Volunteers


We Need You!

Be part of our amazing team for 2017

List of Volunteer Positions

Volunteers get a free pass to the festival and the excitement of being part of the action! Click on job titles for more information.
Artist Liaison

Artist Liaison for US acts and other performers from overseas

Requires: One person

Reports to: Production and Operations manager

Period of activity: From when the US artists arrive in Australia (if coming directly to Mountaingrass) until they leave at the end of the festival.

Tasks and responsibilities:

The actual tasks will vary according to the specific requirements and travel plans of the US artists or other performers arriving from overseas, but essentially you are their ‘go to’ person during the festival. You will need to work closely with the member of the Programming committee who has booked the act, usually Lachlan Davidson, so that you are aware of what travel plans and accommodation bookings are in place and what specific requirements they may have.
The specific tasks during the festival include:

  • Assisting with making transport arrangements to and from Mountaingrass, and also to and from the performer’s accommodation (if it is some distance from Feathertop Chalet).
  • Meeting the US artists when they arrive in Harrietville and taking them to their accommodation.
  • Showing the US artists where the venues, hotels, food outlets are, and how to get there by foot if they are staying at Feathertop Chalet. 
  • Taking them to the Marquee Green room for their first performance (so they know where it is)
  • Bringing them to the Registration desk to collect their wristbands and most recent performance schedule.
  • Assisting with any other requirements during the festival. E.g. any specific requirements re their stage plan
  • Explain the system that we have for selling performer CDs, i.e they are registered at the Registration desk and sold without a commission.
  • Also tell them that every performer is asked to donate a cd or item of merchandise to the Mountaingrass raffle, but in return we sell their merchandise without taking a commission.
  • Let the performer know that we have a signing table they can use for selling and signings after their performances in the marquee which is kept at the Registration desk and can be set up wherever they want it.  (It’s lightweight and folds up).
  • Other things?
Grants and sponsorship

Co-ordinator: Vacant

Reports to: President

Period of activity: All year.

Tasks and responsibilities: 

  • Research and investigate grants that we can apply for and submit grant applications. Develop funding proposals
  • Investigate what sponsorship we can ask for and approach these individuals, businesses or organisations with a proposal as to why you want their help and what you intend to use any funds for
  • Co-ordinate any other volunteers who are willing to help with grant applications and sponsorship proposals
  • Where grants applications are successful acquit the grant after it has been approved.

Note re. funding and sponsorship to date:

We received a Regional Development Victoria (RDV) grant in 2014. We are unlikely to get another one.

We received a Regional Arts Victoria (RAV) grant in 2013. We have subsequently tried (unsuccessfully) to obtain funding from Regional Arts Victoria.

We have received a grant from the Alpine Shire Council for the past three years an again in 2016. They do not guarantee ongoing funding and generally only fund events during their first three years. However, we can apply and obtain each year logistical support from the council for signage, rubbish bins etc. 

We have applied for sponsorship from our bank, Bendigo Bank, but nothing has come of that application to date.

In 2016 we received a Small Grant from the Folk Alliance Australia for a project.

Marketing and Merchandise organiser

Merchandise sales are a key part of our revenue. We need to make at least $1650 on our merchandise in 2016.

Requires: one person: Vacant

Reports to: President

Period of activity: during the year and  in the lead up to the festival

Tasks and responsibilities:

  • Organise the T-Shirt design. Take the design to the ABOTMA Executive committee for approval before sending it to the printer.
  • Fill out the T shirt order for Big Tree T shirts and determine the quantity required.
    NOTE: In 2014 we order 110 T shirts and sold 101. In 2015 we ordered 120 and sold 88. Reduced sales were attributed to a very restricted colour range. Have budgeted $1300 for 2016, i.e enough to print 105  T shirts this year.
  • Liaise with Tex at Big Tree T shirts regarding when he wants to order in and design to him. (Usually a month before the festival).
Co-ordinator of MCs, Stage and Venue managers and wristband checkers

Co-ordinator: vacant

Reports to: Production and Operations manager

Period of activity: Commence at least one month before the festival for rostering and monitor the rosters during the festival.

Tasks and responsibilities: 

For the concerts in the Feathertop Marquee, Community Hall and Mountain View Retreat and hotels roster MCs and Stage or Venue managers

  • Roster wristband checkers for concerts in the Feathertop Chalet marquee, Feathertop chalet workshop rooms, Community Hall and Mountain View Retreat.
  • Ensure that their shifts do not clash with a time that they are scheduled to perform as many are also performers
  • Be clear about the difference between the role of the MC and the stage / venue manager and for the Feathertop marquee, where both are rostered on at the same concert explain this to them. NOTE: The MC for the Community Hall and Mountain View Retreat may be comfortable with taking on the stage management role as well.
  • Develop MC notes and Stage management notes and brief the MCS and stage managers ahead of their shifts. This will include informing them of any last minute changes to the program not listed in the printed program or other urgent announcements.
  • Ensure that all MCs (in particular) turn up on time and/or are able to do their shift.
  • Ensure that the MC rostered on during the concert where the raffle is drawn knows about the raffle draw and liaises with the Raffle co-ordinator about how this is going to occur.
  • Organise a reserve MC who can step in at short notice, i.e. someone who is not already performing. Each year we have situations where a rostered MC is unable to do all or part of their shift. 
Media and Publicity

Co-ordinator: Vacant

Reports to:  President

Period of activity: All year but most activity is to be concentrated from the time when online tickets go on sale midyear until the festival begins in November. 

