Olympia Film Society


🚨WELCOME, OFS VOLUNTEER DIRECTOR KELLY RAMIREZ🚨

We are excited to welcome Kelly to the OFS staff! Kelly is a recent graduate of the Evergreen State College, majoring in filmography and video production and minoring in psychology. She has been volunteering at OFS as part of our security team since last year. She has been an outstanding arts advocate and committed volunteer during the reopening of the Capitol Theater after the height of the pandemic shutdown. She loves music and movies and has expressed many fun ideas to support and appreciate our amazing volunteers!

Her onsite office hours are Thursday - Sunday, and can be reached via email: kelly@olympiafilmsociety.org


 
Updated:  March 11, 2022
Fill out an application today!

INDOOR MASKING & VACCINATION CARD IS REQUIRED  FOR ALL EVENTS AT THE CAPITOL THEATER

Current OFS covid protocols remain unchanged for indoor masking and proof of full vaccination for all guests, volunteers, and staff at the Capitol Theater. Protocols will stay in place at least through October 2022. OFS will review these policies on an ongoing basis, updating them and posting as conditions change. Our concern for public safety and the comfort of our patrons and volunteers comes first. We appreciate your patience. The Olympia Film Society will continue to be cautious and keep our health and yours the number one priority. The theater is currently selling at 100% capacity, 762 seats.

Due to the continuing COVID-19 threat, it is critical to continue protecting and supporting those individuals who are immunocompromised or medically vulnerable or who remain concerned for their own health or the health of their family or community. OFS encourages people to be kind and compassionate to individuals, students, and businesses that choose to continue wearing face masks.  Snacking and drinking should be done while seated in main room. 

OFS staff will continue monitoring and updating policies guided by the CDC, Washington State, Thurston County, and industry standards set by the National Association of Theater Owners (NATO), Arthouse Convergence, and the National Independent Venue Association (NIVA).

Plan according to this policy when coming to the Capitol Theater for volunteering, in-person concerts and screenings.

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updated: Sunday, August 22, 2021
Sunday, August 29th marks our return to the theater! Join us for our historic reopening. Log in to view available shifts. Please bring proof of vaccination and a matching photo ID with you for entry. We are thrilled to be back in the theater and hope to see you soon!
-Brooke Bolding
Volunteer Director
 
 
updated:  Monday, March 16, 2020
Additional notices more focused on volunteerism, programming, and creative programming ideas to combat the closure will continue to roll out…. thank you for all you do, we all have some tough times ahead us, but we’re a tenacious group, let’s take care of ourselves and our loved ones first. 
 
The Capitol Theater and the Olympia Film Society's box office and museum space will temporarily close until further notice. The reminder came during a Monday news conference when Governor Inslee announced a temporary statewide order to shut down restaurants, bars, entertainment, and recreational facilities due to the coronavirus. The order went into effect at midnight Tuesday. The rule would last for at least two weeks -- which would be March 31 — and we anticipate likely extending this time frame to 4 weeks, we will re-evaluate our options to reopen as time goes on.  For now, we will continue to follow the guidelines of the CDC and our state and local government.
 
Event cancelations reschedules, refunds, and exchanges will be available. If you have tickets to an event, you will receive an email notification directly or contact capitoltheater@olympiafilmsociety.org. The OFS staff will continue to post updates as they come in.
 
OFS will continue to deal with the economic blow caused by the pandemic for months to come. The revenue generated by the use of the theater for performances, concerts, movies, concessions, and bar sales are the building blocks of our financial health, the closure of the theater will halt this revenue stream entirely and have a lasting negative impact on the future of our operations. Your financial support is especially appreciated at this time, as it will help us compensate our hardworking and dedicated staff. By making a donationbecoming or newing a membership, or the online purchase of gift certificates and merchandise will assist us in reopening with minimal disruption to operations and programming
 
Stay vigilant friends, your safety and health is a priority to us.
 
Thank you so much for your continued support.
 
OFS Staff, Board of Directors, and Volunteers

Corona Virus Update: 03/11/2020 4:00pm

Volunteers, we want you to act safe and take caution. The first case in Thurston County was announced today at noon. OFS staff is taking extra measures to keep constant communication around the need for safety and operation updates at the forefront of this outbreak.

