Arcadia Players - Volunteer Opportunities

Volunteers drive our organization. In addition to the many needs already served (see our volunteer acknowledgments) Arcadia Players is looking for volunteers in other areas as well. Help us run more smoothly, and have fun! If you would like to join our efforts in supporting live music, played and sung by gifted artists, please give us a call at 413-534-8888, or email us at info[at]arcadiaplayers.org with your area of interest. You will hear from us soon!

Arcadia Players Behind the Scenes

It appears seamless… you arrive at the concert, you purchase your ticket, are greeted by a friendly usher who hands you a program book. You may mingle with some friends, or wave hello to acquaintances. You settle into your seat and wait for Ian to take center stage. The applause… the dimming lights… and then the pleasure of this magnificent music begins!

But there are many tasks that have taken place months, days, and even minutes before the doors to the concert hall open. Volunteers manage Arcadia Players. From board members to ushers, these folks participate because they feel that Arcadia Players is an important cultural institution. For their efforts, they receive the satisfaction of community and of doing something worthwhile for that community. The performance this evening is their reward. It is their gift to all of us.

Database Management- Enter current relevant organizational data (ticket sales, contributions, advertisers, musicians, media, etc.) in the database at our office in South Amherst on a weekly basis.

Concert Management- Official host: arrive 1 ½ hours before each concert. Make sure the stage, box office and refreshments areas are in order. Welcome musicians and volunteers and give volunteers their assignments. Troubleshoot any problems in house front or back. Supervise the post concert cleanup.

Grant Writing- There is money available to growing non-profits like Arcadia Players. Foundations and government agencies require well-conceived and written applications and proposals when making their decisions regarding to whom to give. Special skills are needed in this area, and we welcome anyone who has these skills or is willing to learn.

Media Information Update- Annually in the early fall we update our media distribution lists. In a rapidly changing world, we try to keep up with change to make sure that our information is reaching the right person. This job requires getting in touch with all media sources and making sure that their information is current.

Venue Coordinator- finding the right venue for each concert is something that Arcadia Players does brilliantly. The venue coordinator speaks with the management of each venue, books dates, negotiates contracts makes sure they are honored and is a general “go-between” for Arcadia Players and the various churches, museums and concert halls where the concerts are held.

Newsletter Contributor-write a story; take an assignment; work with the marketing team that brings the Arcadia Players community news of the organization and upcoming season.

Poster Distribution-throughout the Pioneer Valley, one community at a time, posters will reach new concertgoers and remind old ones that concerts are to be heard. If ten people put up five posters each…

Program Book Contributor-Annually publishing the program book that you hold in your hands is an immense undertaking. From coordinating the ads, writing the articles, editing, proofreading making sure all is in order, requires many thoughtful eyes. Seeing the results is also very satisfying. Arcadia Players needs volunteers to help with this effort.

Ticket Sales & Distribution- whether staffing the office telephone at regular hours or picking up telephone or e-mail messages remotely, we speak with our concertgoers, accurately fill out forms, and prepare tickets for mailing or pick up at the door.

Refreshments Coordinator- Shop for supplies and provisions on concert days and bring them to the concerts one hour before it begins. Store supplies in your home until the next concert.

Appeal Letters- twice annually we ask our community for their financial support. The letters must be upbeat, succinct interesting and appealing.

Contribution Acknowledgements- we are grateful for all gifts given to Arcadia Players. We express this gratitude through letters of acknowledgement.

Press Releases- once a month we let the media know what we are up to. Concerts, fundraisers, special events are all publicized through interesting informative press releases.

Concert Reviews-Newspapers today have little money for this service, but they will often publish a review if an organization provides one. If you are skilled at reviewing, please let us know and we will provide tickets.

Musician Biographies- Encapsulate a lengthy curriculum into a compelling paragraph or two for press releases, etc. .

Program Notes- for deeply knowledgeable music lovers who know word crafting and would like to share their knowledge and insights with the audience through our program book or inserts.

Proofreader- much is written at Arcadia Players for community distribution. Mistakes are an embarrassment. We cannot have too many proofreaders.

Volunteer Management- Keep a current updated list of volunteers and the tasks they are interested in performing. Call the volunteers as they are needed to request their participation. Make sure that the volunteers are included in organizational social functions. At the end of the season acknowledge them for their help.

Special Events Coordination- Be part of a team of Arcadia Players fans who plan and implement wonderful outreach events such as last year’s ‘Music in the New England Colonies’, an outdoor picnic/concert that opened the season. We need help with the ‘End of Season Celebration’, a Cantabile concert followed by “pot luck” and auction at the Renaissance Center on Sunday, June 26. More special events are being planned for the future including a Baroque Octoberfest, and anything else that we may dream up for our audience’s enjoyment.

Board Member- if your interest in Arcadia Players goes deeper than helping with some of the above listed tasks, and you feel that you wish to make a real commitment to the governance of this organization, please let us know. We have a few board openings and are seeking individuals who have the time, energy and resources to take on this responsibility. Year round involvement is required. Attendance at monthly meetings is expected.