WELCOME TO OUR CELEBRATE FAIRFAX! …celebratefairfax.com/wp-content/uploads/2018/05/2018-CF-Volunteer... · National headlining performances ranging from 3 Doors Down, Third Eye

WELCOME TO OUR CELEBRATE FAIRFAX! VOLUNTEER TEAM

Thank you so much for volunteering at the 37th anniversary of the Celebrate Fairfax! Festival. With more than

1,500 volunteers working together, we will host approximately 80,000 people during the three days of

Northern Virginia’s largest community-wide celebration. We’re counting on you to help make this event a

success! Thank you for your commitment.

Many of you have volunteered with us for a number of years. For others, it is a brand-new experience and

you may have many questions. Whatever the case may be, we urge you to read this handbook carefully.

Even the most experienced volunteers will find new information to learn as the festival changes and grows

from year to year.

Please feel free to ask questions, make suggestions, or ask for assistance. Other volunteers, leadership team

Supervisors, and staff members are all great sources of help and support. Never hesitate to ask how to do

something or why something is being done the way it is. You may have a great idea that will help improve

the festival for years to come.

Volunteers carry out a variety of functions and duties, but all share a common role as an ambassador for

Celebrate Fairfax! to every guest, exhibitor, and performer. A smiling face and a friendly attitude are im-

portant in ensuring the festival is a pleasant place for everyone.

We hope you enjoy your experience at the 2018 Celebrate Fairfax! Festival. Thank you for volunteering!

Your time and talents are greatly appreciated.

Ashley Morris & Christine Romero

Chief Experience Officer Program Coordinator

Meet the 2018 Festival Staff

Barry Feil Meagan Butkus Ashley Morris

President & CEO VP & Chief Operating Officer Chief Experience Officer

Trinity Yansick Taylor Rinker Christine Romero

Exhibitions & Admin. Coordinator Manager of VIP Experiences Program & Vol. Coordinator

Kellen Miller Samantha Efthimiades Nicole Yelland

Program & Social Media Coordinator Exhibits Coordinator Program Coordinator

ABOUT CELEBRATE FAIRFAX, INC.

The Celebrate Fairfax! Festival is a county fair and music festival hybrid, steeped in the history and vitality of

Fairfax County and its 1.1 million citizens. Launched as the Fairfax Fair in 1982, the event was created by a

blue ribbon commission consisting of elected officials and community leaders who realized that the fast-

growing county lacked a unifying event or an established downtown. The resulting county fair was (and re-

mains) the only major event designed to reach all of Fairfax’s communities.

Prior to its founding, other Fairfax County fairs existed dating back to the 1700’s, but by the 1950’s, all had

disappeared. When the current Fairfax Fair was created in the 1980’s, it featured a chili cook-off, carnival,

and commercial and county government exhibits, and was held at George Mason University. Initially coordi-

nated by the Fairfax County Extension Office, by the end of the decade the Fair was produced by the non-

profit Faxfair Corporation. A true collaborative effort, the Fair was made possible only through the financial

and community support it received.

By the early-1990’s, it became apparent that George Mason’s growth mirrored that of the Fairfax Fair, and

that the needed space was not easily provided. Fairfax’s leadership worked with local officials and settled on its current home, the then brand new Fairfax County Government Center. Including 25 acres of property,

the 3-day Fair expanded its county government exhibits and created programs that fit the increasingly tech-

driven Fairfax region. Among the major programs created during this time was the SciTech Center, a STEM-

focused 10,000 square foot pavilion of interactive science-based activities. Also during this period, national

headliner entertainment was added, including many of the top country and classic rock artists of that time,

such as Toby Keith, Charlie Daniels, Trace Adkins, Three Dog Night, The Band, and Frankie Valli & the Four

Seasons.

In 1996, Faxfair changed their name to Celebrate Fairfax, Inc. (CFI), to better represent the mission and vi-

sion of the organization. By the turn of the century, CFI changed the name of the Fair to the Celebrate Fair-

fax! Festival, branding the event as a combination of a traditional county fair with a modern music festival.

With as many as 8 stages of entertainment, music had long filled the void of not having a significant agricul-

tural presence, and showcasing of arts and education became a focal point of the annual celebration.

Today’s Celebrate Fairfax! Festival has evolved into an experience-focused event. Programs are designed to be

as interactive as possible and include: local wine and craft brew tasting, a silent disco, a long-running karaoke

championship and VIP experience packages which offer the individual guest access to sponsor-like bene-

fits. National headlining performances ranging from 3 Doors Down, Third Eye Blind, the B-52s, and All-

American Rejects have replaced country music on the main stage.

As CFI moves forward, its signature Celebrate Fairfax! Festival is expected to continue to be at the forefront

of the metropolitan fair movement. CFI has also expanded its role in the community, producing or assisting

in the production of events such as the World Police & Fire Games, the Workhouse Brewfest, and its 25-year

old Fall for Fairfax KidsFest.

A recipient of one of the International Festivals and Events Association’s top honors, Celebrate Fairfax was

named a Bronze Pinnacle Award winner in 2005 for its long-time quality and success. The festival was also a

2006 honoree as one of the Top 20 events in the Southeastern United States. In 2015 and again in

2016, Celebrate Fairfax was recognized as the Best of Nova: Kid-friendly Festival by Northern Virginia Maga-

zine.

FESTIVAL INFORMATION

FESTIVAL LOCATION

Fairfax County Government Center

12000 Government Center Parkway

Fairfax, VA 22035

Hours of Operation

Friday, June 8, 2018

6:00pm – midnight

Saturday, June 9, 2018

10:00am – midnight

Sunday, June 10, 2018

11:00am - 7:00pm

PARKING & SHUTTLE BUS

There are two major remote parking areas serviced by

the FREE shuttle bus to Celebrate Fairfax! Festival.