Volunteers - for those of you who may have compromised immune systems or want to stay home from your shift, please do. We ask that you remove your confirmation from any shifts you are signed up for. Programming will continue this Friday and Saturday with film screenings.   Film screenings will have a much smaller draw which is stated at 250 or more by Washington State Governor's office. 

Again, please do not risk yourself or others. We will have your shifts covered. More updates soon. 

More information regarding regularly scheduled screenings and smaller events will be forthcoming. Stay tuned on your emails, and feel free to check in with staff on any questions you may have. 

Stay diligent, 

Audrey 


 

Due to our collective concern for the well-being and safety of our community, the Bikini Kill shows on both 3/13 & 3/14 have been canceled. While protective measures, education, and resources have been provided to the staff and volunteers, the number of guests attending the show exceeds the suggested capacity during COVID-19. Both benefits will be rescheduled in either October or November. News on those dates will be announced shortly. In the interim, refunds will be designated to parties who cannot make the future dates. Bikini Kill, Interfaith Works, and the Olympia Film Society thank you so much for your understanding. 


Corona Virus Update: 03/11/2020 2:00pm

Volunteers, we want you to act safe and take caution. The first case in Thurston County was announced today at noon. OFS staff is taking extra measures to keep constant communication around the need for safety and operation updates at the forefront of this outbreak.

The Capitol Theater will remain open for film screenings, for now. Larger events are being rescheduled and these show and new dates will be rescheduled in line with Washington State Thurston County safety guidelines.   We will continue to update you to identify which events are being postponed/rescheduled.   

Rescheduled Events at this time include:

3/13 & 3/14 - Bikini Kill: postponed to fall 2020. No new dates announced yet. Tickets will be honored. 



Posted:  03/03/2020 11:00am
 

OFS staff and volunteers are taking extra precautions to keep the theater clean.  We want to remind you to wash your hands with soap and hot water for 20 seconds. Wipe down counters, doorknobs, and light switches before, during, and after your shift; including toilet handles, handrails, spice jars, and the drinking fountain.   

We've provided each floor with additional cleaning supplies and wipes in the box office.  As a public space, we need to be extra aware of our surroundings and guest needs, the most important thing you can do to keep yourself and others safe is to stay home if you are sick and wash them hands thoroughly!  Thank you! 


Pardon our mess folks!  While we're in transition and getting the theater ready for your new Volunteer Director, the VMS system will be a "little messy" - if you have a weekly shift and you don't see it listed here, it's still happening!

If you are new to OFS, sign up as directed and our new Volunteer Director will reach out to you when they arrive mid March!

Thank you for your patience, 

Audrey, Executive Director

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Mission Statement

Olympia Film Society - Volunteer Handbook

 

A. INTRODUCTION

 

Volunteers are the heart of the Olympia Film Society (OFS). Volunteers staff every movie we screen (roughly 14 per week). That adds up to more than a hundred Volunteers each week. And that's only the beginning. Volunteers also play a crucial role in theater maintenance, housekeeping, graphic design, web design, promotion, and administration. Not to mention our Volunteer Board of Directors (BOD).

 

B. SUPERVISION

 

Volunteers operate under the supervision of the Volunteer Director (VD), according to the policies, principles, practices, and budget of the Olympia Film Society. 

 

C. ELIGIBILITY

 

Any person may request to volunteer at OFS by contacting the VD and/or using our online Volunteer Management System (VMS). All volunteer requests will be reviewed on a non-discriminatory basis (see Non-Discrimination policy in our Bylaws). Training is required. OFS reserves the right to refuse Volunteer requests. 

 

D. VOLUNTEER MANAGEMENT SYSTEM (VMS)

 

1. ABOUT

 

OFS uses an online database to schedule and track volunteer activities. All volunteers must use the VMS to sign up for, confirm or decline shifts. 

 

To log in or signup for the VMS, please click here or visit www.app.volunteer2.com 

 

2. HOW TO SIGN UP TO VOLUNTEER

 

Once you are logged in to the VMS, click on Sign-Up, then click on an Activity to view & select available shifts. Save your selections. You can view your schedule on the Assignments page. If everything looks correct, please Confirm your shifts to ensure we have our signals straight.

