Dear Vail Dance Festival Volunteers,
Thank you so much for your support of the 2023 Vail Dance Festival!
We could not do this event without the support of each of you, so truly, thank you for your time and effort. This packet is intended to serve as an information resource for you throughout the Festival window. Please familiarize yourself with the basics and do your best to learn all that you can about your role, but if you have any questions, do not hesitate to reach out to a coordinator or one of our VVF Staff members for assistance.
As a volunteer at the 2023 Vail Dance Festival, you are acting as a representative of the Vail Valley Foundation, the Vail Dance Festival, and our Vail Valley community. If you are interacting with an artist, staff member, partner or guest, please always be respectful, kind, and courteous.
This is a large event with many moving parts, so again, do your best to learn the event basics and your specific area of focus, but know we are here to support you if you need assistance.
Thank you again for volunteering for the 2023 Vail Dance Festival.
We hope you enjoy the event.
The Vail Dance Festival Team
Peggy WolfeSr.
Director of OperationsAirport Transportation, In-Town Transportation and Volunteer Coordinator at Vail Dance Festival (VDF) HQ
Sarah Franke SVP, Operations
Gerald R. Ford Amphitheater (The Amp) Team:
Peter Blosten Director
Lauren Gary Director of Ticketing Asst. Director of The Amp
Morgan Russell Venue and Events Manager
Tom Russo Amp Usher Volunteer Coordinator
TABLE OF CONTENTS
• Key Festival Information and Contact Information Page 1
• Festival Venues Page 2
• Volunteer Guidelines Pages 3-4
Check-In, Parking, and Attire
• Volunteer Benefits Page 5
• Volunteer Job Descriptions
• Amp Donor Greeters Page 6
• Transportation Volunteers Pages 7-10
• Ushers Pages 11-15
• Manor Vail Check-in and Venue Volunteers (Amp & VMS Lunch Volunteers) will have their positions explained to them at time of check-in
KEY FESTIVAL INFORMATION
Festival Website: vaildance.org
Festival Schedule: vaildance.org/schedule-at-a-glance/
Social Feeds:
Facebook: @VailDance
Instagram: @vaildancefest
YouTube: youtube.com/VailDanceFestival
IMPORTANT PHONE NUMBERS:
Vail Dance Festival:
Transportation Hotline/Manager on Duty: (970) 748-5930
*Best contact for all transportation, venue and Manor Vail Check-in Volunteers
Volunteer Coordinator – Peggy Wolfe: (970) 390-4158
Non-urgent matters (e.g., general questions, ticket requests, etc.) can be addressed by emailing the team at vvfvolunteer@vvf.org
FESTIVAL VENUES
Manor Vail – VDF HQ (open daily 7am – 7pm)
595 Vail Valley Drive
Vail, CO 81657
Gerald R. Ford Amphitheater (The Amp)
530 S. Frontage Road E
Vail, CO 81657
Vilar Performing Arts Center (VPAC)
68 Avondale Lane
Golden Peak Rehearsal Tents
495 Vail Valley Drive
Vail, CO 81657
Vail Mountain School (VMS)
3000 Booth Falls Road
Vail, CO 81657
Avon Performance Pavilion
90 Lake Street
Avon, CO 81620 VAIL
Beaver Creek, CO 81620
*
Golden Peak Rehearsal Tents
Manor Vail Lodge (VDF HQ)
Gerald R. Ford Amphitheater (The Amp)
Vail Mountain School (VMS)
* * * * * * * *
Not Pictured: West Vail Shell (Vail); Avon Performance Pavilion (Avon); Vilar Performing Arts Center (Beaver Creek)
VAIL DANCE FESTIVAL VOLUNTEER GUIDELINES
PARKING
Transportation, Donor Greeter, Venue and Manor Vail Check-In Volunteers:
All volunteers are encouraged to park in the Vail Village structure or at the Ford Park lot. Parking is free in the summer at the Village structure and free at Ford Park lot during the day. The Ford Lot becomes a paid parking lot in the late afternoon on performance evenings.
