Difference between revisions of "Stewarding Guide"

From Warwick Student Cinema
Jump to: navigation, search
(Becoming a Steward & Signing up to Shows)
(On the Door: Popcorn and hot drinks aren't banned anymore!)
 
(47 intermediate revisions by 3 users not shown)
Line 1: Line 1:
 
== Introduction ==
 
== Introduction ==
   
First, a warm welcome to WSC’s Front of House Team. You will be joining a team of roughly fifty other Warwick students who steward regularly at the Student Cinema as part of the customer facing team.
+
First, a warm welcome to WSC’s Front of House Team. You will be joining a team of over fifty other Warwick students who steward regularly at the Student Cinema.
   
We aim to have four stewards signed up for a regular screening, although we can operate with two or three, all of whom will be under the direction of the show’s Duty Manager (abbreviated to DM). If you have any queries or problems, speak to the DM on the night.
+
We aim to have five stewards signed up for a regular screening all of whom will be under the direction of the show’s Duty Manager (abbreviated to DM). If you have any queries or problems, speak to the DM on the night.
   
New Stewards are required to steward three shows within a two week window to be granted Crew Status (this gives you and your guest free access to our standard screenings). If you are not involved in another area of WSC, we ask that you steward at least one show every two weeks to keep your Crew Status.
+
New Stewards are required to steward three shows within a two week window to be granted Crew Status (this gives you and a guest free access to our standard screenings). If you are not involved in another area of WSC, we ask that you steward at least one show every two weeks to keep your Crew Status.
   
  +
Stewards are expected to stay for the entire film in order to maintain crew levels throughout and for clean up afterwards. If you cannot stay, or after signing up to a show cannot attend, we do understand, but ask you email the [mailto:chiefdm@filmsoc.warwick.ac.uk Chief Duty Manager] as soon as possible.
Ideally we would like stewards to wear Student Cinema clothing, which you can order at cost price (we cover shipping fees) each term, if you wish, however this is not a requirement.
 
 
Stewards are expected to stay for the entire film in order to maintain crew levels throughout and for clean up afterwards. If you cannot stay, or after signing up to a show cannot attend, we do understand, but ask you email either the show’s Duty Manager, the [mailto:chiefdm@filmsoc.warwick.ac.uk Chief Duty Manager] or ideally both, as soon as possible.
 
   
 
== Becoming a Steward & Signing up to Shows ==
 
== Becoming a Steward & Signing up to Shows ==
   
If you are interested in stewarding, drop the [mailto:chiefdm@filmsoc.warwick.ac.uk Chief Duty Manager] an email and let them know of your interest. You must be a member of Warwick Student Cinema (either Standard or Associate) to get involved as a steward (NOTE: memberships must be renewed each academic year).
+
[[Image:Rotas.png|thumb|You can sign-up via the online rotas once you've been added as a steward by the Chief DM]] If you are interested in stewarding, drop the [mailto:chiefdm@filmsoc.warwick.ac.uk Chief Duty Manager] an email and let them know of your interest. You must be a member of Warwick Student Cinema (either Standard or Associate) to get involved as a steward (NOTE: memberships must be renewed each academic year).
   
 
Once set up as a Steward (this will be confirmed via an email from the Chief Duty Manager), go to the [http://www.filmsoc.warwick.ac.uk WSC website], login and hit ‘Rotas’ in the menu. You can then navigate through the term’s screenings and hit ‘Sign Up’ on the row for any stewarding slots available.
 
Once set up as a Steward (this will be confirmed via an email from the Chief Duty Manager), go to the [http://www.filmsoc.warwick.ac.uk WSC website], login and hit ‘Rotas’ in the menu. You can then navigate through the term’s screenings and hit ‘Sign Up’ on the row for any stewarding slots available.
Line 20: Line 18:
   
 
Please only sign up for shows you know you can make – although there is no limit on how many / how far in advance you can sign up, pulling out at the last minute often results in the slot going vacant and us having less crew to staff a screening.
 
Please only sign up for shows you know you can make – although there is no limit on how many / how far in advance you can sign up, pulling out at the last minute often results in the slot going vacant and us having less crew to staff a screening.
  +
  +
If you have signed up to a film that you subsequently can't attend, remember to contact the [mailto:chiefdm@filmsoc.warwick.ac.uk Chief Duty Manager] or the film's Duty Manager to let them know!
   
 
== Arriving ==
 
== Arriving ==
   
Please arrive and be ready to start 30 minutes before the publicised start time of a show. Most of our mid-week screenings start at 7:30pm, so you should arrive by 7pm (Fridays-Sundays are more complicated).
+
Please arrive and be ready to start '''30 minutes before''' the publicised start time of a show. Most of our mid-week screenings start at 7:30pm, so you should arrive by 7pm (Fridays-Sundays still need attendance 30 mins prior to the advertised start time!).
   
