2025 SAF Volunteer Application Form Logo

  • Summer Arts Festival Volunteer Form

    Sign up to be a volunteer for the 56th Annual Summer Arts Festival!

  • The Summer Arts Festival is Umpqua Valley Arts' biggest event and fundraiser of the year. Every year, Umpqua Valley Arts, along with the help of many supporters, puts on this favorite annual event--the largest of its kind in Southern Oregon! This 3-day event brings enriching experiences for Douglas County community members, supports artist businesses, and raises funds to support Umpqua Valley Arts’ year-round efforts to provide arts education, cultural experiences, and artist opportunities in the region.

    The Summer Arts Festival creates excitement for the whole community, and we are proud to present it with the help of amazing community volunteers like you! There are many ways to get involved, from setting up and tearing down the festival grounds to booth sitting for artists, building and food court monitors, Youth Marketplace and the Youth Art Zone, and managing entry gates. We are so thankful to be part of a community that loves supporting others. 

    As a thank you for all the help and support, each volunteer receives one pass to the festival for the day of their volunteer shift. Volunteers who volunteer for two or more shifts receive a FREE Summer Arts Festival T-shirt!

  • Volunteer Training:

    UVA Staff provides training for the different volunteer shifts throughout the event to provide our volunteers with the support and preparation they need to confidently support the area of the event that they have signed up for. Training is not required but highly encouraged for volunteers who might be new to our event. Please review the two volunteer times and select the option that best works for you:

  • There are seven areas of the festival that volunteers can support: Festival Set-Up & Take-Down Crew, Art Vendor Support Crew, Gate Crew, Parking Monitor Crew, Food Court Crew, Building Monitor Crew, and Youth Zone Crew. Please utilize the drop-down menus in the form to learn more about each area, the available positions for each area, and the days/times that you can sign up for. After selecting the shift(s) for the different positions you want to fill, please fill out your contact information at the end, and hit submit!

    Positions are assigned on a 'first come first serve' basis, therefore some may be missing from this form because they are filled. For questions about our volunteer positions, please     email Carma Fisher at carma@uvarts.com or call UVA (541-672-2532). 

     

    • FESTIVAL SET UP & TAKE DOWN CREW 

    • This crew reports to our Grounds Committee and is our greatest volunteer need every year! Grounds set-up and take-down requires a consistent crew that can help us get our campus ready for the big event and help wrap everything up at the end. We encourage the same volunteers that help set-up to also help take-down and clean up after the event. This is because volunteers who help set-up are already familiar with the steps it took to prepare everything for the grounds so that take-down is as fast and efficient as possible. 

      We understand that committing to the scheduled set-up and tear-down days might not be doable for all, so we appreciate any time that can be given to help in this integral part of the event. That said, please sign up for as many days as you can if you are interested in supporting this area of the event with our Grounds Committee!

      BENEFITS OF BEING APART OF SET UP AND TAKE DOWN CREW:

      • You will recieve lunch each day of set up and take down that you sign-up for.
      • You get a free festival t-shirt.
      • You get a free day pass to the festival.

      Set-Up Tasks:

      • Set up shade cloths.
      • Set up barricades.
      • Set up tables/chairs for the Food Court.
      • Set up canopies and tents for the gates and other uses.
      • Put up signage and assist with other setup tasks.

      The shade cloths are assembled the week before the festival, and all other grounds work is done the week of the festival. 

      Take-Down:

      • Take down and put away all festival-related things. This includes tables, chairs, fences, barricades, canopies and tents, signs, etc.
      • Pick up final trash and other debris from the park grounds.

      The shade cloths are removed over the following weeks after the festival depending on UVA's summer event schedule.
       
      Take note that this position requires some heavy lifting and volunteers should be able to lift and carry up to 50 lbs.

    • Set-Up & Take-Down Crew Shifts

      Please be prepared to arrive at least 15 minutes before your shift
    • ART VENDOR SUPPORT CREW 

    • Many Art Vendors who attend our festival have support from friends/family to help support them throughout the event from beginning to end. However, many other Art Vendors operate solo and will be setting up and managing their own booths without support. We try to make the entire festival experience pleasant for all vendors involved by providing support with loading in, support with brief bathroom and food breaks during the event, and support with loading up after the event on Sunday.

