Internal | Staff Guide
Internal · Staff guide · 2026
Woods Hole Film Festival
July 25 – August 1, 2026 · Woods Hole, MA
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35 staff members
Q&A = Q&A after screening
Opening Night Party w/ Super Soulshine
RSVPKick off the festival in style!
Closing Night Party & Awards Celebration
RSVPThe grand finale — awards at 10:30!
Ticket Redemption Info
After purchasing a pass or package, guests must redeem it for specific screenings:
- Sign in to their account at the top of the page.
- Browse the film sitemap or calendar and select tickets at checkout.
🎁 Buying for friends? Passes are tied to the purchaser's account — they must redeem and forward individual tickets to guests.
Step-by-step redemption tutorial🎫 Flexible Ticket Packages
Regular screenings only — does not include panels, workshops, parties, or special events.
6-Pack
Flexible Film Sampler
$96 / $70 member
- 6 tickets to screenings of your choice
- Shareable with guests
10-Pack
The Avid Film Fanatic
$160 / $110 member
- 10 tickets to screenings of your choice
- Great for splitting with friends
⭐ Festival Passes
Full access to screenings, panels, and parties. Must add screenings to your pass in advance (except VIP).
All Access Pass
Unlimited Exploration
$320 / $270 member
- All screenings, panels & parties
- Includes special events
- Add films after purchase
- Advance scheduling required
VIP Pass
The Ultimate Supporter
$500 / $450 member
- All screenings, panels & parties
- Reserved theater seating
- Front-of-line access
- No advance scheduling needed
🖥 Check-in System
Mobile App
Elevent At The Door
iPhone & Android · Scans barcodes or checks in by name
Clapp Auditorium
7 MBL Street, Woods Hole
📶 Wi-Fi
Network
Mbl-guest
Password
mblguest
Scan to connect
👥 Staffing
- Check electric doors before event — middle of three doors should be open. If not, call security or notify projectionist.
- One or two volunteers in the lobby to greet guests at main entrance.
- After screening starts, close main entrance. Station volunteer at Lecture Entrance (near projection booth) for late arrivals.
- Line up ticket holders toward the water, pass holders away from the water.
- Box office at top of stairs, right side. Step & Repeat on left wall.
📦 Venue Box
Contains ballots, pens, surveys, rubber bands, mints, and show sheets. If anything is missing contact Charlee Liebeskind. Return to office at end of day for ballot collection.
♿ Accessibility
- Enter directly from Lillie parking lot via ramp — seating at front.
- Or: Enter Lillie Building → elevator to 1st floor → ramp to auditorium.
- Restrooms via elevator to ground floor.
- Hearing devices available in back of auditorium.
🚨 Emergency Contacts
MBL Security (emergency)
MBL Security (non-emergency)
Woods Hole Community Hall
68 Water Street, Woods Hole
📋 Setup & Use
- Used primarily for panels in the afternoon, prior to screenings.
- Chairs must be set up before and taken down after each event.
- No line — guests are let in once the venue is open.
- Staff check people in at the box office at top of stairs, right inside the main room.
- WHFF branded boxes are set up on stage for panel photos (not at box office here).
- No ballots — no screenings at this venue.
📦 Venue Box
Contains pens, surveys, rubber bands, mints, and show sheets. Mints can stay out on the box office table the whole time. If anything is missing contact Charlee Liebeskind.
♿ Accessibility
- Take elevator on right side of building to 1st floor.
- "G" = Ground floor to outside.
- Restrooms in basement — elevator to basement level.
- Enter elevator from inside access, go down to G and open door for guests.
🚨 Emergency Contacts
Joshua Nye
Jane Vose
Simon Center, Falmouth Academy
7 Highfield Drive, Falmouth
📶 Wi-Fi
Network
FA Guest
Password
Mariners
Scan to connect
👥 Staffing (4–5 volunteers)
- Volunteers stationed inside the lobby.
- Line forms outside on sidewalk at main entrance.
- Ticket holders line up next to the wall; pass holders next to the columns.
- Scan guests via app at Simon Center door.
- Box office and limited merch just inside lobby. WHFF pop-up banner near box office.
- Step & Repeat media wall on the lower area, in front of Simon Center entrance.
- Storage: Room 102 unlocked for use/access.
📦 Venue Box
Contains ballots, pens, surveys, rubber bands, mints, and show sheets. If anything missing contact Charlee Liebeskind. Return to office at end of day.
♿ Accessibility
- Enter from front or side entrance.
- Small elevator at side entrance down to auditorium level.
- Restrooms on both levels.
- Handicap parking near front entrance or in parking lot.
