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Fine Arts Student Schedule

If you have any questions, please e-mail al here.
Office of Fine Arts
Student Staff Manual
Office of Fine Arts
BRH 300G

Fine Arts Staff 2009-2010 Information and Job Descriptions

Alan Behrends, Director of Fine Arts Programs
Telephone: 7013; email:

Lisa Westphal, Manager of Music Tours
Telephone: 7163

We’re happy to have you on staff this year. There is a great deal of variety and fun in what you will be helping this office accomplish in the coming year. Although each student employment position is important to the College, few are as important to the public image of Gustavus as this one is. It's important that the shows go on; but it's equally important that we do a good job presenting them to the public. Always remember that you can greatly influence the quality of the performance experience for members of the audience. It's our goal to make it a positive experience.

DETAILS (some things you should know)

Time Cards, etc.
Time-clock in Hillstrom Museum: We will be keeping the Hillstrom timecards in a cabinet alongside the time-clock. It will be your responsibility to punch in and out for each shift in the Museum. Please record your museum time on your color time card, as well as on the punch-in time card, to avoid confusion later. You may keep your museum timecard with you as long as you don’t lose it, or you may keep it by the time clock.

1. Keep track of your other hours on the color photocopies provided to you.
2. big Change: At end of the month, transfer this information to your accout on Web-Advisor (see your handout). Be sure this transfer takes place before the 2nd of the following month for payment on the 15th. If not, you won’t be paid for these hours during the next month. If the timecard is submitted to Financial Aid incomplete, it will not be paid until the following month. Generally, we will remind you, however, it is your responsibility to send your un-official time card to the Fine Arts Office.

Many of your student employment hours will be earned in the museum as a guard or in the office as clerical help if your schedule allows. Once I receive all of your schedules, I will assemble the schedules for work for the remainder of the semester. I will send emails periodically, letting you know what events are coming up, also, so you can sign up for events by email as well. **When you turn in your schedules, please make note of all activities that will occupy your time, including when you plan on having lunch, so we can avoid scheduling problems in advance.** Hopefully there won’t be many changes in the schedules that I receive from you. If there are changes, let me know RIGHT AWAY, because we will need to change the work schedule. Your remaining hours will be earned working at events. You will be responsible for signing up for the events on the Fine Arts Staff Website. Please remember that you are responsible for finding your own substitute if you are unable to work for an event to which you have committed yourself. You will need to be available on the weekends to work events.

Events/Schedule Web address:

Alias: This is the username for the entire student staff. If you are looking for sub to cover a shift, send an email using this username. When answering the person willing to work, it is helpful if you hit “reply to all” and then we all know the position is filled.

Required work weekends -- There are a number of event weekends each year when we are very busy, generally on Theatre/Dance event weekends. On these weekends, please plan to be on campus and available to work several events. Any shifts that are not filled by Monday of that week will be assigned.

October 7-8 (Nobel)

October 10-11 (Homecoming/Family Weekend)
October 30-November 7 (theatre/concerts)
November 19-22 (theatre/concerts)
December 4-6 (Christmas in Christ Chapel)
February 19-21 (dance/concerts)
April 22-25 (theatre/concerts)
April 30 - May 2 (theatre/concerts)

I don’t expect any need to stress discipline with my staff. However, if a problem occurs, I will give you one written warning. If the problem re-occurs, I will ask the Financial Aid office to terminate your assignment in this office. If this happens, you will not be re-assigned to another position on campus and the remainder of your student employment allotment will be cut from your aid package.

Please remember that your appearance is very important whenever you work events for this office. You speak for the entire Gustavus community when you are in front of the audience, when working fine arts events. Not allowed: blue jeans, sloppy clothes, tank tops, sports shoes, hats, or sweats. Please dress professionally, because you never know when you may end up moving things around the stage in front of everyone!

Smoking and possession or consumption of alcohol is prohibited in Schaefer Fine Arts Center. This includes the lobbies of the concert hall and the theatre. You may need to be firm when reminding concert or theatre-goers of this fact. Further, since you represent the office and the College while on duty, please refrain from drinking before you are working.


Museum Security
While the Hillstrom Museum is open, we are responsible for the artwork in the exhibition. We are also responsible for helping to maintain an atmosphere respectful of the work on display. Although we don’t want to appear unwelcoming to visitors, it is necessary that we discourage any behavior that may damage the artwork. If you see anyone touching the artwork, please firmly remind them that this is not acceptable, and may damage the piece on display.

