Do's & Dont's

I know this is wordy and long - but given what we are accomplishing together, it works. Please take the time to read this and honor the requests there-in.

1. 1.If you have been ‘confirmed’ for a Crew Call stint, [i.e. we confirm a) that we have received your email and b) we have confirmed specific (if not all) dates you are booked in as crew] … then, assume it is ON unless you receive an email by 12 PM on the day of an evening crew call or 7 PM on the night before an a.m. crew call. We may infrequently miss this deadline and in that instance, just do attend at the crew call time if we have confirmed you in writing. If there is a change at the last minute … we will call you or text you as well as email. Just assume that it is ON unless you’ve received a ‘stand down’ email [or text if it’s closer to show time when the change happens.]
2. 2.When you arrive to the Control Room at the CREW CALL requested time, please do put on a VERSO CREW badge for the entire duration of the crew call [hanging up inside the Crew Cupboard just inside / left of the 1st control room door].
3. 3.You can put your coats or bags in that cupboard. Generally we ask that you keep your belongings to a minimum.
4. 4.Please do NOT bring belongings, coats, food or drink* (other than water in a sealed bottle) into the inner control room and NEVER put your food or drink including water on the control room desks or equipment rack. * Note, while sometimes staff might do this from time to time - it is NOT okay for ‘crew call’ to do this.
5. 5.Please do bring your own water bottle which can be filled up through the water fountains near the restrooms.
6. 6.Please do NOT enter the Control Room outside of your confirmed Crew Call Times. If you arrive early please do wait in the Forum. We often are working on other projects, shoots, etc, and need this room to be kept clear.
7. 7.Please do not bring your friends, partners etc into the control room without my permission … and generally we prefer you do not even ask for this when it is 1 hour or less to ‘show time’. Meanwhile, when we are not mid or approaching show time, I’m delighted to welcome you to ask this for your friends or partners for a quick tour / visit.
8. 8.Please do not show up for a crew call stint that you are not specifically confirmed for by email … for that specific date. You are welcome to email if you are unsure, to VPT@westportlibrary.org, however do not enter the control room if you are not confirmed as crew for that specific event. ‘Other confirmed crew’ are not authorized to ‘authorize you’. I do ask that you liaise only via VPT@westportlibrary.org.
9. 9.Do take the time to look up the event you will be crewing on the Library’s website - you will be better crew if you understand the context and content of what is about to happen. https://westportlibrary.org/events/
10. 10.Upon start of your crew call stint … Prior to an event start, always make sure you know what is the ‘run of show’ and whether this is being recorded only or recorded and live streamed … [if you are not told, ask me!] so you know how many people are being filmed, where they will be located, will they be moving around on stage, will there be audience questions and from where, and what are the likely 1st, 2nd and 3rd camera shots upon event start … that need to be prepared for.
11. 11.During Crew Call - GENERALLY - the person to direct questions to is ME or the person I designate if applies. Especially on busy or large events and/or in the 60 minutes prior to show start, it is important that questions are NOT directed to Programming and / or Audio crew - as they are focused on the Talent, Mic’ing Up the Talent, Security, Patron needs etc.
12. 12.If a patron or talent or even other staff or even Library Leadership makes a request of you, [i.e. turn down the lights, up the sound, etc.] please direct them to the Programming Lead on the night, and/or me. Not Travis, not ‘the talent’, etc. If it is a question you can easily answer by all means do so, but otherwise, please direct them to the Program Lead [or me] on the night. I.e. Alex, Jennifer Keller, Kerri etc … Do NOT take action to go fetch a pencil or solve their problem - stay on the task you have been given and direct them to programming. You can politely say, “I’d like to help, however I have been asked to stay on task, I’m sure the Programming team are happy to help, and I think they are … [for ex] in the Forum, or will be back shortly …”
13. 13.If you are managing a camera on the Forum floor, and a patron or library staff get in the way of your shot … remember, the crew in the control room can and will immediately take another shot. ALWAYS [despite how frustrating it may be when someone seems to be repeatedly blocking your shot] remember to be polite and friendly. This is about creating and spreading good and being a good community. =)
14. 14.By all means ask other crew if you need help on something - but please - if you are crew - do not impose your knowledge on other crew unless they specifically request it or I have requested it.
15. 15.At the end of your Crew Call, please do return the VERSO BADGE to that cupboard and take all your belongings [coat, water bottle … everything!] … with you. After you read this whole doc, send a reply email - with only one word ‘FEST’ =) [yup it’s a test]
16. 16.Please leave the area where you have been assigned impeccably clean and tidy, with all garbage thrown away, and … with the seat pushed in [if applies].
17. 17.If you are managing a camera on the Forum floor, please be very conscious of not stepping on cables, do ensure that the connectors on the ends of the cables are protected and ensure that the connections to the camera are not subjected to force or strain. These are vulnerable and cause issues when mismanaged.
18. 19.Finally, if something comes up that impacts your ability to do the Crew Call that you have signed up for, it’s OK! Please just email using this email address [VPT@westportlibrary.org] and let us know. I regularly get my emails and that is the easiest way for me to have all crew call activity in one location. (Please do not text me)
19. 20.Confirming my request here - unless it’s an emergency - please don’t text - please use VPT@westportlibrary.org. I know we all use text … but for me I am more likely to miss a text than to miss an email … I regularly get my emails and will receive your message. Importantly, it is also the only way I have all the information about crew activity in one location.
20. 21.And, if during your crew call stint you come across a piece of equipment that seems faulty - please make a note of the specific item Part Number etc, take a photo or two, and by all means tell me at the completion of the evening. What would also be helpful is that night or next day … send VPT@westportlibrary.org a brief email recapping what you encountered. Including a close up pic with your phone, including of the P/N or serial number of the affected piece of equipment, would be helpful in that email.
21. 22.One last note: Protocol if your Crew Call stint ‘CALL TIME’ is before the library opens: Please note / be conscious of library opening hours around your confirmed Crew Call Stints, i.e. typically Sunday’s opening time is 1pm. If you arrive per the Crew Call ‘Call Time’ - and the library is closed, and are questioned about entering the library outside of library hours - very politely and in a friendly way, please advise them that you are a “Confirmed Verso CREW CALL participant - for a Call Time of X - with David Bibbey”. Note: This only applies for your confirmed Crew Call Arrival Time and should not be expected of times earlier than your Crew Call confirmed arrival time.