This is primarily a co-ordination role as we have volunteers who can write copy, press releases, do radio interviews, and work on the newsletter and other communication. Tasks and responsibilities:

  1. Develops a campaign to ensure that publicity is occurring in a scheduled and consistent way in the lead up to the festival.
  2. Develop a publicity pack (press release and images) suitable for print, radio and the web that can be sent out at short to the media or Alpine Shire Council notice;
  3. Ensure that Mountaingrass is included in the Alpine Shire Council’s seasonal events calendar, and is listed as an event on other websites that are accessed by our target market;
  4. Co-ordinate volunteers who are writing press releases, articles, and doing audio for radio
  5. Artwork: Liaise with the graphic designer for and Executive committee for approval of expenditure for artwork - as required
  6. Ensure that publicity occurs in a consistent and timely way across the following four channels:
  • Print media
  • Radio
  • Online including video via Mountaingrass website
  • Email to members and list subscribers including a monthly newsletter.
  1. Ensure that all publicity material uses the official Mountaingrass branding and logo.


Print media:

Where possible any advertising should be accompanied by editorial.

All expenditure on advertising needs to be approved by the ABOTMA Exec. The budget is TBA.

All text sent for editorial needs to be checked by another committee member for accuracy etc.

Use of images: Ideally images should accompany text. Approval from the photographer involved needs to be obtained before the image is published and if published the photographer must be acknowledged (unless they advise otherwise). Note that we do not require prior permission for photos taken by Ian Fisk but if published he must be acknowledged.


Radio:

Organise interviews and either be available for interviews or organise for others to do radio interviews.

Web and online (including video):

Make regular posts to faceBook, Twitter and boost posts on the Mountaingrass website. (This requires access to the Mountaingrass fB page, Twitter account). As for print media (see above) any images used must acknowledge the photographer.

Monthly newsletter and announcements to our email subscriber’s list and website:

Compile a regular monthly newsletter and send out announcements as required, e.g. Opening of Performer applications and commencement of online ticket sales. 

Membership Secretary

Requires: one person.

Reports to: ABOTMA Secretary

Period of activity: all year

Tasks and responsibilities:

  • Ensure that all membership applications are paid for by liaising with the Treasurer who can check the Bendigo bank account and PayPal accounts; 
  • Record the date that memberships were paid for; 
  • Assign each new member a unique membership number and record this in the membership register;
  • Report any new members each month at the ABOTMA Exec meeting so that new members are formally accepted and this is recorded in the minutes (as we are required to do under the Model Rules);
  • Determine whether memberships should run according to the financial year or calendar year;
  • If the recommendation is to make them run according to the calendar year then a motion needs to be prepared for the AGM in 2016.
  • Ten days before the AGM 2016 on Nov 19, a list of all current financial members and non financial members is to be printed out showing the date when they became financial and whether they are currently financial.  This list is required for the AGM and staff on the Registration desk. 
  • Identify possible benefits for members that make having a membership attractive.
Merchandise organiser

Merchandise sales are a key part of our revenue. We need to make at least $1650 on our merchandise in 2016.

Requires: One person

Reports to: ABOTMA President

Period of activity: during the year and  in the lead up to the festival

Tasks and responsibilities:

  • Organise the T-Shirt design. Take the design to the ABOTMA Executive committee for approval before sending it to the printer. Note that the design must indicate the year of the festival.
  • Fill out the T shirt order for Big Tree T shirts and determine the quantity required.
    NOTE: In 2014 we order 110 T shirts and sold 101. In 2015 we ordered 120 and sold 88. Reduced sales were attributed to a very restricted colour range. Have budgeted $1300 for 2016, i.e enough to print 105 T shirts this year.
  • Liaise with Tex at Big Tree T shirts regarding when he wants to order in and design to him
  • Organise for payment of the T shirt order once it has been finalised.

Organise the production of other merchandise 

Performer accommodation organiser

Requires:  one person

Reports to:  Programming Committee

Period of activity: From the time that all performers are confirmed until the commencement of the festival.

Each year some performers request that we arrange accommodation for them and this is considered as part of their fee. We only do this for those performers who indicate on their application form that they want accommodation as part of their fee.

In addition to accommodation offered at Feathertop Chalet for overseas performers we may need to accommodate overseas performers somewhere other than Feathertop Chalet (depending on their requirements).

The person working in this role needs to work closely with the Programming Sub-committee after they have selected the acts for 2016.

