Usher Coordinator Guidelines (2 points)

Being a part of the C-MENT program is a positive and rewarding ministry for all involved and we appreciate your volunteer participation as the Usher Coordinator. The following guidelines are to let you know what your job entails.

Job Description The Usher Coordinator will organize the usher schedule and train usher assistants on expected duties before, during, and after the performance. The Coordinator will be expected to manage monies collected during the offerings. Help with final process of collating show program: folding and stapling materials prior to performances. This is normally done during Tech Week. The Coordinator and ushers must keep visible food and drink from entering the sanctuary as well as keep the audience off the stage areas during the intermission. Finally, the Usher Coordinator will send an Usher Report to the C-MENT Advisory Board detailing their experiences during their stint (see below for details).

The following list is not 100% complete, but is a good starting point for a successful time:

1. Schedule and train ushers for each performance. a. Using Usher Assistants list, schedule 4 usher assistants per night. b. Arrange a time/date for a quick training and discussion of proper usher duties, including a run-through of the arrival period, the offering period, the intermission period, and the exit period. This would preferably happen before the first night’s performance and should include the Director for input on the timing of the offering and intermission. c. Obtain large manila envelope prior to each performance for holding each night’s offering monies.

2. Enforce seating restrictions prior to performance. a. Schedule the Usher Assistants to arrive 45 minutes prior to the first performance to monitor front doors and other sanctuary entrances. Seats cannot be reserved (see exception below) and it is the ushers who announce and monitor this when the Director calls for the sanctuary to be cleared 30 minutes prior to the performance. This means that any items used to save seats are cleared to the back of the sanctuary.

b. Signage needs to be created and posted re: reserved seating for children (see enclosed example). An electronic copy of this sign is available from Adele Buffington at [email protected]. These signs should be placed on the first three rows of each section. c. Have signs posted on back doors of sanctuary (by sound/light booths) and on Parents Room door that read, “Cast Only.” 3. Pass out show programs and count show attendees. a. Programs are passed out as attendees enter the sanctuary. b. No food or drinks are allowed in the sanctuary. c. Attendance numbers should be taken during the offering time when lights are on and audience is seated. 1 usher can manage this and/or can ask another parent to help. The other 3 ushers taking the offering can enlist additional help as needed. d. Record attendance numbers for each night (use form included) and include on Usher Report to C-MENT Advisory Board. 4. Perform usher duties during the offering period. a. Schedule the Usher Assistants to gather in a pre-determined area 5 minutes prior to the offering for last-minute offering preparations. b. Once offering is collected, simply place inside manila envelope and seal immediately. An usher should sign their name across the seal on the back of the envelope. c. Schedule with PLC pastor/C-MENT director (e.g. Adele Buffington) to take the money envelope following each performance. 5. Perform usher duties during the intermission period. a. The audience needs to be kept off all stage areas and out of other areas the Director indicates during the intermission. b. Following intermission, ask audience members to dispose of any food or drink before re-entering sanctuary. Keep side doors to sanctuary closed and monitor audience as they walk through middle lobby doors for food/drink.

The intent of the Usher Coordinator position is to monitor arrival and intermission times during performances and take in the offering when indicated (at the beginning of each show following the prayer). Your attention to detail and planning will make this an enriching night for all involved. We thank you again for your volunteer spirit!!