FREE Shuttle Bus Hours

Friday – 4:30 pm to 12:30 am

Saturday – 8:30 am to 12:30 am

Sunday – 9:30 am to 7:30 pm

Shuttle Locations

Fair Oaks Mall: 11750 Fair Oaks – 2 stops

1 stop near ManTech Corporation building across from the

Macys & 1 stop near the Fairfax Marriott

Fair Lakes Circle: 12450 Fair Lakes Circle

Across from the shopping center with Kohl’s, Dick’s Sporting

http://www.celebratefairfax.com/?downloadid=783

FESTIVAL RULES

To ensure a safe and enjoyable festival experience for everyone, the items below are not permitted at the Festival.

Please note: Bags, backpacks and other hand-carried items are subject to inspection. Umbrellas may be brought in, but you may be

asked to lower them in concert areas to allow all guests access to stage viewing.

Not permitted at the Festival:

Coolers, pitchers, or glass containers

Soliciting

Removing alcoholic beverages from the site

Laser pointers

Lawn or beach chairs

Pets, except for service animals for patrons with disabilities

Boom boxes and audio recording devices

Scooters, roller skates, skateboards, bicycles, or in-line skates

Professional still or video cameras

Climbing on any scaffolding towers or stages

Smoking at any tented areas or indoor venues

Defacing property within the festival site (this may result in prosecution)

Bringing in outside alcoholic beverages

Please note that shirts and shoes must be worn while on the festival grounds!

FESTIVAL FACILITIES

General Parking

On-site parking at the Fairfax County Government Center is by permit only.

Free shuttle buses run roundtrip service from the designated lots to the festival site every 5-10 minutes.

Free parking is available at 11750 Fair Oaks Mall near the Fairfax Marriott & ManTech Corporation building and

at 12450 Fair Lakes Circle in designated parking lots across the street from the shopping center with the Dick’s

Sporting Goods, Kohl’s and Whole Foods.

ATMs/ Credit Cards

There are 12 ATMs located in various areas around the Festival.

Some vendors and beer stations will accept credit cards.

First Aid Locations:

First aid treatment at the festival is free. If additional treatment is necessary, an ambulance and/or hospital may charge for ser-vices.

At the intersection of Leidos Purple Gate and the Crosswalk

On INOVA Red Gate located next to the Dock Dogs

Near the entrance to The AT&T Hub

Restrooms

Portable restrooms and hand-washing stations will be located in numerous locations throughout the festival.

Additional restrooms are available to the left and right of the main lobby in the Government Center building.

FESTIVAL SERVICES

Access for Persons with Disabilities

On-site parking- at the Fairfax County Government Center is available for persons with valid handicapped per-

mits.

Regular-sized Vehicles with valid handicapped hangtag or license plate must enter through the Green Gate.

Oversized Vehicles with valid handicapped hangtag or license plate must enter through the Green Gate and

follow signs for Lot C. Golf carts are available to transport handicapped visitors to Festival program areas.

Wheelchairs - A limited number of wheelchairs are available for FREE on a first-come, first-served basis in the

Festival Office. In order to reserve a wheelchair, a government-issued photo identification card must be left

with Festival Office staff and will be given back once the wheelchair has been returned.

Lost Parents & Child Registration

Child Registration is a program that increases our ability to reconnect parents with their lost children during the festival.

Where is Lost Parents/Child Registration

Child Registration booths are located at the First Aid stations at Red Gate, Purple Gate, next to The AT&T Hub and Festival Information tent. The Lost Parents Booth is located at the entrance of Red

Gate near the Carnival.

How it works:

Each parent and child will receive a specially coded sticker which will correspond to the infor-

mation parents provide.

If that child becomes lost during the festival, staff will contact the area in which the child was registered (based on the sticker code) and will have immediate access to the parent’s name and cell phone num-

ber from the registration list.

Lost children should be taken by the area Leadership Team Supervisor to the nearest First Aid Station or the Lost Parents Tent. Their names and descriptions will be circulated throughout the festival site.

Children will stay at the Lost Parents booth until their parents/guardians are found.

For security purposes, no personal information will be displayed on the child’s sticker, only the regis-tration code.

Lost and Found Items

Items should be turned in at the Admission Gates, Festival Office or Information Booth.

Lost and found articles will be collected periodically and taken to the Festival Office located in Conference

Room 9/10 of the Government Center.

Wallets, keys and other valuables may be claimed in the Festival Office during the event or after the event by

calling 703-324-3247.

Celebrate Fairfax is not responsible for lost items. Items will be held for 30 days following the festival.

You can fill out a “Lost and Found” form on our website http://celebratefairfax.com/info/facilites/

Special Guest Program

As part of Celebrate Fairfax, Inc.’s commitment to building community spirit and providing for those most in

need, we provide festival admission tickets, carnival rides and beverage & snack items to more than 800 people

who otherwise would not be able to attend the Festival. The Special Guest program is possible due to sponsor-

ship by three local businesses: Walsh Colucci, and Venable.

http://celebratefairfax.com/info/facilites/

GENERAL VOLUNTEER INFORMATION

Who can volunteer?

Anyone interested in having fun and being a team player.

Anyone who is 13 years of age or older – must be turning 13 years old in this calendar year

Anyone looking for an opportunity to meet new people.

Anyone that needs community service credit or résumé building.

What is my commitment if I volunteer?