The Race City lot at Golden Peak is permit parking only this year Airport Drivers will be able to park their vehicles in the Race City lot, in the space allocated to the fleet vehicle they will be taking to the airport. If parking in this lot, please make sure to remove the parking permit from the fleet vehicle and place it in your car for your shift. All permits must be placed back in the fleet vehicle at the end of each shift.
Ushers:
Limited paid parking ($15) is available at Ford Park, located northeast of the Amphitheater on the Frontage Road, and at the Soccer Field, located southeast of the Amphitheater on Vail Valley Drive. Free parking is available in the summer at the Vail Village parking structure, a short walk from The Amp, and the Lionshead Village parking structure. Express bus service from both parking structures begins 2 hours prior to all performances to the venue. Courtesy cart service is provided to the facility from the Ford Park parking lot and the Soccer Field lot on a regular basis before and after each performance for those needing transportation assistance.
CHECK-IN
Transportation, Donor Greeter, Venue and Manor Vail Check-In Volunteers:
All Transportation, Donor Greeter, Venue and Manor Vail Check-In Volunteers will check in with the Manager on Duty at Vail Dance Festival Headquarters (VDF HQ), located in Piney Mountain Ballroom I in the Manor Vail Lodge.
Ushers:
For those volunteering in multiple positions [not just ushers], please plan to pick up your credentials at VDF HQ. However, for those that are only volunteering as ushers, you may pick up your credentials at your first shift volunteering at the Gerald R. Ford Amphitheater
ATTIRE
All volunteers are expected to be presentable with the appropriate dress code and maintain good hygiene.
As stated above, all volunteers will be given your VDF Credential upon checking in at VDF HQ or on the first day you usher. Please remember to wear your credential every shift you are volunteering.
Transportation, Donor Greeter, Venue and Manor Vail Check-In Volunteers:
These volunteer positions will be issued a Vail Dance Festival polo to be worn during shifts. You will receive your polo and event credential upon checking in at VDF HQ for your first shift, so please allot a little extra time that day to pick up your uniform.
Ushers:
Please keep in mind that it can become chilly in the evenings at the Dance Festival. We suggest you bring extra layers and rain gear.
Top: A plain white shirt. No designs or colors. No tank tops or strapless shirts. Gentlemen’s shirts must have a collar.
Bottom: Plain black slacks or skirt. Avoid dark greys or blues. No shorts, please.
Shoes: Black or white shoes. Please, no dirty or multi-colored running shoes. If you need to wear tennis shoes, please make sure they are clean and black or white.
You must have your credential to enter The Amp gate.
BENEFITS FOR VOLUNTEERING
Those volunteers that work a total of 4 shifts or more (in any combination of roles) receive the following benefits:
• Lunch at The Amp is available if you are volunteering over the time frame of 12:00pm – 2:00pm. Lunch is not available for usher and evening shift volunteers or on days you are not volunteering.
• Opportunity to watch rehearsals based on Festival schedule and space availability (Amp only)
• 50% discount on food at Concessions on performance nights when volunteering at the Gerald R Ford Amphitheater
• 25% off all Vail Dance Festival merchandise.
• Non-Usher volunteers will receive a Vail Dance Festival polo shirt as their uniform.
• Those that volunteer for more than 8 shifts will receive a complimentary Vail Dance Festival baseball tee.
• Access to up to six (6) complimentary lawn tickets based on availability. No more than two (2) tickets per performance.
• Volunteers can request tickets to performances by emailing vvfvolunteer@vvf.org. Volunteers may request an upgrade to pavilion seating, which will also be honored based on availability. All ticket requests must be made no later than 10am the day of the performance and volunteers will receive an email confirmation of ticket availability by 3pm each afternoon. Please do not email or contact the box office regarding requests.
• Tickets are not available for any other Festival ticketed events (e.g., Conversations on Dance, Master Classes or Watching Dance with Heather Watts).
