Dance Pacifica Volunteers
We couldn't do it without our volunteers! Why not join in the fun? Download the Dance Pacifica Volunteer Registration form in pdf
format, and volunteer.
Dance Pacifica is the major public event of the VBDS year. It is a one day competition
involving dancers from Vancouver Island, the lower mainland, Alberta and the Pacific Northwest.
It takes approximately 100 volunteers to produce Dance Pacifica. Some of these volunteers work
all year long; most however, work for a few hours from Friday afternoon at 3pm to 3pm on Sunday
of the competition weekend (the second weekend in June).
Most jobs require a commitment of 2-4 hours
on the day of the competition and a one hour orientation, usually during the Wednesday night practices
one or two weeks before the competition. The level of skill and knowledge required for most positions
is such that all members of VBDS can expect to find something they can do and enjoy. On Friday most
of the work involves decorating and setting up the ballroom for Saturday. On Saturday most volunteers
work helping to manage the competition and the audience. On Sunday there is clean up work, and a
workshop to manage. A Dance Pacifica Volunteer Team appreciation party is held approximately two
weeks later.
Dance Pacifica Committee
The Dance Pacifica Committee is comprised of a Chair and various lead volunteer positions:
these are positions which require more experience or special technical skills in order to perform.
Job descriptions for these are available on request.
- Chair - responsible to the Board of Victoria Ballroom Dance Society for the production of
Dance Pacifica; setting and controlling budget; reporting to the board.
- Floor Manager – working with the Scrutineer and the Chief Marshall s/he controls the flow
of the competition
- Registrar - registers dancers in the appropriate events
- Volunteer Coordinator - responsible for all facets of identifying volunteers, assigning
specific tasks, scheduling, and arranging training.
- Chief Marshal - controls the flow of dancers onto and off the floor at the appropriate times.
- Chief Usher & Security Coordinator - controls entrance to the ballroom and controls the
audience and movement of non-dancers in the ballroom
- Ticket Sales Manager
- Manager of Decorations
- Programme Production & Printing – designs and produces the written program. An intensive 8 day job!
- Manager of Catering
- Officials & VIP Coordinator – secures judges and other officials for the competition
The following volunteers are required to work under the supervision of the relevant “Lead Volunteer”.
Volunteers are necessary to help these individuals perform their duties and to understudy with a view
to taking over the function at some time in the future.
These descriptions are guidelines only, and some positions may not be included every year.
Marshal
Marshalling is perhaps the most exciting and stimulating position at the center of the competition
and dancers
- Position is appropriate for experienced competition volunteers or ex-competitors only
- Organize competitors to enter ballroom for each competition round, in marshalling area
- Call competitors from dressing rooms and elsewhere as necessary; count couples; determine whether
heats should be added or cancelled
- Liaise constantly with Floor Manager and Registration by headset
- Involves long periods without a break and high stress levels
Qualities for a marshal: experience in competition, ability to process information quickly,
high level of organization, assertive, good problem solver, willingness to take on responsibility,
strong team player, ability to keep calm and work well under stress
The Marshal position is one of the most important positions at Dance Pacifica. You will work hard, but you will also be at the very centre of the competition.
Registration Assistants
- Work with Registrar to ensure all couples are properly registered for competition events
- Ensure registration forms and waivers are signed, cash deposits paid, and couples registered for appropriate events
- Liaise with Marshalling and the Floor Manager to advise of cancellations
- Answer general questions from participants
- Involves a combination of heavy rush times and periods with little to doInvolves a combination of heavy rush times
periods with little to do
Qualities for a registration volunteer: good organizational ability, ability to
multi-task, ability to process information quickly, good team player, courteous, ability to keep calm
and work well under stress.
Venue Decoration / Set Up / Strike Down
- Assist in setting up ballroom, lobby area, dressing rooms and marshalling area prior to event
(includes setting up chairs, setting up tables, posting signs and hanging banners, etc.)
- Assist in striking the venue after event (includes collecting seat tags and stacking chairs,
collecting signs, ensuring site is clear at the end of the event)
Qualities for set-up/strike-down: physical mobility, team player, ability to follow instructions;
must be available Friday from 3pm to 9pm or Saturday from 10:30pm to 12:30am. Volunteers are also
required on Sunday to return chairs to Saanich Silver Threads and return decoration and materials to
our storage lockers.
Note: some lifting of heavy objects may be required.
Ticket Sales Assistants
- Sell “Day Only” tickets
- Sell any “Full Day/Evening” tickets remaining on competition weekend
- Distribute tickets to “will call for” customers (already paid for)
- Collect payments for unpaid tickets
- Field questions from the general public
- Involves a combination of heavy rush times and periods with little to do
Qualities for a ticket volunteer: well organized, attention to detail, math skills,
promotional and problem-solving abilities, good people skills
Previous experience with cash sales is very helpful
Program Sellers
- Sell Dance Pacifica programs at table set up near entrance to venue and by circulating amongst guests
- Collect and keep track of cash payments
Qualities for a programs volunteer: friendly, courteous, assertive, able to count and keep track of cash.
Usher
- Work under direction of Chief of Ushers & Security to ensure security of all guests and their
possessions inside and outside the ballroom
- Check audience tickets and give re-entry hand stamps or wrist bands (if used) at entrance to ballroom area
- Facilitate movement of guests and competitors within, into and out of the ballroom
- Assist guests in finding their assigned seating
- Enforce rules re seating, food and beverages, photography and filming
- Patrol all entrances and exits to/from the ballroom
- Secure venue, competitors change rooms and volunteer room
- Provide personalized service to audience members (could involve greeting guests, answering
general questions, smoothing out potentially problematic situations, recommending restaurants, etc.)
- Assist guests who require special assistance
- Present a friendly, positive image of Dance Pacifica at all times
- Take the initiative to ensure all guests have the best possible experience at Dance Pacifica
- Bring any problems to attention of the Chief Usher & Security Coordinator, as appropriate
Qualities for an usher: assertive, authoritative manner and voice, good memory, good team player,
courteous, diplomatic, problem-solving ability, quick thinker, has a high level of customer service
orientation, high level of diplomacy, courteous, friendly, discreet, able to work independently
without direction, good team player, tidy personal appearance, positive attitude. Previous experience
in a similar position is an asset but not required.
Floater
- Appropriate position for experienced competition volunteers
- Assist wherever necessary
- Could involve working in several different positions over one shift
Qualities for a floater: quick thinker, good problem solving skills, courteous, friendly,
good team player, good service orientation
It’s never too early to volunteer. If you are interested in helping or just want to
talk about these opportunities, please contact:
- Gary Leitch (250-380-1042 or leitch@telus.net ), OR
- Val Moir (250-704-0071 or valmoir@telus.net ).
Many Dance Pacifica tasks require many willing volunteers to make it happen. We need your help, so please
consider volunteering.
Download the Dance Pacifica Volunteer Registration form in pdf format.
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