New to our duties is the sale of exhibit catalogs. With the arrival of high profile exhibitions in Hillstrom comes hardcover catalogs of the works. Sales will be either by exact change or check. You’ll not handle a cash box. With cash sales, you may be asked to write out a receipt for the sale. Cash and checks will be deposited in a secure container near the desk.

1. Upon your arrival to the museum, check to see that all lights are on (or what the lighting directions are for that particular exhibit). Once you arrive, DO NOT LEAVE THE MUSEUM UNATTENED.
2. Walk through the museum several times each hour. Notify Al or Don Myers if anything is out of place.
3. Watch visitors (especially small children) to be certain they do not touch the art. Don’t be afraid to be firm.
4. Ask visitors to leave bags/coats/backpack in the coatroom. They may not carry them around the museum.
5. Do not eat or drink in the museum. This includes water bottles. NO beverages are allowed.
5. Do not eat or drink in the museum. This includes water bottles. NO beverages are allowed.
6. Please remember that the museum is not a place to socialize with your friends & classmates.
7. At the end of the day, please contact security to lock the museum, and turn out all lights.
Office Assistants
Office Assistants are responsible for answering the phones, answering questions, taking messages, mailings, poster work, etc. As with the Museum, I need to know you will be in the office when you are scheduled.

Recital Hall and Theatre House Manager
The house manager is responsible for every detail of the performance from opening the hall before the event to locking the doors following the performance and reception. Managers should plan to be in the hall a minimum of 1 hour before the event, and are responsible for controlling all aspects of the performance. The manager will get the staffing list off the website, and will keep attendance of events staff, and report back to Al. The manager also has the authority to change staff assignments in the event a change is necessary. Managers are normally returning staff with experience working at events in a concert/theatre situation.

Recital Hall/Theatre Ushers
Between 2 (Björling) and 8 (Anderson) ushers are required for events. Ushers check tickets, distribute programs and help concert-goers locate their seats, as well as open and close the lobby doors for the performances. Some ushers must remain out in the lobby once the program begins, to ask late people to wait outside until there is applause. No one may enter the Hall or Theatre during a performance. Those ushers may attend the concert 15 minutes after it begins. If a reception is held following the performance, ushers will be asked to set the reception during the performance, and clear the lobby following the departure of all guests. Please do not remove reception food until the guests have left or the food is gone. Ushers are also responsible for “sweeping” the seats following event (picking up dropped programs and any trash). Ushers should plan to arrive at the recital hall 45 minutes before the event begins and at the theatre one hour prior to show time.

Recital Hall Stage Crew
For all concert events, we open and close the stage doors for performers, make changes on stage as required before and during the performance. The crew is in contact with the house manager by using headsets stored in Björling booth. Following performances in the recital hall, the pianos should be on the stage, lids down and covered with the piano drape. The concert grand Steinways should be locked. The headsets should be returned to the recital hall booth.

Recital Hall Lighting and Recording
We generally audio record each performance and provide standard lighting. House and stage lights are controlled from the booth, as is all recording. The house manager will be responsible for giving directions and cueing during the performance and can give instruction in the use of the equipment.

Björling Booth Recordings/Editing
A few people will be needed to commit to working several hours Mondays and Tuesdays each week, to edit recordings from the previous weekend. Training will be provided.

Theatre Box Office
The house manager has a key to unlock the box office and set-up the cash box and tickets. You should arrive at the box office 1 hour before show time. Reserved tickets are clearly marked. Some tickets held will be complimentary and others will be payment due. A seating chart will help you locate remaining tickets for patrons who wish to purchase tickets before the show. It may be necessary for you to hurry them along as quickly as possible. Some find it difficult to decide where to sit. You should feel free to tell them where the best remaining seats are located. We indicate that reserved tickets need to be picked up 10 minutes before the performance. If there is a line to pick up tickets at that time, please announce that anyone with reserved tickets should come forward at that time to get them. You should sell reserved tickets only after all other seats in the house have been sold. Remain in the ticket booth until 10 minutes into the show. At that time you will complete a box office sheet, sign it along with the house manager and leave the tickets and cash in the box office and lock the front gate and the door. Please be sure that the door is locked when you leave.

If you have any questions about any of these positions, please don’t hesitate to ask. We have a great staff and communication is so important!! Let’s have an awesome year!

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