Each volunteer shift is 3-4 hours. The area Supervisor will give you a 10-15 minute break during your volunteer

shift.

What do I receive when I volunteer?

Volunteers receive free admission once their volunteer shift is completed, a festival t-shirt, a beverage and a

snack voucher, and the chance to win a prize in our Volunteer Thank You Raffle.

What do I wear when I volunteer?

Volunteers are expected to wear volunteer t-shirts during their volunteer shift. T-shirts will be given out at Vol-

unteer Check-in. There is a changing area nearby.

Remember - you are representing a family-friendly festival. Please refrain from wearing halter/tube tops and

short shorts while on duty.

Dress for the weather! Consider bringing sunscreen, a hat, raincoat, rain boots, etc.

What is a Leadership Team Supervisor?

Your area Supervisor(s) are called our Leadership Team. They can be identified by a Leadership Team badge

that they each wear. Our Leadership Team are long time volunteers that assist staff in the operations of the

festival. They are each assigned to a specific location of the festival for all hours of the three days of the event.

They are in charge of supervising the operations in their area as well as any volunteers that are assigned there.

Each Leadership Team Supervisor will have a radio so that they may contact festival staff with any requests or

needs.

As a general volunteer, your first point of contact will be your assigned Leadership Team Supervisor. You will

check-in with them at the beginning of your shift and once your shift has ended, so that they will be able to con-

tact Volunteer Check-In for a replacement if a volunteer for the next shift does not show up on-time.

Do I receive complimentary admission tickets?

Volunteers will receive a ticket for admission on the day of their volunteer shift at the Volunteer Check-in

Booth, located at the Inova Red Gate. You will be able to enjoy the festival, once your volunteer shift is com-

pleted. Remember: Friends and family who are not volunteering must pay at the admission gates.

Volunteers who complete the last shift on Friday (8:30pm – 11:30pm) and Saturday (9:30pm - 11:30pm) will re-

ceive a ticket to return another day. After you complete your shift, check-in with your Leadership Team Super-

visor and they will give you the ticket.

GENERAL VOLUTNEER INFORMATION

What is the “volunteer agreement” that was in the registration form?

The volunteer agreement states that you will perform your assignments in a professional and courteous manner.

You will grant CFI the rights to use your name, likeness, photos, or reproduction of your performance for any

purpose including promotion and advertising. It also certifies that all information provided in the volunteer appli-

cation form is true and that you agree to the waiver. This agreement is not meant to intimidate anyone; it is pri-

marily meant as protection for volunteers and the festival.

What is the Volunteer Thank You Raffle?

To show appreciation to the festival volunteers, CFI and local businesses offer prizes and gift cards to the indi-

viduals who serve as festival volunteers. Every volunteer will have a chance to win great prizes if their signed

shift card is turned into the Leadership Team Supervisor after their shift(s) are completed. The shift cards are

used in the drawings for prizes in late June. Some examples of past incentives include: gift certificates to retail

stores and restaurants, pedicures and manicures, dance and yoga lessons and much more!

I have some really great ideas on how things might be done better. Whom should I talk to?

Please don’t hesitate to offer suggestions to your area’s Leadership Team Supervisor. Also, feel free to ask them

any questions you might have. They are there to help you and you should use them as resources. If you are not

comfortable making suggestions to them or asking questions, please email [email protected].

What is the Volunteer Survey?

A volunteer survey allows volunteers to give feedback to festival staff regarding their volunteering experience or

general impressions of the festival. Each volunteer should receive a survey by email after the festival. Your sug-

gestions and reflections on the festival are very important. Many changes and improvements have been made

because of suggestions from volunteers.

VOLUNTEER TERMINATION POLICY

Should it become necessary to consider the termination of a volunteer during the course of the festival operations or at other

times during an operational year, the following policy will serve as a guideline for such considerations:

For the continued effectiveness and operation of the Celebrate Fairfax! Festival and to maintain the desired public image of

Celebrate Fairfax, Inc., it may be necessary at times to consider the termination of a volunteer. Such decisions will only be made

for the demonstrated cause and following consultation among the appropriate festival staff members.

Situations that are brought to the attention of Celebrate Fairfax staff will be considered on a case-by-case basis. Such situations

include, but are not limited to, theft (including tickets, goods, products, and money), intoxication while on duty, use of inappropri-

ate or profane language, failure to treat others with respect including Celebrate Fairfax staff and Board of Directors, aggressive or

violent behavior, destruction of CFI property (including but not limited to signs, banners, etc.), and/or knowingly allowing or

assisting in the commission of any illegal act while working for the organization.

If objectionable behavior is observed by a leadership team Supervisor, the person making the observation should contact Cele-

brate Fairfax staff directly. Following documentation of the incident, the individual volunteer involved will be talked to by the ap-

propriate Celebrate Fairfax representative and any decision or conditions of future volunteer status will be conveyed at that time.

Volunteer SCHEDULING Questions What if I have to arrive late?

It is important that you arrive on time. The festival depends on your presence and reliability. Scheduling

conflicts are inevitable and understandable; however, no-shows will jeopardize your opportunity for future vol-

unteering. Please try to avoid late arrivals. If something unavoidable comes up, please call the Volunteer Coordi-

nator at 703-324-5266. If you reach a voicemail box, please leave your name, when and where you are assigned,

and when you will arrive. When possible, she will notify your Leadership Team Supervisor.

What if I have to leave early?

Leaving early should be avoided. If you must leave, please notify the Volunteer Check-in Booth Supervisor and

your Leadership Team Supervisor when you check in so that arrangements can be made to cover the balance of

your shift. Volunteers are expected to stay until the end of their shift so that our guests can receive the proper

service and attention.

