SEATTLE SYMPHONY
VOLUNTEER
MANUAL
REVISED March 21, 2014
TABLE OF CONTENTS
Seattle Symphony Volunteers (SSV) Standards
Page 1
SSV Dues
Page 1
Volunteer Opportunities
Page 2
Artist Aides
Page 3
Education/Soundbridge
Page 4
Ushers
Page 5
Fund-Raising
Page 6
SSV Rules and Regulations
Page 6
SSV Member Benefits
Page 7
Complimentary Ticket Policy & Procedure
Page 8-9
Seattle Symphony / Benaroya Hall Fact Sheet
Page 10
Contact List
Page 11
Emergency Procedures
Page 12
Available Concert List
Back cover
SEATTLE SYMPHONY VOLUNTEER STANDARDS
All members of the Seattle Symphony Volunteers are expected to understand and
support the purpose, structure & policies of the Seattle Symphony (SSO), Benaroya Hall,
and the Seattle Symphony Volunteers (SSV). All members will:
●
Conduct self in accordance with the core values of the SSO and the SSV
standards of conduct.
Work cooperatively with the SSO staff in a manner that adds value to the Seattle
Symphony Organization.
●
Endeavor to represent the Symphony as community ambassadors who are
members of a professional volunteer organization.
●
Complete any interview or training required for each volunteer job.
●
Perform assignments and responsibilities willingly and courteously.
●
Comply with time and dress requirements of the SSO and Benaroya Hall.
●
Obey all security and safety rules of the SSO and Benaroya Hall.
●
Respect confidentiality of sensitive and proprietary information.
VOLUNTEER DUES
Volunteer Dues are set by the SSV Board of Directors in conjunction with the SSO
management. Dues are collected annually for the SSO year beginning in September.
The dues during the year 2013-2014 are as follows:
Standard Annual Dues:
$30 / year
Seniors (62) or Students: $15 / year
Contributing Member:
$50 / year
1
VOLUNTEER OPPORTUNITIES
Artist Aides: Provide transportation to guest artists to/from the airport and from hotel
to rehearsals and concerts. Recommendation from SSO staff or SSV member is
required. Must have good driving history and clean vehicle in excellent condition. Must
meet minimum insurance requirements and be able to lift a guest’s luggage. Interviews
are conducted for these volunteer positions by the SSO Operations staff.
Docents: Serve as Benaroya Hall tour guide for public tours. Requires one year
SSV experience and a recommendation by an SSV member
Education & Outreach: Assist with children and student programs like the Tiny
Tots (newborn to age 5), Discover Music (ages 6-12), Soundbridge Presents Series
(ages 3–6) , and Link Up (grades 3-5). September-June; Saturdays and a few
weekdays.
Friday Matinee Bus Greeters: Volunteers warmly greet and assist seniors
arriving on buses from various senior communities. Friday Senior Matinees are held
periodically throughout the season.
Leadership Positions: Lead and/or assist with implementation of volunteer
programs. Begin preparations for serving on the SSV Board of Directors. Weekly time
commitment and dedication to SSO & SSV are necessary.
Office Support: Provide essential office support to SSO and SSV staff during the
workday; organize and maintain files; assist with mailings; input computer data; and
help with other clerical functions. Weekdays.
Special Events/Fund-Raising: Various projects require help from volunteers to
address invitations, wrap gifs, decorate, pick up and deliver donated and purchased
items at auctions and sales, etc.
Symphonica: The Symphony Store. Actively promote sales, assist customers, work
the register and tidy the shop. Training is required and provided. Evening and
Weekend hours are available to volunteers.
Ushers: Provide ushering service to supplement the paid usher staff for the
Symphony and designated events at Benaroya Hall. Training is required and provided
2
ARTIST AIDES
The Symphony’s Artist Aide program is a group of drivers who shuttle the guest soloists
and conductors around. In existence since 1996, an Artist Aide (AA) is often the first
person from the Symphony a soloist sees upon arrival in Seattle. Most of the drives are
to and from the airport, although there is also some transport needed from downtown
hotels.
As incentive, each driver gets two comp tickets to concerts on the week of the drive,
regardless of how many times during that week a volunteer drives. Also, volunteers get
to meet and interact with soloists in person.
