Tempest Theatre: Volunteer Policy

Executive Summary

Tempest Theatre & Film Society is built on the commitment and creativity of its volunteers. This Volunteer Policy sets out the expectations, standards, and commitments that guide volunteer participation at Tempest.

Volunteering here means more than “helping out.” Volunteers are part of the artistic and community vision of the society. They shape the experience of audiences, support artists, and contribute to the safe and professional operation of the theatre.

This policy explains the roles volunteers may take on, the standards of conduct and safety that apply, and the processes used to ensure fairness and accountability. It also confirms the society’s commitments to its volunteers, including recognition, opportunities for growth, and a safe and respectful environment.

The policy is designed to be clear, practical, and aligned with best practices in the arts and non-profit sector. It incorporates Tempest’s values of creativity, respect, and community while ensuring that legal, safety, and organizational requirements are met.

By volunteering with Tempest, individuals agree to follow this policy and any related policies the society may implement or update from time to time. In turn, Tempest commits to providing clarity, support, and appreciation for every volunteer contribution.

Welcome to Tempest

Before we talk about responsibilities and expectations, we want you to know that your contribution is deeply valued. To volunteer at Tempest is to share in the same vision that guides our theatre: work that inspires, challenges, connects, and entertains. We are proud to have you alongside us.

As a black box theatre, we work in a space defined not by elaborate sets but by the reach of the imagination. For us, creativity and expression are not luxuries but essential human values, worth protecting and nurturing at every turn.

The goal is for the creative process to draw people together across differences, opening space for reflection, and reminding us that shared experience still matters. Volunteers are vital in this. We couldn’t sustain the energy, focus, and care our productions demand without the time and commitment you bring to this place.

This policy sets out how we work together to make that possible. It explains what you can expect from us, what we ask of you, and the values that guide our approach. You are stepping into a professional environment that thrives on both high standards and a genuine sense of community, and we’re glad you’re here.

This may seem like a long document, and admittedly it is detailed – but hopefully it’s a smooth read. it’s important that everyone on the team is aligned and working effectively together, and clarity on these items is how we accomplish that.

Purpose and Scope

This policy is intended to provide clear guidance on roles, responsibilities, and expectations, while also reflecting the values and standards that define our theatre.

It applies to all volunteers, whether you’re here for a single production or part of our ongoing operations. The scope includes every area where volunteers contribute: front of house, backstage and technical support, administration, creative assistance, and facility care.

This is not just about tasks. It’s about building an environment where each person can do their best work and feel part of something worth doing.

Our Culture and Standards

Let’s be clear: the arts matter. They matter in ways we are still discovering and articulating. They don’t just fill time or decorate an evening. They have the power to shift people, to open doors inside us, and to change the way we see the world. Let’s face it: we need more of that in this day and age.

Because the work is powerful, we treat it with respect. At Tempest, professionalism and imagination go hand in hand. We aim for an environment where people feel safe, welcomed, and supported, but also challenged to rise to a high standard. The quality of our productions (whether bold original works, site-specific experiences, or exploring published texts) depends on every person contributing with focus and integrity.

Our culture is defined by three promises: respect, clarity, and excellence. Respect means honouring each other, our audiences, and the space we share. Clarity means knowing your role, your responsibilities, and how to ask for help. Excellence means bringing attention and care to every task, from the smallest backstage detail to the most visible moment in front of an audience.

This blend of inspiration and discipline is what makes Tempest distinctive. By joining us, you become part of a culture that values the transformative potential of the arts and holds itself accountable to deliver it at a professional level.

Roles & Volunteer Pathways

Volunteers step into many different roles, each with its own focus but all contributing to the same goal: creating professional, transformative theatre. Some roles are public-facing, some are behind the scenes, and some are part of our growing work in media and production. Together they form an ecosystem that supports every performance and project we take on.

An event doesn’t begin on stage. It begins the moment people walk in the door. Event volunteers shape that first impression, helping the audience feel welcome, settled, and ready for the performance. They also create the lasting image of Tempest that people carry with them after the event. By setting the tone, keeping things running smoothly, and caring for the details, event volunteers make the experience seamless, professional, and memorable from start to finish.

