Tour Guides Chairperson by czl10931

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									         Tour Guides Chairperson
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In This Chapter
    An Overview
    Artrain USA Volunteers
    Where to Go to Recruit Volunteers
    Things to Remember
    The Responsibilities of a Day Coordinator
    The Responsibilities of a Tour Guide
    Scheduling the Volunteers
    Opening Reception
    Tour Guide Orientation
    Notifications
    After Artrain USA
    Checklists and Sample Letters

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An Overview
The Tour Guides Chairperson is responsible for recruiting and scheduling volunteers to assist
Artrain USA’s staff daily operations. The Tour Guides Chairperson must recruit one day
coordinator for each day of Artrain USA’s visit in addition to the required number of guides,
which will vary based on general public open days verses educational/group tour days.

When Artrain USA visits a community, the length of time the train is open is generally four days, and almost always
includes the weekend. When Artrain USA visits during the school season, weekdays are designated as educational
or organized group tour days, the weekend as general public days. When Artrain USA visits during the summer
months all four days are usually open to the general public.

Artrain USA Volunteers
There are three types of volunteers Artrain USA needs to assist in running its daily operations in
a community.
1) Day Coordinator
    The Day Coordinator is a volunteer who commits his/her time to an entire day at Artrain
    USA (page 45) to assure that the community’s expectations are met and that the daily
    operations run smoothly. Day Coordinators fill in for tour guides who cancel at the last
    minute or will assist the Tour Manager by giving tour guides bathroom breaks and/or
    assisting in a variety of other ways. Day Coordinators are only required on
    Educational/Group Tour Days.




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2) Educational/Group Tour Days – Tour Guides
   On educational/group tour days each tour guide is assigned to a specific area of the gallery
   cars and he/she leads groups on an organized tour of that section. Volunteers should enjoy
   working with children and don’t mind standing on their feet for approximately four hours.
   Educational/group tour days are more intense than general public days. Educational/group
   tours cannot be hosted without the required number of volunteers, so it is very important for
   the Tour Guides Chairperson to fill each slot on the chart.
3) General Public Days – Tour Guides
   On general public days, the key role of tour guides is to welcome visitors to Artrain USA and
   the exhibition galleries. Tour Guides help the visitors to better understand the exhibition and
   enjoy their visit. On general public days, the tour guides enjoy a more relaxed atmosphere
   with visitors touring through the exhibition at their own pace.

     If there are not enough tour guides, Artrain USA will hire temporary support and bill the
     host community for the cost, per the letter of Agreement. Any variations from the
     guidelines explained within this section require approval from Artrain USA’s Program
     Director.

Where to Go to Recruit Volunteers
Work with community groups including:
  Retired school teachers - check local listings for associations and clubs for retired teachers
  Local art clubs and associations
  Tour guides from local art or history museums
  Local PTA’s, PTO’s and school programs such as: honor art societies
  Local service clubs/volunteer based organizations such as: Kiwanis, Jaycee’s, Civitans, etc.
  Church groups
  Service sororities and fraternities, university art and education clubs, students
  Ask to do a presentation at local civic group meetings and present Artrain USA’s
  promotional video, such as Rotary, Optimist’s Club, AARP, etc.
  Business volunteers
  Encourage corporate sponsors to provide their employees as tour guides for a day. (This
  enhances the sponsors presence and support of Artrain USA’s visit.)

Things to Remember
   Artrain USA provides a flyer template for recruiting volunteers (pages 48 – 49, Tour
   Guides).
   Artrain USA cannot host educational/group tours without the exact number of requested
   volunteers. If there are not enough volunteers, Artrain USA will hire temporary support
   and bill the presenter for the cost, per the Letter of Agreement.
   Do not schedule anyone to work an entire day on the train except for the Day Coordinator.
   A sample of the Tour Guide Schedule is included (pages 51 – 52, Tour Guides). Artrain
   USA has designed simple, efficient forms for you to use. Please do not create your own


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  forms and do not exceed the “2-shift rule” per day (pages 51 –52). Be certain to include all
  necessary information before returning them to Artrain USA.
  The Tour Guides Chairperson must submit the scheduling chart to Artrain USA’s office by
  the due date. Please be certain that the schedules are filled out completely and accurately.
  Artrain USA’s Community Relations Manager, as well as a member of the onboard staff will
  call you prior to Artrain USA’s arrival to check on tour guide scheduling and to answer any
  questions.
  If parking at the train site is limited or nonexistent, you may want to create and distribute
  parking passes or provide shuttle service for tour guides. Please coordinate this with your
  General Chairperson.

