DCI Volunteer Handbook

GUIDE FOR EVENT VOLUNTEERS



Welcome to the DCI Summer Tour! VOLUNTEER SHIFTS Although some may have an opportunity to see part Thank you to you and your volunteer team for helping of a DCI performance on the day they volunteer, they to create a wonderful atmosphere for our fans and should not expect that will be the case.We greatly the performing drum corps.Your participation helps appreciate every volunteer’s focus on their job during make the Drum Corps InternationalTour an amazing their shift.Volunteer teams are typically broken down experience for all who interact with it.We appreciate into three categories: your time and efforts and we want you to know that we could not do this without you! 1. Pre-Event Setup 2. Event Operations LOCAL ORGANIZING COMMITTEE (LOC) 3. Post-EventTear-down CHAIRPERSON The LOC Chairperson serves as the liaison between ATTIRE the volunteer team and the DCI On-Site Event Please wear closed-toe shoes, khaki pants or shorts Manager (OSM).Together they determine necessary and the DCI volunteerT-shirt that will be yours to volunteer positions.The LOC Chairperson ensures keep upon check-in at the stadium.TheT-shirt will that all volunteers work a minimum of 4 hours and grant you access to the event area.Volunteers in more reallocates volunteers on the day of the event as physical pre-event setup jobs may choose to wear determined by the DCI OSM. clothes that can get dirty before changing into their volunteer attire in advance of the event. 3

VOLUNTEER ASSIGNMENTS & T-SHIRT ORDER LOC BUSINESS OPPORTUNITIES Please work with your DCI OSM to determine the Some Local Organizing Committees may raise number of volunteers needed for Pre-Event, Event additional revenue for their group through Operations and Post-Event shifts by the close of concessions, paid parking and sponsorships. Since business on the first Friday in May.T-shirt sizes for DCI does not participate or share in this revenue, volunteers should also be sent to your DCI OSM by additional DCI volunteerT-shirts for these purposes that date. In most cases, a general estimate ofT-shirt may be purchased at a nominal cost. Alternatively, you sizes and quantities is sufficient. may prefer to use your band boostersT-shirt along with wristbands provided by DCI for stadium entry at no charge. AllT-shirt orders and wristband requests are due by the close of business on the first Friday in May. 4





VOLUNTEER JOB DESCRIPTIONS • Merchandise Move-in to Marketplace Assists corps, sponsors and DCI vendors with Volunteers work a minimum of 4 hours and are unloading merchandise from vehicles and often asked to do more than one task to complete transporting to the marketplace area. their shift. Each event/venue has differing needs. Not all of the following volunteer positions will • Box Office (overlaps into Event Operations) necessarily be filled, while other positions may be Assists DCI staff at the ticket booth and“will call” added if needed. Please work with your DCI OSM to table.This shift typically begins ½ hour before the box determine the necessary positions. office opens and lasts until 1 hour after performances start.This position may involve handling money. – Pre Event Volunteers – • Volunteer Check-In • Corps Parking (overlaps into Event Operations) Welcomes volunteers at check-in, signs them Assists DCI staff with directing and parking corps out, handlesT-shirt distribution and monitors vehicles.Volunteer must be familiar with the venue water needs. campus and event footprint, and have excellent interpersonal skills. At certain events this person may • Banners/Flags/Signs/Seat Numbering also be designated to usher a corps to its warm-up corporate banners and flags (provided by DCI) across area. Adult volunteers are ideal for this position. the back sideline of the stadium and helps line seats with pre-numbered tape (similar to caution tape) provided by DCI. 7

– Event Operations Volunteers – appropriate credentials are being used in all backstage areas. A kind-but-firm adult is typically These are not “shifted” positions & will require the same volunteer the best choice for this position. for entire event. Exceptions will be made on a case-by-case basis. • Field Gate Monitors • Live Learning Event Assistants: Works with the DCI Contest Coordinator to assist with Assists with directing groups to the Live Learning the smooth entry and exit of corps on & off the field. Event location and assists the leader during the event. • Corps Staff Viewing Area Monitor • Ushers Monitors the viewing area for corps staff members to Volunteer should be familiar with the stadium ensure that those entering have proper credentials. and able to assist fans in locating seats. Once corps Volunteer needs to be assertive and aware of which performances begin, this volunteer will limit fans corps is on the field, which corps is coming up next, from entering the stands until after a corps is and what is happening in the stands. done performing. • Tabulation & Judge Recording Assistant: • Gate Monitors Assists the DCI Contest Coordinator with judges’ At least 2 people per entrance/exit gate. SPECTATOR recordings for each of the performing corps. Attention GATES:Volunteers will rip or scan tickets, retain stubs, to detail and strong computer skills are vital. stamp hands when fans exit the stadium, and remind This person MAY NOT have an association with them that they will need both a ticket and hand a competing corps. stamp to re-enter. OTHER GATES: Monitor that 8





• Judge Runners • Corps Water Station Assists with transporting tabulation sheets or Assists with operating the water station located recorders from the judges’area to the tabulation area outside of the corps performance exit.This is a and back.This position requires tact, confidentiality semi-fast paced job that requires volunteers to and the ability to move quickly.The DCI Contest fill and replace cups during each performance. Coordinator will train this volunteer approximately ½ hour before the show starts and these people will work through the announcement of scores. 11

–Post Event Tear-down Volunteers – • Merchandise Move-Out Volunteers should expect to stay approximately Helps vendors take merchandise from the 2 hours after the conclusion of the event. In some marketplace back to vendor vehicles. cases, this may be after midnight.These slots must be filled in order to satisfy the responsibilities • Tear-Down outlined in the Memorandum of Understanding. Assists with locating all DCI flags, banners and signs, disassembling tents and booths, removing items from the field/stands and returning materials to their original location. Also includes general tidying up of facilities and assisting LOC and DCI staff where needed to finish up quickly. It is understood by the Local Organizing Committee and the organization(s) which it represents that all volunteers are assigned and supervised by the committee and not by Drum Corps International. Provision of any and all appropriate indemnification and liability/insurance coverages are the responsibility of the LOC. DCI encourages LOCs to utilize a “hold harmless” waiver to clearly outline responsibilities and risks involved in participation on the part of volunteers, host organizations and schools/venues. DCI will provide specimen language for such a waiver 12 which should be reviewed by LOC and appropriate risk management professionals and implemented as deemed appropriate.



Thank you again for taking the time and effort to support Drum Corps International. Rev 020118 You are truly appreciated, and we are very thankful to have you as a part of the DCI Family. We appreciate your patience and flexibility as event preparations evolve. With your passionate assistance, together we are Marching Music’s Major League™. © Drum Corps International • 110 West Washington Street, Suite C • Indianapolis, IN 46204 • Telephone (317) 275-1212