Tasks: 

  • ascertain how many nights the performers need and whether they are bringing partners or not and/or want doubles;   
  • create and maintain a table or spreadsheet with all the performers, their requirements and number of nights required
  • keep this up-to-date as the number of nights required changes and number of people to accommodate changes.
  • Organise any booking deposits or pre-payments with the ABOTMA Treasurer.
  • Negotiate discounts and sponsorship where possible.
Premium Pass tickets co-ordinator

Requires:  one person (Barry Torkington in 2016.)

Reports to: Production and operations

Period of activity: Ticket sales open online on August 1.

Notes: The ABOTMA Executive will determine the prices of the premium ticket and number to be sold each year. Tickets are to be sold to members only and via the same online ticketing service that is used for the remaining season and day tickets.

Tasks and responsibilities

  • Determine what benefits will be included in the Premium Pass ticket
  • Assist with marketing the Premium Pass tickets
  • Update the actual paper printout of the ticket so that it is up-to-date for current year’s festival.
  • Organise the registration of Premium Pass ticket holders
  • Organise the benefits for the PP ticket holders that have been agreed to, e.g. any merchandise or receptions etc
Raffle manager

The raffle is a key part of our fundraising. We need to sell at least 80% of tickets printed. Tickets can be sold ahead of the festival. 

Co-ordinator:  Vacant

Reports to:  Treasurer

Period of activity:
Before, during and after the festival. 

Tasks and responsibilities: 

  • Ensure that the raffle is conducted in accordance with the rules as outlined by the VCGLS (see below for key rules that have  to be observed and link to entire rules.) 
  • Organise and confirm the prizes with the ABOTMA Executive committee
    • First prize, the instrument, will be negotiated by the Exec committee.
    • Second prize is the collection of CDs from performers at the coming Mountaingrass
    • Third prize is a double season pass to the following year’s Mountaingrass
    • Fourth and subsequent prizes are to be organised by the raffle co-ordinator after discussion with the Exec committee.
  • Publicise the raffle: can do this once the first prize has been confirmed, i.e. either purchased or a contract drawn up with the luthier. Publicity involves making a small poster that can be printed and put up around the festival site. It also involves including info about the raffle in the ABOTMA newsletter, Mountaingrass website  and on the Mountaingrass fB page.
  • Organise the printing of the raffle tickets. Ticket River offer a cheap and rapid service. See below for what has to be printed on the ticket and the number of tickets to be printed.  Payment is to be done online and can be arranged with ABOTMA Treasurer.
  • Manage volunteer raffle ticket sellers during the festival by ensuring that: there is someone selling raffle tickets at all times at Feathertop Chalet and at the other venues including the hotels when concerts are on. Ensure that at the start of their shift that volunteers have a bum bag with a new float in it, an ID card identifying them as a raffle ticket seller, and information about the raffle.  After each raffle selling shift, reconcile the funds collected with number of tickets sold and pass the bum bags to the Registration desk so that funds can be re-counted and a new float made up for the bag.
  • Find someone to draw the raffle, and negotiate with the MC of the concert during which it is to be drawn about how it is to happen.  (The time of the draw will have already been decided and will be in the program). Ensure that the drawing of each prize is done from first to last.
  • After the draw, retain the winning tickets and record the winners of the raffle. Ensure that any unclaimed prizes are not left on the stage after the draw!)
  • Notify winners and arrange for them to collect their prizes and /or post their prizes to them.

NOTES

Permission to run a raffle and rules for conducting it

ABOTMA has made a Declaration as a Community or Charitable Organisation with the Victorian Commission for Gaming and Liquor Regulation (VCGLR). This declaration lasts until 4/12/23.

However, there are key rules that have to be ob served when conducting our raffle and these are included in blue below.    Our raffle fits the category:

A RAFFLE WITH A TOTAL PRIZE VALUE OF $5,000 OR LESS

The entire set of rules for raffles in this category are available from the VCGLR can be accessed at:  https://www.vcgr.vic.gov.au/CA256F800017E8D4/WebObj/7ED22306329CCF8CCA257598000B75C0/$File/RaffleInfoSheetV1.1Mar2009.pdf

Prizes

Prizes are ranked according to their value.

First prize is an instrument and the acquisition of it is generally negotiated or obtained by a member of Exec Committee. The cost of it is important if the raffle is to make any money. The cost needs to be under $1000.  In 2016 this is going to be an open back banjo made by Laurie Grundy of Grundy Banjos. Laurie is one of the luthiers who displays at Mountaingrass.

Second prize is a box of CDs donated by each act performing on stage at Mountaingrass. Because we don’t know the exact value of this prize until after the tickets are printed so we estimate the value to be $300.

Third prize is a double free pass to Mountaingrass in the following year (or when it is next held).

Fourth prize is likely to be double free pass to the Kelly Country Pick in 2017. Need to talk to Peter Hisco about that.

Fifth prize is whatever else comes our way. Gerald Pink is likely to donate another set of finger picks in 2016.

Raffle tickets

The rule governing what must be printed on each ticket as follows: 

(i)The following must be printed on each ticket:

(i) the name of the community or charitable organisation to benefit from the raffle;

(ii) the ticket price;

(iii) a description of each prize and its value;

(iv) when and where the raffle will be drawn; and
(v) the method of publication or notification of results.