Basic requirements are:
•
According to Washington State law, all passengers must wear seatbelts.
•
In accordance with the terms of the Symphony’s insurance covering AA’s, no
guests of an AA (including spouses) are allowed in the car when driving artists.
There are no exceptions.
•
Current personal vehicle insurance and a current Washington State driver’s
license.
•
All AA’s must be able to carry and assist with luggage.
•
AA’s must maintain a good driving record without any serious violations.
•
Please respect Artist confidentiality.
•
Please refrain from using perfume or cologne.
•
Smoking is not allowed at any time an Artist is in the vehicle.
•
The AA should let the Artist set the tone in terms of conversation. Some Artists
prefer to rest rather than talk.
•
Please dress in business or business casual attire, and maintain an orderly and
clean vehicle interior.
•
Any drives outside of the Symphony’s rehearsal and/or performance schedule
must be cleared with the Artistic Coordinator.
The Human Resource Department requires these up-to-date documents for all AAs:
1) Copy of valid driver’s license
2) A consent form from the AA allowing HR to obtain a Motor Vehicle Record
3) Copy of proof of auto insurance coverage at a level of coverage of $100k per
person/$300k per accident/$100k property, as displayed on the annual auto
policy’s declaration page
4) Information on the model and year of the car to be used
3
VOLUNTEERING IN SOUNDBRIDGE
Education/Soundbridge Volunteer Opportunities:
The Education Department and its music lab, the Soundbridge, provide many
opportunities for children and young adults to explore music and expand their music
skills and knowledge. Volunteers provide staff and student support in a variety of ways.
For the three concert series listed below, volunteers help with preconcert activities in the
Grand Lobby; these usually include art projects, simple percussion instrument
exploration, and books. More complex orchestral instruments are demonstrated by staff.
Tiny Tots Music Series (birth to 4 years of age) featuring Let Your Music Shine with
Lisa and Linda. Volunteers earn a ticket and have $4 discounted parking.
Soundbridge Presents Series (ages 3–6) is designed as a first-time concert
experience. Volunteers earn a ticket and have $4 discounted parking.
Discover Music Concert Series (ages 6–12) brings musical concepts to life with the
orchestra and guests. Volunteers earn a ticket and have $4 discounted parking.
Soundbridge Open Houses are held every couple of months, and volunteers are
needed to help host, help with instruments, and distribute information about classes.
Volunteers earn hours toward a ticket.
Soundbridge First Concert Series (presented in the Soundbridge) uses volunteers to
welcome guests, assist with activities and answer questions. Volunteers earn hours
toward a ticket.
Symphony Open Rehearsals invite school groups to experience the conductor at work
with the musicians. Volunteers escort groups to their seats, help maintain quiet, and
assist with questions and supplies such as pencils and paper. Volunteers earn hours
toward a ticket.
Link Up Seattle Symphony is a new program started in 2013 that invites students in
grades 3–5 to join the orchestra in a highly interactive and engaging program developed
by Carnegie Hall’s Weill Music Institute. Students learn to sing and play the recorder,
and perform the Link Up repertoire along with the Seattle Symphony, from their seats.
Volunteers earn hours toward a ticket.
Education Department Friday Matinee Support. Volunteers meet classes and
accompany them to the preconcert lecture, often lunch, and the full concert, then help
them back to the buses. Volunteers hear the full symphony concert. Volunteers also
earn hours toward a ticket.
4
VOLUNTEER USHERS
Volunteer Ushers assist the professional SSO usher staff during Seattle Symphony
performances and other events at Benaroya Hall. Usher training is required and
provided. The SSO Ushers welcome the volunteers’ assistance and Volunteer Ushers
are assigned to work along with the paid usher staff.
Volunteer Ushers supporting a Symphony performance at Benaroya Hall are expected
to arrive on time (1½ hours prior to the scheduled performance) to attend and
participate in the “Ushers Huddle.” Volunteers also stay following the program to help
clean up the concert hall and participate in the ending “Ushers Huddle.”
Volunteer Ushers must comply with a dress code that ensures the audience can identify
an Usher from a distance, and can distinguish an Usher from another guest. The issue
of attire will be discussed during training.
