Scheduling, canceling, etc.

Scheduling

Whenever performances and other events are open, information is posted through OHUG. Scheduling is handled through PRESTO Group & Event Manager, an on-line system that allows ushers to create, view, and change their schedules (signup, request, and cancel performances).

PRESTO reflects changes almost immediately. Ushers may opt to have an automated schedule reminder sent to them periodically. Since internet access is needed, those without their own access -- public library is fine -- should find someone else to relay email messages and to manage their schedule for them.

Season signups occur in three phases. Special events usually use a different process, which depends on the expected popularity of the offering. For events with the most demand, factors that will be considered are an usher’s frequency of House ushering, quality of service, and Nutcracker qualification.

Phase 1: House Volunteers who have a) met the Nutcracker requirement and b) ushered as House on a regular basis during the current season (for example, four House Nutcrackers are needed for Ballet) may signup for performances. Although signups are instantly approved, a performance that has more House signups than slots requires that some House-approved ushers volunteer as regular. Early in Phase 2 volunteers can view their schedule in PRESTO to find out which of their signups are House and which are regular. Phase 2: House and Regular

Volunteers who have met the Nutcracker requirement may signup for performances. Signups are instantly approved.

Phase 3: Signups and Requests

Signups continue for ushers who have met the Nutcracker requirement. Additionally, volunteers may request performances. Volunteers who did not fulfill the Nutcracker qualification (for example, new volunteers and those with scheduling conflicts) may request--but not directly schedule. Unlike signups, which appear on an usher’s schedule right away, requests must be approved. Availability determines which performances and other events are open for requests; those that are fully covered (or close to fully covered) will usually be closed unless cancellations occur. Approval of requests is neither automatic nor immediate; in PRESTO, an approved request changes from "request" to “signed up”.

Cancellations

To cancel ushering at a performance more than 24 hours from report time, volunteers should use PRESTO. Canceling is always a serious matter--another volunteer may have been denied the spot--but especially when the roster can no longer be filled:

- to cancel between 12 and 24 hours before report time, send email to <ushers@sfopera.com>.

- after that but before report time, send e-mail when you can and call the Usher Hotline--(415) 551-6247--leaving a brief message.

Commitment to Schedules

Scheduling privileges may be reduced or rescinded altogether for volunteers who fail to meet their commitments. This includes not showing up or frequently doing any of the following: canceling without adding, canceling within 72 hours of curtain time, or arriving late. Even if they are scheduled for a performance, ushers who arrive late risk being turned away.