 
You’ll probably find fellow stewards or the Duty Manager in L3 itself when you arrive. If not, you should go to the office at the top of L3 where the DM will most likely be (if the door is locked, you are the first to arrive and the DM is late!). Make yourself known to the DM who will provide instruction; normally to clear up litter in the auditorium.
 
You’ll probably find fellow stewards or the Duty Manager in L3 itself when you arrive. If not, you should go to the office at the top of L3 where the DM will most likely be (if the door is locked, you are the first to arrive and the DM is late!). Make yourself known to the DM who will provide instruction; normally to clear up litter in the auditorium.
 
   
 
== Clearing L3 ==
 
== Clearing L3 ==
   
Normally your first job, we ask that you clear (with the other stewards) the auditorium of litter, both on the desk surfaces and the floor. If you come across any belongings you deem valuable (especially University Cards), please hand them to the DM. Bins are located on the balcony, including Paper and Mixed Recycling containers. Should you notice something dangerous or damage to a chair, inform the DM.
+
Normally your first job, we ask that the stewards clear the auditorium of litter, both on the desk surfaces and the floor. If you come across any lost property, please hand it to the DM. Bins are located on the balcony and just outside L3, including General Waste and Mixed Recycling containers. Should you notice something dangerous or damage to a chair, inform the DM.
   
When L3 is clear, usually everyone will meet on the balcony, and the DM will assign you a location for the duration of ticket selling.
+
When L3 is clear, usually everyone will meet on the balcony, and the DM will assign you a task for the duration of ticket selling.
   
  +
== On the Door ==
   
  +
[[Image:On_the_Door.png|thumb|Stewards with WSC clothing having fun on the door]]
== ‘On the Door’ ==
 
  +
[[Image:Ticket_Ripping.png|thumb|Ripping tickets on the door]]
   
One steward will be selected to go ‘on the door’. This involves standing in the foyer outside L3 near the right hand-side entrance doors (next to L5).
+
At least one steward will be selected to go on the door. This involves standing in the foyer outside L3 near the right-hand side entrance doors and LCD screen (next to L5).
   
This steward will stop any patrons going inside until the Duty Manager informs them that the ‘doors are open’. The DM will then also prop open one of the L3 doors.
+
Stewards on the door will stop any patrons going inside until the Duty Manager informs them that the doors are open. The DM will then also prop open one of the L3 doors.
   
At this point, the steward on the door will check tickets are for the current show and tear them upon admittance of a customer. When checking tickets, the steward should also look for any items not permitted in the auditorium. It is not necessary to search an individual or bags; a casual glance is usually sufficient and supermarket bags are often see-through. Contraband includes:
+
From this point, the steward on the door will check tickets. When checking tickets, the steward should also look for any items not permitted in the auditorium. It is not necessary to search an individual or bags - a casual glance is sufficient and supermarket bags are often see-through. Contraband includes:
  +
* Hot Drinks
 
  +
* Hot Drinks (only if they don't have a lid)
* Hot Food (including cold food previously hot and therefore smelly, e.g. pizza)
 
  +
* Hot Food
 
* Alcohol
 
* Alcohol
* Popcorn
 
   
Customers in possession of these items must not be permitted to enter with them. They can either be consumed outside or given to the Duty Manager for the duration of the film. If you encounter resistance, simply ask them to wait there until the DM passes by (which should happen regularly).
+
Customers in possession of these items should not be permitted to enter with them. Such items can either be consumed outside or given to the Duty Manager for the duration of the film. If you encounter resistance, inform the DM when they pass by (which should happen regularly).
   
Often, stewards on the door will be asked to give an item of publicity with each ticket torn.
+
Often, stewards on the door will be asked to give a flier with each ticket checked. As shown in the pictures to the right, tickets should be partially torn.
Tickets must be shown to gain entry, with the exception of the on-duty DM or any Exec member you recognise – do NOT accept WSC clothing as sufficient for entry, these are available to all members as well as former members!
 
   
  +
Tickets must be shown to gain entry, with the exception of the on-duty DM and the on-duty projectionist.
== ‘On the Tills’ ==
 
   
  +
== On the Tills ==
Up to three stewards will be chosen to sell tickets to customers. Our tills are located in three black flight cases in the office behind the top of L3. Grab any till and carry the case out to the concourse, placing it down on a black trolley. Tills should be positioned as follows;
 
   
  +
'''''Setting-up the Tills'''''
   
  +
Up to three stewards will sell tickets to customers. Our tills are located in three black flight cases in the counters on the Science Concourse. Grab a till and carry the case out of the counters and place it on top.
   
