Volunteer Coordination Team
Volunteers are the heartbeat of Selassiefest. The Volunteer Coordination team recruits, trains, schedules, and supports hundreds of volunteers across all festival areas. This team ensures every volunteer has a meaningful experience and that the festival runs smoothly.
🙋 Volunteer Coordinator
Reports to: Managing Director
Key Responsibilities:
- Develops volunteer recruitment strategy and outreach.
- Manages volunteer applications, interviews, and background checks.
- Creates training materials and conducts orientation sessions.
- Maintains volunteer database and communication channels (e.g., Slack, email lists).
- Serves as primary contact for volunteer questions and conflict resolution.
Seasonal (3–6 months) or year‑round part‑time
📅 Shift Scheduler
Reports to: Volunteer Coordinator
Key Responsibilities:
- Creates and manages volunteer shift schedules using scheduling software (e.g., SignUpGenius, Better Impact).
- Coordinates with department leads (Kitchen, Bar, Talent, etc.) to determine volunteer needs per shift.
- Fills last‑minute cancellations and re‑assigns volunteers as needed.
- Tracks volunteer hours for reporting and recognition.
Seasonal (2–3 months)
✅ Volunteer Check‑in Lead
Reports to: Volunteer Coordinator
Key Responsibilities:
- Manages on‑site volunteer check‑in tent during the festival.
- Distributes volunteer wristbands, t‑shirts, meal tickets, and schedules.
- Verifies identification and waivers.
- Directs volunteers to their assigned duty stations.
- Handles no‑shows and reassignments on the day.
Event‑only (2–3 days)
🏃 Volunteer Runners (2–5 positions)
Reports to: Volunteer Coordinator (or Shift Scheduler during event)
Key Responsibilities:
- Act as mobile support, delivering supplies, messages, or relief to stationed volunteers.
- Assist with urgent needs (e.g., filling water, covering breaks).
- Help with setup, teardown, and last‑minute tasks.
- Report issues (injuries, conflicts) to the Volunteer Coordinator.
Event‑only
👥 Department Volunteer Leads (Optional)
Reports to: Volunteer Coordinator (dotted line to department manager)
Key Responsibilities:
- Serves as the volunteer supervisor for a specific area: Kitchen, Bar, Beverage Stands, Box Office, Parking, etc.
- Trains volunteers on role‑specific tasks.
- Reports volunteer performance and attendance to the Volunteer Coordinator.
Event‑only (can be filled by experienced volunteers)
📋 Volunteer Lifecycle
- Recruitment: Post opportunities on website, social media, and local community boards.
- Application & Screening: Collect forms, check references (if needed), and run background checks for sensitive roles.
- Orientation: 2‑hour virtual or in‑person session covering festival mission, code of conduct, and logistics.
- Scheduling: Volunteers select shifts via online portal.
- On‑Site Check‑in: Verify attendance, give credentials, and assign to stations.
- Support & Recognition: Provide meals, breaks, and appreciation (e.g., volunteer party, certificates).
- Post‑Event: Collect feedback, track hours, send thank‑you notes, and invite to next year.
🧩 Example Volunteer Roles by Department
- Kitchen: Food prep assistants, dishwashers, cashiers
- Bar (alcohol): ID checkers, barbacks, glass runners (must be 21+)
- Beverage Stands: Servers, stock runners, cashiers
- Talent Relations: Artist escorts, green room attendants, stage hands
- Guest Services: Information booths, lost & found, accessibility assistants
- Setup/Teardown: Tent assembly, signage placement, trash cleanup
- Box Office / Will Call: Ticket scanning, wristband distribution
- Parking & Traffic: Direct cars, manage shuttle lines
Current Openings:
- Volunteer Coordinator – volunteer@selassiefest.com
- Shift Scheduler (seasonal)
- Volunteer Check‑in Lead
- Volunteer Runners (multiple)
General volunteer applications: Sign up here (link to form).