Volunteers & Placement

Doors check

Check the electric doors before the event — the middle door of the three should be open.

If it isn't, call security, or let the projectionist know so they can call security.

Staffing

One or two volunteers in the lobby to greet guests.

Guests are checked in at the main entrance to Clapp.

Once the screening/program has started, the main entrance is closed. A volunteer is stationed just inside that door to route guests to the single door near the projection booth — known as the Lecture Entrance — which is used to come and go during the show, so the lobby light from the main entrance doesn't disturb guests.

Venue sign

A branded venue sign with the venue name is set up outside the venue every afternoon, before screenings.

Venue Box

The Venue Box holds everything needed for the day: ballots, pens, surveys, rubber bands, mints, and the show sheets (kept together with the ballots).

If anything is missing, reach out to Charlee Liebeskind so it gets added for the next day.

At the end of the day, the operations person returns the Venue Box to the main office, so ballots can be collected and the next day's materials issued.

Mints

Put out a basket of mints after the screening starts, for guests as they come out. Mints are a big deal — if you're running low, let Charlee Liebeskind know so more can be added to the venue box.

Surveys & ballots

Any volunteer with downtime can pass out surveys, or point guests to the QR code below to take the audience survey online at woodsholefilmfestival.org/survey.

Ballots are passed out at the venue door and collected after the screening. The volunteer working the next show can count the ballots and tally them on the front of the envelope.

Event Day / Need to Know

Security

Campus security is located on the first floor of the Swope Center.

Non-emergency: 508-289-7217, or x7217 from any on-campus phone.

Emergency: dial 911, or contact campus security directly at 508-289-7911.

Put these numbers in your cell phone. Security is available after hours if you get locked out of your housing or laboratory.

Wi-Fi

Network: Mbl-guest  |  Password: mblguest (all one word, all lowercase)

Entrance & lines

Main entrance off MBL St.

Lines form outside on the sidewalk, by the sign. Ticket holders line up towards the water; pass holders line up away from the water. This keeps the lobby quiet and ready for people leaving.

Box office & scanners

Box office table is near the stairs, on the right as you walk in. Look for the stack of three branded WHFF boxes — that marks the box office. Clapp also has a WHFF pop-up banner set up near it.

Step and Repeat media wall is along the left wall, opposite the box office.

Scanners are located at the main doors at the top of the stairs. Guests are scanned in via the app, using QR codes or by name.

ADA / Accessibility

Guests who need access to Clapp can

Enter Clapp Auditorium directly from the Lillie parking lot via ramp. Seating will be available at the front of the auditorium.

Or

Enter Lillie Building from the Lillie parking lot. Find the elevator at the lower level to the right of the staircase. Take the elevator to the 1st floor. Move towards the lobby. Seating is accessible via ramp from the lobby.

Restrooms

Accessed by using the elevator to the ground floor.

Special instructions for venue manager

Staffing & Setup

Check-in

Community Hall has no volunteers — staff check people in as they arrive, at the box office up at the top of the stairs, right inside the main room.

The stack of three branded WHFF boxes is not at the box office here — it's set up on stage, for panel photos.

There is no line here — guests are simply let in once the venue is open.

Setup

Chairs must be set up for this venue, and taken down again when done.

The windows are old-style, rope-sash windows that open from both the top and the bottom. Open them as soon as you arrive, top and bottom, for airflow, and set up as many fans as you can get to help cool the room.

Typical use

Used primarily for panels in the afternoon, prior to screenings.

Venue Box

The Venue Box holds everything needed for the day: ballots, pens, surveys, rubber bands, mints, and the show sheets (kept together with the ballots).

If anything is missing, reach out to Charlee Liebeskind so it gets added for the next day.

At the end of the day, the operations person returns the Venue Box to the main office, so ballots can be collected and the next day's materials issued.

