Ex Fabula Volunteer Handbook
(Last Updated: August 3, 2020) Contents
Welcome!
Mission
History
Organizational Structure
Our Volunteers
Process for Event Volunteers
Volunteer rewards and recognition
Important Policies
Equal Access Project & Language
Contact Us
Ex Fabula Emergency Notification Procedures
Welcome!
On behalf of the Board of Directors and other volunteers, thank you for deciding to contribute your time and skills to Ex Fabula! We’ve been volunteer driven since our beginning in fall 2009 and Ex Fabula could not exist without the many contributions of volunteers, including time, talent, ideas and stories, so THANK YOU for sharing generously. There are numerous opportunities to shape the organization and take on leadership roles, so consider this your invitation to find your niche!
As part of the community of volunteers that form the base of Ex Fabula, I hope that the experience allows you to grow professionally and personally, make new friendships and strengthen old ones, and gain an even deeper understanding of our city and its citizens. I look forward to hearing your ideas and working with you to accomplish our mission.
Best,
Megan
Mission
Organizational mission:
Ex Fabula connects Milwaukee through real stories.
Mission for volunteers:
Create a welcoming environment for community members to connect through personal stories.
This means that in addition to your official job – at events, on committees, every volunteer is always looking for ways to make people feel safe and welcome at our events.
History
If you haven’t already, please review the history section of the Ex Fabula website: https://www.exfabula.org/about/our-story/.
Organizational structure
Board of Directors: A team of elected Directors (a minimum of 4 and not more than 12) who support Ex Fabula’s work by providing mission-based leadership, strategic governance, thought partnership, and oversight. Directors’ terms are three years long, and directors serve without remuneration (meaning they too are volunteers).
Executive Director: The face of the organization who reports to the Board of Directors and oversees the development and implementation of strategic plans and oversees day-to-day operations.
“Slam Lords” aka Programming Committee: Plans and oversees implementation of regular season events.
Volunteer Committee: Recruits, schedules, informs and recognizes Ex Fabula volunteers.
Metrics & Monitoring: Creates and maintains systems to monitor our success as an organization.
Governance Committee: Oversees the effectiveness of the board.
Finance Committee: Manages the budget.
Development Committee: Builds awareness of Ex Fabula and garners financial support for our mission.
Sponsorship Sub-Committee: Solicits corporate sponsors and builds relationships with our sponsors.
Membership Sub-Committee: Manages memberships, including organizing members-only Secret Fabula events.
Our Volunteers
Ex Fabula exists because of the dedication and hard work of our volunteers who believe in our mission. We welcome volunteers from all walks of life who call Milwaukee home and are grateful to have you as part of our valuable volunteer family! We are always looking for talented individuals who are looking to make a bigger impact – if you have an interest and/or background in a specific event or committee role please let us know. Due to Covid-19 and social distancing, most of our season 11 and 12 events will be hosted on the virtual meeting platform Zoom.
We have 3 main kinds of volunteers:
| Event volunteers | Committee volunteers | Miscellaneous Volunteer Roles | |
| Role | Take on varying roles serving our members and guests at our regular season StorySlams.
|
Dedicate time outside of our regular events to work with other volunteers to plan and implement Ex Fabula activities. | Take on assorted tasks outside of regular events. |
| Documentation | Written position descriptions will be shared with you in training. These are also available at events. | Each committee has a charter that outlines what the committee works on and committee goals. | Written descriptions of roles can be provided. |
| Time commitment | Scheduled per event. Generally 4 hours per event.
The Volunteer Coordinator contacts volunteers by email or phone to see if they would like to sign up for various volunteer opportunities. |
Approximately 5 hours per month; one-year commitment.
Committees generally have one in person or virtual meeting per month to plan/coordinate their efforts; then, each member completes a few additional hours of work on their own outside of the meeting. |
Time commitments vary on the assignment.
Jobs are typically done around your schedule with a reasonable deadline. |
| Reports to | Community Connector | Committee Chair | Community Connector |
Process for Event Volunteers
When the Volunteer Scheduler confirms your participation in an event, be sure to note the date/time in your calendar right away.
A few days before the scheduled event confirmed volunteers receive an email noting:
- their role at the event
- the arrival time for that role (not padded – please leave time to park)
- the event location
- special instructions
- details of who to contact if a conflict arises.