The Responsibilities of a Day Coordinator
  Arriving 30 minutes before Artrain USA is open and be present at the train the entire day.
  Working with Artrain USA’s Tour Manager to assure that the community’s expectations are
  met and that the daily operations run smoothly.
  Assisting Artrain USA staff with volunteer check-in (taking purses, coats) at the beginning of
  each shift and at volunteer checkout by distributing and collecting volunteer evaluations.
  Working with Artrain USA staff to ensure that all volunteers have arrived, assist in
  contacting alternate tour guides if needed.
  Serving as an alternate tour guide in the event that someone cancels at the last minute. This
  is very important because it happens more often than not!

The Responsibilities of a Tour Guide
  The key to being a good tour guide is enthusiasm. Tour guides should be outgoing and fairly
  talkative. Artrain USA wants to make art accessible and enjoyable. Tour guides do not need
  a background in art history. All tour guides must attend an orientation that will familiarize
  them with the Artrain USA environment and their duties. We will train the tour guides onsite
  in advance, many questions and concerns are addressed in the tour guide information that is
  distributed and discussed at the orientation session. The information packet can be
  downloaded in advance from Artrain USA’s website: www.ArtrainUSA.org.
  Tour guides have different responsibilities depending upon whether it is an educational tour
  day or a general public day.
  For general public days, tour guides are stationed throughout the gallery cars and general
  public visitors move through the train at their own pace. A tour guide’s duties during general
  public days include greeting visitors, introducing their section, providing general information
  about the artworks, reminding visitors not to photograph the art, interacting with visitors and
  encouraging them to ask questions.
  For educational/group tour days, tour guides are stationed throughout the gallery cars and
  visitors move in groups of 15-20 from car to car. In the galleries, the tour guide discusses the
  art in their specific section with each group passing through. Tour guides are provided a
  script of educational objectives, informational highlights and questions to ask the group.
  Please select volunteers for educational/group tour days that enjoy working with groups
  of children. The pace of tours on an educational/group tour day is faster than a general


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  public day. Typically, a group of 15-20 will enter Artrain USA every 15 minutes.

Scheduling the Volunteers
  Schedule tour guides in shifts of four hours. Refer to the table below for a sample schedule.
  For each shift please schedule 6 tour guides plus 1-Day Coordinator for educational tour
  days and 3 tour guides per shift for general public days. Day Coordinators are not required on
  general public days. Follow this formula for the total number of volunteers per day:

  Educational/Group Tours:
  6 tour guides per shift x 2 shifts=12 tour guides per day +1 Day Coordinator=13 volunteers
  per day

  General Public Tours:
  3 tour guides per shift x 2 shifts=6 tour guides per day (no Day Coordinators needed on
  general public days)
  Suggested Guide Schedules
            Open Hours                        Shift One                      Shift Two

         9:00 am - 4:00 pm                   8:30 - 12:30                   12:00 - 4:15

        10:00 am - 5:00 pm                   9:30 - 1:30                    1:00 - 5:15

        11:00 am - 6:00 pm                  10:30 - 2:30                    2:00 - 6:15

        12:00 pm - 7:00 pm                  11:30 - 3:30                    3:00 - 7:15
  Instruct tour guides to check in for their shifts with Artrain USA staff in the fourth railcar at
  the public exit door in Car 4.
  Locate your open hours in the above tables, then fill in the appropriate tour guide shifts on
  your schedules as detailed in the table (pages 51-52, Tour Guide Schedule).

Opening Reception
  You should also schedule tour guides to be available at your opening reception. These tour
  guides would follow the roles and responsibilities of the general public tour guides.
  For scheduling, they would need to arrive 30 minutes prior to your opening reception and be
  available up to 15 minutes pass your scheduled closing time.

Tour Guide Orientation
  Please schedule two orientation sessions - one in the evening and one during the day.
  The daytime orientation (typically scheduled the day before the opening reception) can be
  scheduled any time of the day. For example: if the opening reception is on a Wednesday
  night, set both the day and the night orientations for the preceding Tuesday. The evening
  orientation (typically scheduled the night before the opening reception) is commonly
  scheduled at 6:30p.m. or 7:00p.m. to accommodate people’s work schedules.


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   The room used for tour guide orientations must have enough chairs to comfortably
   accommodate the total number of volunteers. Inform the General Chairperson of the location
   and times of the tour guide orientations right away. This information must to be included in
   the General Checklist.
   Each tour guide MUST attend an orientation session, even if he/she has volunteered on
   Artrain USA during a previous visit. While the material covered is not difficult to learn, the
   hands-on training is essential to an effective and enjoyable experience. During the
   orientation, each tour guide is assigned a specific position, and is provided with information
   on logistics, what to expect, proper etiquette, how to prompt interaction, etc.
   Tour guides should review the online script prior to attending the orientation.
   If any tour guide absolutely cannot attend the orientation, please notify Artrain USA’s Tour
   Manager upon arrival and special arrangements will be made.
   Each session lasts approximately 60 minutes.