Number of tickets that must be printed:

According to the rules for running a raffle in Victoria (see below) the value of the total number of tickets available for sale must not be greater than 6 times and not less than  twice the value of all prizes. Therefore we have to print enough tickets to equal twice the value of prizes.

Sale price of tickets:

Tickets are to be sold for $5 each.  Each and every ticket is to have the same value, i.e.  $5. This is important because we need to be able to determine the revenue raised based on the number of tickets sold.

CONDITIONS FOR THE GONDUCT OF A RAFFLE

WITH A TOTAL PRIZE VALUE OF $5,OOO OR LESS

(a) Raffles with prizes of a total retail value of $5,000 or less are not required to have a

permit. The proceeds of a raffle can only be used for the benefit of the community or

charitable organisation.

(b) The raffle may only be conducted with the written authority of the governing body of the

community or charitable organisation to benefit from the raffle.

Sale of tickets:

(c) Tickets may only be sold for a maximum period of 3 months prior to the drawing of the

raffle.

(d) The value of the total number of tickets available for sale-must not be greater than 6

times and not less than twice the value of all of the prizes.

(e) Ticket sellers must ensure that sufficient information is obtained from ticket

to identify and locate the person to whom the ticket is sold.

Ticket sellers

We have a supply of bum bags and pens for raffle ticket sellers. We will make up lanyards for sellers with the words Raffle ticket seller and the Mountaingrass logo. We also have hi vis vests that sellers can wear. The Registration desk staff will make up a float for each seller at the start of their shift and reconciles the funds taken when they return the bum bag to the Registration desk.

Raffle draw

We have been drawing the raffle during the afternoon concert on Sunday.

The raffle must be drawn in the order that the prizes are listed on the ticket, i.e. first prize first.

Managing the distribution of prizes

Winners must be notified as soon as possible and arrangements made to get prizes to the prize winners.

Other compliance: The stubs of the winning tickets must be kept after the draw and retained for three years.

Signage

Co-ordinator: Vacant. (In 2016 Helen Ludellen)

Reports to: Production and Operations manager

Also requires: One helper: in 2016 – Chris Beach on Friday

Period of activity: From when the marquee is erected, usually a couple of days before the festival starts, until Mon or Tues after the festival.

Tasks and responsibilities:

  • putting up signs before the event,
  • making up new signs as required during the event, and
  • taking signs down and packing them away after the event.
  • Changing the dates each year on the sign that goes on the Harrietville town sign at the 60km sign on the Bright side of Harrietville.

Set-up

When:

  • A sign can be suspended from the Harrietville sign that is on the left coming from Bright just before the 50km sign. This can be put up a couple of days before the festival (but no earlier than that).
  • The remaining signage is to go up on the Thursday/Friday before the festival.

What to put up and where:

Great Alpine road: We are only allowed to erect one ‘A’ frame sign on the Great Alpine Road.  However, the Alpine Shire Council will set up some other signs on the Great Alpine Road pointing to parking for Mountaingrass. 

Hoskings Lane:

  • A3 signs indicating No Parking No Camping are to be attached to the fence running along Hosking’s Lane with cable ties. We have supplies of cable ties. 
  • One A frames with the sign Parking and an arrow goes in the bend of the Hoskings Lane, road, and another with No Entry is situated in the lane beside the Manager’s house.)
  • A large No Camping sign is to be erected at the gate to the Day Car Park at Feathertop Chalet.

Feathertop Chalet:

Toilet signs. One on an A frame points to the porta loos at Feathertop Chalet. Other Toilet signs are put up near the entrance to the Conference Room to point to the toilets that run off the Basketball Court.

Signs for Feathertop to be made up for the 2016 festival:

  • A sign pointing to the Mons Meg Lodge with an arrow pointing left on one side and right on the other. It can be attached to the dead tree on the path way to the Mons Meg Lodge.
  • Pre-paid desk: needs four signs. These can be corflute taped to the front of the desk, saying
    Pre-paid tickets, Volunteers, Performer, Premium Pass
  • Signs to help patrons find their way to workshops, including one to the Sambas Lodge Loungeroom for the Trey Hensley workshop at 11am. Could attach it to one of the roadworks A frames signs and place it outside the lodge on the carpark roadway.
  • Need to put up a sign in the Sambas Lounge on Friday to warn the occupants that a workshop will be held in that space between 11-12 on Sat, and also in the Mons Meg Lodge lounge for workshops from 10-12 both Sat and Sunday.
  • No Smoking – to be placed on the tree near the Green room, and Smokers Here for wherever we will have the smokers.
  • No dogs in the venue

Making new signs

We have a supply of corflute / signboard and whiteboard markers, as well as A3 and A4 laminators that can be used to make signs up as required during the event. 

We have 3 A frame signs- 3 of them can be written on with a whiteboard marker and the other three are roadworks style signs which can have corflute signs attached to them.

Pack down

We have the appropriate cutters for cutting cable ties.

