Event Crew Descriptions
*These crews have minimum age requirements or require special skills.
AMBASSADOR CREW
The purpose of the Ambassador Crew is to greet, inform and assist the general public on the festival grounds. We need helpful, knowledgeable, positive volunteers who can deal with questions and enhance the experience of the festival for every attendee. Operates July 24-25.
ENTRY/EXIT
These people assist traffic flow in and out of the gated outdoor festival stage areas. At the Entry Gates, they direct people through the entry lines toward the security checkpoints in an orderly and efficient manner. They will call attention to the entry regulations posted, so the attendees are aware of what security will be searching them for prior to entry. At the Exit gates, they will be asking people to throw trash in the barrels before the leave, as well as watching for unauthorized entry through the exits. Entry/Exit crew will also keep eyes on the perimeter fence of the main stages, notifying security of any potential breaches.
PROGRAM GUIDES
These people will be stationed at strategic locations on the festival grounds. They are responsible for ensuring that all program guides are distributed and will also serve as informational assistants, answering questions for festival-goers.
GREENING
These people are focusing on trash and recycling efforts of festival attendees. They will be stationed near recycling barrels, informing people of what should go in the trash, and what can be recycled. They will also be in communication with the trash removal service, making them aware of full trash and recycling barrels.
TRAFFIC
These people are controlling the flow of traffic on the festival grounds. Their main objective is to keep the festival attendees out of areas with no public access. They will answer questions and suggest alternate routes. They will also assist authorized personnel and vehicles in getting where they need to be.
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BANNERS & BRANDING CREW
The Banners Crew is responsible for hanging, maintaining and collecting all signs and banners on the event site. Requires stamina, balance, and ability to carry up to 30 lbs and not afraid of heights. Banners to be hung include photo release notices, info signs, directional signs, sponsor signage, venue banners, conference banners, rules and regulations notices, etc. Operates July 23-25.
Photo release notices must be hung at all entrances to venues and outdoor stages. These signs are crucial to Dfest for legal reasons, and must be placed accordingly before the event is underway.
Info and directional signs provide information and direction to festival attendees and participants. Examples of these signs are schedules, maps, and locators.
Sponsor signage is contractually obligated by Dfest and must be specifically and meticulously placed. This must be up first and down last in order to maximize visibility for our sponsors. Throughout the event it must be monitored and maintained to ensure it is always highly visible.
Venue banners will be hung on the stage of each participating venue. It must be high enough to be seen behind the bands and their equipment on stage. Ladders will be supplied.
Conference banners and signs must be hung before registration begins on Thursday. This signage includes identifiers (REGISTRATION, ARTIST LOUNGE, MENTORING, VOLUNTEER CENTRAL, etc), Dfest signage (welcome banners, Dfest banners in panel and clinic rooms), sponsor-obligated signage. Some creation of these type of notices is required as well.
Rules & Regulations are a critical component of Dfest's insurance requirements. These must be hung to be highly visible to everyone on the festival site. Very specific locations for these signs will be given and must be adhered to.
Pre-event availability required. Desktop publishing experience is a plus.
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BEVERAGE SALES CREW
The Beverage Crew is responsible for selling, staging, taking monies. Keep the area clean. This consists of cleaning off tables and placing all the trash together at the end of your shift. Stock the area with ice and soda products at the end of each shift. If you are a designated Server of alcoholic beverages, all customers must have a wristband if they are 21 or older. Please remember that if a customer appears to be intoxicated, you are obligated not to serve this customer further. If your stock runs low, inform the Supervisory staff person and they will restock for you. Operates July 24-25.
SERVERS/POURERS
It is your job to pour beer and give it to the cashier. Pourers must be conscious of traffic and ramp up pouring efforts to accommodate. Crowds at events like these like beer lines to be short and efficient. Pourers must not be the bottleneck in the process. Soda, Water and Energy drinks must be kept in ice tankers and properly stocked. If you run low on beverages, contact the Station Captain to stage and stock beverages.
CASHIERS
If you are a designated Cashier, collect the proper amount of cash for the items sold. If your cash drawer gets full contact the Station Captain for money drops into the safe. Drops must be performed often to minimize liability and loss prevention. Cashiers will be responsible to accurate cash to inventory. Server of alcoholic beverages, all customers must have a wristband if they are 21 or older. Please remember that if a customer appears to be intoxicated, you are obligated not to serve this customer further. If they are of age or and do not have a wristband please direct them to the ID booth. No wristband No BEER!
ID BEER WRISTBANDS
Each gated festival area will have one ID checker, next to an ATM machine, that will check IDs and attach wristbands. There will be one ID tent located at the ticket booth and one ID tent at the Festival Merchandise tent. If a customer does not have an ID. You are NOT to give them an alcohol wristband. You will assume the risk if this rule is broken. If any customers become difficult or disruptive, please contact security.
STATION CAPTAINS
Each gated festival beverage station will have one Station Captain to make contact for money drops, stock products, stage products, assist with any issues for the beverage area. Money drops are to be checked frequently with cashier to minimize liability and loss prevention. Station Captains contacts the Cash Handler to make a money drop. Two signatures required on each drop slip.
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*CATERING CREW
The Catering Crew will handle all foodservice for Headlining Artists and their accompanying crews plus the Festival Artists Lounge, FOTA areas and VIP areas.
SERVICE
Catering Service volunteers will be responsible for prep and service of food. These volunteers must have impeccable communication and people skills, as they will be dealing directly with headlining talent. Responsibilities include keeping food hot and covered, keeping cold food cold and safe for eating, replenishing dishes, meal cleanup, serving food, etc. Food service experience required.