Notifications
   As early as possible, the Tour Guides Chairperson should mail or e-mail each tour guide a
   copy of the Confirmation Letter (see sample, page 50). Make copies of the letter, filling in
   all appropriate information for each tour guide. Sign-up each tour guide for an orientation
   session, their chosen shift, the train location, where to park and the name and phone number
   of the Tour Guides Chairperson. Include a map with directions to the train site as well as to
   the orientation.
   Artrain USA staff will distribute and review all necessary materials for tour guides at the
   orientation session.
   IMPORTANT: The Tour Guides Chairperson should place a reminder call to each tour
   guide a day or two before their shift. You would be surprised at how many people simply
   forget or schedule other appointments on the same day they have committed to volunteering
   for Artrain USA. For education tour days, the Tour Guides Chairperson may want to assign
   this task to the Day Coordinator so they have more direct contact with their tour guides prior
   to their scheduled day.
   Tour guides should be instructed to check in at the exit door at the giftshop/studio car (the
   second car from the end) for their shift.
   Tour guides will be given an Artrain USA nametag when they report for their shift.
   Artrain USA’s Community Relations Manager must be notified of any changes that occur in
   the guide schedule, orientation location and/or session dates or times prior to the train’s
   arrival.

After Artrain USA
   Send thank you notes to your volunteers!
   Give the Finance Chairperson a complete list of your expenditures and in-kind contributions.
   Make sure the final updated list of guides is given to the General Chairperson. The pool of
   volunteers recruited for Artrain USA may be called upon as a valuable resource for future
   community project.




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    Flyer Template for Recruiting Volunteers
          [Sponsoring Organization] Seeks Community Helpers!
                          A One Time Volunteer Opportunity


COMMUNITY VOLUNTEERS NEEDED
[SPONSORING ORGANIZATION] is hosting Artrain USA, the nation’s only art museum on a
train. We eagerly seek volunteers from the community to serve as tour guides for this one time
volunteer opportunity. A smile is the only necessary requirement! A training session is
provided to all tour guides to familiarize them with Artrain USA and their duties.

WHAT IS ARTRAIN USA?
Artrain USA, is the nation's only traveling art museum on a train. Artrain USA will be open in
[COMMUNITY NAME], [DATES & TIMES]. Our community will have a chance to view
Native Views: Influences of Modern Culture, a contemporary art exhibition which focuses on
how Native American artists are influenced by the popular culture of today and explores the
commonalities of Native and non-Native people in North America.

WHEN ARE TOUR GUIDES NEEDED?
[DAYS – DATES: Shifts: A.M. SHIFT and P.M. SHIFT]
[DAYS – DATES: Shifts: A.M. SHIFT and P.M. SHIFT]

TOUR GUIDE ORIENTATION
[DAYS, DATES, TIMES, at LOCATION, ADDRESS]. For directions call [CONTACT
PHONE#].


WHERE WILL THE TRAIN BE LOCATED?
[ARTRAIN USA LOCATION, ADDRESS]


HOW DO I SIGN-UP TO VOLUNTEER?
Please contact [TOUR GUIDES CHAIR PHONE # and/or E-MAIL]


Please visit Artrain USA’s website for more information regarding Artrain USA and the
exhibition Native Views: Influences of Modern Culture at: <www.artrainusa.org>




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                      Attention All Volunteers!

                 Are you interested in Art? Sharing? Native American culture?
                               ARTRAIN USA NEEDS YOU!
Artrain USA is delighted to present to [COMMUNITY] Native Views: Influences of Modern
Culture, a collection of contemporary Native American artworks, for four days in
[COMMUNITY], [DATES]. In order to make this a successful venture, we need help from
volunteers! The exhibition Native Views focuses on how Native artists are influenced by the
popular culture of today and explores the commonalities of Native and non-Native people in
North America. Artists featured include Marcus Amerman, Joe Baker, Jesse Hummingbird,
Alan Michelson, Melanie Printup Hope, Roxanne Swentzell and Kay Walkingstick. We hope to
share this powerful exhibition with the community by opening our doors to school groups,
clubs, organizations as well as the general public.
Everywhere Artrain USA stops, we seek volunteers to assist in a variety of ways. The only
requirement is a smile! We need volunteers to serve as docents/guides and to day coordinators.
You will be working with school-aged children, clubs and groups during the week and/or general
public on the weekend. A training session will be provided to familiarize them with the Artrain
USA environment and their duties.