Beyond events, volunteers also support the ongoing care of our space, help with administration and outreach, contribute technical and creative skills, and assist in media production. Each of these areas has roles suited for newcomers as well as more experienced participants.

Pathways are built into this structure. A volunteer may start in a simple supporting role (welcoming audiences or helping set up the space, for example) and, with experience, take on greater responsibility. That might mean ultimately leading front-of-house, running technical equipment, assisting with stage management, or supporting Tempest’s media projects. Clear training and mentorship allow volunteers to progress in ways that match their interests and abilities.

Backstage volunteers are expected to respect the discipline of performance: keeping silence in work areas, following cues, and never interfering with performers’ work or the run of a show. Front-of-house volunteers are the first point of contact for audiences and set the tone of each event. Their professionalism, warmth, and attention to detail shape the way Tempest is experienced and remembered.

In this way, volunteering at Tempest is not static. It’s an invitation to grow: to learn new skills, to deepen your involvement, and to see your contribution expand alongside the company’s work.

Eligibility & Commitments

Volunteering at Tempest is open to people who share our values and are ready to contribute with reliability and care. We welcome individuals from diverse backgrounds and experiences, provided they meet the basic requirements of safety, professionalism, and respect for others. Some roles have specific conditions — for example, bar service requires a valid Serving It Right certificate, and working at height requires safety training and clearance.

All technical roles (whether in lighting, sound, cameras, computer systems, or outreach) may require additional training depending on your skill level. We provide the orientation and role-specific training needed to keep the work safe and consistent, but we are not a vocational school. Volunteers are expected to bring sufficient base skills (and to learn and study on their own time) to step into their chosen role with lean training and perform it competently.

That said, genuine interest and commitment also matter. For those who are enthusiastic but new to a particular area, there is a pathway: beginning with observing and shadowing, then assisting under supervision, and eventually taking on responsibilities as skills develop. We are glad to mentor keen individuals, provided that learning happens safely, at a sustainable pace, and without guarantees of specific outcomes.

Every volunteer makes a clear commitment when they accept a role or shift. That commitment means showing up on time, meeting the responsibilities of the role, and being prepared to focus. The Scheduling & Reliability section of this policy sets out more specific expectations around scheduling, cancellations, and communication.

Scheduling & Reliability

When a volunteer accepts a shift or role, that acceptance is a commitment the rest of the team relies on. Reliability is one of the most important qualities a volunteer brings to the organization, and patterns of unreliability affect everyone.

If you are unable to fulfill a scheduled commitment, notify the project or event lead as early as possible and no later than 24 hours before your shift, except in genuine emergencies. Where feasible, assist in finding a replacement. A pattern of late cancellations, no-shows, or unfulfilled commitments will prompt a conversation with leadership and may result in reassignment or removal from the volunteer roster.

Scheduling methods will vary by project and event. The project or event lead will communicate the method being used for a given production or activity, whether that is a shared calendar, a group message, or direct communication. Volunteers are expected to monitor and respond to scheduling communications promptly.

Leadership & Decision Rights

Tempest is collaborative by nature, but collaboration only works when decision-making authority is clear. Overall authority across the organization rests with the Artistic Director, who holds responsibility for the vision, standards, and final decisions.

For each project or event, specific leadership roles are assigned. For example, someone may be designated to oversee front-of-house, to manage performers and backstage activity, or to supervise technical work. Whoever is assigned to a role in a particular project or event has the authority to make decisions in that area, and that authority is to be respected. In some cases, one person may hold more than one role, but the responsibility attached to each role remains the same.

Volunteers are expected to follow the direction of the designated lead in their area while on shift. At the same time, no one is ever expected to work in the dark. If something is unclear, whether it’s how to complete a task, where to be, or what standard to follow, the right step is to ask. There is no shame in needing information; the real risk comes from staying silent. Clear respect for decision rights, combined with open questions when needed, keeps people safe, prevents mistakes, and allows the work to move forward at a professional standard.

Onboarding

Onboarding is how we make sure a prospective volunteer is a good fit with Tempest’s energy, focus, and vision. It is both a welcome and a check-in: a chance to understand your interests, ensure you know what we stand for, and confirm that expectations are clear on both sides.