• Volunteer Thank You Party – Tuesday, August 8, 3-5pm
GERALD R FORD AMPHITHEATER DONOR GREETERS
DONOR GREETER
• Assist with any final setup of donor greeter stations at The Amp
• One volunteer will greet donors upon arrival and check them in based on a master list
• One volunteer should float between the gate and Pavilion 2
• Guests must sit in row L or back, Pavilion sections 2 or 3
• Complete quiet is required of guests
• No photos please
• Volunteer should greet and welcome donors to The Amp and help direct them to the appropriate seating. We want to create a welcoming and inviting environment for our donors.
• The general public is not allowed in the amphitheater during open rehearsal times. Often people will try to come in because they see others going in and out. However, the volunteer should act as a second “gate” and inform those not associated with the VDF that only donors and artists/staff are invited in. We cannot have non-donors and non-VDF staff/artists/guests inside the amphitheater at any time.
• If they are looking for restrooms, there are some outside of the gates and throughout the gardens.
• If they are interested in dance and the Vail Dance Festival, direct them to the website or box office to learn more or purchase tickets.
TRANSPORTATION VOLUNTEERS
GENERAL RULES
• Anyone driving a fleet vehicle or golf cart must fill out the online driver’s waiver and submit a copy of their driver’s license at least 72 hours prior to operating a vehicle.
• Volunteers must be 25 years of age or older to operate a VVF owned vehicle. If a vehicle is leased or rented, all drivers must be 25 years of age or older.
• Persons under 25 may ONLY drive golf carts. (Must be 16 or older to drive a golf cart.)
• Fleet vehicles and golf carts are parked in designated parking spots at Manor Vail or near Race City at Golden Peak.
• All vehicles parked at Race City need to have a visible parking pass to avoid being ticketed or towed. Airport Transportation Volunteers and VDF Staff members will remove the parking pass from the fleet vehicle and place it in their personal car prior to parking. Upon return, the pass will be placed back in the fleet vehicle.
VEHICLE USAGE
FLEET VEHICLES
When returning a fleet vehicle:
• Park in the designated parking spot for that vehicle. The key number corresponds with the parking location.
• Clean out the vehicle each time (remove trash, water bottles, etc and check for anything that may have been left behind).
• Make sure all windows are rolled up.
• Lock the vehicle.
• Return the keys and gas receipt (if applicable) to MOD.
• All vehicles must be checked out in the VDF HQ at Manor Vail.
• Keys must be returned to VDF HQ.
GOLF CARTS
• Always engage the parking brake when the golf cart is parked.
• Always take the golf cart key out when it is parked and unattended.
• All golf carts MUST be returned to Race City each night. DO NOT leave at The Amp.
• Clean out golf carts each time they are returned (remove trash, water bottles, etc and check for anything that may have been left behind).
• Park in the designated parking spot for each golf cart.
• The key number corresponds with the parking location.
TRANSPORTATION POSITION DETAILS
IN-TOWN SHUTTLE
• Shuttle loop runs Manor Vail VMS AMP Golden Peak (Rehearsal Tents) Manor Vail
• Stay at each location roughly 5 minutes before moving to next location
• Shuttle drivers will get a radio and MOD will review how to use the radios with each volunteer
Use radios to contact the team at the VDF HQ with questions
• Make sure that the vehicle is stocked with granola bars and water.
• Note if the vehicle needs gas. If so, fill the car with gas at West Vail Shell.
• Let the clerk know you are with Vail Dance Festival and put the fuel on the VVF account.
• Be sure to bring a receipt back to the MOD.
• If there are any unusual transportation requests, please check with MOD.
• When returning the fleet vehicle:
• Park in the designated parking spot for that vehicle.
• The key number corresponds with the parking location
• Clean out the vehicle each time (remove trash, water bottles, etc and check for anything that may have been left behind).
• Make sure all windows are rolled up.
• Lock the vehicle
• Return the keys and gas receipt (if applicable) to MOD
ON DEMAND
• Rehearsals trump all other requests and volunteers must be available for all rehearsal requests
• You will be assigned a vehicle for the on-demand transports from the MOD.
• Vehicles will be parked at Race City in numbered spots that correspond with the key number.
