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Volunteer Job Descriptions

North Central Ballet – Backstage Volunteer Manual

For The Nutcracker 2025 at IM Terrell Performing Arts Center

Welcome & Overview

Thank you for volunteering — you are vital to the success of our productions.
This manual ensures backstage is organized, safe, and stress-free.

Each volunteer team will have a Leader (to be announced before show week). Leaders are responsible for training, troubleshooting, and reporting to Les Jordan / Artistic Director.

General Volunteer Guidelines

• Check-in at security upon arrival. Wear your volunteer badge at all times.
• Cell phones: keep use minimal.
• Dress code: black shirt & pants, closed-toe shoes.
• Professionalism: polite, discreet, encouraging — remember children are nervous.
• Emergency procedure: leaders will review exits, first aid, and contact numbers.

Roles & Responsibilities

1. Stage Crew (Backstage Men)

Purpose
To support the performance by preparing and moving scenery, props, and equipment safely and efficiently.

Responsibilities

• Unload scenery, props, and supplies; lay marley dance floor; set up backstage spaces.
• Assist the Stage Manager with scenery changes during rehearsals and performances.
• Keep backstage clear, safe, and performance-ready.
• Strike sets and reload trucks after the final performance.

Tips & Expectations

• Arrive early and ready to work — this is a physical job.
• Always lift with your legs, not your back.
• Stay quiet and invisible during performances.
• Never block a dancer’s path or move without clearance from the Stage Manager.

Procedures

• Before rehearsal/performance: check in with Stage Manager, review cue sheet, prepare floor/sets.
• During show: move scenery and props quickly, quietly, and safely.
• After show: strike sets, reload trucks, leave stage areas clear.

Checklist

• Gloves and closed-toe shoes
• Cue sheet reviewed with Stage Manager
• Backstage free of clutter
• Strike completed before dismissal

Call Times

• 12/14 (Sunday, Dress Rehearsal) – 5:00pm–10:00pm
• 12/15 (Monday) – 9:00am–12:30pm
• 12/16 (Tuesday) – 9:00am–12:30pm
• 12/19 (Friday) – 1:30pm–4:30pm, 6:00pm–9:00pm
• 12/20 (Saturday) – 1:30pm–4:30pm, 6:00pm–9:00pm

2. Boutique / Sales / Box Office

Purpose
To create a warm, welcoming shopping experience for guests before the show and at intermission.

Responsibilities

• Set up boutique tables neatly before patrons arrive.
• Stock and display merchandise and tickets with prices visible.
• Sell quickly, accurately, and politely.
• Balance cash box before and after shift.

Tips & Expectations

• Presentation matters — neat, organized tables sell more.
• Greet patrons warmly and offer suggestions (“These ornaments make great keepsakes!”).
• Keep lines moving efficiently and handle money carefully.

Procedures

• Before show: set up tables, arrange merchandise, confirm cash box balance.
• Intermission: sell merchandise quickly, maintain line order, restock as needed.
• After show: secure cash box, pack merchandise, leave area neat.

Checklist

• Cash box balanced before/after
• Displays neat and stocked
• Prices posted clearly
• Remaining inventory stored securely

3. Security Check-in/Out

Purpose
To provide a safe and organized system for dancer check-in and check-out at every rehearsal and performance.

Responsibilities

• Sign dancers in and out at the performer check-in desk.
• Monitor backstage entrances to ensure only authorized personnel enter.
• Keep parents and guests out of restricted areas.

Tips & Expectations

• Be firm but friendly — you are the first line of safety.
• Use the roster and never allow shortcuts.
• Know who to contact if a parent insists on entering.

Arrival & Check-In Procedures

1. Dancers must arrive 45 minutes before each performance.
2. Check-in is required at the performer sign-in desk before entering backstage.
3. Parents must sign dancers in and out at intermission or after the show. No early pickups.
4. The same parent who signs a child in must also sign them out, unless prior written notice is provided.