What if I volunteer, and then have to change shifts?

We understand that some changes in scheduling are inevitable – just send the Program Coordinator, Christine

Romero an email at [email protected] as soon as you can and she will make the changes. Keep in

mind that the closer the Festival is, the more difficult a change will be.

How do I volunteer for extra shifts? Should I just show up and ask the Leadership Team Supervisor if more

help is needed?

Occasionally, registered volunteers are not able to work because of that, we generously accept offers from vol-

unteers who wish to stay on duty or work a shift on a subsequent day. If you are interested in additional shifts,

please let your Leadership Team Supervisor know, or stop by the Volunteer Check-in Booth on your way out of

the Festival. If you know that you want to volunteer for an additional shift or two before arriving on site, just

inform the Volunteer Check-in Booth Supervisor upon arrival. THANK YOU!

Can my family members volunteer?

Absolutely – you may request to work with members of your family (volunteers must be 13 years of age or old-

er) or other friends. Those who are not volunteering must pay an admission fee at the gates. If you have young-

er children, please arrange for someone to be with them while you are volunteering.

Celebrate Fairfax! Festival is a rain or shine event!

Festival performances continue in the rain but they are often stopped during electrical storms. Performance

schedules may be adjusted in case of severe weather conditions. In the event a performer cancels on the day of

the performance due to inclement weather, no refunds will be given.

What if it is raining? Should I assume you don’t need me as a volunteer and stay home?

Celebrate Fairfax! takes place rain or shine. We need you to show up for your shift! If the weather forecast

calls for rain, please bring rain gear and umbrellas

NOTE: Celebrate Fairfax! will only close its gates if the weather interferes with public safety.

INCLEMENT WEATHER Questions

AT THE FESTIVAL Volunteer QUESTIONS

Where do I park if my shift begins before the Festival opens?

For volunteers assigned prior to the beginning of the event or shuttle bus service, there may be parking available

in the parking garages across the street from the Government Center at the Pennino or Herrity buildings. Parking

at the Government Center is by permit only.

Where do I go when I arrive at the event?

You will need to report to the Volunteer Check-in Booth which is located at the Inova Health Sys-

tem RED GATE. Please check in at least 10 minutes before your assignment begins. After you check-

in, a Leadership Team member will take you to your volunteer position.

How do I know what I am supposed to do when I reach my volunteer position?

Each volunteer job or task has a job description. The Leadership Team Supervisor for the area will explain your

role once you arrive. In some cases, such as admission gate staff, your actual responsibilities may be narrowed

down or expanded depending upon general needs.

What and where is the Volunteer Hospitality Tent?

As a participant in Celebrate Fairfax’s Volunteer Program, you will receive a voucher at Volunteer Check-in for a

complimentary beverage and a snack item from our Volunteer Hospitality area. Volunteer Hospitality is located in

the Festival Information tent near the flag poles in front of the Government Center. The tent is identifiable by its

giant yellow “banner blades” (banners attached to the top of the tent).

Volunteers are provided with one snack item and beverage ticket per shift; these tickets can only be re-

deemed at the Volunteer Hospitality tent.

If you are volunteering at an admission gate, the Leadership Team Supervisor will have snacks/beverages for you

since the admission gates are so far away from the Volunteer Hospitality tent.

Remember - We purchase enough beverages and snacks for each volunteer and we do not have extras. PLEASE

DO NOT SERVE FREE BEVERAGES TO YOUR FRIENDS OR FAMILY MEMBERS.

Do I get a break when I am volunteering?

If you are volunteering for 2 or more shifts back to back, please speak with your Leadership Team Supervisor

about scheduling a 15 minute break. We ask Leadership Team Supervisors to help in scheduling breaks to make

sure that all areas are adequately staffed, especially during busy times.

Please be considerate of others who are working with you. Return promptly from your break. Consideration of

one another leads to a more positive environment for every volunteer.

May I use my cell phone while I’m on duty?

Cell phones are not permitted during shifts unless on break. Please turn cell phones off or set on vibrate while

you are on duty.

My friend may stop to visit with me while I am volunteering. Is it all right if he/she hangs out with me so we can

talk?

Unfortunately, no. When you are volunteering, it is necessary to direct your full attention to your tasks, serving

the festival attendees as quickly and politely as possible, and to carry your share of the responsibility. Arrange to

meet your friend/family during your break or following your shift, when you can really enjoy his or her company.

Do not bring children while you are volunteering!

FESTIVAL MAP

The Volunteer Check—In is located at the INOVA RED GATE. It is number 1 on the map. This is where you

will check-in, and receive your volunteer shirt, and then be taken to our volunteer location.

Volunteer/Special Guest Hospitality is located near the Government Center building. It is number 2 on the

map. This is where you can pick up a complimentary snack and beverage.

SAFETY INFORMATION

Celebrate Fairfax! is a festival hosting thousands of visitors every year. It is our goal to make the event as safe and enjoyable

as possible. However, accidents will happen from time to time. As a Celebrate Fairfax! volunteer, you can help minimize the

damage by following some safety and security procedures.

For any emergency situations requiring police assistance, a volunteer should immediately contact the nearest uniformed Po-

lice Officer on duty, as well as the Leadership Team Supervisor. If there is a situation which is not an emergency, but which

requires special attention, have the Leadership Team Supervisor contact the Festival Office to inform the appropriate peo-

ple. Leadership Team Supervisors, please be sure to file a written report on any incident at the end of your shift so that the

office has a full record of what took place. Please obtain an Incident Report Form from the Festival Office.