🚨 Emergency Contacts
Caroline Buccino
Pusit Atthaoraek (maintenance)
Meigs Room, Swope Center
5 North Street, Woods Hole
📶 Wi-Fi
Network
Mbl-guest
Password
mblguest
Scan to connect
👥 Staffing (3–4 volunteers)
- One in downstairs lobby directing guests upstairs to Meigs Room.
- One or two at Meigs Room door to scan guests in.
- One inside room to monitor (if enough volunteers).
- Line forms on 2nd floor outside room, near windows.
- Box office in downstairs lobby. WHFF pop-up banner near box office.
📦 Venue Box
Contains ballots, pens, surveys, rubber bands, mints, and show sheets. If anything missing contact Charlee Liebeskind. Return to office at end of day.
♿ Accessibility
- Enter Swope from Ground Floor.
- Elevator in middle of hallway, across from cafe → 2nd floor.
- Meigs Room directly across from elevator.
- Restrooms on ground floor.
🚨 Emergency Contacts
MBL Security (emergency)
MBL Security (non-emergency)
Redfield Auditorium
45 Water Street, Woods Hole
📶 Wi-Fi
Network
WHOIguest
Password (July 2026)
submarine2566
Password rotates monthly
Scan to connect
👥 Staffing (5 when fully staffed)
- One or two at front door.
- One monitoring back ADA entrance.
- One at each auditorium entrance door (also hands out ballots).
- One inside auditorium if needed.
- Once screening starts: volunteers at both auditorium doors to open/close quietly. Bring flashlights to guide guests to open seats.
🔦 Before Doors Open
- Turn on lights — switches near theater doors (hanging bubble lights + ceiling lights).
- Turn on TVs (trailer loop).
- Confirm Step & Repeat area is lit and ready.
🚪 Lines & Box Office
- Main entrance off Water St. Handicap access at back of building.
- Outside: ticket holders away from bridge, pass holders toward bridge.
- Inside: ticket holders on right, pass holders on left.
- Box office at top of stairs. Step & Repeat near bathroom door on "stage" — confirm lights on before guests arrive.
📦 Venue Box
Contains ballots, pens, surveys, rubber bands, mints, and show sheets. If anything missing contact Charlee Liebeskind. Return to office at end of day.
♿ Accessibility
- Enter from School Street walkway. Last row left rear and right middle are accessible.
- Restrooms (two-elevator process): Lobby elevator → mezzanine → building elevator → 1st floor → restrooms on left.
- Subtitles sometimes appear low on screen.
🚨 Emergency Contacts
WHOI Security
Contents
🏢 Office Info
Address
89 Water Street, 2nd Floor
Woods Hole, MA 02543
Pre-Festival Hours
10:00 am – 5:00 pm
Festival Week Hours
All of the hours. Every single one. 🕐
You live here now. We'll see you when we see you. 😅
🔓 Opening Procedures
Front Doors
- Use the bungee cord to hold one door open; secure the second door using the metal pole that drops into a hole in the wooden planter block
- Do not open doors if it is raining; close promptly if rain begins during the day
Exterior Signs
- Place the Schedule Sign and WHFF Logo Sign outside
- Do not put signs outside in rain or high wind — signs are not waterproof
Entry Area & Upstairs
- Stock one-sheets and postcards on the brown shelf at the bottom of the stairs
- Ensure clothing display grid is neat with a representative sample of merchandise
- Turn on lights in hallway and front room; open windows; turn on fan if warm
- Open the upstairs office door and leave it open during business hours
- Retrieve the office phone from the charging cradle on Josh's desk
- Keep a walkie-talkie in the front room at all times during the festival
- Turn on back office lights and open windows if those rooms are staffed
🔒 Closing Procedures
Front Room
- Turn off lights, close windows, turn off fans
- Return the office phone to the charger on Josh's desk
- Plug the walkie-talkie into its charger
Downstairs — if everyone is leaving
- Bring in both signs and close and secure the front doors
Downstairs — if people are staying later
- Bring in the Schedule Sign; leave the Logo Sign outside and the front door open
Back Offices & Hallways
- Close all windows and turn off all lights
- Ensure the back door is closed and locked
- Turn off all fans
📞 Front Room & Phone
- The front room must always be staffed — arrange coverage before stepping away
- The phone stays with whoever is in the front room at all times
- When answering: be courteous and professional; press mute before asking a colleague a question, unmute before responding to the caller
- Josh or Hailey will provide ticketing and customer service training
📋 Office Protocols
- Bathroom is for staff only; direct visitors to the Steamship Authority facilities. Customers who make a purchase may use it if needed.