●
Volunteer Ushers represent the Symphony in the same manner as paid Ushers.
●
Volunteer Ushers work alongside paid ushers.
●
They wear an usher badge and maintain a professional image at all times.
●
They welcome the audience with a smile and treat them with respect and
appreciation for attending the concert.
●
They respond to questions when asked, and assist patrons answering questions.
Benefits for Volunteer Ushers:
•
Parking in the garage is discounted to $4 during the shift.
•
One comp ticket for a future Symphony performance is awarded.
•
Volunteer Ushers are able to attend one-half of the performance in most
instances, depending upon the program/duty assigned.
SSV SPECIAL FUND-RAISING PROJECTS
A VARIETY OF FUND-RAISING PROJECTS ARE SUPPORTED BY VOLUNTEERS
TO RAISE MONEY FOR THE MUSICIANS, PLUS OTHER OCCASIONAL NEEDS
DESIGNATED BY THE SYMPHONY STAFF.
Some previous projects have included marketing specific items, for example, delivering
poinsettia plants, which are sold in December. SSV volunteers made the deliveries
using their own vehicles.
5
SSV RULES AND REGULATIONS
Personal Appearance Standards: Attire and personal grooming affect the image
volunteers present to patrons and visitors. Volunteers are expected to have a clean and
neat appearance and to dress accordingly for the project they are assigned. Jeans, Tshirts, and clothing with large logos or slogans are not considered appropriate. Ushers
must adhere to a specified dress code. Docents, speakers, education volunteers, and
volunteers staffing Symphonica must wear more business-like attire suitable for
interacting with Symphony guests.
Commitment: Volunteers should have a sense of commitment to their work and view
their responsibilities in much the same way as they would a paid position. Punctuality
is extremely important! If a volunteer is unable to come in at the scheduled times, it is
critical to contact the Scheduling Coordinator who assigned the position ASAP to
possibly find a replacement.
Emergency Contact Numbers: Each volunteer should provide the Symphony Office
with the telephone number of a friend or relative to be contacted in case of emergency.
Entrance to the Building:
● All volunteers must enter the building through the Artists’ Entrance on Second
Avenue just south of Union Street (past the parking garage entrance) and check
in at the Security Desk. They report to their Team Leader at a pre-arranged
location, sign-in for duty, and pick up their name badge. At the end of the shift
they sign-out, record the total hours worked, and return the name badge.
● Volunteers working in the Administration Office on the 5th floor, or the SSV office
on the 4th floor, must go to the SSV office first, to sign in and pick up a badge,
after entering through the Artists’ Entrance on Second Avenue. When leaving,
they sign out, record total number of hours, and return badge at the 4th floor SSV
office, before exiting through the Artists’ Entrance.
NOTICE Volunteers must wear volunteer badges when assigned for any
volunteer program. Volunteer badges must be returned at the end of the
scheduled shift.
6
SSV MEMBER BENEFITS
In addition to the symphonic experience and enrichment, SSV members also
enjoy the following benefits:
● Annual Recognition Event:
The Seattle Symphony Orchestra hosts a
recognition event honoring the outstanding work the volunteers have done
throughout the year. A limited number of tickets are provided to a concert at
Benaroya Hall, with a reception following the concert.
Other: Recognition processes with regards to cumulative hours contributed and
specific volunteer successes are currently under review and revision.
● Newsletter: The SSV newsletter, Overture, is delivered four times a year via
email and posted on Sharepoint to keep volunteers up-to-date about upcoming
events and SSV news.
● Complimentary Tickets: One comp ticket is given for each 6 hours of volunteer
time recorded for specific assignments. The hours that are counted vary
dependent upon the assignment. Details about comp hours for specific activities
will be provided to volunteers for those activities. See the Comp Ticket policy
section for details.
● Travel Time of 1 hour is credited to volunteer work at Benaroya Hall for any 24hour period. This is automatically calculated by the hour recorder, who tracks
hours at the end of each month.
● Wine and Wisdom Event: These occasional SSV member-only events are an
opportunity for volunteers to meet with each other in a party atmosphere. An
educational speaker or musician gives a short program for volunteer enrichment,
and wine and food are served buffet style. Locations vary to complement the
program.