DETACH & MAIL, FAX or E-MAIL THIS FORM - TO RESERVE YOUR SHIFT SLOT
TO: [NAME], [ADDRESS], [FAX], [E-MAIL]
FOR MORE INFORMATION CONTACT [NAME], [PHONE].
---------------------------------------------------------------------------------------------------------------------
NAME:___________________________________ ORGANIZATION:___________________
STREET ADDRESS: ___________________________________________________________

CITY, ST, ZIP_________________________________________________________________

E-MAIL & TELEPHONE:______________________________________________________
I WILL VOLUNTEER FOR A SHIFT ON: (circle) [MODIFY FOR YOUR COMMUNITY]
DAY 1 & DATE           SHIFT ONE                              DAY 1 & DATE           SHIFT TWO
DAY 2 & DATE           SHIFT ONE                              DAY 2 & DATE           SHIFT TWO
DAY 3 & DATE           SHIFT ONE                              DAY 3 & DATE           SHIFT TWO
DAY 4 & DATE           SHIFT ONE                              DAY 4 & DATE           SHIFT TWO

I WILL ATTEND VOLUNTEER TRAINING ON: (circle)
VOLUNTEER SESSION 1                                       VOLUNTEER SESSION 2
                                P L E A S E R E T U R N B Y [DATE]



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                               Volunteer Confirmation
Dear                                                     ,

Thank you very much for volunteering during Artrain USA’s visit.

Your shift(s) is (are) as follows:

                                              From                      to
                [Day / Date]                                       [Shift times]


                                              From                    to
                [Day / Date]                                       [Shift times]

You signed up for the volunteer orientation session on                        at
                                                              [Day / Date]         [Day / Date]
A few points to remember:
       The tour guide orientation is mandatory. While the material covered is not difficult to
       learn, the “hands-on” training is essential to effective guiding. You will be assigned to a
       specific gallery car and will be given an information packet with a script that you may
       keep to refer to, during your shift. Scripts are available to preview by downloading from
       Artrain USA’s website at www.ArtrainUSA.org.
       When reporting for your shift please enter through the exit door in Car 4 where an
       Artrain USA staff member will direct you to your assigned space.
       Wear comfortable shoes. The majority of your time will be spent on your feet.
       Due to cool temperatures in the galleries, bring a sweater or light jacket.
       Please return your information packet to Artrain USA staff when you finish your shift.
       If you cannot make your scheduled time, please contact Tour Guide Chairperson,
       [Name/Phone/Email] ASAP!

Again, many thanks for your efforts in making Artrain USA’s visit a success!

Sincerely,

[Name]
         Tour Guides Chairperson & phone/email


         Orientation location

         Artrain USA location

         Opening reception location and time
                             [It is valuable to invite your volunteers to the Opening Reception]



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          Educational/Group Tour Guides Schedule
                            Suggested Tour Guide Schedule:

      Open Hours                     Shift One                  Shift Two
   9:00 am - 4:00 pm                 8:30 - 12:30              12:00 - 4:15

   10:00 am - 5:00 pm                9:30 - 1:30                1:00 - 5:15

   11:00 am - 6:00 pm               10:30 - 2:30                2:00 - 6:15

   12:00 pm - 7:00 pm               11:30 - 3:30                3:00 - 7:15

Day:                                           Open Hours:

Date:
                  First Shift                                Second Shift

Time                                        Time
Guide 1                                    Guide 1

Address                                    Address

Phone/email                                Phone/email
Guide 2                                    Guide 2

Address                                    Address

Phone/email                                Phone/email
Guide 3                                    Guide 3

Address                                    Address

Phone/email                                Phone/email
Guide 4                                    Guide 4

Address                                    Address

Phone/email                                Phone/email
Guide 5                                    Guide 5

Address                                    Address

Phone/email                                Phone/email
Guide 6                                    Guide 6

Address                                    Address

Phone/email                                Phone/email
Day
Coordinator                                Address
Phone



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        General Public Tour Guides Schedule
                      Suggested Tour Guide Schedule:


Day:                                     Open Hours:

Date:
              First Shift                              Second Shift

Time:                                    Time:

Guide 1                                  Guide 1

Address                                  Address

Phone/email                              Phone/email

Guide 2                                  Guide 2

Address                                  Address

Phone/email                              Phone/email

Guide 3                                  Guide 3

Address                                  Address

Phone/email                              Phone/email




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