All signs from the following places need to be collected:

  • Great Alpine Road
  • Community Hall
  • Hoskings Lane (fence and one A frames in the bend of the road, and another situated in the lane beside the Manager’s house saying ‘No Entry’. )
  • Carpark between Feathertop and the Snowline
  • Feathertop Chalet site 

Signs attached to A-frames are removed and any tape on their edges is to be removed. 

A3 signs are packed into their box.

The large signs remaining are rolled up. 

The A frames for the signs are to be left at the entrance to the Feathertop Chalet tool shed.

Site maintenance during the festival

Co-ordinator: Vacant

Reports to: Production and Operations coordinator

Tasks and responsibilities:  To monitor any hazards on site and undertake maintenance work in the venues and on site

Period of activity: during the festival only

Marquee

After each concert all rubbish is to be collected and chairs tidied. 

Sweep or vacuum stage carpet (if required) being careful to contain the dust.

Green room:

Ensure that there is enough bottled water available to performers before the afternoon and evening concerts. (Do not leave the entire water stock in the Green room  as it gets stolen).

Ahead of the evening concert the overhead light in the green room needs to be turned on.

Feathertop grounds

Solar lights:

During the day solar lights that are situated in the shade need to be recharged by putting them in the sun and then replacing them in the lights

Rubbish bins:

Bin liners are to be placed inside all of the wheelie bins. When they are full the bag of rubbish is to be removed and placed at the service area behind the Feathertop kitchen. A new bin liner needs to go into the bin. 

Porta loos:

These need to be checked a couple of times each day to ensure that they are still working and have enough toilet paper. As the evening approaches the LED camping lights inside them are to be turned on. 

Undercover area:

On Saturday morning and Sunday morning (early) remove all rubbish, bottles and cans, and return glassware to the Dining room. 

Community Hall

Clear the hall of rubbish after the afternoon concerts.
Sweep the floor (if required).

Ensure that the Community Hall is locked up after the Saturday and Sunday afternoon concerts.

Set-up and pack-down

Coordinator: Vacant

Reports to: Production and Operations Co-ordinator

Helpers: Need a team of at least 6 people working 6 hours each – 3 for setup and 3 for pack down.

Period of activity: From when the marquee is erected, (which is usually either the Tuesday or Wednesday during the week that the festival starts,  until Mon or Tues after the festival.

Tasks and responsibilities:

Set-up

Marquee

The marquee, stage and stage stairs, and internal lighting is erected by 24Seven Events Hire company from Wangaratta couple of days before the event.

The Alpine Shire Council will inspect the marquee on the Friday, the first day of the event, to ensure that it is safe to occupy. The marquee must have the correct Exit signage over the three exits and the correct number of fire extinguishers or we will not get approval to occupy it. Ideally this should be checked before Friday to ensure that it has been done correctly.

To date the main PA for the marquee has been supplied by PAServices  in Wodonga.  In 2015 a fold back deck for the marquee was  supplied (and set up) by the PA operator, Mark Woods.  Who has supplied and set up the stage lights – Mark or PA services?

Key tasks:

Ensure safety compliance:

  • Check that all three exits, (two in the side walls and a third in the back wall), have Exit signs. If not call the Operations manager asap.
  • Check that the required number of fire extinguishers is present. If not call the Operations manager asap.
  • When chairs are set up ensure that there are two longways corridors at least 1.5m wide and two corridors across the marquee that are around 2m wide and and close to the side exits.

Erect a gantry for electrical cables

  • Cables run from the 3 Phase and 10 amp outlets on the side of the Feathertop Chalet to the stage area of the marquee. The gantry needs to be at least XXX high.

(need more info here re type of electrical cables and where they need to go)

Erect the Green room

  • Erect the pergola that serves as a Green Room at House Right / Stage left looking at the stage.
  • The Green room is furnished with two tables, a small garbage bin, and a small lamp which  is attached to the side of the pergola so that it is not visible to the audience in the marquee.
  • Solar lights are to go along the side of the marquee to provide extra light for the pathway to be used to ccessing the Green room at night. 

Put carpet on the stage

Several rolls of grey carpet for the stage are kept in the shed at Feathertop Chalet. These are to be taped down to reduce any trip hazards. Carpet and stage are to be swept.

Set up the plastic chairs in theatre formation

  • Ensure that there are two corridors running from the front to the rear that are at least 1.5 metres wide. Include another two corridors that are around 2m wide from side to side, with one of the corridors meeting the side wall exit on the Feathertop Chalet side.  Ensure that there are around 3 metres in front of the stage clear.  Leave a space at the rear of the marquee for people to stand.
  • Ensure that chair rows are spaced far enough apart that someone can walk along the row if people are seated in the row. This will ensure enough leg room as well.
  • Extra chairs can remain stacked and placed outside the marquee against a side wall. 

Marquee sound tech requirements:

A small table is set up beside the stage Stage Left / House Right for the foldback deck

The sound guy on the deck at the rear of the marquee also needs a small table.

