Volunteer Instructions

Volunteering at the Registration Desk

General Volunteer Information

Thank you for your service! We hope you enjoy your volunteering, and that you feel proud to have contributed to making the Sundance Stompede a success!

It is helpful for our volunteers to read about their shift duties in advance. This will make things go so much smoother on the day of the event.

Whether you are on the front lines or behind-the-scenes, you are the face of the Sundance Stompede. We want to be welcoming to everyone, and to understand concerns when they arise. To this end, please be mindful of using correct pronouns. We have a sticker system in place that might be helpful. If you are not sure what pronoun to use, it's best to ask, or to use a gender-neutral pronoun. Here's more information about our pronoun stickers, and some background information on correct pronoun use.

Have fun!

Covid Policies for Volunteers

If you are not already aware, we have a number of policies and requirement in place to try to keep the Stompede as safe as we can, while still providing a comfortable and inclusive environment. Some of the following is specific for volunteers, so please make sure you understand everything, and do not hesitate to ask if anything is unclear. 

Rapid antigen testing. When you check in for your volunteer shift, we will ask for a photo of a self-supplied, self-administered rapid Covid-19 antigen test taken earlier the same day. We highly recommend doing this as early in the day as possible, so if you test positive, we will have more time to find a replacement. For volunteers with early morning shifts, we will accept a negative test from the evening prior. We would like you to supply your own test, but we will have some on site if you need one.

If you are registered for the full weekend, your badge can serve as your confirmation that you are vaxed and tested, though we'd like you to consider testing every day you volunteer. If you are not registered, then you should plan on testing every day that you volunteer. Again, we have test kits on hand that you can use if necessary.

Vaccination. You will need to be fully vaccinated and show documentation when you check in, unless we already have your documentation on file. An exception is made for full-weekend registrants who may instead show a negative PCR test taken within two days of check-in. For full-weekend registrants, your Stompede badge serves as your prrof of vaccination.

Masks. Frontline volunteers (e.g. registration, front door, coat-check, badge-checkers) will be required to wear masks during their shift. For set-up and tear-down volunteers, masks will generally be strongly advised, but not required, but there may be special situations when you have to wear a mask. For all other shifts, masks will either be required or strongly advised, depending on the task and location.

Symptom screening. If you have any symptoms of Covid, you should cancel your shift even if your antigen test is negative.

Check out our Covid Policy page for more details and instructions, including where and how you can get free Covid rapid antigen tests.

 


Set-up and Tear-down

SAFETY FIRST! There have been some injuries in past years, usually small, but occasionally significant. We do not want ANY injuries to our volunteers.

  • Do not thing heavy by yourself. It's so easy to get help.
  • Wear gloves when handling the dance floor, or heavy decorations like barrels and fences, or anything that's wood.
  • Look before you step. During set-up and tear-down materials appear out of nowhere.
  • You can move slowly and still be efficient. This is not a race.

WAIT FOR INSTRUCTIONS. This applies to set-up and to tear-down. There is a method to the madness, and there may be particular ways of putting things together or taking things apart that are not obvious.

BE PATIENT! There are many volunteers for one supervisor. There may be times when you are standing around with nothing to do. Make it known that you are available, and then wait until the supervisor has a chance to find something for you to do.

FOR SET-UP

PUT SUPPLIES BACK WHERE YOU FOUND THEM. This applies especially to basic common supplies like tape, scissors, and so forth. There will be a central supply box that is our ground zero.

BLUE PAINTER'S TAPE ONLY ON THE WALLS. Never cellophane tape or gaffers or duct tape!

FOR TEAR-DOWN

REMOVE GAFFER'S TAPE CAREFULLY. When this tape is used to hold down wires and cables, pull the tape off from the cables first. If you lift the tape and cables off together, the tape will become unmanageable. If the tape sticks to itself it is impossible to unstick it.  When pulling gaffer's tape off a hardwood floor, be gentle enough so it doesn't strip the finish.

PUTTING AWAY XLR SPEAKER CABLES. We have cord-winder buckets that wind speaker cables onto a spool. Do not coil the cables! Instead leave them stretched out so they can be wound into the bucket.

FOR ALL: WHERE TO MEET

Sometimes it's not clear where you should report to for set-up or tear-down, especially if your shift starts after the process has begun.  In general you'll try to find the supervisor.  If you don't know who Ingu or Randy is, just ask around.  Someone will know. Here are some hints:

Hotel set-up Thursday – look for Ingu. We'll probably start in the ballroom and work our way down.

Regency set-up Saturday afternoon – look for Ingu. We'll start outside with the truck, move to the ballroom, and then we could be anywhere, including downstairs. If you have a late shift and don't see anyone, keep looking until you find someone! Much of our set-up is very different from last time. The later shift will be mostly moving between the hotel and the Regency and setting up our air purifiers. 