• On Demand drivers will get a radio and MOD will review how to use the radios with each volunteer
• Use radios to contact the team at the VDF HQ with questions
• Make sure that the vehicle is stocked with granola bars and water.
• Note if the vehicle needs gas. If so, fill the car with gas at West Vail Shell.
• Let the clerk know you are with Vail Dance Festival and put the fuel on the VVF account.
• Be sure to bring a receipt back to the MOD.
• If there are any unusual transportation requests, please check with MOD.
• On demand transports may require volunteers to drive to:
• West Vail (grocery store)
• Beaver Creek (VPAC)
• Avon (Nottingham Park or Walmart)
• When returning a fleet vehicle:
• Park in the designated parking spot for that vehicle The key number corresponds with the parking location
• Clean out the vehicle each time (remove trash, water bottles, etc and check for anything that may have been left behind)
• Make sure all windows are rolled up
• Lock the vehicle
• Return the keys and gas receipt (if applicable) to MOD
AIRPORT DRIVERS
• Drivers for this event are only going to Denver International Airport.
• Volunteers will be scheduled for a 4-hour drive for a departure. This is the pickup time on the manifest. If a volunteer feels like they need more time, please let the MOD know well in advance.
• Volunteers will be emailed their trip manifest the day before the pickup/drop off is scheduled.
• Upon checking in, MOD will issue you your trip manifest, a cooler with water and a PEX card for you to use for gas and parking (if applicable).
• The MOD will monitor road conditions and flights for any delays. The MOD will notify volunteers of all trip delays prior to the transport.
• Make sure you have a full tank of gas prior to leaving Vail. If gas is needed while doing a transport, please use the PEX card and be sure to save the receipt.
• If a performer asks to stop and buy groceries or stop for food, volunteers should accommodate them. Volunteers should not pay for any items for the performers, just be available for their requests.
• If there are any unusual transportation requests, please check with MOD.
• At DEN, if volunteers are driving SUVs, they should go to the short term, hourly parking and leave the vehicle there. Volunteers should meet their party at the luggage carousel or door 505 on the EAST side of the airport, depending on instructions in the manifest and provided by the MOD. Use the PEX card for parking fees and be sure to keep the receipt.
• All drivers making arrival pickups at the luggage carousel will have a Dance Festival Sign.
• At DEN, if volunteers are driving the 10 passenger vans, guests have been advised to meet at door 505 on the EAST side of the airport. You may pick them up by driving the van to that door in the passenger pick-up area.
• Please do not be late for the pickups and gas vehicle (if needed) before picking up any artists
• If the trip to Denver takes place between 12PM-2PM, and you are unable to get lunch at The Amp, please plan to stop at Subway for lunch. You will be given a Subway gift card for this purpose. There are Subways in Copper Mtn, Frisco, Dumont/Downieville and Idaho Springs.
• There is a Whole Foods in Frisco; east exit. Please let the performers know that this is their best option for “whole”, vegan or organic foods.
• Volunteers should fill the car with gas prior to returning it to headquarters. There are two options:
• Fill the vehicle in Denver, where fuel will be less expensive, on the way to the airport.
Use the PEX card for fuel and be sure to bring back a receipt.
Again, please do not do so with artists or guests in the vehicle.
• Fill the vehicle at West Vail Shell.
Let the clerk know you are with Vail Dance Festival and put the fuel on the VVF account.
Be sure to bring a receipt back to the MOD.
• When returning a fleet vehicle:
• Park in the designated parking spot for that vehicle. The key number corresponds with the parking location
• Clean out the vehicle each time (remove trash, water bottles, etc and check for anything that may have been left behind)
• Make sure all windows are rolled up
• Lock the vehicle
• Return the keys and gas receipt (if applicable) to MOD
• If your transport is late at night, leave a note for the next morning MOD that the car needs gas
USHERS ASSIGNMENTS
Job assignments will be made prior to your arrival at the The Amp, but may be changed at any time (even mid-performance) to suit our needs. Volunteers must be willing to accept any assignment, barring physical limitations. Service areas include greeting, ushering, programs, walkways and chair rentals Please stay in your assigned area throughout the performance.
