Below is a general overview of all assignments a volunteer may complete during WGI World Championships.
Performance Check-In
- Ensure that the correct performance group is arriving at their performance check in time
- Alert the Back of House Manager if a group does not appear.
Percussion/Winds Lot Staff
- Ensure proper staging of vehicles in the correct warm-up area
- Do not allow vehicles into their warmup area early
- Ensure group vehicles are adhering to Golden ticket procedure
- Check in group and alert the Back of House Manager, if a group does not appear.
Prop, Floor & Equipment Unloading/Loading/Storage
Specific direction varies at each venue, please check with your Front of House Manager/Back of House Manager for venue specifics
Unloading:
- Ensures speedy and organized un-loading of equipment, props, floors considering the facility (parking lot flow/ space / Prop storage space/ location), weather, and number of groups.
- Be aware of parking locations and where to direct the vehicles to go between unloading and loading
Prop, Floor, Equipment Storage
- Ensure organized storage of props, floors, and equipment
- Provide information to prop/floor crews on expectations for picking up props for delivery to the performance floor based on the published schedule.
- Inform groups that a member of the group staff must remain with the unloaded props and equipment.
Loading
- Ensures speedy and organized loading of equipment, props, floors after the group performs
- Assist parking with ensuring groups know where to go once they load their vehicles
Volunteers working this area should not touch/move any of the groups’ props/floors/equipment. WGI requests that each group leaves at least two of their group volunteers with their items to assist in moving things along.
Color Guard Warm Up Areas
- Groups should be moved in and out of warm up for efficiency purposes so as to keep the contest running on time.
- Be sure to ask the name of the group standing at the door to ensure it is the correct group entering warm up.
- Follow the contest schedule portion relating to warm up start and finish times.
- Group is allowed into warm up at the start of their time
- Do not allow a group in early if they are the first group after a break.
- Do not allow a group extra time if they are the last group before a break.
- You may allow the next group in at the start of their time even if the other group is still exiting.
- Time begins the moment the first person from the group steps into the warm up space and ends when the last person from that group is exiting the space
- In the case that a group is running late, their time still ends at the time listed on the provided schedule. They do not get the full warm up time if they are late.
- Group must begin exiting with approximately 30 seconds remaining to ensure they are out of the space in time for the next group
- Group is allowed into warm up at the start of their time
- Alert Director/staff members when 5/3/1 minutes remain in their warm up time (in a non-intrusive way).
- With 1 minute left, tell the group to begin wrapping up & exiting
- Use of numbered laminated reference cards is recommended for consistency
- Alert the Back of House Manager of substantial overtime
- if a group is not leaving (for whatever reason), or objecting to their time limit
- Warm Up Volunteers should stay diligent and away from performing members during warm ups to avoid injury.
Performance Entrance
- Ensure all participants, prop & tarp crew members are wearing proper credentials (badge or wristband) to enter venue.
- Be aware of authorized/designated entrance and exit routes to and from the competition area. Refer any group requests for use of any other entrance/exit immediately to the Contest Administrator (Color Guard) or Timing & Penalties Judge (Percussion & Winds) on the floor.
- Be sure to ask the name of each group to ensure no one gets out of order
- At the conclusion of the performance, as the group starts to exit, open the curtain for the next group to enter for a performance set up. The curtain should be fully open for a clear entrance to the competition floor.
- Be aware of floor markings in the competition area as a reference for the groups.
- Do not open the curtain until the announcement is made, even if the group’s soundtrack has stopped.
- During the performance, you should be behind the curtain far enough that your feet are not seen under the curtain but close enough that you can tell when the performance has ended.
Performance Exit
- Provide directional assistance to help the groups continuously exit the floor.
- Continuous motion once a group starts their exit process is crucial to their safety and to keeping the show running on time
- Alert performers and support crews to safety concerns that they may not be aware of (e.g., props they may not see, making a turn with a tarp over their head, instruments still on the floor).
- Be aware of authorized/designated entrance and exit routes to and from the competition area.
- As groups enter the floor, greet the person with the tarp cart and take it from them once the tarp is off, letting them know you will be pulling it behind the curtain for them to pick up as they exit the floor.
- During the performance stay behind the curtain far enough that feet are not seen under the curtain but close enough to hear the announcement that the performance has ended.
- Do not open the curtain until the announcement is made, even if the group’s soundtrack has stopped.
- At the conclusion of the performance, open the curtain for the group to exit. The curtain should be fully open for a clear exit from the competition floor.
- Encourage performers, staff, and support crews to exit the floor in a SAFE and expeditious manner, conveying a sense of calm, steady and steady environment
- Examples include
- “Great Performance – watch for feet in front of you.”
- “Come over to your right and swing wide to get the tarp through the hallway.”
- “Steady and efficient
- Examples include
Director Check-in
- Welcome directors as they come to check in their group(s)
- Must be proficient with using a laptop and well-versed in Google Sheets
- If group is checking in for the first time:
- Collect several pieces of information from group director and record on spreadsheet
- Distribute wristbands as indicated on provided spreadsheet
- If group is checking in prior to performance and already has wristbands:
- Use the CA provided schedule
- Alert Front of House Manager and Contest Administrator if group is late or no show
- Must be knowledgeable of the venue to answer questions (For example – Where can a group store their “stuff”, location of First Aid, restrooms for performers, changing areas for performers, logistics schedule, etc.)
- Contact Emma at UD HQ with any questions that may arise
- Will need to meet with Emma for training at UD HQ Wednesday afternoon
Judge Security
- Ensure that spectators do not enter the judges area during breaks in performances. This typically means standing at the entrance points of a section and redirecting spectator traffic.
- Check on and attend to judges’ hospitality needs, such as drinks
- Be aware that this is a highly visible area, both for judges and spectators, and behave in a way that represents WGI well.
Finale Assignments
Multiple hands are needed to ensure Finale moves smoothly. Once you have completed your current role, please head to the Trophy Room (Locker Room 4) in the back tunnel area (behind the performance floor) of the UD arena.
You will be coordinated and told your role for Finale there. Please familiarize yourself with the map and directions below.
