PEEP Handbook

WCPA – Weidner Center for The Performing Arts

UT – University Theatre (Across the street)

CFH – Cofrin Family Hall, or Cofrin, the largest performance space

FHH – Fort Howard Hall, or Fort Howard, a versatile, smaller performance space

JWT – Jean Weidner Theatre, or Jean Weidner, a black box theatre used primarily by University Theatre

LX – lighting

SM – stage manager

TD – tech director

PM – production manager

In/Out – load in/load out

Strike – resetting the stage after an event

FOH – front of house

Call time – time to arrive BY

Comm – headsets used during the show to talk with tech/production staff

Shells – acoustic shells, the large wooden rolling walls used to change the acoustics of the stage

Clouds – the acoustic shells hanging above the stage

Adding Your Personal Info

Every PEEP is required to add a cell number and appropriate profile picture to their 7shifts account. To do this, click on the profile icon in the top right and select My Account.

Adding Availability And Time Off Requests

PEEP’s are also required to add their availability based on their class schedule, work schedules for other jobs, and anything else that would impact their time available to be scheduled to work. Always include available hours only if they’re in a block of at least one hour, because you won’t be scheduled for any time less than that. For any time you cannot work inside your regular availability, submit a time off request.

Placing Bids To Work

In 7shifts, the schedule will typically be posted two weeks in advance. After the schedule is posted, you’re able to bid on any shifts that you would like to work. When a manager assigns shifts to PEEP’s, they’ll look at any bids you place and give shifts to someone who bids on them. Try to bid on everything you can work. When a shift is officially assigned to you, it’s yours and nobody can bid on it anymore.

Offering Up Shifts

Any shifts assigned to you are your responsibility. If you can’t work, it’s your responsibility to find somebody to cover for you. To offer a shift to other people, click on the shift and select to offer it to the role. This allows anybody to accept the shift. You can also offer to trade shifts with somebody who is working at the same time, or offer up only part of a shift, though for certain shifts that wouldn’t be an option.

Emergency Cancellations

If you must cancel a shift because of an emergency, please contact an event supervisor as soon as possible so that a replacement can be found. Emergency cancellations will be handled on a case-by-case basis.

Strikes

Each PEEP has a max of three strikes before they are up for possible termination. Strikes can be given for regular lateness, inappropriate attire for work calls, behavioral issues during work calls, abuse of emergency cancellations, and anything else that would inhibit the workflow at The Weidner. There will typically be warnings before strikes are given and they’ll be handled on a case-by-case basis, so for most PEEP’s, strikes shouldn’t be a concern. Additionally, strikes reset every school year.

7punches is the app that you’ll use to clock in and out for your shifts. All PEEPs are required to clock in for their shift either using the 7punches app on their phone or the iPad located in the admin office. To clock in/out or take a break, enter your punch ID (sent to you in an email from Sam or located under your profile in 7shifts) and answer any prompts given to you. In addition, you’re required to go to the MyUW site (my.wisconsin.edu) and enter your time worked into the timesheet. This is due every two weeks and you’ll receive an email reminding you to enter your hours before it’s due. After logging into the site, find the box labeled “Time and Absence” and click on it. Then click the button labeled “Timesheet”. Here, you can enter your hours worked (based on 7shifts) and click submit to submit your hours.

Basic Setups/Strikes

For all setups/strikes, please wear comfortable, safe clothing (no open-toed shoes). Safety is our biggest priority, so make sure to follow directions carefully. The end times listed for setups/strikes are approximated – sometimes they will end early, sometimes they will go a little long.

Security For Mainstage Events

Security positions are responsible for making sure only authorized personnel have access to the backstage area. When productions are using the building, their staff will be identified with lanyards or ID badges. More often than not, people trying to get backstage that are not authorized are just lost and need some help getting to the right place. For these positions, you are welcome to bring books/homework to do as long as you remain attentive and helpful when people are present.

Livestreaming/Live Sound/Lighting

Some events throughout the year require the use of livestream software, lighting and/or simple live sound. Training is required to sign up for these work calls, but the software is easy to learn, and we have a webpage dedicated to the ins and outs of livestreaming. Feel free to inquire about learning how to run a livestream and/or use a soundboard or lightboard if you are interested in helping for these shifts.

General Guidelines For Front Of House (FOH) Activities

When you are working in the front of the house, you are representing The Weidner and therefore need to be cognoscente of the impression you are making with our audiences. In order to maintain an inviting atmosphere, please follow the guidelines below:

·        Greet patrons warmly and respectfully.

·        Keep all personal belongings (cell phones, backpacks, beverages, etc.) out of sight when patrons are in the lobby.

·        When working in coat check or as a ticket scanner, remain at your post ready to assist patrons for the entire time the lobby is open before the show.

·        Always be on the lookout for patrons that may need assistance.

FOH – Ticket Scanner

Report to the Administrative Offices at the scheduled time and check in with the Student Floor Manager. After all ticket scanners have arrived, you will take the scanner units to the front entrance and/or rear canopy to get ready for patrons to arrive. The Student Floor Manager will assist the ticket scanners in setting up stanchions and signage. Depending on the size of the event, there may be two or three scanners at the front entrance, one at the elevator by the ticket office, and one by the rear canopy.

Make sure to stay in your designated area once the lobby doors open – be attentive and engaging with the patrons.

When scanning:

·        Make sure to scan all tickets for larger parties, especially if they’re mobile tickets

·        If an alert that says “incorrect venue” pops up, make sure that the patron is in the right space and then check to make sure that the scanner is set to the correct venue as well.