In case of emergency, Festival leadership may call for a temporary closure of an area of the Festival site, or in rare circum-

stances the Festival in its entirety. Should this occur, you will be notified by your Leadership Team Supervisor. Please remain

on-duty until your Supervisor releases you, even if the site is closed for any period of time. If there is an emergency that is a

life threatening situation, please call 911 directly and then inform your Leadership Team Supervisor. The Leadership Team

Supervisor will be able to immediately alert festival staff to the situation and on-site festival security will be dispatched to

your location.

I notice a dangerous situation and/or medical condition. Whom should I notify? What should I do next?

As you are walking through the festival, take notice of your surroundings. If at any time you see a possible dan-

ger or medical condition, please notify your Leadership Team Supervisor immediately. Once you have notified

the proper authority, please work with your Leadership Team Supervisor to contain the possible hazard so that

guests cannot walk through the dangerous area.

A guest of the festival is acting strangely; I believe they are a danger to their own health or to the health of

others. What should be done?

If you notice strange or threatening behavior, immediately report it to your Leadership Team Supervisor or the

nearest Police Officer. It is important to take a description of the person in question, and if possible, observe

where he/she is headed.

Each volunteer job has a coordinating job description listed in the following pag-

es. In some positions, such as admission gate staff, your actual responsibilities may

be narrowed down or expanded depending upon general needs.

VOLUNTEER JOB DESCRIPTIONS

VOLUNTEER JOB

DESCRIPTIONS

EXPECTATION: Gate volunteers are among the first and last Festival volunteers visitors will encounter. As such, you have a

great effect on the type of experience visitors have. Smile and be pleasant at all times – it can make a huge difference. Be firm on

the rules without creating unnecessary problems. Rely on your Supervisor as needed.

PRIOR TO WORKING: Familiarize yourself with the Festival site by reviewing the program. Wear your volunteer shirt at all

times that you are at your position.

SPECIFIC TASKS:

Greeter: Greet visitors as they approach the Gate area; direct them via announcements regarding which line to

use. Cash, credit and cash, or credit lines will be marked.

Event Guides: Distribute event guides to attendees and welcome them to the event.

Ticket Sellers: Take cash/credit and dispense tickets. Do not provide tickets to customers until you either have cash or

a signed credit card receipt in hand.

Ticket Scanners: Scan pre-printed tickets at the gate for admittance to the Festival. Torn, poorly photocopied tickets will

be accepted provided the barcode is functional. For combo tickets, scan ticket and provide ticket

holder with a carnival hand stamp on their hand. Further questions should be directed to Gate

Supervisor.

Exit Monitor: Monitor exit lane and place a wristband on wrist of those returning the same day, thanking attendees

for attending and wishing them a safe trip home, etc…

PROCEDURES:

If you are taking cash/dispensing tickets:

Refer people with pre-printed admission tickets to the ticket scanning line.

Never leave your cashbox unattended. Take time to ensure that cash received and tickets distributed

match – DON'T RUSH!

If someone wants to charge tickets to a credit card – do NOT give tickets out until customer has signed

charge slip and you have the receipt in hand!!

Alert Gate Chairman if you begin to run low on any denominations of bills or tickets. Don't wait until you're out to

ask for more.

Allow Gate Chairman access to cash ticket box to remove large denomination bills ($100's, $50's, $20's) and extra

smaller bills for safekeeping until Festival Finance Courier arrives.

2 Types of Volunteers:

Festival Volunteers — should be directed to the Inova Health System Red Gate where volunteer check-in is locat-

ed.

Exhibitor/Vendor Volunteers — These individuals should have a ticket, or must pay to get into the Festival.

2 Types of Performers:

Fairfax Corner Community Stage (Dance/Karate/Cheer/ Etc.) - ONLY the performers will have a ticket.

Parents/Guardians must purchase their own.

Side Stage Performers should have received their tickets via email. Radio for the Entertainment Coordinator or

the Stage Manager to verify the band is performing that day/time.

REPORT TO:

Leidos Purple Gate Supervisors - TBD

Inova Health System Red Gate Supervisors - Kate Garrson, Ashleigh Elliot, and Tyler Spunagle

ADDITIONAL INFORMATION: Remember, to attendees, all volunteers are expected to have every answer. While that may

not be the case, it is our goal to provide the best information in the quickest manner and maintain a friendly demeanor at all times.

ADMISSION GATE VOLUNTEERS — RED & PURPLE GATE

EXPECTATION: Smile and be pleasant at all times – it can make a huge difference in a person’s experience.


times that you are at your position. Review the list of Procedures for the Green Gate, General Information for All Gates, and the

Parking Permit Guidelines. The Green Gate’s purpose is to control and minimize the number of vehicles on site and to charge

admission when and where appropriate.

NEED TO KNOW:

Pedestrians are NOT permitted to enter Green Gate – Direct all pedestrian traffic to Yellow Gate.

The private security guard will screen vehicles that queue up for entrance via the Green Gate. By the time a vehicle enters the

Green Gate, they should have been OK'd for entrance. If you find that a car should be denied entrance, have them make a U-

turn around the gate median.

Types of Parking Permits:

Priority Passes - P2 (Good for admission for 4 people in the car; all weekend long)

Exhibitor Parking - P2 (Parking ONLY; Need Admission Tickets with this pass)

LOT C - LOT C (Parking ONLY; Need Admission Tickets with this pass)

Performer Parking Pass - LOT C (Good for admission for 4 people in the car; On the day of the performance)

Temporary Parking Pass - LOT C (Given to test drive vehicles, contractors/individuals dropping off supplies/

equipment etc. Must return the pass.)

