anyone who would like to join the team and lend a hand.

Housekeeping

The housekeeping team is vital to the smooth running of the Theatre and is one of the first things our audiences notice as they arrive, whether it is the gleaming toilets or the spotless auditorium. The Housekeeping team is a small group of dedicated volunteers who have fun whilst doing their rewarding work. To join this team, you will need to be reasonably physically fit, as there are quite a lot of stairs involved. Other qualities that you will need include reliability, and the ability to work alone as well as part of a team, along with a good sense of humour. You should ideally wear comfortable loose clothing, and non-slip footwear. All parts of the Theatre need to be kept clean, both the public areas and behind the scenes.

Catering

The catering team is a small friendly team, who organises catering for selected visiting artists and in-house events, such as the Volunteer Thank You evening. Volunteers enjoy baking the cakes for the monthly Coffee mornings. During March, the team arranges refreshments for the Music and Dance festival. During the summer, the catering team can often be found at outside local shows and events, providing refreshments to help raise money for FOST. The team hold Level 2 Food Hygiene certificates that are organised by FOST. All volunteers wishing to join the Catering Team will need to follow the strict hygiene standards as directed by the Team Leader.

The Theatre makes use of a number of IT systems including VoIP telephones, EPOS for Bar and Sweetshop sales, Box Office ticketing, wireless/wired networking, plus the computers that are used with these systems and general administration. These are supported by our small team of IT volunteers, with activities ranging from selection of new equipment, testing and evaluation, installation, configuration, design of new functionality and fault finding where required.

Volunteer hours are unpredictable, as they depend on current demand. Work is conducted both at the Theatre and at home, subject to the activity. Support includes being contacted at home, with an immediate visit to the Theatre occasionally being necessary.

IT volunteers need to be familiar with the relevant technologies with at least technician level understanding of the principles relating to the technologies, which include configuring computers running Windows and computer networking, plus the proprietary ticketing system used by the Theatre.

Above all, the Theatre’s IT systems are currently evolving, requiring an aptitude to learn and understand new applications (sometimes in-depth) and become adept at providing IT support for the equipment and software used for these applications.

Prize Draw Sellers

The Prize Draw team is an essential part of the Theatre’s fundraising activities, which help to facilitate the ongoing Theatre maintenance and improvements to the building and property. The Prize Draw is very popular with the audience and our volunteers sell the tickets at our shows in both the Auditorium and the Bar. We also attend and sell tickets at outside events where the Theatre has a stall. Our dedicated and highly committed team has a very friendly approach. To join the team, you will need to show the same commitment in order to cover the busy monthly rota, and be happy to handle money. Volunteers arrive an hour before the performance, cash up during the first half of the show and are willing to assist with other duties, as necessary.

Front of House - Ushers

Good ushering is vital to the smooth running of the Theatre and the safety and security of the audience.

Rotas are in place. It would be helpful if you could commit to 3-4 shifts a month.

Before the show, Ushers meet our customers with a smile. Ushers in the foyer check tickets and direct to the correct side of the stalls or balcony to enter the auditorium. Inside the auditorium, customers are shown to their seats. Once inside the auditorium, radio contact is maintained at all times to ensure that all the instructions are received and actioned including security and incident information. During the show, continual monitoring of the audience is required to ensure its safety and security and that customers are adhering to Theatre policy e.g. no video recording and photographs.

During the interval, Ushers may be asked to sell ice creams or help people find their pre ordered interval drinks. Ushers are sometimes asked to assist with the selling of programmes and the bucket collection after the show.

After the show, Ushers help in clearing rubbish from the auditorium. Ushers arrive at least an hour before the show and remain after the show for a short period to help clear up. This job is hard work but very rewarding.

Front of House - Confectionery Kiosk

The confectionery kiosk can be very busy during popular shows, volunteers wishing to work in the kiosk must therefore be happy to work under pressure. Other qualities required are a friendly attitude, numeracy, and always willing to serve our customers with a smile. The volunteer needs to be confident to handle money and use the Theatre EPOS system, including cashing up.

Maintenance

The Maintenance team undertake any tasks that have been requested where issues have been encountered. This could include anything from repairing leaking taps, cisterns and plumbing, replacing broken locks, painting, to repairing and installing electrics. As a listed building, larger tasks may be outsourced as directed by the Team Leader and the Theatre Trust. Work is scheduled around the Theatre show calendar; maintenance days therefore need to be flexible. Volunteers wishing to join the team should be physically fit and have practical skills and anyone with a specific trade or skill would enhance the capability of the team. There is no dress code, but common sense must prevail for the task to be undertaken. Volunteers must be willing to work as part of a small team and having a good sense of humour is essential. Although it is hard work it is very rewarding.

Outdoor Events Team

Outdoor events are usually covered by our existing volunteers. The team attend shows and events throughout the year, promoting upcoming Theatre shows and FOST, selling souvenirs and prize draw tickets. The day before the show, the team meets to pull together everything required for the show. On the day, the team sets up the stand and then dismantles it at the end of the day. Volunteers need to be confident, pro-active, polite and enjoy meeting the public. Having your own transport would be an advantage.