  +
<gallery>
  +
Image:Tills_set_up.png|Your Duty Manager will ensure that everything is set up correctly to sell tickets.
  +
Image:Monitoring_the_Queue.png|Things might get busy, but we can delay the film, so don't rush and make mistakes!
  +
</gallery>
   
  +
The Duty Manager will set up the tills. Wait until instructed before you start selling tickets.
   
  +
'''''Ticket and Membership Selling'''''
Tills as Stacked in Office Till Locations on Black Trolleys on Concourse
 
 
Most importantly, till 1 should be in the furthest right trolley, which when wheeled out is next to the windows.
 
 
When all the flight cases have been set down, wheel your trolley out, taking care that it only steers from one end, then take off the case lid and turn on your laptop. All our tills are touch-screen.
 
 
The Duty Manager will connect up the cabling and open up the ticketing software; but as you get experience stewarding this will also become obvious. Press F11 to show the WSC ticketing system in full-screen.
 
 
Wait until instructed before you start selling tickets.
 
   
 
A full guide to selling tickets and memberships is available at our [[EPOS for Stewards]] page.
 
A full guide to selling tickets and memberships is available at our [[EPOS for Stewards]] page.
   
  +
== During the Film ==
'''''Closing the Tills'''''
 
   
  +
[[Image:FACT_and_Cameras.png|right|Image on right|120px|Image: 120 pixels]]
When prompted by the Duty Manager, you will need to close your till. Press ‘Close Till / Logout’ in the top right of the screen. One steward will be asked to print the Master Show Report – if this is you, click ‘Print Show Report’. Everyone will then need to logout and close Internet Explorer. In the SU window, press ‘Cancel’, ‘Close’ and press ‘Yes’, ‘Receipt Printer’ at the prompts before closing the window and shutting down the machine. Flight Case lids should be replaced and the trolleys wheeled back before carrying the cases up to the office.
 
  +
The Duty Manager will have allocated you a side to sit on the balcony, giving you the best leg-room in the house! Whilst enjoying the film we ask that you keep an eye out for any trouble and report it to the Duty Manager.
   
  +
The DM should let you know where to find him/her during the film. ‘Trouble’ to be reported to the DM includes:
== During the Film ==
 
   
  +
* Latecomers to the film;
The Duty Manager will have allocated you a side to sit on the balcony, giving you the best leg-room in the house! Whilst enjoying the film we ask that you keep an eye out for any trouble and report it to the Duty Manager. The DM should let you know where to find him during the film.
 
  +
* Persisting problems with the film itself;
‘Trouble’ includes:
 
  +
* People taking photographs / videos;
* Film not on screen / wrong and not been noticed by projectionist
 
  +
* People consuming alcohol;
* People taking photographs / video (this is illegal)
 
* People on laptops
+
* People using laptops;
* People making phone calls
+
* People making phone calls;
  +
* Verbal disruptions;
* Fighting
 
* Medical Issues
+
* Medical issues;
* Plus anything else which you see as a problem, disruptive or dangerous.
+
* Anything else which you see as a problem, disruptive or dangerous.
   
 
== After the Film ==
 
== After the Film ==
   
Once all the customers have left the DM will get stewards to pick up any litter once more, in the same manner as before, handing to the DM any lost property.
+
Once all the customers have left, the DM will get stewards to pick up any litter. You should hand any lost property to the DM.
   
Try to salvage any publicity we’ve given out that has been left behind and is in a reusable state (not crumpled etc.).
+
Try to salvage any publicity we’ve given out.
   
 
== Thanks! ==
 
== Thanks! ==

Latest revision as of 15:01, 20 June 2019

Introduction

First, a warm welcome to WSC’s Front of House Team. You will be joining a team of over fifty other Warwick students who steward regularly at the Student Cinema.

We aim to have five stewards signed up for a regular screening all of whom will be under the direction of the show’s Duty Manager (abbreviated to DM). If you have any queries or problems, speak to the DM on the night.

New Stewards are required to steward three shows within a two week window to be granted Crew Status (this gives you and a guest free access to our standard screenings). If you are not involved in another area of WSC, we ask that you steward at least one show every two weeks to keep your Crew Status.

Stewards are expected to stay for the entire film in order to maintain crew levels throughout and for clean up afterwards. If you cannot stay, or after signing up to a show cannot attend, we do understand, but ask you email the Chief Duty Manager as soon as possible.