      Set-Up & Tear-Down:

      Some Art Vendors may need assistance transporting their supplies to/from their vehicles to their booth space when they load in for the event, or loading out on the last day of the event. Volunteers will help with set-up will be available at the Vendor Check-In and on the grounds to offer their support to Vendors as needed. Volunteers providing set-up assistance will help vendors with the following:

      • Transport their festival supplies to/from their booth space.
      • Unpacking and/or setting up their canopies and select booth furniture. 
      • Answer any questions to the best of your abilities. UVA Staff will provide some information about FAQs that artists may have and will also be available to help answer any questions that volunteers are unable to answer as well.
      • Set-up/Tear-down volunteers are not responsible for helping vendors pack their wares.

      Careful handling is required and volunteers must be able to lift and carry up to 50lbs.

      Booth Sitters:

      Booth Sitters help provide relief to Art Vendors so that they can take a break. Every year, we try to have a wide selection of booth sitters to help artists take adequate breaks for food, water, and other necessities. Booth Sitters are responsible for the following: 

      • Walking the grounds, checking with vendors to see if they need a break.
      • Monitor the booth to ensure the artwork and other items are safe.
      • If a customer approaches, greet them and let them know the vendor will be back shortly if they would like to make a purchase. 
      • Booth sitters are not responsible for processing payments for vendors. 

      Booth Sitter shifts are up to 2.25 hours long. Shift times may overlap to help ease the transition from one volunteer shift to the next.

      For many artists, Booth Sitters are the only source of relief for necessities during the festival. To ensure we have adequate coverage and artists can have the support they need, please commit to the times you sign up for so UVA Staff can be better prepared to cover only the times we don't have coverage for.

    • Art Vendor Set-Up/Take-Down Shifts

      Please be prepared to arrive at least 15 minutes before your shift

    • Art Vendor Booth Sitter Shifts

      Please be prepared to arrive at least 15 minutes before your shift
    • GATE CREW 

    • Gate Crew Tasks:

      Integral to the day-to-day operations of the festival, gate crew volunteers are integral to welcoming visitors to the festival. Gate crew volunteers will assist with the following:

      • Greet guests
      • Collect entrance fees by taking cash payments, check payments, or card payments via Square.
      • Monitor stamping for new and returning visitors.
      • Notify guests with animals that pets are not allowed on festival grounds (Service animals are welcome!)
      • Notify UVA Staff of any issues or concerns that arise near the gates.
      • Answer any questions as needed. UVA Staff will be available over radio to assist with answering questions.

      Shifts are up to 2.5 hours long max. Shift times may overlap to help ease the transition from one volunteer shift to the next.

      Please commit to the times you sign up to ensure that we have adequate coverage and can be better prepared to cover only the times we don't have coverage for.

    • Gate Crew Shifts

      Please be prepared to arrive at least 15 minutes before your shift
    • PARKING MONITOR CREW 

    • Parking in our Western parking lot (next to the Food Court and along the Roseburg National Cemetary) is limited and requires special monitoring. Parking Monitor Crew volunteers ensure that visitors know where/how to park in a way that is safe and does not block any main thruways. Key responsibilites include:

      • Supervise the parking lot to ensure all vehicles are parked correctly and are not blocking traffic or the entrance/exit to the parking lot.
      • Keep a rough count or estimate of available parking and relay to visitors when the lot is full.
      • Direct vistors to accessible parking as needed.
      • Provide directions to the gate for access to the festival. 

      Shifts are 2.5 hours long with some overlap to help suppor the transition between shifts. Two volunteers will be required to be posted for each Parking Monitor shift at all times to ensure adequate support and coverage. Please commit to the times you sign up to ensure that we have adequate coverage and can be better prepared to cover only the times we don't have coverage for. 