 

3. HOURS LOGGING

 

Hours logging is also required. Board/Committee and Office/Admin Volunteers log their hours (on the Hours Log page). Lobby Supervisors and House Managers log film/Event volunteer hours.

 

4. BACK-UP LIST

 

While logged in to the VMS, click on Sign-Up, then click on an Activity. At the bottom of the screen, you can click "Add me to the backup list in case you ever need extras." You may be contacted if we are short-handed or another volunteer is looking for a sub.

 

5. CANCELING A SHIFT & FINDING A SUB

 

If you cannot make your shift, simply Decline that shift on the Assignments page of the VMS. You are not required to find a sub, but we encourage you to do so via email, phone, or in person. It's another way you can help support OFS.

 

a) Email - Compose a personalized request for a sub, send it to the VD, and they will forward it to the appropriate volunteers.

 

b) Phone - The VD can email you a phone list of potential subs.

 

If you can find a sub, just ask them to sign up on the VMS. In many cases, a volunteer will claim the shift without any urging.

 

Please note, that you will not be able to Decline a shift on the VMS within 24 hours of the start time. Instead, please call our VD’s Cell at (360) 932-8779

 

E. IMPORTANT INFO 

 

1. VOLUNTEER BLOG

 

The Volunteer Blog is a resource for all Volunteer news, information, updates, changes, announcements, reminders, etc. The idea is to have all the essential info in one place, archived and searchable online. Please check the Volunteer Blog regularly, especially before your shift. 

 

2. WEEKLY SHIFT

 

If you are interested in volunteering as a Projectionist, Lobby Supervisor, Box Office cashier, Concessionaire, or Ticket Tearer, we encourage you to commit to a Weekly (recurring) shift. Having a regular shift makes scheduling easier on everyone, helps develop teamwork, and puts you on track to earn Perks.

 

To inquire about a Weekly shift or find out what is currently available, contact the VD. 

 

3. PRIVACY

OFS does not sell, trade or otherwise transfer to outside parties your personally identifiable information. We may release your information when we believe release is appropriate to comply with law, enforce our policies, or to protect our or others rights, property or safety.

 

4. CONFIDENTIALITY

 

OFS tools such as the VMS, social media accounts, and official email accounts contain privileged information and are strictly to be used for OFS business.

 

5. MINORS

 

Any Volunteer under the age of 18 either needs to be accompanied by a parent/guardian or provide written permission from a parent/guardian.

 

6. SPECIAL NEEDS

 

For safety reasons, please notify the VD if you have any special needs, disabilities, or serious medical conditions. 

 

F. PERKS

 

1. BUILD YOUR RESUMÉ

 

Volunteers can gain experience and develop skills to list on job applications and resumés. With permission, an OFS staff member can be used as a professional reference. You can also request a letter of recommendation.

 

2. AFTER A SHIFT

 

Volunteers who have completed their shift and been released by their OFS supervisor are allowed to enter the film/event that is taking place. This perk is non-transferable; it only applies to the film/event that the volunteer helped operate. Subject to space limitations.

 

3. GOODIES

 

Have an after-shift complimentary popcorn with all the fixin’s - please wait until after your shift.  For most concerts, a quick dinner is served to volunteers during a shift break. Parties, volunteer merch, and special volunteer-only screenings and recognition events happen throughout the year. 

 

4. MEMBERSHIP CARD

 

Volunteers who complete 16 hours of service (separate from hours completed in exchange for Show Cards, if applicable) will receive a Membership Card, valid for 1 year. Volunteers can also opt to purchase a Membership Card at any time.

 

Membership Card holders receive:

 

  • Discounts on film admission and certain OFS concerts and special events*

  • A subscription to the OFS weekly email newsletter

  • A subscription to the OFS program guide, mailed to you every 6 weeks, if requested

  • Entrance to members-only screenings and events*

  • Voting rights at the annual OFS membership meeting and Board election*

  • Recognition in the annual Olympia Film Festival program guide

  • Discounts at our partner theaters nationwide*

 

*Please present your Membership Card at the box office.