● 15% discount on individual Symphony tickets when presenting the SSV
Membership card to the Ticket Office agent at time of purchase.
● 15% discount at Symphonica when presenting the SSV Membership card.
● Opportunities to work behind-the-scenes, engaging with musicians and staff.
● Invitations to attend special SSV member-only events.
7
COMPLIMENTARY TICKET POLICY AND PROCEDURES
SSV members may request comp tickets for certain concerts as designated by the
Symphony. A list of these concerts is distributed to volunteers at the beginning of each
season. A maximum of 15 tickets are available for volunteer seats per concert. Each
volunteer may request a maximum of 4 tickets per concert.
Generally, a comp ticket is awarded for every 6 hours of volunteer duty, unless an
activity itself (for example, ushering) qualifies for a comp ticket regardless of the number
of hours required.
Comp hours and tickets accumulated between September 1 and March 31 of any
symphony season are valid through August 31 of that season. Comp hours and tickets
accumulated between April 1 and August 31 of any symphony season are valid through
August 31 of the following season.
All volunteer hours are recorded, and are of significant value to the symphony in support
in its applications for grants. All volunteer hours are greatly appreciated and applied
towards recognition awards.
Procedure to request a comp ticket:
Request the comp tickets from the SSV office:
●
E-mail the volunteer office at [email protected] no more than 30
days and no less than 14 days prior to the concert date. All requests should be
submitted by email. This allows both parties to have the information in case the
request is lost.
●
The SSV office will secure the tickets (if available) through the Ticket Office.
●
The SSV office will send confirmation via e-mail to the requesting volunteer.
●
Should a concert subsequently sell out, comp tickets might have to be rescinded.
●
Tickets will be picked up at the Ticket Office Will Call window.
●
If a volunteer is unable to attend the concert, they should contact the Ticket
Office at 206.215-4747 or SSV Office at 206.215.4867 to cancel.
●
If further information is needed, volunteers may contact the SSV office at
206.215.4867.
Volunteers supporting a SSO/BH concert may attend the concert under the
following circumstances:
●
SYMPHONICA store volunteers may attend the concert if they are working
before the concert, during intermission, and after the concert.
●
Volunteer Ushers may attend half of the concert as assigned by the Head Usher.
●
Other volunteer positions may be offered seating during the concert, provided
there is seating available If so, a ticket is required and will be provided by the
Coordinator or Head Usher.
8
COMP TICKET MATRIX
COMP HOURS
COUNT TOWARD
FUTURE TICKET
COMP TICKET
AWARDED for
FUTURE EVENT
Artist Aide
No
2 for only that series
Discover Music
No
Yes
Docent
Yes
No
Fri. Matinee Bus Greeter
Yes
No
Event attendance required
Fri. Matinee Ed. Dept. Aide
Yes
No
Event attendance required
Linked Up
Yes
No
Marketing Assistance
Yes
No
Office Work
Yes
No
Open Rehearsal
Yes
No
SoundBridge In-House Support
Yes
No
SoundBridge Presents
No
Yes
Special Events (i.e., HMS)
Yes
No
SSV Board Work
Yes
No
Symphonica
Yes
No
Concert if time allowed
Tiny Tots
No
Yes
Discounted Parking
Usher (other event, i.e.,SAL)
Yes
No
Event attendance required
Volunteer Usher
No
Yes
Discounted Parking & ½ concert
EVENT
9
OTHER
Loading Dock for concert drive
Discounted Parking
Discounted Parking
Event attendance required
Discounted Parking
SYMPHONY ORCHESTRA FACT SHEET
The volunteers serving the Seattle Symphony Orchestra (SSO) and Benaroya Hall have
many occasions to interact with the public, and we want everyone to be able to talk
about our symphony and its home at Benaroya Hall. This fact sheet may be helpful.
SSO Mission Statement: To present symphonic music of the highest quality in a
distinctive way for the cultural enrichment, education, engagement and enjoyment of the
people locally, nationally and internationally.