DockDogs Parking Pass - Pick-up at Yellow Gate and park at Herrity/ Pennino Buildings

Types of Attendees:

2 Types of Volunteers:

Festival Volunteers — Can only park onsite if they have a parking pass or a valid DMV issued hangtag or

license plate. Can be directed to the Festival Office or Inova Health System Red Gate where volunteer

check-in is located.

Exhibitor/Vendor Volunteers — These individuals should have an Exhibitor Parking Pass and ticket, or

must park at a shuttle bus lot and pay to get into the Festival.

2 Types of Performers:

Fairfax Corner Community Stage (Dance/Karate/Cheer/ Etc.) - Can only park on-site if they have a

parking pass. Direct them to a shuttle bus location. ONLY the performers will have a ticket. Parents/

Guardians must purchase their own.

Side Stage Performers should have received their tickets and Performer Parking Pass via email. Radio for

the Entertainment Coordinator or the Stage Manager to verify the band is performing that day/time.

Media/ Press - Should have received a parking pass or on the guest list. IF NOT, radio for Barry or Meagan for ap-

proval.

Gate List - Contractors, Elected Officials, VIPs, etc. direct them to a garage or LOT C.

Handicap - Can only park on-site with a valid DMV issued hangtag or license plate. Must have ticket or purchase at

the gate. Direct them to a garage or LOT C if the vehicle is oversized.

SPECIFIC TASKS:


Ticket Sellers & Scanners: Take cash/credit and dispense tickets. Do not provide tickets to customers until you either

have cash or a signed credit card receipt in hand. Scan pre-printed tickets at the gate for

admittance to the Festival. Torn, poorly photocopied tickets will be accepted provided the

barcode is functional. For combo tickets, scan ticket and provide ticket holder with a carnival

hand stamp on their hand. Further questions should be directed to Gate Supervisor.

Exit Monitor: Monitor exit lane and place a wristband on wrist of those returning the same day, thanking

attendees for attending and wishing them a safe trip home, etc.

REPORT TO: John Marshall Bank Green Gate Supervisors - Sandy Potterfield, Stephanie McVitty, and Ready Chi

ADMISSION GATE VOLUNTEERS — GREEN GATE

EXPECTATION: Gate volunteers are among the first and last Festival volunteers visitors will encounter. As such, you have a

great effect on the type of experience visitors have. Smile and be pleasant at all times – it can make a huge difference. Be firm on

the rules without creating unnecessary problems. Rely on your Supervisor as needed.



SPECIFIC TASKS:

Greeter: Greet visitors as they approach the Gate area; direct them via announcements regarding which line to

use. Cash, credit and cash or credit lines will be marked.


Ticket Sellers: Take cash/credit and dispense tickets. Do not provide tickets to customers until you either have cash or

a signed credit card receipt in hand.

Ticket Scanners: Scan pre-printed tickets at the gate for admittance to the Festival. Torn, poorly photocopied tickets will

be accepted provided the barcode is functional. For combo tickets, scan ticket and provide ticket

holder with a carnival hand stamp on their hand. Further questions should be directed to Gate

Supervisor.

Exit Monitor: Monitor exit lane and place a wristband on wrist of those returning the same day, thanking attendees

for attending and wishing them a safe trip home, etc…

PROCEDURES:

If you are taking cash/dispensing tickets:

Refer people with pre-printed admission tickets to the ticket scanning line.

Never leave your cashbox unattended. Take time to ensure that cash received and tickets distributed

match – DON'T RUSH!

If someone wants to charge tickets to a credit card – do NOT give tickets out until customer has signed

charge slip and you have the receipt in hand!!

Alert Gate Chairman if you begin to run low on any denominations of bills or tickets. Don't wait until you're out to

ask for more.

Allow Gate Chairman access to cash ticket box to remove large denomination bills ($100's, $50's, $20's) and extra

smaller bills for safekeeping until Festival Finance Courier arrives.

NEED TO KNOW:

Dock Dogs Participants:

You will have a gate list with the names of the individuals that will be competing.

Free admission is ONLY given to the 1 dog owner and the dog. Everyone else will need to pay admission.

Direct DockDogs participants across the street to the Herrity & Pennino Building parking deck. There will be a park-

ing lot coned off for DockDogs.

If a car arrives at the gate with multiple people and a dog, only 1 person and the dog can enter the event, the other

individuals will need to park in one of the free shuttle bus lots. Parking passes must be returned after the competi-

tion is over.

Dogs are ONLY allowed in the DockDogs Area.

You will have exhibitors in the DockDog area that will be bringing dogs and that is ok.

REPORT TO:

Yellow Gate Supervisors - Taylor Claybrook and Stephanie Gilliam



ADMISSION GATE VOLUNTEERS — YELLOW GATE

EXPECTATION: Smile and be pleasant at all times – it can make a huge difference in

a person’s experience.

PRIOR TO WORKING:

Familiarize yourself with the Festival site in general

If you arrive before the festival is open you are able to park at the Herrity & Pennino Buildings located across the street from the Government Center and walk over to the Festival.

Friday morning volunteers can also park in the lot next to Fairfax Corner and take the bus to the Government Center.

SPECIFIC TASKS:

Deliver beverage products and ice throughout the event site.

MUST BE ABLE TO LIFT AT LEAST 25LBS. THIS IS NOT A SEATED POSITION.

NEED TO KNOW:

Remember, to attendees, all volunteers are expected to have every answer. While that may not

be the case, it is our goal to provide the best information in the quickest manner and maintain a

friendly demeanor at all times.