Regency tear-down Saturday night
• 12:30 tear-down volunteers – FIRST get your coats from the coat-check early before the end-of-night rush. Meet Ingu at the front of the entry rotunda. Please watch the time and don’t be late. We have a lot to do.
• 1:00 tear-down volunteers – FIRST get your coats from the coat-check early before the end-of-night rush and prior to 1:00. Meet Ingu at the front of the stage in the ballroom.

Hotel tear-down Sunday afternoon – Find Randy Pocius. He could be upstairs in the ballroom or downstairs anywhere. 4:00 volunteers should check in at the Stompede registration desk any time prior to 4:00, and then meet as a group in the ballroom. Please be prompt!


Sundance Saloon

We're putting the front door and coat-check outside for the Stompede weekend, so wear layers and be prepared for the cold and the wind!

Remember that our procedures are complicated, we're expecting a lot of people, and we've warned them about potentail long lines and waits. Don't get flustered, and just work as effeciently as you can.

The following instructions are broken down by volunteer, but as the night wears on, one volunteer may end up handling multiple roles. 

There's button with a link to a flowchart that is specific for Thursdays, but the walk-up non-registered side is applicable to Sundays too.

FRONT DOOR & BADGECHECKER

VOLUNTEER #1. This position will be handled by a regular Sundance Saloon volunteer. This primary front door volunteer will handle things much as usual for walk-up attendees, checking vax proof the usual way (including our regular vax list), handling comps the same way (with our usual comp list). The major difference is that admission is $15, and we do not accept comp passes. If someone is registered with a badge, they should NOT mark themselves off on the comp list!

VOLUNTEER #2. A second volunteer will then check the test status of the walk-up admission. If they show a negative antigen test taken the same day, they get a GREEN wristband. If they don't have a test to show, they get a RED weristband. The red wristband means they are required to wear a mask at all times. The wristbands are numbered. Give them out sequentially, please!

We will have test kits available if someone wants to test onsite. These folks should wear a red wristband until they shows us their negative test, and we'll exchange the red wristband for a green one. The exchange wristband will come from a separate stack so we don't include it in our count.

VOLUNTEER #3 - THURSDAY. On Thursday, a third volunteer will be stationed to check in full-weekend registrants on from a list on an iPad. If they have a badge, just check their name off and they can go in. If they haven't picked up their badge, check their vax status and their test status, check their name off, and give them a wristband (sequentially, please!).

VOLUNTEER #3 - SUNDAY - BADGE-CHECKER. This volunteer will just check badges for quick entry and make sure that anyone re-entering has a badge or a swristband. You will put an adhesive star on every badge, and we'll use this to maintain a count of the number of badge entries.

COAT-CHECK

The coat check is essentially no different from our usual Sundance Saloon process. We'll have an iPad to record every transaction, whether it's cash or credit card (and we highly encourage credit cards). Notably the coat check will be a LOT busier, which is why we often have two volunteers per shift. Expect to check a lot of bags, including luggage that folks bring on their way to or from the airport. MAKE SURE EVERYTHING STAYS IN NUMERICAL ORDER!!! Attach tags to bags with a twist-tie securely enough that it can't fall off.

Walk-up non-registered side applies to Sundays too.

 


Regency Front Door

The front door volunteers sell tickets, accept previously bought tickets, and manage volunteer check-in and comp lists.  Everyone entering must have a badge or a wristband.

Please note that it can get extremely cold at the front so bring a jacket. We will keep the front doors open for ventilation and to keep the interior of the Regency cool.

Please be careful using the correct pronouns when addressing guests. If you are not sure whether to use “he” or “she,” it is better to use a gender-neutral term; e.g. “Hi, folks” instead of “Hi, ladies.” This year we have color-coded stickers folks can wear to indicate what pronoun they use. Please read the following resources:
- Pronoun stickers
- Background info: using correct pronouns

WRISTBANDS AND BADGES:

Everyone entering must have a PURPLE or GOLD Stompede badge or a PURPLE or RED CHECKERED wristband. We'll post picture of this at the front. Other colors do not count! Performers may carry their wristband instead of wearing it if they wish, until after their performance.

Folks with badges have already been screened for vaccination and Covid antigen testing.

All walk-in attendees muct show proof of vaccination and be asked if they have taken a Covid antigen test earlier that day. Everyone must be vaccinated, but testing is not required. There are two types of wristbands we’ll give out:
• A "tested" PURPLE CHECKERED wristband is given to someone shows a negative same-day Covid antigen test on their phone.
• A "nontested" RED CHECKERED wristband is issued to anyone who does not show a test. These folks are required to wear a mask at all times. We will have tests on-site, and if they test negative on-site, we'll exchange their red wristband for a green one.

PAYING AT THE DOOR

• Cashiers take cash or credit cards for people who are paying for Saturday night only. We strongly prefer credit cards.
• Everyone who pays receives a wristband (either purple or red).
• Managers will show the cashiers how to process a credit card (don’t worry – it’s easy).