Event dress:
- Our events are casual, so wear something you are comfortable in.
- Please wear your Ex Fabula T-Shirt if you have earned one.
When you arrive:
- Check-in with the Community Connector or designee and grab a nametag; then, gather materials and take your post.
- If you arrive early you may check-in with the Community Connector, but they may ask that you wait until your scheduled time.
If in the rare case you are running late, call the community connector directly to inform them of your anticipated arrival time.
Volunteer rewards and recognition
The Volunteer Committee coordinates recognition efforts which include thanking volunteers at events and in the newsletter; the committee also organizes an annual volunteer party.
Committee members receive complimentary access to our Ex Fabula regular season StorySlams as a thank you for their service.
Please Note:
- Due to venue limitations, some venue locations may require committee volunteers to RSVP in advance to receive complimentary access.
- Complimentary access is for only active committee members (guests pay separately), is non-transferable and holds no monetary value.
- Off-season events, members-only events and fundraisers are excluded from complimentary access.
Important Policies
Media: Remember when you are volunteering – at an event, in the community, in meetings – you are representing the organization. However, you may not speak on behalf of Ex Fabula; please direct all media requests to the stage manager or the Executive Director.
Tardiness/Absence: Showing up late or cancelling last minute may result in a conversation where we reconsider what works best for your schedule.
Code of Conduct/Harassment: Ex Fabula is about hearing everyone’s story; be respectful. We are committed in all areas to provide an environment free from harassment. Harassment based upon and individual’s sex, race, ethnicity, national origin, age, religion or any other legally protected characteristics will not be tolerated — Any grievances or concerns should be reported promptly to the Executive Director.
Confidentiality: Confidential information (verbal, written, or machine readable) that is accessible to volunteers through the course of service at Ex Fabula, is proprietary or non-public information of the organization and is considered confidential. All confidential information should be maintained by all volunteers in a manner which ensures its privacy and safety. Volunteers who disclose confidential information to those without legitimate need to know or who disclose confidential information observed or heard without proper authorization may be subject to corrective action including possible separation.
Inclusivity: Ex Fabula does not condone Racism, Sexism, Homophobia, Transphobia, Xenophobia or any other forms of hate speech at any of our events. Remember to ask for pronouns when speaking to community members and be mindful of anything you say that can be harmful to others. As a volunteer, it is important that you help to call out any hate being shown to community members. Feel free to ask questions and/or report any hate speech or inappropriate misconduct to the volunteer coordinator or stage manager.
Equal Access Project & Language
Through a grant from the Wisconsin Arts Board and various partnership with disability resource centers and communities, Ex Fabula has, and continues to create accessible and welcoming atmospheres for individuals living with disabilities. As volunteers (and as people), it is important to understand and normalize the proper language when talking about disabilities.
Here are some ways we can create that environment:
- When talking about places with accommodations for people with disabilities, use the term “accessible” rather than “disabled” or “handicapped.”
For example: accessible parking space, accessible bathroom stall. - Use first person language such as “person with a disability” “people living with disabilities” rather than “disabled people”.
- Terms such as “differently-abled” should be avoided. “Disability” is not a dirty word.
- For the deaf community in particular, don’t use the term “hearing impaired”. Rather, use “Deaf”.
If you have suggestions on ways to make our spaces more inclusive and accessible, please let us know! You can learn more about the Equal Access Project here
Contact us!
We want to ensure your volunteer experience is fun and fulfilling! Please reach out to us with any questions, comments, or concerns.
Megan McGee, Executive Director
Email: megan@exfabula.org
Phone: (414) 530-3503
Nicole Acosta, Marketing and Communications Director
Email: Nicole@exfabula.org
Phone: (414)306-1396
Michaela Lacy, Community Connecter and Volunteer Coordinator
Email: michaela@exfabula.org
Phone: (262)864-0815
Alea McHatten, Event Producer
Email: alea@exfabula.org
Phone: (414)215-9893
Ex Fabula Emergency Notification Procedures
Per Ex Fabula’s venue contract:
“In case of any emergency occurring at the Venue, it is the Venue’s responsibility to provide leadership and direction to the audience about exiting the building or/or what action, if any, to take.”
