2017 Volunteer Information

Friday, October 6th through Sunday, October 15th, 2017

Thank you for your interest in HSDFF’s volunteer team! Volunteers are vital for the success of the festival. As a nonprofit organization, volunteers are absolutely instrumental in enabling HSDFF to produce our annual October film festival.

Volunteers provide the connection between the Hot Springs Documentary Film Institute and our community. Volunteers are often our best ambassadors as they spread positive information about what we are doing and why HSDFF needs support. Volunteers are familiar faces- the ambassadors who help make our audience and guests feel welcome. The Volunteer Coordinators this year are listed below with contact info. They will be your primary contactand will coordinate recruiting, scheduling, orientation and communication for the volunteers.

Register to Volunteer Here:

Kim Everharteverhart@cablelynx.com 501-844-7457 (Volunteer Coordinator)

Helen Bumpashelenbumpas@gmail.com (Transportation Coordinator)

Sheryl Santacruz: Sheryl@hsdfi.org (Director of Box Office)

Gabe Gentry: gabe.gentry@gmail.com (Events Director)

Jen Gerber: jennifer@hsdfi.org  (Interim Executive Director)

Mindy Van Kuren: mindy@hsdfi.org (Operations Director)


Training for Festival Volunteers:

VERY IMPORTANT for all new volunteers to attend. You must attend one or the other or make another arrangement with Kim. The volunteer training will be held at the Hot Springs Chamber of Commerce.


Thurs, Sept 28th at 6:00-7:00PM (Chamber of Commerce)

Sat, Sept 30th at 1:00-2:00PM (Chamber of Commerce)


Walk-through for Volunteer Positions at the Arlington Hotel:

We will be holding a walk-through of the festival venue (mezzanine level of the Arlington Hotel)  for volunteers that have already been signed up via signup genius and approved for the week of the festival. This will provide HSDFF volunteers to better understand the logistics of the festival and how each volunteer position functions.

 WALK THROUGH: Thurs, Oct 5th 5:30 at the Arlington

Dress Code:

HSDFF volunteers must wear dark or black jeans or black pants or skirt. You will be given a festival T-shirt and a volunteer apron to be worn during your shift. You must return the apron at end of shift, and you may wear your T-shirt or a white shirt during your shift. This will identify you to our guests as someone they can approach to ask questions. We want to look professional and presentable when on shift.


Parking can be a bit of a challenge. There are a few specific areas where volunteers are able to park. The City of Hot Springs offers free parking at the Exchange Street Parking Garage (128 Exchange Street) and is a short walk to the hotel. The Arlington Hotel also provides free parking in the parking deck located behind the hotel.

Volunteer Benefits:

When you report for your first shift, you will receive an HSDFF festival T-shirt. When you volunteer for two 4-hour shifts, you will receive a day pass for one day of screenings.  Also, we will have a Volunteer Appreciation Party after the festival. (Date to be determined) This event is invitation only and we’ll have food and beverage at the event to celebrate the completion of a successful festival.

Keep track of your Volunteer hours:

A sign-up sheet will be available online with a place for the volunteer’s name and hours worked. Please track your hours-including travel time. They add up quickly and documentation of our annual volunteer hours is helpful for strategic planning and grant submissions.

Volunteer: Job Descriptions


Box Office & Ticket Sales: This individual is responsible for managing ticket and festival pass sales at the Arlington Hotel box office and providing high quality service for guests. Volunteers greet and help direct patrons attending the festival and are available to answer questions.

Must attend mandatory training session and be able to work at least 3 shifts.

●      Sell single tickets, day passes and festival passes.

●      Use ticketing system with IPad

●      Know film schedule

●      Know basic cash handling procedures

Theater Attendants: This individual is responsible for standing by the theater doors directing festival patrons and providing information regarding film screenings. Theater attendants will be required to retain information about timing, theatre rules, and festival programming, and should be polite and courteous to festival patrons.

●      Count heads in theater

●      Be familiar with emergency exits and procedures

●      Stand at door of theater to greet guests

●      Make sure guests condense seating during crowded films

●      Stay in theater throughout screening to monitor

●      Assist late comers with flashlight

●      Clean up large debris in Theater

●      Lost and Found items

●      Hand out award surveys at exit (if instructed to)

●      Make sure that VIP’s and Sponsors are directed to the proper seating area in theater.

Concessions & Merchandise Sales: This individual is responsible for selling festival merchandise and concessions to patrons.

●      Make and sell popcorn

●      Sell snacks, soda, and water

●      Sell T-shirts, earrings, posters, etc.

●      Keep stock filled

●      Know Basic Cash handling procedures

●      Clean up station as needed

VIP Lounge Host: This individual is responsible for ensuring the highest quality customer service is provided to All-Access Passholders including visiting filmmakers, special guests, sponsors, and individual passholders in the VIP lounge at the Arlington Hotel. This position is responsible for providing courteous, informative and friendly interactions with all passholders in a welcoming and comfortable environment.

●      Ensure VIP Lounge is presentable and welcoming

●      Stock and organize display of food and beverages throughout shift

●      Check passes to ensure that no one is entering the lounge without the right credentials

VR Lounge Host: This individual is responsible for ensuring the VR lounge experience is welcoming, organized and easy for participants to use.

●      Ensure VR Lounge is presentable and welcoming

●      Ensure VR Gear is charged and working properly

●      Educate the our guests on how to use the VR gear

●      Assist in smooth transition between guests

Projectionist: (Paid $8.00/hr) This individual is responsible for overseeing the playback of the films during the screenings. This is a high pressure, tech savvy job that requires experience on MAC computers, comfort operating event sound and projector equipment, interacting with filmmakers and moderators and insuring that the films play on schedule.

Must attend mandatory training session at 4:30PM, FRIDAY, OCT 6th in the Arlington Ballroom. Required to work at least 3 shifts. If you fail to appear for a shift, you will be immediately terminated from your position as a projectionist.

●      Execute playback of films

●      Oversee quality of projector and sound during screenings

●      Communicate with Tech Director about any issues during screening

●      Be a MAC computer user

●      Remain calm under pressure

Events Volunteer:  This individual is responsible for assisting the Events Director (Gabe Gentry) with load in, load out and clean up for the evening parties. There are various positions available in the events team:

●      Ensure event set up is presentable and welcoming

●      Door Manager: Check passes to ensure that no one is entering the party without the right credentials. At some parties may need to sell tickets at the door. (Tech Savvy)

●      Load In/Load Out and clean up crew (Heavy Lifting)