A large powerboard (10amp) is required near the fold back deck to service the fold back deck lights and green room lights, and what else?

Walk-up stage

Pergola with the white roof needs to be erected. Needs 4 people to raise it.

Carpets are to go on the floor of the walk-up stage for performers to stand on.

A small blow mould table is used for the deck of the PA. (Maybe need a plastic cover/ BBQ cover on hand that can be put over the deck and speakers in case of unexpected rain during the day?).

Feathertop Chalet site

Undercover area:

Assist Feathertop Chalet staff with setting up tables and chairs etc in the undercover area.

Put up 2 fold up tables for the Registration desk.  (These tables are stored at Feathertop Chalet currently.)

Walk-up stage:

In 2016 this stage is to be situated towards the end of the Mons Meg Lounge with the stage out in the carpark and seating as much as possible under the trees (for shade). There is a standard power outlet  under the gutter at the corner of this building adjacent to the water tanks.

Instrument makers can set up along the side of the Mons Meg Lounge and adjacent to the walk-up stage.

Set out around 30 white plastic hire chairs at the walk-up stage

Solar lights:

Solar lights are to be used to line walk ways that are dark at night, including:

  1. along the side of the Shamrock Lodge and outdoor steps to the Shamrock Lounger verandah
  2. along the Bright side of the marquee to show performers the way to the Green room.

Porta loos:

Need to be situated where there is a flood light that can be turned on at night, and there is a hose nearby to fill them and clean them out. Currently the best position is at the end of the Mons Meg Lounge.

The porta loos need to be filled with water. A couple of rolls of toilet paper is to go in each one along with an LED light.  (Restocking with toilet paper and changing the LED light batteries will be managed by a volunteer responsible for maintaining the toilets during the festival). 

Rubbish bins – recycling and general rubbish

Some of the wheelie bins belong to Feathertop Chalet. Others come from the Alpine Shire Council. The delivery of these needs to be arranged in advance.  Put bin liners inside the bins so that the bags can be removed and stored during the festival and the bins put back into use.  Bins are located outside the marquee and a couple need to go down near the carpark between Feathertop Chalet and the Snowline.

Hazard marking

Orange webbing and hazard tape are to be used to fence off any trip hazards that are likely to be in an issue at night in particular.  A witch’s hat goes on the white painted metal plate on the ground at the edge of the road near the side of the Conference Room.

The orange hazard bunting is to be taped to the overhead gantry running between the marquee and Feathertop Chalet 10amp and 3 phase outlets.

Community Hall

Occupancy limit: TBA

  • Set up chairs in theatre formation.  Do not set up any more chairs than the approved occupancy.
  • Ensure that there is a corridor running from front to rear immediately in front of the main entrance to the hall.
  • Ensure that there is adequate toilet paper and paper towel in the toilets. If not call the Operations manager asap.

Mountain View Retreat Hall

This hall is largely set up by staff at Mountain View Retreat but they appreciate a hand with setting up the chairs.  They are also responsible for ensuring that the occupancy limit is not exceeded.

  • Set up chairs in theatre formation with two corridors at least 1.5 m wide running from the front to rear.

Pack down

Community Hall

When the Sunday concert finishes at 5pm on Sunday the chairs in the hall can be packed against the walls while the PA is being packed down.

The stage dressing has to come down and be packed away into the boxes. (Need to photograph the stage dressing before it comes down to show the set up for the next year).

The hall, toilets and foyer area then needs to be swept and rubbish bins emptied. Toilets are to be cleaned. Cleaning equipment is located in the cupboard between the male and female toilets.

Mountain View Retreat Hall

(Need to ask Hilary what help she needs)

Marquee

At the end of the Final Concert the MC is to ask audience to stack the chairs before leaving.

On Monday the stage dressing needs to be packed down. (Need to photograph it before it comes down to show the set up for the next year).

The stage carpet needs to be rolled up and secured. If it is damp it needs to go outside and be spread out on the asphalt basketball court to dry out before being rolled up.

Marquee Green Room

Pergola to be packed down into its container. Need four people to pack it up. If it is dirty or wet it needs to be hosed down and dried before being packed away.

Walk-up stage

Needs 4 people to lower it. Carpets are to be rolled up and secured. If they are wet they need to be put on the asphalt to dry before being rolled up.

Feathertop Chalet grounds

All rubbish lying around the site is to be picked up and placed in the recycling and rubbish bins.

All solar lights are to be collected and packed away.

The gantry between the marquee and Feathertop Chalet is to be taken down and electrical cords packed away.

Open the marquee up as much as possible to allow light in for the grass and to dry out the ground. 

If straw has been used to fix up any boggy parts of the grass this needs to be raked up and put wherever Feathertop Chalet staff would like to be put on their  gardens (for mulch) .

All notices need to be taken down and any tape / blu-tack used to secure them removed.

Stage dressing

Co-ordinators: 
In 2016: Peter Jackson for the Main Marquee and Community Hall

For the remaining venues: vacant

Reports to: Production and Operations Co-ordinator

Period of activity: From when the marquee is erected, usually a couple of days before the festival starts, until Mon after the festival.