RUNNERS
Catering Runners are responsible for supporting Catering Service volunteers. Responsibilities include getting ice, beverages, running errands, stocking catering supplies (napkins, plates, cups, utensils, non-perishable food, foil, plastic wrap, tables, chairs, tablecloths), etc. Must be able to lift 30 lbs.
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CONFERENCE CREW
The Conference Crew is a vast crew comprised of several specialized crews. They are Production, Registration, Program, Hospitality and Access.
PRODUCTION
Conference Production is focused on setup of all conference infrastructure, maintenance of conference infrastructure and tear down of conference infrastructure and helping with setup and maintenance of technical requirements of the conference. These volunteers must be available Wednesday through Sunday and must be able to lift 50 lbs. Must be a problem solver, self motivated, able to adapt and think on your feet under pressure.
REGISTRATION
Conference Registration is arguably the most important crew at the conference, and certainly the busiest. This crew is responsible for distributing all conference credentials to artists, registrants & panelists, as well as giving out Dfest Swag Bags to all conference participants. Provides all sorts of information to DFEST registrants and attendees. Requires adequate knowledge of Tulsa geography and DFEST events. Volunteers on this crew must be meticulous and detail oriented, but have the people skills necessary for a customer service position.
PROGRAM
This crew handles all logistics for Panels, Clinics, Mentoring and Panelists. They are responsible for keeping all facets of the conference on schedule, assisting panelists, maintaining and updating posted conference schedules within the hotel, and keeping the conference running smoothly in general.
HOSPITALITY
Conference Hospitality is responsible for monitoring and maintaining the following areas: Artist Lounge, Panelist Green Room, Headliner & Production Green Room, and Karen's Kitchen. They will ensure the respective areas are kept well stocked and clean, as well as answering questions and reasonable requests for conference guests in each of these areas.
ACCESS
The Conference Access crew is responsible for checking all conference credentials and admitting guests to the Conference areas. They are our security contingent at the conference, but they must also be helpful ambassadors, pointing any guests without proper credentials to the Registration Area.
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FESTIVAL WRISTBAND CREW
The purpose of the festival wristband crew is to properly fix wristbands to customer's wrist at Arvest/OKC Tickets Box Office Area. Greet customers in a friendly and courteous manner and answer customer inquiries about event. Tell customers that their wristband is good for admission for either the indicated one-day wristbands, or the remainder of the weekend for two-day wristbands provided it remains on their wrist. Let customers know if the band is broken or removed they will be denied entrance to venues and gated areas. Operates July 24-25.
HOLDING POOL
The Holding Pool is to be utilized to fill holes in the volunteer workforce and serve as floaters and worker relief. Operates July 24-25
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HOSPITALITY CREW
The Hospitality Crew is responsible for setting up, monitoring and maintaining and then after the event breaking down our designated hospitality areas on the event site. In most areas, the Hospitality Crew will be working closely with the Catering crew to make the Headliner's festival experience flawless and enjoyable. The Hospitality Crew handles all Headliner and VIP comforts excluding food and beverage (seating, lighting, towels, etc) Hospitality areas include FOTA, Artist Lounge, VIP Lounge, as well as our backstage areas for our headliners. Operates July 24-25
MERCHANDISE CREW
The Merchandise Crew works with our merchandising company and stocks, displays and sells all merchandise, both official Dfest merch and Headliner Artist merch. Operates July 24-25.
OFFICIAL MERCHANDISE
Official Merchandise is Dfest branded inventory. This crew will stock, display and sell Official Dfest Merchandise at both the conference and on the festival site. Cash experience preferred. Must be able to lift 50 lbs.
HEADLINER MERCHANDISE
Headliner Merchandise must be carefully inventoried when checked in. All inventory numbers must be precisely calculated at all times. Price sheets will come from each band's tour manager. The merchandise must be displayed appropriately and sold in the most efficient manner possible. Cash experience preferred. Must be able to lift 50 lbs.
*PHOTO CREW
The Dfest Photo Crew documents all activity at the event. Specific crews will be assigned to the shoot all aspects of the event in the following categories: keynote addresses, panel sessions, parties, music venues, showcases ( Emerging Artists, Headliners), sponsorship activation and more. Must be age 21+ (limited exceptions for age 18+); have Digital-SLR camera and portfolio ready to show/view online. Eight-hour shifts; minimum three shifts required throughout festival, two of which must be evening shifts during the Music Festival. Operates July 23-25.
SETUP / TEAR DOWN CREW
The Setup / Tear Down crew works before and and after the event. Requires stamina, lifting. This crew requires availability both before and after the event. Operates July 22-July 26.
*TRANSPORTATION CREW
Drives DFEST vans from airport to the Crowne Plaza and also needed transport to festival areas. Drivers must be age 25+, with valid ID and insurance. Dispatchers may be under age 25, but must be able to navigate Tulsa streets. Requires pre and post event availability. Operates July 23-26.
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*VOLUNTEER CENTRAL CREW
Volunteer Central manages all event volunteers, vendor check-in, sponsor check-in, press check-in. They run volunteer check-in, dispatch, and conflict resolution. This crew requires volunteers with great administration, organization and people skills. Must be a returning volunteer. Operates July 24-25.
Sponsor Production Crew
Requires some heavy lifting. This crew assists in moving DFEST sponsorship operations inside/outside the conference and festival areas. Also involves various product drops around the event site. Client management skills a plus.
Press & Publicity
Provides appropriate credentials to press registrants. Client management skills required.
Sponsor Help Desk
Assists official DFEST sponsors with interactive festival locations. Client management skills a plus.
Volunter Check-in
Helps with volunteer check-in, assignments, management of volunteer crews and volunteer manifest, helps maintain the volunteer hospitality area and maintaining snacks, provided meals and beverages.
