What |
When |
Details |
Event-Day Manager |
Before Event |
ABD's Performing Arts Director will recruit ABD members to volunteer to help during performances.
Before the event, the Event-Day Manager should confirm with volunteers what their jobs are.
On the day of the event, contact the backup volunteer if one of the volunteers cannot attend. |
Backup Volunteer |
Day of Event - on call |
Be on call during the event in case an ABD volunteer cannot perform his/her duties. May be asked
to hand out programs, announce the event, or open Killian, etc. |
PR: Posters and Programs |
Before Event |
Poster: Contact the artist for poster information. Design an 8.5"x11" poster, then email to the artist for
review. Once approved, request copies to be made by CopyTech and contact Rachel Maillet
(781-890-7850; rachelmaureen@hotmail.com) to arrange for her to post posters around campus.
Program: Contact the artist asking if he/she would like us to make a program. Design the program
content, then email it to the artist for review. Request copies to be made by CopyTech.
|
Web |
Before Event |
Update the ABD website with program and artist information. |
Audio/Visual |
Before Event |
Schedule Audio/Visual to audio record the event. See "A/V Info" on ABD's Wiki page for more
information about this process. Follow up after the performance to ensure the artist receives one
copy of the CD and ABD receives one copy. |
Piano Tuning |
Before Event |
If the artist plans to use the piano, contact Victor Belanger (vbela@mit.edu), who works for MIT
Music & Theater Arts, asking if he can tune the piano on the morning of the performance. |
Parking Pass |
Before Event |
Reserve parking passes for performer and/or performer's guest (limit 2). Shirley Entzminger can
provide information on this process. |
Open Killian Hall |
Day of Event 11:00-11:45am |
(1) Pick up key from Music & Theater Arts Office, Room 4-246.
(2) Around 11am, unlock the leftmost doors of Killian Hall, turn on lights (at front of hall on right),
unlock the storage room (at back of hall in center), unlock Green Room (at back of hall on right),
and turn on lights down the stairs to the actual Green Room and restroom.
(3) Let personnel from A/V into the hall to set up recording equipment.
(4) Assist artist with uncovering piano, brining out music stands and chairs for stage (as needed).
(5) Place a poster or program at the entrance to Killian Hall (e.g., tape to the door) to attract
passersby. |
Close Killian Hall |
Day of Event 1:00pm |
Pick up any programs or trash from the seating area. Assist artists with closing and covering piano.
Replace stands and chairs in storage room. Turn off all lights, lock all doors, and return key to the
Music & Theater Arts Office (4-246). |
Hand out programs |
Day of Event 11:45-12:15 |
Place a music stand (from the storage room at the back of the hall) in the vestibule to hold
programs. Hand out programs as audience members arrive. |
Announce event |
Day of Event 12:05pm |
Welcome the audience, thank sponsors, and introduce artist(s). See "Introduction Script" on ABD's
Wiki. |
Water |
Day of Event |
ABD purchases bottles of Poland Spring water and stores them in Shirley's office (2-345). Pick up
a bottle for each artist and deliver it to the hall before the performance. |
Flowers |
Day of Event |
(1) Call Kendall Flowers and order the bouquets and charge to the Purchase Order Number.
(2) Pick up a bouquet of flowers for presentation to the artist.
Deliver the bouquet to the hall (but hide from the artist if possible) in advance of the performance.
We usually request a $10 - $14.00 bouquet.
(3) At the conclusion of the performance, walk down the side aisle to the stage and present the artist
with the bouquet of flowers. Say thank you and thank the audience for attending. |