Lotus Festival Volunteering
Frequently Asked Questions

 

Where is the Festival?
The Lotus World Music & Arts Festival is held at indoor and outdoor venues in downtown Bloomington. Some previous venues include the Convention Center, various downtown churches, the Buskirk Chumley Theater, and tents on Kirkwood Avenue and Fourth Street.

When does the Festival take place?
The 2008 Lotus World Music Festival (our 15th) takes place Thursday, Oct. 2 through Sunday, Oct. 5. There is a separate evening concert on Thursday, major evening showcases at multiple venues on Friday and Saturday nights, a Saturday afternoon event (Lotus in the Park), and a closing concert on Sunday afternoon.

How do I apply to be a volunteer?
You can apply online, or request an application by calling 812-337-0417 or by e-mailing us at volunteer@lotusfest.org. You can also find us at the Saturday morning Bloomington Farmers Market (Showers Plaza) July 26-September 13, 9am-Noon. The application deadline is August 25, 2007; however, we will continue to accept applications after the deadline has passed (applications received by the deadline receive first consideration for shift requests).

How do I know that I have been accepted as a volunteer?
You will receive a confirmation e-mail acknowledging that we have received your application. You will then receive an e-mail informing you of your assigned shift(s) in early or mid-September. In this e-mail you will also receive information about your orientation. You will have one week to send a reply confirming that you have your assignment and volunteer orientation on your calendar. Volunteers must make sure that they have a reliable system for collecting e-mail and telephone messages.

Who does the scheduling?
The Festival Volunteer Coordinator and the Sites/Hospitality Coordinator will sort through the applications and assign volunteers where needed. We are working with the preferences of hundreds of volunteers and the demands of a complex event. Once you have been assigned a shift, please fulfill your commitment. If something does come up, please call or e-mail us as soon as possible so that we can work to fill your shift! Our office number is 812-337-0417 and e-mail is volunteer@lotusfest.org.

How are you assigning shifts this year?
Returning volunteers receive first priority for shift preference. All applications received on or before the application deadline (August 25, 2007) will receive preference over applications received after the deadline has passed. People who volunteer for more than one shift will most likely receive their top job choices. Please remember that we will be accepting applications after the deadline date and would love to have you volunteer!

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Can volunteers request certain shifts?
Yes. On the application form you can identify your preference for job areas and tell us what shift times work best for you. We will work as hard as we can to make sure everyone gets a shift they will enjoy.

How do I know which night to work?
Information on confirmed Festival artists and the night(s) they are performing can be found on this site here. You can use this information in your decision-making process, but please remember that every year there are last-minute changes to the Festival line-up. Specific details about who is played where and when are not posted until close to the festival because those details can change at the last minute.

Why are shifts 6-7 hours long?
Each volunteer is asked to contribute a minimum of 6 to 7 hours -- all volunteers perform approximately the same amount of work in exchange for a night's worth of music. This standardized length eliminates a mid-evening shift change, allows Festival patrons a much smoother night, and creates a much stronger volunteer team.

When do volunteers get their work schedule?
Your volunteer assignment will be sent to you in early September along with more details about your job-specific Volunteer Training.

When is my Volunteer Orientation?
Required, but brief, Volunteer Trainings have been scheduled for the morning of Saturday, September 20 and the evening of Thursday, September 25. Please let us know which orientation date works best for you when you confirm your shift. You will receive your volunteer T-shirt at your training.

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What are the different jobs?
We need strong people for set up and tear down; people with sales experience for our Admissions and Merchandise areas; "utility infielders" for essential services; and all-around Lotus lovers to work at the venues. For more detailed information, please go to the Volunteer Job Description section.

Where do I park?
Because the Lotus Festival brings thousands of people into downtown Bloomington, street parking will be understandably at a premium. There are now a number of parking garage options available both north and south of the square off of Walnut and College. You can also bike, walk, or take the bus (the Bloomington Transit Service has a downtown depot).

When do I need to be there?
Please plan to be on-site 15 minutes prior to the start time of your shift to start your check-in process.

How and where do I check in?
Your check-in process is in two parts: First, go to Volunteer Headquarters, which is located in the Rose Firebay of the John Waldron Arts Center (corner of 4th and Walnut Streets; ground floor entrance, 4th Street side). Once there you will sign in and receive any last-minute information. This is also where you will come to receive a Festival admission wristband on Friday or Saturday night. Next, go to your shift assignment and let your Volunteer Manager know you are there. He or she will let you know what to do next. Have fun! Please Note: If you have a shift outside the normal Festival hours or at Third Street Park (for Lotus in the Park), you will be told where to check in at your Orientation session.

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How do I get my Friday admission wristband if I am working on Saturday?
Your name will be on a Friday admissions list at Volunteer Headquarters. Got there (Rose Firebay, John Waldron Arts Center) to pick up your wristband. Please do not come early to pick up your wristband. Admission to the festival generally starts around 6:30 p.m., depending on the venue.

Who runs the festival?
The Lotus World Music Festival is the flagship event of the Lotus Education and Arts Foundation and is organized and administered by Executive and Artistic Director Lee Williams, Assistant Director LuAnne Holladay, Development Director Deborah Klein, a number of paid seasonal coordinators, and hundreds of volunteers like you.

Who is in charge of Lotus Festival volunteers?
The 2008 Festival Volunteer Coordinator is Tamara Loewenthal, who has been associated with the Lotus Festival as a volunteer, staff member (and even as a performer) since its beginnings.

What is the total volunteer commitment?
Each volunteer is expected to work a minimum of one shift (6 or 7 hours) during the festival.

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What is a Festival Volunteer Manager?
A Festival Volunteer Manager is an experienced Lotus Festival volunteer who is in a position of responsibility during the Festival, specifically supervising the work of other volunteers in one area. You will find Volunteer Managers in positions such as House Manager, Ticket Sales Manager, Wristband Exchange Manager, and Merchandise Manager.

Can my child accompany me on my shift?
Unfortunately, no. It is really important that all volunteers are focused first on the work they are doing for the Festival. We request that you make childcare arrangements for the times you will be on shift.

Do you ever accept volunteers who are younger than 18 years old?
All Festival volunteers interact in some way with the public. Lotus Festival patrons are by reputation a happy and friendly bunch, but we do not want to subject young people to potentially stressful situations with others older or larger than themselves. We do, however, make a very few exceptions to the age policy in the following situations: 1. The teenager and a parent are working in close proximity to each other (for example, both are at the same venue as door monitors or wristband checkers); OR 2. The parent has contacted the Volunteer Coordinator to inquire about special dispensation and gives permission for his or her child to be involved in a pre- or post- Festival work session. Please contact the Volunteer Coordinator (volunteer@lotusfest.org or 337-0417 to talk with us further.

What if my availability changes?
Please call or e-mail the Festival as soon as you know there is a change in your schedule. We appreciate your timeliness, as your shift is very important and we will have to work to find someone to fill it.

How do volunteers contact the Festival?
You can call 812-337-0417 or e-mail us at volunteer@lotusfest.org.

 

July 2008

 

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