Helpers:  2 – 4

Marquee

The Mountaingrass banner with the black background goes in the middle of the back wall

Black and red sheets against back wall to cover all the rear wall of the marquee enclosed by the side curtains

Black and red sheets to form side curtains to hide the areas between stage right and Stage left  and the marquee walls.

There is a 9 metre long tube lighting for the front of the stage (if required).

A small blow mould table is set up beside the stage (Stage Left / House Right) for the foldback deck.

Community Hall

Black banner (if it fits), is suspended from eye hooks (to be put into the brickwork). Need to see if it is possible to use the new banner on this stage.  May have to cut the top and bottom off it so that only the Mountaingrass logo and word Mountaingrass appears on the banner and there is enough space for it to sit above the quilt?. If not a new banner will need to be made for that stage.

Patchwork quilt to hang below the Mountaingrass banner.

Mountain View Retreat Hall

Stage setup is done by the Mountain Pickers Association.

Walk-up stage

The Mountaingrass banner with the white background is clipped to the rear wall of the pergola. There are 4 peg-like clips that clip the banner to the frame of the pergola. 

Snowline Hotel

One of the banners fits (exactly) behind the band over the top of the blackboard.

Harrietville Hotel Motel

See if it is possible to put up a banner behind the band in the Dining room and also behind the band in the Main bar for the Saturday night concert.

Stage/Venue Manager

Required: 9-27 people depending on shift length.

Reports to: Co-ordinator of MCs, Stage and Venue managers, and wristband checkers

  • Please start your shift at least 15 minutes before the concert.
  • Please wear a hi vis jacket and stage manager lanyard (available in the Green room).
  • Replenish the bottle water stocks (from Registration) in the green room according the number of people performing in the concert. Do not leave remaining unopened bottles in the Green room (as it gets stolen) and we have a limited supply.
  • Introduce yourself to the MC so that you work together.
  • Ensure that all bands performing at the concert are either in the Green Room (if next act up) or are on site in the Performer space in the demountable class room behind the marquee.
  • Ensure that the bands run to time. (Find out what signal the band wants from you towards the end of their set).
  • Indicate to the act when 10 and 5 minutes remain - then ‘finish’.
  • PLEASE DO NOT LET BANDS HAVE ENCORES OR RUN OVERTIME.
    Evacuation: it is your responsibility to lead an evacuation in the event of a fire or other incident requiring evacuation in the marquee, e.g.an emergency with a patron.

The two assembly areas are:

  • on the BBQ area lawn behind the Feathertop Dining room or if it is unsafe to evacuate people out of the main exit,
  • the lawns around the demountable class rooms behind the marquee.
  • Overcrowding: please ensure that the number of patrons inside the Hall does not exceed 500. If the marquee become crowded open the back so that patrons can stand outside at the rear. 
    If a large crowd is anticipated then ahead of that concert remove the final 3 rows of seats so that there is more standing room.

Other tasks:

  • Ensure that there is enough bottled water available to performers before the afternoon and evening concerts. (Estimate what will be needed for the concert. Keep the Green room tidy
  • Smoking: ask performers to smoke well away from the marquee, i.e. in the smoking area in the lane behind the marquee (because the smoke comes into the marquee).
  • Please keep anyone other than the crew (volunteer band) and performers (performer band) including photographers out of the Green room. 
Stalls (including Instrument makers stands) co-ordinator

Requires: one person.  Vacant

Reports to: Production and operations

Period of activity: During the final two months leading up to the festival and during the festival.

Notes: 

  • Stall holders need to bring their own tables and shelters but chairs are available.
  • Electricity is available for food stalls and coffee stalls only. (No stalls with gas bottles are allowed).
  • Food stalls need to have any permits required by the Alpine Shire Council. (See below).

The following fees for vendors were approved at the September, 2016, ABOTMA meeting: For the weekend:

Coffee or food: $200. Includes two season tickets and electricity. (In practice $200 may be too much and should be reviewed).

Craft/clothing etc:  $100. Includes two season tickets. No electricity. Conference Room will be available if the weather is wet. 

Instrument makers: ABOTMA member: $60, non-member: $100: includes one season ticket. No electricity.  Conference Room will be available for stall holders if the weather is wet. 

Tasks and responsibilities:

  • Liaise with instrument makers and stall holders regarding when, where to set up and assist them with bump in.
  • Organise with the Treasurer to invoice the stall holders. Any cash payments need to be made via the Registration desk and a receipt issued.
  • Ensure that all food and coffee vans comply with the following Alpine Shire Council regulations. (An officer from the Council inspects the site on the Friday afternoon of the festival). 

From ASC website:  http://www.alpineshire.vic.gov.au/files/Events_and_awards/2016Event_Permit_Application_Guidelines.pdf

‘The food vendor must first obtain a Certificate of Registration for a Temporary Food Premises from the Alpine Shire Council, or be registered on the state-wide temporary food premises and mobile food vendor database. All food operators are required to submit a ‘Statement of Trade’ to Council and provide a copy to their Victorian registering Council at least seven days prior to the date of trading. If you are from interstate, you must register with the first Victorian Council in which you trade via Streatrader. There are different registration requirements for commercial operators and not for profit or charity groups. It is the event organiser’s responsibility to ensure these requirements have been met by any traders they have engaged for the event.