Every volunteer completes a sign-up and acknowledgment form that provides the basic information the society requires, including contact details and an emergency contact. By completing this form, volunteers confirm that they have read and agree to follow Tempest’s policies (including this volunteer policy), rules, and guidelines. The acknowledgment is a condition of volunteering and must be completed before any volunteer activity begins.

No volunteer begins work until they have completed an orientation. Orientation introduces the space, the people you’ll be working with, and the essentials of safety and culture. In some cases, orientation may occur quickly just prior to an event.

This step formalizes your place in the company and ensures that you begin with clarity, knowing what is expected of you, and what you can expect in return.

Training & Safety

Safety is not optional at Tempest. It’s what allows the work to happen at all. Everyone who volunteers here is expected to treat it as part of the job, no matter the role.

General Safety

The theatre has two main levels plus a mezzanine control area, with five clearly marked exits. In an emergency, volunteers should respond calmly and use judgment: some situations may call for evacuation, while others require staying in place and contacting the appropriate responders. Current emergency contact information is posted in volunteer areas (mezzanine, kitchen, bar area, green room).

Certain locations at the theatre carry extra risks. The tool room and boiler room, for example, contain tools, electrical terminals, and stored materials. Volunteers should not enter these rooms unless they have a specific task, know exactly what they are doing, and understand how to do it safely. When in doubt, stay out. If you see any technical object, whether cable runs or equipment, unless you understand exactly what it is, what it does, and who needs it, do not touch or disturb it (unless needed to clear a current danger and no technical staff are available). Contact technical staff right away. The object may present unknown hazards or disrupt performance technology.

Disruptive People

Disruptions can come from different sources: sometimes from people who enter the building without authorization, and sometimes from guests who hold tickets but become impaired or disruptive during an event. In either case, volunteers must never try to handle the situation alone or escalate it. The priority is safety.

If you encounter a disruption:

• Stay calm and keep your voice steady.
• Be direct and assertive about boundaries (for example: “You need to leave now”).
• Do not argue, do not put yourself in harm’s way, and never attempt to physically remove anyone.
• If you are not comfortable handling the situation, immediately find another volunteer or theatre staff member to help.
• If no theatre personnel are available, call for official help (RCMP).
• Once safe, let the lead on duty know what happened and follow up with a short email description of the event and how it was resolved, so there is a record for future reference.

Working at Height

The theatre has a single ladder that reaches the lighting grid. It is a leaning ladder, which makes balance and awareness critical. No volunteer may handle or climb the ladder or access the grid without specific authorization. Authorization is given by the Technical Director only when someone has demonstrated the necessary technical knowledge, judgment, and physical ability to do the work safely.

Electrical and DMX/Data Systems

All electrical work, power distribution, and DMX/data patching is controlled by the Technical Director. Volunteers should never handle power or data systems unless specifically authorized. Even simple actions like plugging or unplugging equipment can cause damage or risk injury if done incorrectly. If you are not explicitly cleared, do not touch electrical or DMX systems.

By following these rules, volunteers help keep the building safe, the work professional, and the focus where it belongs: on creating meaningful theatre.

Compliance with Law and Use of Property

Volunteers must comply with all applicable laws while engaged in activities connected with Tempest or while on Tempest premises. Any illegal conduct may be reported to the appropriate authorities and may result in immediate removal from the volunteer roster.

Tempest property, including equipment, tools, costumes, sets, media, computer systems, Wi-Fi, and networks, must be used only for society purposes and with proper authorization. Volunteers must not use Tempest property for any illegal or improper purpose, to harm any person, or for any unauthorized purpose.

Misuse of property or failure to comply with the law can cause serious harm to the society and to its reputation, and will be treated with the utmost seriousness. Volunteers are also bound by any more detailed property use or conduct policies the society may implement from time to time.

Facility Stewardship

The theatre is a shared workspace that requires consistent care. Facility stewardship is not a separate category from the creative work; it is part of what makes the creative work possible. A well-maintained space supports focus, safety, and the professional standard audiences and artists deserve.