    • Parking Monitor Crew Shifts

      Please be prepared to arrive 15 minutes before your shift.
    • FOOD COURT CREW 

    •  MUST BE 21 YEARS OR OLDER


      Our Food Court is one of the most active areas of Summer Arts Festival, and includes our beer garden for visitors to enjoy drinks and food while watching live music. With the presence of alcohol in the food court, UVA is required to comply with OLCC guidelines. Volunteers on the Food Court Monitor Crew will help assist with this by performing the following tasks:

      Food Court Monitors:

      • Support the Alcohol Monitor by ensuring festival rules are being followed. Food Court Monitors report any individuals who might be acting belligerent and/or not following festival rules to the Alcohol Monitor and/or UVA Staff.
      • Do not let anyone with alcohol leave the food court. 
      • Wipe down tables and alternative clean-up with other Food Court/Alcohol monitors (once per shift).
      • Never leave your post unmanned. 

      Shifts are up to 2.25 hours long, with some overlap to ensure adequate coverage.

      Alcohol Monitors:

      • Ensure festival rules are being followed by both Food Vendors and vsitors.
      • Report any individuals who might be acting belligerent and/or not following festival rules to UVA Staff.
      • Help wipe down tables and other maintenance duties with other alcohol monitors (at least once per shift)
      • Support Food Court Monitors as they ensure that alcohol does not leave the food court. 
      • Never leave your post unmanned. 

      Shifts are up to 2.25 hours long, with 3.25-hour shifts on Friday and Saturday evenings. 

      *Please commit to the times you sign up to ensure that we have adequate coverage and can be better prepared to cover only the times we don't have coverage for. *

    • Food Court Monitor Shifts

      Please be prepared to arrive 15 minutes before your shift.

    • Alcohol Monitor Shifts

      Please be prepared to arrive 15 minutes before your shift.
    • BUILDING MONITOR CREW 

    • Our main building is open to the public from 10am-8pm on Friday and Saturday and 10am-4pm on Sunday during the Summer Arts Festival. This is so that visitors can view the art we have on display, visit our gift shop with local artists' works for sale, and see select vendors who are set-up in the building. Our East, West, and North entrances are open, letting guests come in for a break from the heat and enjoy more art expriences. With only one UVA Staff dedicated to our building and the rest in other areas of the festival, building monitor volunteers help ensure the artwork and our historic building stay safe. Building monitor volunteers assist with:

      • Supervising the galleries and artworks by asking viewers to not touch the artwork.
      • Report messes, hazardous things, and anything out of the ordinary to the UVA Staff assigned to the building.
      • Direct guests to porta potties located in the handicapped parking lot for the festival (our indoor restrooms are closed to the public due to the age of our pipes).
      • Notify the UVA Staff member in the building if someone would like to purchase anything.

      Shifts are up to 2.5 hours long max. Shift times may overlap to help ease the transition from one volunteer shift to the next.

      *Please commit to the times you sign up to ensure that we have adequate coverage and can be better prepared to cover only the times we don't have coverage for.*

    • Building Monitor Shifts

    • YOUTH ZONE CREW 

    • Our Youth Zone is a space dedicated to providing young artists with different art opportunities and experiences to explore at festival. UVA provides a few different activities alongside an Emerging Artists Booth and other activities with various community partners for a fun and well-rounded experience. Volunteers at the Youth Zone will have the opportunity to assist with the following:

      • Welcome festival youth and their families to the Youth Zone.
      • Explain the art project to young artists and help them with the crafts.
      • Communicate to the parents that their presence is required for all youth to participate (The Youth Zone is not a babysitting area, and UVA and Volunteers are not responsible for monitoring children on the parent's behalf).
      • Ensure the supplies stay stocked. Volunteers are to notify UVA Staff if supplies get low.
      • Keep an eye on all young artists to ensure they are using all materials safely and that they are safe in the booth. 

      Shifts are up to 2.25 hours long. Shift times may overlap to help ease the transition from one volunteer shift to the next.

      *Please commit to the times you sign up to ensure that we have adequate coverage and can be better prepared to cover only the times we don't have coverage for.*

    • Youth Zone Crew Shifts

    • Contact Information & Submit Button 

    • Volunteer Contact Information

      Please fill out the information below before selecting your preferred volunteer position/shifts. Once you have filled out all information and selected your shifts, hit the submit at the bottom of the form to reserve your shifts. We look forward to having you apart of this year's Summer Arts Festival!
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