Symphony Director: Simon Woods, Executive Director
Music Director: Ludovic Morlot is Music Director of the Seattle Symphony. He became
the Music Director at the start of the 2011-2012 season. He is assisted by:
• Jeff Tyzik, Principal Pops Conductor
• Stilian Kirov, Associate Conductor
• Joseph Crnko, Associate Conductor for the Seattle Symphony Choral
• Gerard Schwartz, Conductor Laureate
Musicians: The SSO consists of 84 full-time musicians, and all are members of the
Seattle Symphony and Opera Players’ Organization, a chapter of the International Guild
of Symphony, Opera and Ballet Musicians.
Benaroya Hall opened on September 12, 1998:
•
The S. Mark Taper Foundation Auditorium (capacity 2,500)
•
The Illsley Ball Nordstrom Recital Hall (capacity 536)
Interesting facts:
•
The SSO performs more than 200 concerts each year: 315,000 attendees.
•
The SSO Annual budget is $24 million.
•
The SSO is one of the largest orchestras in the U.S.
•
The Watjen Concert Organ has 4,490 pipes and 83 stops.
10
CONTACT LIST
Seattle Symphony Volunteers
PO Box 21906
Seattle, WA 98111
[email protected]
SSV Office: 206. 215.4867
Board of Directors
President: Carole Rush, [email protected]
Treasurer: Rich Andler, [email protected]
Secretary: Carmen Spofford, [email protected]
Immediate Past Co-Presidents: Rich Andler and Linda Stevens
Past President: Isa Nelson, [email protected]
Past President: Marilyn Morgan, [email protected]
SSV Policies Coordinator: Gaile Gray, [email protected]
Membership:
Rich Andler. [email protected]
Education, Soundbridge: Shirley Jenkins, [email protected]
Ushers: Bill Messecar, [email protected]
Member Events: Pat Danz, [email protected]
Friday Matinee: Carole Rush, [email protected]
Artist Aides: Carole Rush, [email protected]
Volunteer Office Managers: Frank Powers, [email protected]
& Raemarie Duclos, [email protected]
Library: Raemarie Duclos, [email protected]
Newsletter: Dolores Palomo, [email protected]
Docent Tours: Gaile Gray, [email protected]
Fundraising: Linda Stevens, [email protected]
Time Records: Ted Lundberg, [email protected]
Comp Tickets: Frank Powers, [email protected]
11
EMERGENCY PROCEDURES
IN CASE OF EMERGENCY, DO THE FOLLOWING:
• Always take care of yourself first
● Don’t worry about money or other people – staff is in place to deal with that
● Ushers in green jackets will also help
● Dial “9” to get an outside dial tone. Example: 9-911
● Dial “0” for security from any internal phone (not pay phones)
IF YOU HEAR THE BUILDING FIRE ALARM:
● Be alert, and evacuate the building via the designated fire exits
• Do not attempt to use the elevators; use stairs only
● When “all clear” sounds, the fire hazard has subsided; resume normal activity.
EARTHQUAKE:
DURING AN EARTHQUAKE
● Drop, Cover and Hold:
● If indoors, stay indoors. Take cover under a desk or sturdy piece of furniture.
● Hold on until the shaking stops.
● Move away from windows, brace yourself. Protect your head and neck.
● Do not use elevators.
AFTER AN EARTHQUAKE
● After shaking stops, all staff and patrons should seek refuge in the Taper
Auditorium (the safest refuge in the building.)
● Check for injuries. Do not use telephones. Avoid unstable areas.
● Be prepared for aftershocks. Once again, drop, cover and hold.
INCIDENT/ACCIDENT REPORTING:
● Assault of staff or visitor – Contact both Security and Police immediately, and
provide a clear description of the incident and suspect.
● Escort – Contact Security. Escorts are always available from Security
● Lost and Found Items – Check at Security Desk.
● Suspicious Behavior – Contact Security. Report suspicious behavior and be
prepared to give a detailed description of the suspect.
EMERGENCY PHONE NUMBERS: BUILDING DIRECTOR
215-4802
THEATER OPERATIONS MGR 215-4803
SECURITY
215-4715
ENGINEERING
9-336-6620 9AM-6PM MON-FRI
SEATTLE FIRE DEPARTMENT 9-911
12
24 HOURS/DAY
24 HOURS/DAY
NOTES