Instructions are a few years old, but close!

ADVANCE TICKETS (print-at-home tickets).

• We'll use an iPhone app that can scan the QR code on the ticket for entry. We'll also have a paper list of names, just in case.

COMP ADMISSIONS.

Comp admissions will generally be:

  • Volunteers (both from that evening and afternoon setup)
  • Registrants for the full weekend who never picked up their badge

• You may encounter some legitimate comps not on the lists. Ask the manager for assistance.
• All comp admissions should receive the appropriate purple or red checkered wristband.
• NOTE: Dance exhibition performers are required to pay, with a few exceptions for individuals who have made prior arrangements not to pay. Those folks should have received a comp ticket and will enter in the ticket line.

Regency Badge-Checker

The badge checkers make sure each person coming through the entrance has a wristband or badge.

BADGES: Only PURPLE or GOLD

• Place a star sticker on badges that do not yet have one (i.e. the first time through the door).
• We use the stars to count the number of entries, so make sure you give the sheets to the manager once all the stars have been removed.

WRISTBANDS: Only PURPLE or RED CHECKERED pattern

PRIOR TO OPENING:
Before the doors open, we need to go through the building and make sure that
• everyone inside who has a badge receives a star.
• anyone without a badge or wristband must clear the building.

Prior to opening it is also helpful to go through the line out front to place stars on badges. It might also be possible to scan tickets, check Covid documentation, and issue the appropriate purple or red wristband for some folks.

Silent Auction Monitor and Processing

The silent auction is online this year for the first time, and so the process has been completely revamped. So it's a little difficult to prepare you with advance instructions.

You should find silent auction coordinator Joanie Juster in the "Parlor Room" (to the left after you enter the Regency). Joanie will orient you.

SILENT AUCTION MONITOR. You'll help watch over the silent auction area for security purposes, and help answer questions folks will have about bidding on items. We expect a lot of questions because of the new on-line system. Folks can bid on their own phones, which we probably prefer. I believe we'll be able to set up a kiosk station on a laptop where folks can also bid.

SILENT AUCTION PROCESSING. You'll help folks claim their items after 10:30 pm. It would actually be good if you could arrive by 10:15 for some orientation. Probably Joanie will handle accepting payment, and you'll be helping with retreieving the items and maintaining organization as we go. Winners have the choice of paying directly on their phones or directly in person.

Every item will be associated with an envelope with instructions, e.g. "winner gets contents of envelope" like a gift certificate, or "winner gets [description of actual item on the display table]." When checking the contents of an envelope, make sure you look for everything inside and end up with a completely empty envelope.

Winners who pick up ther items can check them at the coat-check for free.

Processing Credit Cards

The descriptions and photos may not exactly match what you exprience, as these are from a few years ago. But the general directions and outline should be the same.

THE BASICS

1.

If you don’t see this screen, press "New Sale" if offered, or choose Check Out at the bottom of the screen.

  • Press the appropriate button.
  • Press the button twice for two items.
Square instructions step 1

2.

Confirm the amount and items and press the blue Charge button.

Square instructions step 5

3.

A screen silimar to below will appear.

  • CASH: Press the amount on the screen and collect the cash.
  • CREDIT CARDS: No action is necessary on your part for credit card payments. The customer can insert the card into the chip reader slot, or hold the card near the icon on the customer display.
Square instructions step 6

4.

The rest of the procedure is up to the customer.
(We don’t have screen shots for the closing steps:)

There may be an option to send a receipt by text or by e-mail.

  • The buyer can type in this information in the appropriate location.
  • If the buyer is already in the Square system, this information may already be filled in.
  • PREFERRED: The buyer can skip this option (which saves time).

There may be an option for the customer to leave a tip.

  • Some folks will leave a tip as a donation! Always pause a moment to allow the customer the opportunity.

You’re done! Press NEW SALE for a fresh screen to start over.

 

FOR ITEMS WITH VARIABLE PAYMENTS
(e.g. silent auction claims):

1.

When you click on the item, you'll be asked for the price.

  • Enter the amount to be paid.
  • Remember to enter the zeros for the cents.
  • Press the red + button
  • You’ll now see the item listed to the right with the amount you entered.
Square instructions step 2

2.

OPTIONAL: For "Auction" or "Other" purchases, we want to record additional information, such as the customer's name, or the purpose of the sale for "Other."

  • Press the Item Listing in the right column to open an editing box.
  • Type a brief comment in the NOTES box.
  • Press "Save."
  • You'll see your comment under the item listing in the right column.
Square instructions step 4

 

IF YOU MAKE A MISTAKE

  • Swipe item to the left and press "Delete," or"
  • Touch the down arrow and then "Clear Items."
Square instructions step 8a Square instructions step 8b