ATTENDANCE
Times of performances vary. While you should receive reminders of your upcoming commitments, it is important to know the times and dates when you are to be at The Amp. Please do not come if you are not scheduled; you will be asked to leave if you do so. It is important that you be in The Amp and seated at the top of Section 2 two hours before showtime for our meeting Please allow sufficient time to park and walk/ride the bus to The Amp. If you have a last-minute emergency, please contact Peggy Wolfe immediately at 970-390.4158. You may want to put Peggy’s number in your phone. Note that the lobby area “under the big white tent” will open 90 minutes prior to each performance and the gates will open 60 minutes prior.
DUTIES
*Please understand all ushers need to be on their feet for at least an hour. If you are unable to be on your feet for longer than an hour please contact Peggy for an alternate job responsibility.
Greeter duties include: wiping down the pavilion seats, smiling broadly and warmly/enthusiastically greeting patrons, directing patrons to The Amp, ensuring that patrons have their tickets ready for scanning, ensuring that patrons’ vouchers are appropriate for the evening’s performance, and providing information to prospective patrons.
Usher duties include: wiping down the pavilion seats, escorting guests to their seats, handling ticket issues as a liaison between the guest and box office, holding latecomers at the top of the aisle, seating latecomers at appropriate times, keeping the aisles clear, efficiently reseating guests after intermission, saying “good night” and “thank you” to guests as they exit, collecting programs and lost items left behind. During the performance, ushers may sit on provided black chairs in the back of the venue but never in the pavilion seats.
Walkway duties include: wiping down the seats, assisting greeters, program distributors and aisle workers as needed, opening and closing the stanchions at appropriate times, greeting guests, directing guests to appropriate locations (correct aisle, ticket office, etc.), making sure the bathroom doors are closed at all times during the performance.
Chair Rental duties include: assisting guests with the rental of chairs to be used on the lawn during performances and facilitating chair return at the end of the evening
MISCELLANEOUS
If you are accompanied by a guest, your guest must enter the venue with the general public. Please do not set out blankets or lawn chairs for friends until the gates have opened and those who have been waiting in line have begun ascending the stairs to the lawn.
Volunteers are expected to remain on duty at their assigned stations until the end of the performance and to say “good night, thank you” to guests. Be prepared to answer guest questions regarding exits and cart service upon completion of the performance. Please do not leave early! Please avoid using the restrooms at intermission while there are lines
Concessions food is available to ushers at half price at the performances you are ushering. Please show your credential and let the concessions know you are a volunteer before ordering food. You may order food 15 minutes before the gates open and eat only in the concession area and only before the performance begins. If you will be unable to finish your meal before the gates open, please let the Volunteer Coordinator and your teammates know. Please do not eat or consume alcoholic beverages while on duty.
ADA lawn pass holders at The Amp will be required to get a seat-specific ticket at the box office if they require a seat. A companion ticket will be issued only if seats are available after ADA requests have been fulfilled.
Children under 12 will not be allowed to accompany you to the performance and must attend with another paying adult.
MEDICAL AND FIRE EMERGENCY PROCEDURES
Medical Emergencies
If there is a medical incident of any kind, the following policy must be followed:
• One volunteer stays with the ill or injured guest
• One volunteer calls 911 immediately if it is an emergency, e.g., someone is seriously bleeding or unconscious.
• One volunteer seeks out The Amp venue staff: Peter Blosten (303) 241-7602, Lauren Gary (914) 557-9032, or any Venue staff (including those at each gate) who have radios.
Automated External Defibrillator
The GRFA has one AED and it is located adjacent to the door to the box office. Please in an emergency bring the AED to site of the victim. If you are comfortable with using the AED, please do so.
In the event of Fire
Visible smoke or fire:
• Determine if fire can be controlled with extinguisher. If so, grab the nearest extinguisher and use it! Extinguishers are located in concessions, the box office and backstage.
• If the fire or smoke involves electricity or cannot be easily controlled with an extinguisher, activate the nearest fire alarm pull station located in concessions, the box office and backstage.