 

Additional benefits apply to higher level members. Please see our website for more details. 

 

5. SHOW CARD

 

Show Cards are available to OFS Members only. 

 

Members who complete 16 hours of service (separate from hours completed in exchange for a Membership Card, if applicable) will receive a Show Card, valid for 3 months from the date of issue. 

 

Volunteer another 16 hours, turn in your old Show Card and receive a new one, valid for 3 months from the date of issue. Repeat. 

 

Unless otherwise advertised by OFS, Show Cards may only be used for:

 

  • Unlimited free film admission with one accompanying guest


  • A spot on the guest list for special events - such as live performances, one-time film screenings, theater rentals, and festivals. Subject to availability.* Does not include a plus one.

  • 20% discount on concessions & merchandise - not including alcohol.

  • Complimentary popcorn with all the fixin’s after your shift.

 

Show Cards are non-transferable. The person named on the Show Card must be present and attend the event in order to use the card. Show Cards hold no monetary value.

 

Show Card holders can get discounted admission at participating movie theaters.

 

Additional benefits may be added at the discretion of the Executive Director (ED). 

 

G. ACCOUNTABILITY

 

OFS appreciates the contribution freely given by its volunteers. Our sustainability rests on the values and standards maintained by our staff and volunteers. Together they represent the organization to the public. This section explains the process by which OFS staff can assist volunteers in providing quality service. It also describes the actions that will be taken in the rare event when a volunteer does not meet OFS standards for conduct and reliability.

 

1. PROCEDURE

 

In cases of unsatisfactory performance or misconduct, the VD will meet with the Volunteer to discuss how the Volunteer could make improvements and/or adjust their behavior.

 

If the unsatisfactory performance persists or the misconduct recurs, the VD will fill out a VD Notice. The VD will give copies of the completed VD Notice to the Volunteer and the Executive Director. Any Volunteer who receives three VD Notices will be dismissed and have their Show Card revoked. 

 

Types of unsatisfactory performance include but are not limited to: 

 

a) Incomplete tasks or gross inaccuracy

b) Poor customer service

c) Poor communication with direct supervisor or Staff

d) Negligence or failure to follow OFS policies and/or procedures

 

Types of misconduct include but are not limited to:

 

a) Lack of cooperation, or undermining Staff or Volunteers

b) Disruptive, rude, disrespectful, or negative behavior toward anyone

c) No Call No Show or canceling a shift within 24 hours of start time for a non-emergency/illness

d) Tardiness or leaving early

 

Certain types of misconduct will result in immediate dismissal and loss of your Show Card, including but not limited to:

a) Illegal activities

b) Abusive behavior, such as physical violence, threats, bullying, or name calling 

c) Sexual harassment (see sexual harassment policy)

d) Bringing firearms or weapons into the theater

e) Theft or misuse of OFS property, resources, or privileged/confidential information

f)  Intoxication from alcohol or any drug

 

2. APPEALS

 

Volunteers who have been dismissed may make a written appeal to the ED within 7 days of receipt of the third and final VC Notice. The ED may meet separately with the VD and the Volunteer before making a decision. If there is a meeting, the Volunteer may be accompanied to the meeting by a support person of their own choosing.  

 

The ED will convey their decision to the VD and the Volunteer within 7 days of meeting with the Volunteer. The ED's decision is final. 

 

If the ED was one of the parties involved in the incident that led to the dismissal, the Executive Committee will handle the appeal.

 

3. CONFLICT RESOLUTION

 

See Conflict Resolution Policy.

 

4.  COMMUNITY CODE OF CONDUCT

See the Community Code of Conduct and sign. 

 

H. AWARENESS

 

The VD is responsible for making sure all volunteers receive a digital or paper copy of this Volunteer Handbook.

 

I. SUBJECT TO CHANGE

 

This document is subject to change at the discretion of the ED.

 

 

DRAFT prepared by Volunteer Coordinator - 6 feb 2015

Revised by VC with input from EC, Staff & Volunteers - 9 feb - 13 mar 2015

Revised by Executive Director and Volunteer Director March 2022