Theatre Brochure Distributors

The Theatre produces a brochure three times per year to promote the Theatre and upcoming shows. Volunteers are always needed to assist with the distribution of both door to door and in shops around the island. Volunteers wishing to help are welcome to do as small or large area as they feel able to do, even a small area covered is most helpful. It should however be remembered that it may not be possible to cover the area where you live as this may already be covered, so some travelling may be needed, it is therefore helpful if you have your own transport.

Social events

After all the hard work as a volunteer at the Theatre, come and relax at the social events organised by FOST where all volunteers are welcome. As the Theatre volunteer family is growing more and more due to the Theatre’s success, these events are great opportunities to meet some of the other volunteers and make new friends.

Coffee, Cake and Chat

This monthly event is open to anyone and it is a great opportunity to chat to members of the public interested in the Theatre who perhaps would like to join FOST or even to volunteer

Volunteer Thank You evening

This annual free event is to say a BIG thank you to all of our hard working and dedicated volunteers. Without their efforts, none of this would be possible. This is an enjoyable social evening where we all come together for some refreshments and to reflect on what we have achieved during the past year. Dedicated volunteers who have served for 5years or more will receive long service badges

FOST Summer Event

An annual event is organised for FOST members. The type of event may vary from year to year

Team social get-togethers

Organised by the Team Leader, these events are an enjoyable way to build a great team and make friends while having fun

Volunteering Conditions, Benefits and Training

Friends of Shanklin Theatre (FOST)

To become a volunteer, you must first join the Friends of Shanklin Theatre (FOST), paying the appropriate annual membership fee. As a FOST Member, you will receive excellent benefits including discounted tickets to selected shows, a quarterly newsletter (Stage Write) either electronically or in paper copy, priority booking whenever possible and much more. Visit our website for more details at https://www.friendsofshanklintheatre.co.uk

Ongoing Training

We pride ourselves in our ongoing training programme which includes:

• Induction Training and Theatre tour

• Training for volunteer’s specific role

• Health and Safety Training

o Mandatory Evacuation Training held annually. All volunteers must attend in order to continue to volunteer, thus ensuring the safety and security of our audience, performers and volunteers. This is something we take extremely seriously.

o Other optional training includes First Aid, Defibrillator, Fire Awareness & Extinguisher, Control of Substances Hazardous to Health, Manual Handling, and Food Safety.

Code of Conduct/Data Protection

Each volunteer before joining is required to read and sign our code of conduct which sets out the standards that we expect of our volunteers. This ensures that everyone working at the Theatre is treated in a courteous and respectful manner. This document is supported by the FOST Volunteer Equality and Diversity – Anti Discrimination Policy.

We take Data security seriously, therefore volunteers will also be required to read and sign our Data Protection Policy, which sets out how any personal data that we hold will be handled and protected. These two important documents form part of the application process.

Dress Code

All volunteers working a show shift are to follow the agreed dress code of smart black trousers/skirts and white shirts/blouses and black jackets/jumpers/cardigans. It is highly recommended that sensible black closed toe footwear is worn, and during hot weather a black/dark colour sturdy walking sandal.

Interested in Volunteering?

Contact our VOLUNTEER LIAISON OFFICER: volunteers@shanklintheatre.com

More Information on FOST

FOST WEBSITE – http://www.friendsofshanklintheatre.co.uk

FOST CHAIRMAN – fostchairman@shanklintheatre.com

FOST MEMBERSHIP SECRETARY – fostmembership@shanklintheatre.com

Recent reviews from Tripadvisor and Google:

The building is beautiful, even the outside had beautiful flower boxes etc, the staff are mostly volunteers and you can tell how much they love what they do and are very proud of their building especially as the upkeep is purely donations, worth a visit.

My wife who at present is in a wheelchair was unable to get to the seats as there were 20 steps reach the Balcony and unfortunately no lift. The staff at the theatre who are all volunteers went above and beyond to get us seated downstairs and made sure we were OK right throughout the show. Thanks very much to all concerned you made our visit a pleasure.

The theatre is always clean and tidy and the volunteers are very helpful.

Nice bar area. No real ale but good stocks of everything else. Great volunteers running it like clockwork.

This is a gem of a Theatre run by the loveliest people and a team of fantastic volunteers.

We love Shanklin theatre! The volunteers that work here really are something special, and are all part of the wonderful magic that goes on here. Top quality performers and shows are on offer …

…

Well worth seeing. The cast were fabulous. The Theatre is lovely - we were in the stalls. The volunteers that help are worth their weight in gold and keep it running. Thank-you all for a fabulous show

This is a gem of a Theatre run by the loveliest people and a team of fantastic volunteers. They have a super schedule of shows for the year. Highly recommended. Must go see!

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