Please wear closed toe shoes!

REPORT TO:

Beverage and Ice Supervisors: Colleen McGowan, Kevin Klapperich, and Erin Garay

Check-In at: Beverage and Ice tent

ADDITIONAL INFORMATION: Remember, to attendees, all volunteers are expected to have every

answer. While that may not be the case, it is our goal to provide the best information in the quickest manner

a friendly demeanor at all times.

BEVERAGE AND ICE OPERATIONS

EXPECTATION: Smile and be pleasant at all times – it can make a huge difference in a person’s experi-

ence.

PRIOR TO WORKING:

Familiarize yourself with the Festival site by reviewing the program. Wear your volunteer shirt at

all times that you are at your position.

SPECIFIC TASKS:

You will be assigned a volunteer location once you arrive for your shift. A “floater” or “no prefer-

ence” volunteer fills any openings that there may be.

NEED TO KNOW:




If it is fifteen minutes prior to the conclusion of your shift, and the next person has not yet ar-

rived, please let the supervisor know that he/she may need to contact the Volunteer Registration

booth.

REPORT TO:

Supervisors: Rich Iron, Tavia Burden, and Marylyn Paulino

Check-In at: Volunteer Check-In



and maintain a friendly demeanor at all times.

FLOATER/ NO PREFERENCE VOLUNTEERS


ence.

PRIOR TO WORKING:



SPECIFIC TASKS:

Government Center monitors help control access and traffic flow to the building by assisting

families (watch for strollers, young children and older adults who may need help) with opening

doors.

You may also be helping direct attendees to the PSISTORM CUP VI Esports Competition, Model

Trains exhibit, Elevators, Restrooms or the Family Lounge.

You will also help minimize damage to the building by:

Preventing food and drink from being brought into the building – Water is OK.

Preventing helium balloons from entering the building – Helium balloons are not permit-

ted on the Festival site and should be confiscated immediately.

As a volunteer, it is important to realize you will be a resource for information to attendees as

well. Should you not know the answer to a question, refer the individual to the Information

Booth outside the Government Center.

NEED TO KNOW:

*** EXCEPTION *** Celebrate Fairfax Staff, leadership team and Board of Direc-

tors will be allowed to bring food and beverages into the building. They will be rec-

ognized by their official badges.





rived, please let the supervisor know that he/she may contact the Volunteer Registration booth.

REPORT TO:

Supervisors: Tim Harazin and Liamari Perez

Check-In at: Volunteer & Special Guest Hospitality tent


answer. While that may not be the case, it is our goal to provide the best information in the quickest man-

ner and maintain a friendly demeanor at all times.

GOVERNMENT CENTER MONITOR VOLUNTEERS


ence.

PRIOR TO WORKING: Familiarize yourself with the Festival site by reviewing the program. Wear your

volunteer shirt at all times that you are at your position.

SPECIFIC TASKS:

Assist Team Leader with check-in

Maintain a clean and organized area

Monitor doorways to control entrance and exit traffic

Assist with the distribution of amenities

Restock supplies as necessary

Tend to guests in the area; answer any questions

NEED TO KNOW:






REPORT TO:

eSports Arena Supervisors - Steven Tricarico

Check-In at: Inside the Government Center on the right wing past the elevators/restrooms.




The Garden — Silent Disco Assistants eSPORTS ARENA VOLUNTEERS


ence.

PRIOR TO WORKING:



SPECIFIC TASKS:

Spend some time reviewing the information notebook. In particular, review the general infor-

mation at the front of the notebook. It gives you the answers to the most frequently asked ques-

tions.

The Festival Event Guide will be available for distribution, while supplies last. Most questions can

be answered with information found in the event guide and it is a useful resource for attendees.

Guides will also be distributed from admission gates.

If volunteers approach you to check in, refer them to the Red admission gate.

When answering attendee questions, please make sure that you:

Have the right answer

If you don’t have the answer, please don’t say “I don’t know.” Instead, ask your supervi-

sor for assistance, and if he/she does not know, then the supervisor can contact festival

leadership for additional information.

If you can’t find the answer, call the festival office at 703-324-3247.

NEED TO KNOW:

Remember, to attendees, all volunteers are expected to have every answer. While that may not be the case, it is our goal to provide the best information in the quickest manner and maintain a




REPORT TO:

Supervisors: Tim Harazin and Liamari Perez

Check-In at: Festival Information & Volunteer & Special Guest Hospitality tent


answer. While that may not be the case, it is our goal to provide the best information in the quickest man-

ner and maintain a friendly demeanor at all times.

FESTIVAL INFORMATION VOLUNTEERS


ence.



SPECIFIC TASKS:

Help children with their craft activities by assisting with painting, gluing, using scissors and handling

other supplies/equipment that maybe too difficult for younger children.

Maintain a clean and organized activity area for Thomas the Train and Twister game.

Assist with the distribution and collection of equipment in the Wiggle Car Village.

Provide line management for the Fairfax Express Train ride.

Assist program supervisors with set up and/or clean-up of the crafts, supplies and organize as needed,

needed for the program area.

Make sure the water cooler is filled with iced water and that there are cups in the tent to use.

NEED TO KNOW:






REPORT TO:

Children’s Avenue Supervisors - Beth Levy, and Chelsea Sutch

Check-In at: Kids Crafts tent




INOVA CHILDREN’S HOSPITAL AVENUE VOLUNTEERS — KIDS ACTIVITIES


ence.



SPECIFIC TASKS:

Assist in the crowd management, operation, access and egress of the Petting Zoo.

