Omaha Film Festival

The primary responsibilities of the Volunteer Room Manager include tracking volunteer hours throughout the festival and maintaining a clean, professional, organized volunteer room.

Must be fun, welcoming, and positive, must be a team player and able to multitask with an attention to detail, must be able to attend the Omaha Film Festival training events and the Omaha Film Festival.

Hours required:

Attend monthly Leadership Team meetings on the [first Thursday] of each month.

Responsibilities include:

Prior to the festival

Work with other team leaders to make sure all of their required items have an 

Work with Leadership Team Members to create a Volunteer Signup Form to track contact information, demographics, schedule, and hours. Can be paper or digital. Contact information, demographics, and personal information will be tracked but won’t be made public. The Volunteer Coordinator will be responsible to maintain that list. The Sign In Log that’s located in the booth should track when volunteers check in and check out so that volunteer hours can be tracked and will be the responsibility of the Volunteer Room Manager.

Go to Costco with Liz to pick up volunteer food and beverages for volunteer room.

Festival Setup Day

Assist in setup of the Volunteer Room - reference setup map for layout

Have the Volunteer Sign In log sheets/book ready to go to help track all of the volunteer hours. Work with each of the Team Leaders, many of whom started their day at 8:00am to determine theirs and their teams starting hours to help track them, then maintain that list going forward through the end of the festival.

Work with the OFF Site event Team Leaders (Parties, OFF Academy, Writers Theatre) to help track their volunteer hours.

Create an organized station for all of the Walkies with attached headsets for all of the team leaders. Make sure they’re charged and ready to go.

Work with the Door Manager to create an organized station for all of the Scanners.

Work with the Roadie Team to help set up volunteer food and drink areas and get the drink cooler stocked right away.

Work with the Volunteer Coordinator and/or Door Manager to create an organized location for the volunteer computer and printer.

Work with the Front End Manager to create an organized location for VIP bag assembly and help maintain a good level of finished bags at the front booth.

Work with the Video Team to create an organized location for their gear.

During the festival

The overall volunteer schedule will be provided to you by the Volunteer Coordinator. Track all volunteer hours throughout each gathering arrival times and check out times. Work with Volunteer Coordinator on maintaining the schedule, reporting late arrivals, no shows, etc. All volunteer hours for each day should be organized and tallied and given to the Volunteer Coordinator at the end of each night.

Maintain a level of organization and cleanliness in the Volunteer Room, helping pick up trash, keeping tables clear, throwing away empty boxes and containers on the snack table, etc.

Maintain the refrigerator levels, making sure that it’s stocked every day before volunteers come in.

Work with food vendors as it comes in to feed the volunteers. Have a clean, organized area for food to be displayed making sure there are plates, silverware, napkins, etc. When food arrives, make sure all of the team leads are aware so they can let their staff know.

Help collect walkies at the end of the night from each Team Leader. Make sure they’re organized and labeled for the person using it and charging so they’re ready for the next day.

Monitor people coming in and out of the volunteer room making sure they are volunteers and not guests of Aksarben Cinema

Monitor personal leftovers kept in the fridge longer than 24 hours and dispose of them after 24 hours.

After the Festival is over

Work with Team Leaders to help them organize their department in their own storage totes. Try not to mix and match storage in an effort to keep each department’s materials organized.

Work with Roadie Team to organize leftover food and drinks as these will go back to the OFFice and not storage.

Work with volunteers to organize all leftover plates, silverware, napkins, etc. in one place so that we’ll know where to get them for future events.

Make sure any important documents are turned over to the Volunteer Coordinator.