Mints

A basket of mints can stay out on the box office table the whole time here. Mints are a big deal — if you're running low, let Charlee Liebeskind know so more can be added to the venue box.

Survey

Any volunteer with downtime can pass out surveys, or point guests to the QR code below to take the audience survey online at woodsholefilmfestival.org/survey.

No ballots at this venue — Community Hall has no screenings, so there's no ballot pass-out/collection here.

ADA / Accessibility

Guests can

Take the elevator on the right side of the building to the 1st floor.

Or "G" is for Ground floor to outside.

Special instructions for venue manager

Restrooms

Located in the basement. Access via elevator to basement level.

Volunteers & Placement

Staffing (four or five volunteers, typical)

Volunteers are stationed inside the lobby.

If a screening is happening, the line forms outside on the sidewalk at the main entrance door.

Volunteers scan guests in at the Simon Center door, via the app, using QR codes or by name.

Photos

Step and Repeat media wall is on the lower area, in front of the Simon Center entrance.

Venue Box

The Venue Box holds everything needed for the day: ballots, pens, surveys, rubber bands, mints, and the show sheets (kept together with the ballots).

If anything is missing, reach out to Charlee Liebeskind so it gets added for the next day.

At the end of the day, the operations person returns the Venue Box to the main office, so ballots can be collected and the next day's materials issued.

Mints

Put out a basket of mints after the screening starts, for guests as they come out. Mints are a big deal — if you're running low, let Charlee Liebeskind know so more can be added to the venue box.

Surveys & ballots

Any volunteer with downtime can pass out surveys, or point guests to the QR code below to take the audience survey online at woodsholefilmfestival.org/survey.

Ballots are passed out at the venue door and collected after the screening. The volunteer working the next show can count the ballots and tally them on the front of the envelope.

Event Day / Need to Know

Contacts

Charlie Jodoin — Cell: 508-509-7337 (primary contact)

Pusit Atthaoraek — Cell: 774-476-8224 (maintenance contact)

Wi-Fi

Guest network password: lunar

Storage

Room 102 will be unlocked for use/storage access.

Entrance & lines

Main entrance used for entry.

Ticket holders line up next to the wall.

Pass holders line up next to the columns.

Box office & merch

Right inside the lobby is the box office, which also sells limited merch (handled by the Operations Associate). Look for the stack of three branded WHFF boxes — that marks the box office.

Simon Center now has a WHFF pop-up banner set up near the box office too.

ADA / Accessibility

Guests can

Enter from the front or side entrance.

Take the small elevator at the side entrance down to the auditorium level.

Restrooms

On both levels.

Special instructions for venue manager

Volunteers & Placement

Staffing (three or four volunteers, typical)

One in the downstairs lobby, directing guests upstairs at the Swope Center to the Meigs Room, where films are shown.

One or two at the Meigs Room door to check guests in and scan tickets, via the app, using QR codes or by name.

One inside the room to monitor, if enough volunteers are available.

Entrance & lines

The line forms on the 2nd floor, outside the room, near the windows.

Box office

Located in the downstairs lobby, before the doors. Look for the stack of three branded WHFF boxes — that marks the box office.

Meigs now has a WHFF pop-up banner set up near the box office too.

Venue sign

A branded venue sign with the venue name is set up outside the venue every afternoon, before screenings.

Venue Box

The Venue Box holds everything needed for the day: ballots, pens, surveys, rubber bands, mints, and the show sheets (kept together with the ballots).

If anything is missing, reach out to Charlee Liebeskind so it gets added for the next day.

At the end of the day, the operations person returns the Venue Box to the main office, so ballots can be collected and the next day's materials issued.

Mints

Put out a basket of mints after the screening starts, for guests as they come out. Mints are a big deal — if you're running low, let Charlee Liebeskind know so more can be added to the venue box.

Surveys & ballots

Any volunteer with downtime can pass out surveys, or point guests to the QR code below to take the audience survey online at woodsholefilmfestival.org/survey.