Volunteers assigned to facility duties may be responsible for any combination of the following: opening and locking the theatre for scheduled activities such as classes, rehearsals, or events; routine weekly cleaning, including bathrooms, garbage removal, vacuuming, sweeping, and mopping; participating in larger setup or cleanup projects as required, such as preparing the space before a production or class series; and seasonal tasks such as watering plants during spring and summer months.

Specific facility duties and schedules will be assigned by the project lead or by leadership. The standard expected is that the space is left clean, safe, and ready for the next use. If a volunteer encounters a maintenance issue, damage, or anything that affects the safety or usability of the space, it should be reported to leadership promptly.

Keys and Building Access

Keys and access codes are issued at the sole discretion of the Artistic Director or Technical Director, based on the requirements of the volunteer’s role. Not all volunteers will be issued keys. A volunteer who receives a key or access code must complete the society’s Key Acknowledgment Form before receiving the key.

Keys must not be duplicated, lent, or transferred to any other person without the express consent of the Artistic Director or Technical Director. Loss or theft of a key must be reported to leadership immediately. When a volunteer’s role ends, whether by completion, resignation, or termination, all keys must be returned promptly. The society reserves the right to revoke key access at any time.

Volunteers who open or close the building are responsible for ensuring that the theatre is properly secured: all doors locked, lights off, HVAC set to the appropriate mode, and any alarm or security systems engaged as directed. If anything appears amiss upon arrival or departure, contact leadership before proceeding.

Policies and Expectations

Volunteers at Tempest are expected to follow the society’s policies as a condition of their involvement. These policies may be added to, updated, or replaced from time to time, and all volunteers are bound by the current versions.

Safety & Wellbeing

The Training & Safety section of this policy sets out detailed safety requirements. In addition to those specific rules, volunteers must stay fit for duty, report concerns promptly, and comply with any additional workplace safety policies the society may implement from time to time.

Conduct & Community

Professionalism and respect are the baseline. Volunteers are expected to support a safe and inclusive environment, free from harassment, bullying, or discrimination. Courtesy toward colleagues, artists, and audiences is required at all times.

Volunteers must be fit for duty while working for Tempest. They must not be under the influence of alcohol or drugs, except for prescription medication taken as directed.

Feedback is an essential part of how we work. Criticism and pointers are not personal attacks — they are necessary guidance to help everyone meet the standards Tempest sets for its work. Volunteers are expected to handle criticism with professionalism. Concerns about how feedback is given, or about the qualifications of the person giving it, should be raised with senior management.

Reporting Concerns

Volunteers are expected to raise concerns promptly if they become aware of anything that could put people, property, or the society’s work at risk. Reports should be made to the project or event lead, or directly to the Artistic Director. Volunteers who raise concerns in good faith will not face retaliation.

Information & Representation

Tempest protects personal information and expects volunteers to do the same. Confidential information must not be shared outside the society without permission, as described in the Confidentiality section of this policy. Volunteers’ consent to being photographed, filmed, and recorded is addressed in the Copyrights and Consents section. Volunteers are also bound by the society’s policies on privacy, media and photography, and confidentiality, as they may be updated from time to time.

Internal Digital Systems

Some volunteers, particularly those in core team roles, may be granted access to Tempest’s internal digital systems. These may include communication platforms, shared drives, content management systems, ticketing administration, or other operational tools. Access is granted at leadership’s discretion based on the requirements of the role and may be revoked at any time.

Volunteers with system access must use these tools only for society purposes and in accordance with the standards set out in this policy. The same confidentiality obligations that apply to information encountered in person apply equally to information accessed through digital systems. Credentials, passwords, and access tokens must not be shared with anyone. When a volunteer’s role ends or changes, all system access will be revoked and any credentials must be surrendered or deleted.

Communication

Clear and timely communication keeps productions and events running smoothly. Volunteers are expected to monitor the communication channels designated for their project or event and respond to messages within a reasonable timeframe.

Operational matters should be communicated through the designated channels rather than through informal side conversations, so that information reaches everyone who needs it. If a volunteer is unsure about a communication, a schedule, or a task, the right step is always to ask.

Expenses & Reimbursements

Volunteers are generally not expected to spend personal funds on society activities. Where expenses are necessary, they must be approved in advance by the appropriate overseer. Approved expenditures will be reimbursed upon submission of receipts, and reimbursement will normally occur within one week. Purchases made without prior approval may not be reimbursed.