Ticketing organiser

Requires:  one person. Vacant

Reports to: Production and operations

Period of activity: Ticket sales open online on August 1. The ABOTMA Executive will determine the actual ticket prices.

However, the ticket organiser must have all  of the issues outlined below solved before tickets go on sale.

Tasks and responsibilities

  • Participate in the decision regarding what online ticketing provider is to be used and in determining the user requirements for the actual ticket and the ticket printout.
    These user requirements include:
    • ability to scan a QR code for quick registration, ability to capture information e.g. postcode and how the ticket buyer found out about the festival,
    • ability to report on this information in order to assist with grant acquittal requirements.
    • Ability to obtain reports from the online ticket seller that give a breakdown according to the number of Season tickets and Day tickets sold and takings for each, and
    • Ability to obtain a report naming the ticket buyer and number of tickets bought so that we can validate those who do not bring their ticket receipt to the festival.
    • Ability to get a report that shows how much was spent on memberships and what is attributed to tickets. The report also needs to show the breakdown between season, and day tickets. (This might be included in the final entire sales report).   

    

  • Determine how to enable buying of memberships online ahead of buying a season ticket online. 
  • Determine how to give existing members a member’s discount when they buy their season ticket online.
  • Update the actual printout of the ticket so for the current year’s festival.
  • Survey the number of remaining wristbands. Enough were purchased in 2016 to cover both 2016 and 2017).  The cheapest supplier is Pricemark – less than 10c per band.  (The viability of wristband stock from previous years can be tested by putting a band through the wash about 5 times).
  • Wristbands (Tyvek bands):  We need at least 500 of the same type for a season ticket.
  • We need around 105 bands for performers and workshop givers in 2016. .
  • We have leftover bands that can be used for day tickets, volunteers, performers etc.
  • Determine the colour coding for season, day, performer, volunteer etc tickets including whether it is actually necessary to distinguish between categories.  Bear in mind that some men refuse to  wear pink bands.
  • Close off online ticket sales at midnight on the Wednesday before the festival
  • Once sales have closed obtain a Final Sales report showing names, numbers of tickets and amount paid, (as this will be required by the Registration desk).
Walk up stage co-ordinator

Co-ordinator: In 2015 Jacinta Connery did it and she and her partner Terry will do it again in 2016.

Reports to: Production and Operations Co-ordinator

Period of activity: 

Saturday: 10am – 1pm, 6-7pm

Sunday:  10am – 1pm, 6-7pm   

Tasks and responsibilities:

Set up:

  • Ensure that the set-up team have erected the walk-up stage pergola (provided by Kim Wheeler) ahead of the first scheduled performance on that stage. In 2016 this stage is to be erected at the southern end of the Mons Meg Lodge. There is a power point under the eaves of the lodge so a ladder is required. Ext cords and a ladder are available for use.  Ensure that the white Mountaingrass banner is attached to the rear wall using the 4 clips provided.
  • Ensure that the deck and speakers are set up by liaising with the person providing the deck and speakers (Mark Woods) and person operating it (one of the sound production students). 
  • Set out about 30 white plastic chairs that are hired for the marquee in front of the walkup stage. (Use the chair trolley that is provided with the marquee).
  • Set out the (provided) carpets under the pergola.
  • Ensure that all leads that could be a trip hazard are taped down or tucked under the carpet.
  • A whiteboad and white board markers are available from the Registration desk.

During the festival:

  • Organise the whiteboard  and if necessary organise acts if the blackboard is not filling.
  • Ensure the security of the deck during the festival but packing it away after each scheduled concert.
  • Either introduce each scheduled concert (and acts) on the stage or organise for someone to MC the blackboard concerts.
  • Be present while the walk-up stage is in use to do any troubleshooting if there are any problems with the sound or program. 

Pack down

Ensure that the deck and speakers go back to Mark Woods after the last scheduled concert on that stage. 

(The pack down team will pack the pergola and carpets away).

Websites and email lists - developer and maintainer

Co-ordinator:  Vacant

Reports to:  President

Period of activity: all year

Tasks and responsibilities: 

  • Review the need to maintain two separate websites: ABOTMA and Mountaingrass instead of merging them. If the decision is taken to maintain both the the ABOTMA site needs a complete overhaul.
  • Make scheduled changes to the website, e.g. opening and closing of performer and volunteer applications, opening of ticket sales etc
  • Continue to develop the performer application form and create a report from the data entered in the performer application form that can serve as the contract with the performer (to save having to re-enter the same data).
  • Replace images on the Mountaingrass website after each festival and refresh the content, e.g. post next year’s festival dates and mark the performers listed as the previous festival’s performers.
  • Maintain the Member’s email list by adding new email addresses each month
  • Maintain the Committee and Executive email lists.