Checklist

• Roster sheets and pens available
• Badges or wristbands distributed
• Headcount confirmed before release

4. Ushers

Purpose
To welcome patrons, assist with seating, and ensure a smooth front-of-house experience.

Responsibilities

• Greet guests and collect tickets.
• Direct patrons to seats, restrooms, and concessions.
• Assist guests with mobility needs.

Tips & Expectations

• Smile and make eye contact — you set the tone for the evening.
• Know the layout of the theater to answer questions.
• Handle seating disputes calmly; defer to House Manager if needed.

Procedures

• Before show: check in with House Manager, prepare baskets for ticket stubs.
• Seating: escort patrons to their assigned reserved seats as printed on their tickets.
• During show: close doors quietly, manage late seating as directed.
• Intermission: assist with re-entry and seating.

Checklist

• Black pants/skirt, white top
• Doors opened/closed on Stage Manager’s cue
• All patrons seated before curtain

A full Volunteer Usher Handbook is available here:
www.northcentralballet.com/usher-handbook

5. Backstage Chaperones / Dressers

Purpose
To keep children safe, calm, entertained, and performance-ready.

Responsibilities

• Supervise assigned children from check-in until release.
• Ensure costumes, hairpieces, and shoes are secure.
• Line up dancers two numbers before their cue.
• Escort groups to the stage door and remain until Stage Manager takes over.
• Maintain order in dressing rooms.

Tips & Expectations

• Bring quiet, non-messy activities: coloring books, crayons, puzzles, card games, books.
• Bring quilts/blankets so children can sit together on the floor.
• Speak calmly and softly — children mirror your tone.
• Supervise bathroom breaks — no child leaves alone.
• Keep hallways and exits clear.

Procedures

• Before show: check costumes, confirm headcount, set up activities.
• During show: keep children calm, line them up early, escort to stage door.
• After show: confirm headcount, release children only once signed out.

Checklist

• Headcount at check-in and release
• Costumes secured (shoes tied, headpieces pinned)
• Children lined up 2 numbers early
• Area clean and activities packed at dismissal

6. Concession Stand

Purpose
To provide guests with a smooth, enjoyable experience purchasing snacks and drinks at intermission.

Responsibilities

• Set up concession table neatly before patrons arrive.
• Stock and display packaged snacks and drinks with prices visible.
• Sell items quickly and politely at intermission.
• Balance cash box before and after shift.

Tips & Expectations

• Greet patrons warmly — this is part of the performance experience.
• Keep lines moving quickly; politely direct undecided patrons aside.
• Have napkins available for cold drinks.
• Notify leader immediately if stock is low.

Procedures

• Before show: set up table, arrange items, confirm prices and cash box.
• Intermission: sell items quickly, keep table neat, restock as needed.
• After show: secure cash box, pack remaining items, leave table neat.

Checklist

• Cash box balanced before/after
• Prices posted and visible
• Table stocked and organized
• Remaining inventory packed and stored securely

7. Load & Strike Crews

Purpose
To carefully pack, transport, and return costumes, sets, and props after the final performance.

Responsibilities

• Pack costumes, props, and scenery into designated bins and boxes.
• Load items into trucks after the final show.
• Unload at the studio and return everything to proper storage.

Tips & Expectations

• Handle items with care — many are fragile or custom-made.
• Label bins clearly and keep related items together.
• Double-check rooms to ensure nothing is left behind.
• Use two people for heavy lifts.

Procedures

• After final show: begin packing as directed, check all dressing rooms.
• Loading: stack carefully, confirm with checklist before truck departs.
• Unloading at studio: move items to correct storage, verify fragile items are intact.

Checklist

• Costumes in garment bags or labeled bins
• Props padded and secured
• Truck fully loaded and checked
• All items returned to storage

Schedules

Volunteer shifts are managed online through SignUpGenius:
Volunteer Sign-Up Link