Welcome!

Thank you for joining us for the 35th Annual Woods Hole Film Festival! This eight-day celebration of independent film brings screenings, workshops, and special events throughout the village of Woods Hole. Many filmmakers and industry professionals will be in attendance—and you'll be part of the team that makes it all happen.

This handbook is your guide to volunteering with the Festival. It includes key information about your responsibilities, where to go, what to do, and who to ask if you have questions.

We truly appreciate your time, dedication, and enthusiasm. Your support is essential to creating a welcoming and successful Festival.

Before the Festival

Volunteer Application & Shift Sign-Up

Volunteering happens in two steps this year:

• Step 1 — Apply: Sign up to volunteer
• Step 2 — Pick your shifts: once accepted, choose your shifts on SignUpGenius
• Shift selection opens in May. If you're a new volunteer, you'll attend a short orientation session to get fully prepared.

Need help accessing or updating your schedule?

• Festival Office: 508-495-3456
• Josh (text preferred): 808-266-0334

Volunteer Kit Pickup

Pick up your volunteer kit at the Box Office, located in the Old Woods Hole Fire Station at 72 Water Street. Your kit includes:

• Official WHFF crew t-shirt (yours to keep!)
• Any updates or materials

New this year: badges are generic and shared rather than individually assigned — see "Badge & Name Tag" below.

If you can't pick up your kit before your first shift, we'll arrange to have it delivered to your venue.

Upon Arrival

Check-In

When you arrive at your assigned venue, check in with the Venue Manager. They'll give you your assignment and instructions.

Badge & Name Tag

This year volunteer badges are generic and shared rather than assigned to you individually. Check one out from your Venue Manager when you arrive, and return it to them at the end of your shift.

Fill out a "Hello, my name is" sticker at the venue so guests and teammates know your name.

Volunteer Roles & Responsibilities

You're the face of the Festival! Volunteers help welcome guests, answer questions, and ensure the Festival runs smoothly. You're not expected to know everything—if you're unsure, ask your Venue Manager or a fellow volunteer.

Please familiarize yourself with:

• Venue locations
• Film descriptions and schedule (posted at woodsholefilmfestival.org)
• Festival procedures
• The most common question: "Where do I buy tickets?"

Ticket Information

In Advance:

• Online: woodsholefilmfestival.org
• WHFF Box Office at the Old Fire Station: 72 Water Street

At the Door:

• Available 30 minutes before the first screening of the day

Patrons will receive a PDF ticket in their confirmation email. Tickets may be scanned from a phone or a printed copy. We can also check them in by name.

Volunteer Positions

Theater Operations Volunteer

• Distribute screening ballots
• Greet and direct attendees
• Help with crowd flow and restroom directions
• Collect and assist with counting ballots post-screening

Scanning Volunteer

• Use the Elevent At The Door app (on your phone or a Festival device) — password: whff
• Guests can also be checked in on the web at backoffice.elevent.app/Entry/d
• Scan printed or digital tickets
• Assist patrons who can't locate their ticket or need to check in by name
• Watch for errors: green "Validated" = good, red "Invalid" = already scanned or wrong show

Venue Manager

• Pick up and manage the venue supply box
• Assign volunteer roles and guide team
• Set up passholder and ticket holder lines
• Distribute ballots and collect post-screening
• Tally and return ballots to the office
• Keep venue clean and organized
• Troubleshoot and manage crowd flow

Looking for something different? We also have Pre-Festival Help (May–July) and Special Events & Reception Crew roles, plus a Year-Round Series track. See the full list on the Volunteer page.

Tips for All Volunteers

If in doubt, ask.

Better to double-check than send someone in the wrong direction.

Be proactive.

Approach guests who look lost or have questions. Enthusiasm is contagious!

Respect your shift and teammates.

Be on time. If you're delayed, text Josh so we can adjust staffing.

Respect the venues.

We are guests in these spaces. Keep things clean and treat the facilities and staff with care.

Code of Conduct

The Festival has a zero-tolerance policy for harassment or disruptive behavior. If a patron becomes confrontational, contact your Venue Manager or Josh immediately.

Volunteer Perks

Screening Tickets

New this year: volunteers signed up in advance have tickets loaded directly onto their account — no voucher code to redeem. On the day of a screening, just go online and claim your ticket(s) for that day, subject to availability.

Want more tickets? Let Josh know and he can add more onto your account.

If you cancel your shift and don't reschedule, any claimed tickets may be voided.

Attending Screenings & Events

You may attend films and events that don't conflict with your shifts. Claim tickets online the same day as the screening you'd like to attend. Please do not expect to watch films during your shift.

Volunteer Party

More Perks

• Official WHFF crew t-shirt
• Invitations to exclusive volunteer parties and festival social activities
• Meet & greet opportunities with visiting filmmakers, producers, and screenwriters

Festival Venues

Quick reference below — full staffing plans, ADA routes, Wi-Fi, and emergency contacts for every venue are in the online Venue Guide (link below).

Festival Code of Conduct

The Woods Hole Film Festival is committed to providing a safe, inclusive, and respectful environment. We reserve the right to revoke access to Festival events without notice or refund for anyone who engages in harassment, discrimination, or disruptive behavior.

Full policy: woodsholefilmfestival.org/about-woods-hole-film-festival/code-of-conduct