- Keep the bathroom clean and tidy after each use
- Bring your personal laptop daily; take it home each evening
- The front-room iPad is used for Square merchandise sales
- Notify Josh as early as possible if you need schedule changes; if sick, stay home and notify immediately
- Make sure Josh has your emergency contact info (name, phone, email)
- If you have free time: ask Josh, John, or Hailey if there is anything to help with; check poster/one-sheet locations; tidy your workspace
- No smoking inside or near open doors or windows
- No alcohol while on duty or at festival events while working
- No candles, incense, or open flames in the office
- Do not remove office property unless instructed by Judy, Josh, or John
- Return all items to their original location after use
🗺️ Office Layout
Work Areas
- Entryway (bottom of stairs)
- Office Store
- Front Room — Judy's workspace and meeting area
- Judy & Josh Office
- Staff Office — printer is located here
- Storage Area
Kitchen Areas
- Front Kitchen and Back Kitchen — primarily used for storage
- Back kitchen has a microwave
- Do not drink the kitchen water or use it for hot beverages — use the fresh water bubbler in Waterfront Park
- Refrigerator space is limited — bring only food for that day; no long-term storage
Daily Tasks
- Pick up mail from the Post Office
- Check poster and one-sheet locations around town; refill as needed
- Straighten and organize your workspace
🧹 Cleaning & Recycling
The office does not have a cleaning service — everyone is responsible for maintaining a clean, professional workspace. The same applies at the Fire Station Box Office and all festival venues.
- Wipe down sink and toilet after use; put the toilet seat down
- Empty overflowing trash before it spills; restock toilet paper and paper towels when low
- Dispose of your own trash; take personal garbage home at the end of the day
- Use public trash receptacles when available; if overflowing, take trash home
- No recycling pickup — please take all recyclables home with you each day
👕 Merchandise
Merchandise is sold in the office store, online, and at the Woods Hole Art Market (Fire Station location on weekends). Hailey Howgate oversees merchandise operations and training.
- All merchandise is for sale only — do not take or give away merchandise
- Ask Hailey if you are unsure about a product
- Some membership levels entitle members to a free hat or t-shirt — coordinated by JoAnn Cox
🎟️ Tickets & Passes
- Ticket packages, passes, and individual tickets are all currently on sale
- Complete ticketing training with Josh or Hailey before selling tickets
- Consult Hailey if assistance is needed
🚨 Emergency Procedures
After contacting emergency services, notify:
- Judy Laster
- Joshua Nye
- John Gamache
- Nava Renek
Medical Emergencies
Staff should never provide medical advice or administer medication to anyone. Each person is responsible for their own medications. If assistance is needed:
- Call 911 if immediate medical attention is needed
- Notify a supervisor
- Stay with the individual if it is safe to do so
- Do not provide medical treatment beyond your level of training
Building Evacuation
- Remain calm and exit immediately using the nearest safe exit
- Assist visitors if appropriate and safe to do so
- Gather at: In front of the WHOI Smith Building, across the street
- Do not re-enter until cleared by emergency personnel
Severe Weather
- Bring all outdoor signs inside
- Secure doors and windows
- Follow instructions from Festival leadership
- Avoid unnecessary travel during dangerous conditions
Falmouth Medical Facilities
- Falmouth Hospital — (508) 548-5300 · 100 Ter Heun Drive
- Cape Cod Healthcare Urgent Care — (508) 495-8000 · 273 Teaticket Hwy
- ConvenientMD — (774) 255-3010 · 40 Davis Straits
- Falmouth Police — (774) 255-4527
🍽️ Staff Resources
Food & Beverage
Woods Hole has great dining options within walking distance of the office. Ask fellow staff for current recommendations, hours, and seasonal specials. And keep an eye out for ice cream socials when the weather warms up! 🍦
Parking
Follow all local parking regulations and posted restrictions. Contact Hailey for guidance on receiving a transponder and sticker to park in the Steamship Authority Lot.
Transportation
Info on Steamship Authority schedules, local bus routes, bicycle parking, and festival transportation logistics will be provided during staff orientation.
🤝 Code of Conduct
WHFF is committed to a welcoming, respectful, and inclusive environment free of harassment, discrimination, and threatening behavior. This applies to all staff, volunteers, guests, and vendors.
We reserve the right to revoke credentials or access to Festival events for those who violate this policy.
To report a concern, speak to your supervisor or email hr@woodsholefilmfestival.org. If your complaint involves a supervisor, contact HR directly — all complaints are confidential.
Click any film to expand synopsis and details. Browse all films & buy tickets →
🚗💥🚗
Demolition Derby
Staff Bonding Night — Before the Festival!
Date
Wednesday, July 22
Time
7:00 pm
Location
Main Arena, Barnstable County Fair
Motorsports action takes over the Arena with legions of loyal fans along for the ride. Kids and adults alike will be thrilled by the Derby's twisted metal action and old-fashioned fun.
Get there early for the best seating!
Want to go? Let Josh know!
Josh will buy admission for interested staff. Just reach out on Slack or email.