• Immediately notify amphitheater manager who will act as site commander until Vail Fire Department arrives.
• All exit gates will be opened by security upon hearing alarm
• Security will assist any disabled or elderly guests to a safe location
• Move in a calm manner
• Security will conduct a sweep to determine that all areas have been evacuated.
Fire alarm is sounding:
• Amphitheater manager will go to alarm panel to determine location of tripped zone.
• An announcement will be made over the venue sound system with instructions
• If it is determined that there is an actual fire, proceed with directions listed above
DETAILED “DAY OF” INSTRUCTIONS
• Arrive, check your assignment, sign in and be seated for the pre-performance meeting that will be held 90 minutes prior to each performance.
o Check in and find your assignment on the clipboard near the top of aisle 2.
• If you have not yet picked up your credential, you can do so at The Amp on your first night of volunteering.
• If the performance will be ending after dark, pick up a flashlight if you are working on an aisle.
• Grab a towel and begin cleaning seats starting at the top row and working your way row by row down to the bottom. All volunteers are expected to clean their share of seats.
• Greeters must be out front of the main entrance and near the box office prior to showtime to assist patrons with ticket directing and to answer questions.
• Sit in the black chairs by your aisles if you are working at an aisle. Never sit in an orange seat
• Volunteers assigned to an aisle have priority as to the seats in which they will sit.
• Subject to the previous sentence, volunteers not assigned to aisles may sit with the volunteers working on aisles 1,4 or 5. (Please note the exclusion of aisles 2 and 3, which have been excluded due to space limitations caused by cameras and ADA seating.) If necessary, you may make a row of chairs behind the first row of volunteer seats provided that you do not block ushers who need to seat late patrons.
• If you haven’t worked a specific aisle in a while, refresh your recollection about the idiosyncrasies of that aisle.
BETWEEN GATE OPENING AND THE BEGINNING OF THE PERFORMANCE:
• Please be at your stations when gates open.
• When the gates open, volunteers working at aisles near the gates should greet them but stop lawn people from running and from climbing the rocks. (Note that only VVF employees are permitted to open the gates.)
• Greet patrons, check and then double-check their tickets and escort them to their seats. The most important thing that you will do is seat them in the proper Section.
• Hand patrons the performance program insert if they are interested.
• If there appears to be a double seating, get both sets of tickets in your hands and check them as follows:
o are they all for the same Section, Row and Seats?
o are they all for the same date, year and time of day?
If you determine that there is a legitimate double ticketing, ask the people contesting the seats to stand near the top of the aisle (yet out of the way of other guests) and then bring both sets of tickets to the Volunteer Coordinator at the top of aisle 3. If you cannot find the VC relatively quickly, proceed to the box office with the two sets of tickets and explain the situation to the box office staff.
• You may seat patrons while Damian is speaking.
• Turn off or silence your cell phones and turn off Amber Alerts.
DURING THE PERFORMANCE:
• At any time that the performance is ongoing, ushers working on aisles should be seated (unless you have a very good reason to be standing). This means that you should be seated before the dancers begin to dance.
• Without being too disruptive, enforce the policy against audio or video recording and photos.
• Refrain from eating or talking during the performance. Greeters may eat at the concessions area at this time.
• Late seat patrons between pieces. Do not allow them down the aisles when artists are dancing. Find them an empty seat at the back or give them your seat, if necessary, until it is appropriate to seat them.
• Do not allow patrons to sit on the stairs or block the aisles.
DURING INTERMISSION:
• Please avoid using the restrooms while there are lines.
• Remove inserts from programs, if applicable.
• Remain available to answer patron questions.
AT THE END OF THE EVENING:
• Until the lights come up, shine your flashlights onto the steps in each aisle to aid people departing.
• Say good night, thank patrons for coming, and ensure that they exit safely.
• Pick up reusable programs and, if you want to be kind to Festival staff, stack them neatly at the top of your aisle.
• Look for lost items and give them to the Volunteer Coordinator.
• Return your flashlight to the Volunteer Coordinator so that it can be charged.