Support & Growth

Volunteers contribute in different ways. Some see their role as a first step toward deeper involvement and possible paid positions as the society grows. Others value the chance to interact with the community and contribute to the work. Both approaches are welcomed and valued.

When a volunteer is working a show or event, they may watch the performance so long as it does not interfere with their responsibilities.

As the company expands, additional opportunities will open up (from paid roles to creative participation) and active, reliable volunteers will be first in line. At the society’s discretion, recognition may also take the form of program acknowledgments, website listings, or other public thanks, though no specific type of recognition is guaranteed. Volunteers are also bound by any more detailed policies the society may implement from time to time regarding training or recognition.

Copyrights and Consents

In the course of volunteering, individuals may create material for Tempest, such as written text, images, recordings, or design elements. By contributing, volunteers grant Tempest a perpetual, royalty-free licence to use, adapt, reproduce, and share such material for any purpose connected with the society’s activities.

Volunteers also consent to being photographed, filmed, or recorded (stills, video, or audio) during activities, and authorize Tempest to use such material in any manner that supports its objectives, including promotion, documentation, and fundraising. Volunteers are also bound by any more detailed intellectual property, copyright, or media policies the society may implement from time to time.

Confidentiality

In the course of volunteering, individuals may be exposed to confidential information. This exposure may be intentional — for example, through access to systems, documents, or meetings — or incidental, such as overhearing discussions, being present in classes, or encountering information not meant for wider circulation. The information may relate to the society’s operations, productions, or plans, or to personal and sensitive matters shared by students, participants, or community members in contexts of trust.

The disclosure of such information can cause serious and potentially irreparable harm to the society or to the individuals concerned. For this reason, volunteers are required to treat all confidential information with the highest level of care. It must not be disclosed, reproduced, or discussed outside the society unless express permission is given by the person concerned or by society leadership.

This obligation continues even after a volunteer’s involvement with Tempest has ended. Volunteers are also bound by any more detailed confidentiality or privacy policies the society may implement from time to time. Any breach of confidentiality may result in termination of a volunteer’s role.

Termination of Volunteer Role

Volunteering with Tempest is a privilege, not an entitlement. The society may end a volunteer’s role at any time, with or without cause, if it determines that doing so is in the best interests of the society. Termination may occur for reasons including, but not limited to, breach of policy, unsafe conduct, misuse of property, disruptive behaviour, or loss of confidence. In serious cases, termination may be immediate.

Termination means that the individual is no longer permitted to act as a volunteer for Tempest in any capacity, and will be removed from volunteer rosters and schedules. Upon termination, volunteers must promptly return any property of the society in their possession.

Termination does not affect obligations that continue after a volunteer’s service ends, including the duty to maintain confidentiality and the rights granted to the society to use volunteer-created works, photographs, video, or audio recordings.

Decisions regarding termination are made by the Artistic Director in the first instance and may be appealed to the Board of Directors under the Dispute Resolution provisions of this policy. The decision of the Board will be final and binding, with no further right of appeal.

Dispute Resolution

Tempest is governed by its Board of Directors, with operational authority delegated to the Artistic Director. Any disputes or disagreements relating to volunteer activities — including roles, responsibilities, or conduct — will be decided in the first instance by the Artistic Director.

If a volunteer wishes to appeal the Artistic Director’s decision, the appeal must be submitted in writing by email within seven (7) days of the decision being appealed. Appeals should be sent to admin@tempest.ca, with a copy to the society’s legal counsel at ronan@tempest.ca. The appeal must clearly identify the decision being challenged and the grounds for the appeal. Volunteers are expected to follow the Artistic Director’s decision while any appeal is pending.

The Board will consider appeals on the written record only and may request further information before deciding. No hearings or in-person meetings are required. The Board’s decision will be rendered within six (6) weeks of receiving the written notice of appeal and will be final and binding in all matters relating to volunteers and disputes, with no further right of appeal.

Forms

The society may implement forms, including but not limited to volunteer sign-up forms, incident reporting forms, or property condition forms. Volunteers agree to complete and use such forms as required by the society.

Last updated: April 3, 2026