·        After scanning, direct patrons to the lobby ushers if they need assistance with finding the correct entrance to the house or if they have other seating concerns.

Stay in your area for at least 30 minutes into the start of the program. After that, turn in your scanner to the Student Floor Manager and you’re free to either watch the show or clock out. If there is a strike or setup happening after the show, please consider signing up to help.

FOH – Coat Check

Arrive in the Administrative Offices at the scheduled time and check in with the Student Floor Manager. After checking in, head to coat check, store your personal belongings, turn on the lights, and open the curtains closest to the door. Place the tip jar on the counter and wait for patrons to arrive.

Coat check is free for patrons, but many will tip. Any tips you collect are yours to keep. If there are multiple people working in Coat Check, tips are split evenly.

When a patron hands you their coat, place it on a hanger and give them one of the numbers attached to the top of the hanger. When they return at the end of the show, they’ll hand you the number and you’ll retrieve their coat for them.

Patrons may also ask for hearing devices. In order to check out a T-Coil or hearing device, they need to supply a photo ID which will be used as collateral. After they return the device, you’ll give them their ID back.

Booster seats and opera glasses are also available at coat check for no collateral.

During the show, you can watch the show from a seat in the back of the house or do homework/hang out in the usher room/PEEP’s lounge. At intermission, make sure to head back to the coat check counter and be ready to assist patrons that may want to leave early.

After the show, stay until all coats and listening devices have been returned. Before you leave, make sure to deal with any tips, close the curtains, and shut off the lights. If there is a strike or setup happening, please consider helping, even if you are a little late for the start.

FOH – Water Cart

For large events when we expect bar lines to be long, we use a water cart to help alleviate some of the congestion. Water carts are cash only. When you arrive, you’ll check in with the House Manager or Student Floor Manager to get your startup change and keys for the kitchen. Water carts and water are stored in the Front Room in the Basement. Fill the plastic serving trays on the cart with bottles and place full cases of water underneath to replenish. Take the cart to the mezz kitchen (by the signature lounge) and fill the serving tray with ice. Position the water cart in the assigned location and stay with the cart through the start of the show. Once the show starts, empty out the ice and water from the serving tray and restock the cart. Be ready with fresh ice by the time intermission starts. After intermission, dump out any remaining ice/water and return the cart to the usher room. Return the cash bag and keys to the House Manager or Student Floor Manager. At this point, you are free to leave, or if there is a changeover or strike, please consider signing up to help after the show.

FOH – Usher

As an usher, your main job is to be polite and inviting to our patrons while helping them get to the correct seat. At the time of your shift, please report to the admin office and check in with the Student Floor Manager who will give you your door position for the night. After checking in, you and the other student ushers will make sure all program stands (one at each door) are stocked with programs and positioned correctly outside the doors. After everything is set, check in with the Student Floor Manager. At 6:30, head to the usher room to listen to the usher meeting and follow the directions of the House and/or Floor Managers.

When the house manager calls for the house doors to open, patrons will start to file in. Welcome them to The Weidner and point out the programs. If patrons ask for help with seating, take a look at their ticket and point them in the general direction of their seat. If they still look confused, walk them to their seat.

When the show starts, find a seat near your door, on a stool in the aisle, or at the back of the hall (behind patrons). During the show, keep an eye out for patrons that get up from their seat and may need assistance getting to an exit. Flashlights are located in the program stands and are often necessary in helping patrons back to their seats while the house lights are down.

At intermission, report back to your assigned door and assist patrons as necessary. Once the second act has started, return to your seat in the house.

When the show has concluded, walk through the aisles and pick up any trash (programs, empty beverage containers, etc.). Gloves will be provided – we do NOT handle anything with bodily fluid (tissues, bandages, etc.). After your floor is done, check in with the Student Floor Manager before leaving for the night. If there is a strike and/or set up following the show, please consider signing up.

FOH – Key Attendant

For valeted events, one student worker is needed to help the valets organize keys and collect payments upon the conclusion of the show. After checking in with the Student Floor Manager in the Admin Office, proceed to the lobby to help the valets set up cones, signage, and key cart. Make sure there are enough regular (white) and handicap (yellow) valet tickets in the cash drawer and then wheel the cart out under the canopy, just outside the valet door. As patrons arrive, the valets will park the cars of those requesting valet service. When the valets return with the keys of parked cars, hang them with the completed ticket stub in the key box (ticket first).

After all cars have been parked, wheel the key cart back inside. At intermission, make sure to be ready at the key cart in case any patrons need to leave early. During the second half of the show, create a checkout line for valet using the stanchions from the ticket scanning lanes. Set the key cart up next to the door and use a small café table to place keys on. As patrons check out, they will give you their ticket stub. Regular tickets are $8 and handicap tickets are $4. Once they have paid, place their keys and filled out stub on the table in order of checkout. Valets will come through the door and grab them in order.

After all cars have been returned, pool all tips with the valets and then divide them evenly. Place all cash from valet tickets in the cash bag with the filled-out ticket stubs and return it to the House Manager. Bring in all the signage and cones and return to storage with the key cart. Check in with the Student Floor Manager before heading out for the night. If there is a strike and/or setup happening on stage, please consider staying to help.

STEPHANIE MAUFORT, PROGRAM & EVENT MANAGER

920-465-5107

mauforts@uwgb.edu

COREY PINCHART, PRODUCTION MANAGER

920-465-2174

pincharc@uwgb.edu

MATT REINDL, TECHNICAL DIRECTOR

920-465-2739

reindlm@uwgb.edu

SAM STRANZ, FRONT OF HOUSE MANAGER

920-465-2810

stranzs@uwgb.edu