Ensure children are not climbing or hanging on the fence

Assist the Petting Zoo staff with whatever help they need.

NEED TO KNOW:

You will be interacting with children, animals and straw/hay.






REPORT TO:

Children’s Avenue Supervisors - Beth Levy, and Chelsea Sutch,

Check-In at: Kids Crafts tent




INOVA CHILDREN’S AVENUE VOLUNTEERS — PETTING ZOO


ence.



SPECIFIC TASKS:

Assist Stage Manager with transformation of The Garden tent into the Silent Disco

Help with the distribution and collection of headsets from Silent Disco participants

Ensure headsets are properly sanitized

NEED TO KNOW:






REPORT TO:

The Garden/ Silent Disco Supervisors - Jackie Yin, and Chris Coulter

Check-In at: The Garden




THE GARDEN - SILENT DISCO ASSISTANTS


ence.



SPECIFIC TASKS:

Assist Team Leader with check-in; check guests for wristbands

Direct guests to buffet and seating areas

Maintain a clean and organized area

Put away games and activities when not in use

Monitor doorways to control entrance and exit traffic

Assist with the distribution of amenities

Provide line management for special guest appearances

NEED TO KNOW:






REPORT TO:

VIP Family Lounge Supervisors - Jaime Klopher

Check-In at: Inside the Government Center on the left wing near the cafeteria.




The Garden — Silent Disco Assistants VIP FAMILY LOUNGE VOLUNTEERS

EXPECTATION: Smile and be pleasant at all times – it can make a huge difference in a person’s experience.



SPECIFIC TASKS:

Check-In Process:

Step 1:

Make sure that he/she is a Festival volunteer. If he/she is a volunteer or worker for an exhibitor or non-

profit booth, they are not a Festival volunteer and do not need to check in. They will need to have an admis-

sion ticket. Every individual, no matter the circumstances, will be asked for a ticket at the gate.

Check-off their name on the alpha listing; this way we can make sure we send them a thank you.

Step 2:

Provide the volunteers with the following items:

A coupon for a snack and beverage, to be redeemed at the Volunteer & Special Guest Hospi-

tality near the flag poles in front of the building. If they are volunteering for multiple shifts, provide

them with 1 snack/ beverage voucher per shift. . LET VOLUNTEERS KNOW THE VOLUNTEER

HOSPITALITY IS IDENTIFIABLE BY THE GIANT YELLOW BANNER BLADES ATTACHED TO

THE TENT.

An adult admission ticket (only for the volunteer -- family members will have to go through a

paying gate). To volunteer without an adult you must be at least 13 years old. We DO NOT allow

anyone under the age of 10 years old to volunteer.

A shift card that will need to be signed by a Supervisor after each shift and collected in that loca-

tion once the shift is complete for the day.

A volunteer t-shirt

Step 3:

Direct them to their volunteer assignment:

All other volunteers: CFI Interns/staff will be present at the beginning of each volunteer shift to walk groups

of volunteers to their positions. If a volunteer arrives late, use the map to send them to their appropriate

volunteer station and tell them to check in with the area’s supervisor. This is important!

NEED TO KNOW:

Unfortunately, we DO NOT allow early entry into the event. This is a common practice at other music festi-

vals and large events.

FRIDAY NIGHT & SATURDAY, 9:30PM-11:30PM SHIFT ONLY: All supervisors in the volunteer locations

will have admission tickets to give to volunteers that have completed their shift either FRIDAY NIGHT or the SAT-

URDAY 9:30PM-11:30PM shift. These volunteers will be given the admission ticket to return to the festival on a dif-

ferent day since their shift prevented them from arriving early or staying later to enjoy the event. These are the ON-

LY volunteers that will be given an additional admission ticket after their shift is completed.

FRIDAY & SATURDAY NIGHT: Volunteer Check-in closes at 11:00pm.

SUNDAY NIGHT: Volunteer Check-in closes at 6:30pm.

VOLUNTEER PRIZES! – Every volunteer will have a chance to win great prizes if they turn in their signed shift

card to their supervisor after all of their shifts are completed. They do not need to do anything other than ensure the

shift cards are signed out by the area supervisor on duty – their name will then be included in the drawings for prizes

in late June.

Remember, to attendees, all volunteers are expected to have every answer. While that may not be the case, it is our

goal to provide the best information in the quickest manner and maintain a friendly demeanor at all times.

REPORT TO:

Volunteer Check-In Supervisors - Rich Iron, Tavia Burden, Marylyn Paulino

Check-In at: Volunteer Check-In located at the Inova Health Systems Red Gate



VOLUNTEER CHECK-IN


ence.



SPECIFIC TASKS:

Redeem other volunteers’ and Special Guest’s snack and beverage vouchers. Give out only one

snack and one drink per voucher.

Report any needs for more snacks, beverages, or ice to the area supervisor.

Please do not “help yourself” to the Volunteer Hospitality’s snacks or beverages. Re-

member there is a daily limit on these items. We want to make sure there is enough

for everyone.

NEED TO KNOW:




REPORT TO:

Volunteer Check-In Supervisors - Tim Harazin, and Laimari Perez

Check-In at: Festival Information Tent same as the Volunteer & Special Guest Hospitality

tent. Located in front of the Government Center.




VOLUNTEER & SPECIAL GUEST HOSPITALITY

Documents

WELCOME TO OUR CELEBRATE FAIRFAX! …celebratefairfax.com/wp-content/uploads/2018/05/2018-CF-Volunteer... · National headlining performances ranging from 3 Doors Down, Third Eye