Where “Stage Manager” appears, this means “Stage Manager or designee(s)”.
Fire and Emergency Situations:
- Report first to 911 and then to the Stage Manager.
- Under no circumstances shall an employee or volunteer attempt to fight a fire that has passed the incipient stage (that which can be put out with a fire extinguisher), nor shall any employee attempt to enter a burning building to conduct search and rescue.
- These actions shall be left to emergency services professionals who have the necessary training, equipment, and experience (such as the fire department or emergency medical professionals).
- Untrained individuals may endanger themselves and/or those they are trying to rescue.
- The Stage Manager shall contact the Executive Director as soon as possible with information on injuries and/or loss of life, property damages, theft, or substantial losses.
Evacuation Procedures if an Alarm sounds:
- Do not stop for valuables or to get a coat or to turn off lights;
- Alert others around you;
- Assist any special needs people in evacuating;
- When evacuating WALK, never run, and keep to the right of the hallways;
- Leave the building, even if the alarm stops while you are on your way out;
- Once outside, move away from the building and proceed to the designated assembly location. Do not block firefighters or their equipment. In inclement weather go inside the designated assembly location.
- Give any information about the fire or persons who might still be in the building to the Fire Warden/ Department or Police.
- Once an evacuation has occurred, the Stage Manager shall account for each volunteer.
- Do not re-enter the building for any reason until told to do so by the Stage Manager.
Advanced Medical Care:
- Under no circumstances shall an untrained employee or volunteer provide advanced medical care and treatment.
- These situations shall be left to emergency services professionals, who have the necessary training, equipment, and experience.
- Untrained individuals may endanger themselves and/or those they are trying to assist.
Sheltering in Place:
- In the event that a venue is threatened by severe weather, tornado, or chemical or other hazardous contaminants, authorities and/or the Stage Manager may determine that is safer to remain indoors rather than to evacuate attendees. It may also be the determination that in case of any violence it may be appropriate to shelter in place.
- The Stage Manager shall announce shelter in place status by public address system.
- The Stage Manager shall immediately close the venue to incoming visitors. All people present in the venue shall be advised to stay in the building for their safety.
- The Stage Manager and designated assistants shall quickly lock exterior doors and close windows, air vents, and fireplace dampers. Individuals familiar with the building’s mechanical systems shall turn off, seal, or disable all fans, heating and air conditioning systems, especially those systems that automatically provide for exchange of inside air with outside air.
- The Stage Manager shall gather available disaster supplies (i.e., battery-powered radios, first aid supplies, flashlights, batteries) and bring them to the shelter-in-place location within the building.
- All people present at the venue shall move immediately to the shelter in place location(s) within the building.
- The Stage Manager shall seal all windows, doors, and vents with plastic sheeting and duct tape.
- The Stage Manager shall write down the names of everyone in the room, and call the designated emergency contact outside of the building to report who is in the room.
- The Stage Manager shall monitor telephone, radio, television and Internet reports for further instructions from authorities to determine when it is safe to leave the building.
Re-entry or “All Clear” Signal:
- Once the building has been evacuated, none shall re-enter the building for any reason, except for designated and properly trained rescue personnel (such as fire department or emergency medical professionals).
- Untrained individuals may endanger themselves and/or those they are trying to rescue.
- All people present shall remain at the designated assembly area until the fire department or other emergency response agency notifies the Stage Manager, or designee(s), that either:
- The building is safe for re-entry; or
- The building/assembly area is not safe, in which case personnel shall be instructed by the Stage Manager on how/when to vacate the premises.
Emergency contacts:
If an emergency or crisis develops, first deal with the emergency.
Afterward, the Stage Manager will notify one or more Ex Fabula staff/Board members. Start by contacting the individual at the top of the list; if the individuals is not reached, leave a message and continue down the list. Continue to call until you speak directly to an Ex Fabula representative.
| Name | Role | Phone # (s) | Email Address |
| Megan McGee | Executive Director | 414-530-3503 | megan@exfabula.org |
| Meghan Koven | Board President | 414-553-3103 | meegskoven@gmail.com |
| Michaela Lacy | Community Connector | (262)864-0815 | michaela@exfabula.org |
| Alea McHatten | Event Producer/ Stage Manager | 414-215-9893 | alea@exfabula.org |