Becoming a Steward & Signing up to Shows

You can sign-up via the online rotas once you've been added as a steward by the Chief DM

If you are interested in stewarding, drop the Chief Duty Manager an email and let them know of your interest. You must be a member of Warwick Student Cinema (either Standard or Associate) to get involved as a steward (NOTE: memberships must be renewed each academic year).

Once set up as a Steward (this will be confirmed via an email from the Chief Duty Manager), go to the WSC website, login and hit ‘Rotas’ in the menu. You can then navigate through the term’s screenings and hit ‘Sign Up’ on the row for any stewarding slots available.

Remember; new stewards must undertake three shows within a two week window to be deemed qualified and attain Crew Status. We subsequently ask for a minimum of one show per fortnight.

Please only sign up for shows you know you can make – although there is no limit on how many / how far in advance you can sign up, pulling out at the last minute often results in the slot going vacant and us having less crew to staff a screening.

If you have signed up to a film that you subsequently can't attend, remember to contact the Chief Duty Manager or the film's Duty Manager to let them know!

Arriving

Please arrive and be ready to start 30 minutes before the publicised start time of a show. Most of our mid-week screenings start at 7:30pm, so you should arrive by 7pm (Fridays-Sundays still need attendance 30 mins prior to the advertised start time!).

You’ll probably find fellow stewards or the Duty Manager in L3 itself when you arrive. If not, you should go to the office at the top of L3 where the DM will most likely be (if the door is locked, you are the first to arrive and the DM is late!). Make yourself known to the DM who will provide instruction; normally to clear up litter in the auditorium.

Clearing L3

Normally your first job, we ask that the stewards clear the auditorium of litter, both on the desk surfaces and the floor. If you come across any lost property, please hand it to the DM. Bins are located on the balcony and just outside L3, including General Waste and Mixed Recycling containers. Should you notice something dangerous or damage to a chair, inform the DM.

When L3 is clear, usually everyone will meet on the balcony, and the DM will assign you a task for the duration of ticket selling.

On the Door

Stewards with WSC clothing having fun on the door
Ripping tickets on the door

At least one steward will be selected to go on the door. This involves standing in the foyer outside L3 near the right-hand side entrance doors and LCD screen (next to L5).

Stewards on the door will stop any patrons going inside until the Duty Manager informs them that the doors are open. The DM will then also prop open one of the L3 doors.

From this point, the steward on the door will check tickets. When checking tickets, the steward should also look for any items not permitted in the auditorium. It is not necessary to search an individual or bags - a casual glance is sufficient and supermarket bags are often see-through. Contraband includes:

  • Hot Drinks (only if they don't have a lid)
  • Hot Food
  • Alcohol

Customers in possession of these items should not be permitted to enter with them. Such items can either be consumed outside or given to the Duty Manager for the duration of the film. If you encounter resistance, inform the DM when they pass by (which should happen regularly).

Often, stewards on the door will be asked to give a flier with each ticket checked. As shown in the pictures to the right, tickets should be partially torn.

Tickets must be shown to gain entry, with the exception of the on-duty DM and the on-duty projectionist.

On the Tills

Setting-up the Tills

Up to three stewards will sell tickets to customers. Our tills are located in three black flight cases in the counters on the Science Concourse. Grab a till and carry the case out of the counters and place it on top.

The Duty Manager will set up the tills. Wait until instructed before you start selling tickets.

Ticket and Membership Selling

A full guide to selling tickets and memberships is available at our EPOS for Stewards page.

During the Film

Image: 120 pixels

The Duty Manager will have allocated you a side to sit on the balcony, giving you the best leg-room in the house! Whilst enjoying the film we ask that you keep an eye out for any trouble and report it to the Duty Manager.

The DM should let you know where to find him/her during the film. ‘Trouble’ to be reported to the DM includes:

  • Latecomers to the film;
  • Persisting problems with the film itself;
  • People taking photographs / videos;
  • People consuming alcohol;
  • People using laptops;
  • People making phone calls;
  • Verbal disruptions;
  • Medical issues;
  • Anything else which you see as a problem, disruptive or dangerous.

After the Film

Once all the customers have left, the DM will get stewards to pick up any litter. You should hand any lost property to the DM.

Try to salvage any publicity we’ve given out.

Thanks!

We truly appreciate all our stewards and the time they give to the society. These instructions may seem complicated but all-in-all stewarding is common sense and following the direction of the Duty Manager.

Those stewards we find particularly comfortable with the process and eager to get more involved will be invited by the Front-of-House committee to take on more responsibility by training as a Duty Manager. Don’t forget that you can also get involved in other areas of the society; projection, publicity and IT, as well as attend our regular socials to meet a few more people.

See you at a show soon!