Ballots are passed out at the venue door and collected after the screening. The volunteer working the next show can count the ballots and tally them on the front of the envelope.

Event Day / Need to Know

Security

Campus security is located on the first floor of the Swope Center.

Non-emergency: 508-289-7217, or x7217 from any on-campus phone.

Emergency: dial 911, or contact campus security directly at 508-289-7911.

Put these numbers in your cell phone. Security is available after hours if you get locked out of your housing or laboratory.

Wi-Fi

Network: Mbl-guest  |  Password: mblguest (all one word, all lowercase)

ADA / Accessibility

Guests who need to access the Meigs Room can

Enter Swope from the Ground Floor.

Find the elevator located in the middle of the hallway, across from the cafe.

Take the elevator to the 2nd floor.

Enter the Meigs Room directly across from the elevator.

Restrooms

Located on the ground floor.

Volunteers & Placement

Staffing (five volunteers when fully staffed)

One or two at the front door.

One monitoring the back ADA entrance.

One at each entrance door into the auditorium — these volunteers also hand out ballots.

One inside the auditorium, if needed.

Once the screening starts

The auditorium doors slam hard, so a volunteer should be stationed inside the auditorium on both sides (both entrance doors) once the screening starts, to open and close the doors quietly for patrons coming and going.

These volunteers should have flashlights to guide inbound guests to open seats and help them adjust to the low light.

Restrooms (general)

Located downstairs. See the ADA section below for the accessible route via elevator.

Before doors open

Turn on the lights — switches are near the theater doors. This includes the hanging bubble lights and the ceiling lights.

Turn on the TVs; they play a trailer loop.

Confirm the Step and Repeat area (see Box office, scanners & photos below) is lit and ready for photos.

Venue sign

A branded venue sign with the venue name is set up outside the venue every afternoon, before screenings.

Venue Box

The Venue Box holds everything needed for the day: ballots, pens, surveys, rubber bands, mints, and the show sheets (kept together with the ballots).

If anything is missing, reach out to Charlee Liebeskind so it gets added for the next day.

At the end of the day, the operations person returns the Venue Box to the main office, so ballots can be collected and the next day's materials issued.

Mints

Put out a basket of mints after the screening starts, for guests as they come out. Mints are a big deal — if you're running low, let Charlee Liebeskind know so more can be added to the venue box.

Surveys & ballots

Any volunteer with downtime can pass out surveys, or point guests to the QR code below to take the audience survey online at woodsholefilmfestival.org/survey.

Ballots are passed out at the venue door and collected after the screening. The volunteer working the next show can count the ballots and tally them on the front of the envelope.

Event Day / Need to Know

Security

WHOI Security: 508-548-1401

Wi-Fi

Network: WHOIguest  |  Password: submarine2566 July 2026

Password rotates monthly — update this each month.

Entrance & lines

Main entrance off Water St, used for entry into the building. Handicap access is on the back of the building.

Lines are kept outside, along the sidewalk up Water St. Ticket holders line up away from the bridge; pass holders line up towards the bridge.

Ticket holders line up on the right (inside); pass holders line up on the left (inside).

Box office, scanners & photos

Box office is located right inside the door, at the top of the stairs. Look for the stack of three branded WHFF boxes — that marks the box office.

Guests are scanned in as they walk through the door — via the app, using QR codes or by name.

Step and Repeat media wall (the new one with the water background) is set up in front of the high-top landing area (the "stage"), near the bathroom door. Make sure the lights are on before guests arrive.

ADA / Accessibility

Guests can

Enter Redfield from the School Street walkway.

Access the auditorium. Last row in the left rear and right middle are handicap accessible.

Restrooms (two-elevator process)

Take the accessible elevator in the lobby to the mezzanine.

Access the building elevator to the right.

Take the building elevator to 1.

Restrooms are on the left.

Special instructions for venue manager