School
Holiday program volunteer sign-up
Program night has a backstage and a lobby, and they need different people. The sign-up should not be a single line that says “help with the concert.”
Why the group text fails
The week of the program, the director is still pinning hems. Ushers were “someone’s job.” Programs sit in a box in the office.
What the sheet should do
- Costume help, ushers, and refreshments are separate slots.
- Call time is on the slot, not in a follow-up email people won’t read.
- You close the sheet when the cast list of adults is full.
Tips from running this kind of sheet
- Say where adults stand during the music so they don’t block families who are recording.
- If students perform, don’t publish a cast list of children on this sheet. Adult jobs only.
- Add a “programs and reserved seats” slot. It is 20 minutes and it prevents a lobby argument.
- Refreshments after, not during, unless you enjoy crinkly wrappers in the quiet song.
Starter slots
Call times are real. Please don’t bring extra children backstage. Ushers get a paper map at 6:15. The button below copies these into a new sheet you can edit before anyone sees it.
Costume help, afternoon of
Safety pins and steam, 2:00–4:00
4 people
Ushers
Doors at 6:15, stay through the first song
6 people
Backstage wrangler
Adults only, with the music teacher
3 people
Programs and reserved seats
6:00–6:40
2 people
Refreshments after the program
Cookies and water in the lobby
4 people
Questions
Can grandparents usher?
Yes. They sign up with their own email and get the reminder.
What if we need more ushers the day before?
Raise the capacity. If people were waitlisted, move isn’t automatic when you only raise capacity — SlotSheet promotes waitlisted people when capacity increases on save.