VOLUNTEERS NEEDED FOR 2019 

Marketing Sign Manager (1): Coordinate a team of volunteers to place posters, banners and postcards throughout Jersey City, Hoboken, downtown Manhattan and targeted areas in Brooklyn. Need to improve our capability to get up signage and improve awareness of the festival.  Will likely begin coordinating teams 3 months prior to the festival and begin distribution 3-8 weeks before the festival. 

Social Media Marketing (1): Responsible for posting to one or more of the Hudson West social media channels, (e.g., Facebook, Twitter, Instagram).  Creates or works with the Board to create content for the postings.  Need to stay on a regular schedule posting in all social media. Some minimal postings throughout the year (monthly 6 months before the festival), then weekly 3 months before the festival. 

Volunteer Communications (1):  Continuously communicate to volunteers so that they know when and where to arrive, their job descriptions, who they should report to, etc.  Work with the Volunteer Coordinator as soon as 3 months prior to the festival then weekly assistance 4-6 weeks before the festival. 

Venue Setup and Breakdown Manager (1): Works with the Board to design the festival space functions.  Coordinates the setup of the venue throughout the festival space including the main music room, retail vendor area and music workshop.  Work to be done on the Thursday and Friday before the festival, Saturday morning, and then a breakdown on Saturday night. Work with Volunteer Coordinator to find and schedule volunteers.  Coordinate the work and the volunteers.  Specifically, clearing out the music hall and vendor spaces, setting up of stages, chairs, tables, wall partitions, trash cans, signs, etc. Will likely work several partial days before the festival and the day of the festival. 

Food & Drink Coordinator (1): Work with the Board to create our food menu.  Source and coordinate food and drink (non-alcoholic) either through direct purchases or via vendors for 1) attendees (200-300), 2) musicians (25-40), 3) volunteers and staff (appx. 40). Set up food areas and maintain during the festival.  Break-down food areas after the festival and determine how to dispose of excess food and supplies.  Will likely begin coordinating foodstuffs 3 months prior to the festival, begin purchases week before the festival, then day of the festival. 

Stage director/manager (2): Talent will check in with this person; will instruct them on timeline for performance; will be in charge of rounding them up before their set and making sure they're on stage when they should be and that they stay on schedule; liaison between artists & soundcrew. 

Artist liaison/green room manager (3): Point person for artist arrival; arrange for help with load-in; oversee Green Room, ensure artists have everything they need including but not limited to food, mirrors, etc. 

Load-in & stage assistant (3): Will assist artists with load-in of gear; other backstage needs as assigned by stage director & Green Room Manager. If needed (TBD), will also pick up headliner artists from (nearby) location and bring them to venue; will take artists from venue back to nearby location. 

Ticket sellers/check-in (6): Selling tickets.  Check-in festival volunteers.  

Photographers (2): Volunteers that photograph festival and musicians which may later be utilized on the Hudson West website and marketing materials.  Works with Board member, Laura, to define expectations. 

Vendor check-in leads (2): Checks in all vendors as they arrive; circulates during the time to ensure vendors are properly equipped and have what they need. 

Vendor check-out leads (2): Circulates to check on vendors for the latter half; coordinates vendors as they check out; ensures vendors take everything with them. 

Event Maintenance (3) - keep all tables cleaned up as attendees move around (VIP, food tables), keep place neat and tidy, check to ensure bathrooms are ok (e.g., toilet paper available). 

Security (4): responsible for the security of the venue.  Checks IDs for age, resolves any disputes/issues.  One, the door guard, will need to check ID's so that we can provide attendees the appropriate wrist band for drinking, or not.  The second guard will be placed in the vendor hall which includes vendors, the bar and workshop. 

Volunteer Coordinator (1):  finds, coordinates and communicates with all volunteers.  On day of event, will move around volunteer staff as needs arise; will regularly check-in with department heads to see their staffing needs are being met.  Obtains feedback from  volunteers as to what could have been done better, and what worked well. Schedules and communicates the Volunteer dinner party after the festival. 

Merchandise manager (1): Arrives early to organize table area both for artists' merch and for their meet and greet. Touch base with artists on their arrival to see how they want to handle merch sales. If needed, helps artists with signage. Oversees the merchandise crew in handling sales. 

Merchandise assistant (3): Handles sales of festival and artist merchandise; assist with artist meet & greets. 

Bartenders (4): Works at bar selling wine, beer and cocktails. 

Art & Decoration Installers (4): Work with a Board member, Kay, installing the decorative concepts throughout the festival space.  Develop and obtains pieces (e.g., banners, posters, decorative elements, artwork).  Would like volunteers familiar with theatrical rigging and /or general carpentry for artwork and decorations installation (e.g., 'Stained glass' panels, two stage backdrops, artwork) 

Setup & Breakdown (8): Work with other volunteers to clearing out the music hall and vendor spaces, setting up of stages, chairs, tables, wall partitions, etc. for one or more times: 1) Thursday and/or Friday before the festival,  2) Saturday morning (day of festival), 3) Saturday night (day of festival) 

Bar Manager (filled): Work with the Board to develop the festival bar; the drinks and bar atmosphere.  Coordinate and purchase drinks for the festival bar, either through direct purchases, sponsors or vendors, for 1) attendees (200-300), 2) musicians (25-40), 3) volunteers and staff (appx. 50). Determine bar decor and design.  Set up  the bar areas, coordinate and schedule volunteer bartenders, and maintain area during the festival. Breakdown bar area after the festival and determine how to dispose of excess alcohol and supplies. Will likely begin coordinating drinks 3 months prior to the festival, begin purchases week before the festival, then day of the festival. 

Grant Volunteer (filled): Help fund the festival by finding appropriate government and private grants.  Fills out grant applications; obtains needed information.  Year-round role.  

Music Workshop Organizer (filled): Works with the Board to develop music workshop ideas and manages the selection process.  Communicates all necessary  information to workshop leaders. Coordinates setup of the workshop area with the Venue Setup & Breakdown Manager volunteer.  Likely will begin coordinating workshop musicians in 1st quarter of the year up to the festival. Will work on the day of the festival getting stage set-up and managed throughout the festival. 

Other Staff 

Sketch Artists - 10 wandering sketch artists throughout the day.  

Sound System - sets up and manages both sound systems.   Contractors: Paid positions. 

Festival Lighting: Set up lighting and manage throughout festival. Works with Board member, Kay, during festival set up.  Works with the sound engineer regarding of use of electrical power to guarantee no electrical blackouts..  Works with and meets the expectations of the musicians. Paid contractor position. 

Videographer (filled): Videographer that creates videos of the festival and musicians which may later be utilized on the Hudson West website and marketing materials.  Works with Board member, Laura, to define expectations. Paid contractor position.