Weekend Show Responsibilities

Observatory with Saturn in the background.

For typical weekend tours we advertise only one planetarium show but more than likely do two or even three shows, particularly on clear evenings.  Because we want to ensure that the tours are done in a professional manner and flow smoothly, we assign three student docents to our weekend evening tours.   Each student docent has an important and specific role for the evening.  Often these roles overlap with the other docents depending on the time and size of the crowd.  We expect you to always plan for a minimum of two planetarium shows. If all of you plan well and communicate with each other throughout the evening, you should be done for the night at the scheduled closing time.

It is expected that you arrive at the observatory a half hour in advance of the when doors open.  Make sure you are wearing appropriate attire and have your name badge on.   Once all have arrived the three student docents should decide on their roles for the evening.  For the below guidelines, we have three assigned student docent roles called:

  1. Position/Role – Money Docent
  2. Position/Role – Planetarium Docent
  3. Position/Role – Telescope Docent

You may ask “What is a docent?”  Docent came into English by way of German, tracing back to the Latin word docere, meaning “teach.”  A docent is a person who is a knowledgeable guide, especially one who conducts visitors through a museum and delivers a commentary on the exhibitions.  But the term can be used more broadly to mean “someone who promotes learning.“

ALL observatory docents are expected to be able to perform any of the roles listed above, not just one or two of them.  If you can’t, you probably should be reconsidering your employment at the observatory.

Preparation Before Opening

When preparing for opening it is expected that each individual docent prepare for their portion of the evening.   It should NOT take two or three docents to prep the telescope, or the planetarium, etc.  Each of you have assigned preparation role that requires only one person.  This allows the preparation to go quickly and smoothly.   Once prepared it is expected that each of you verify that the other has done their share of the preparation and that you are set to open.   The assigned tasks for each docent in preparing for the evening are:

Money Docent

  • Count out 49 tickets for 3 shows – Red, White, Blue
  • Turn on lobby music
  • Setup table with the dark blue table cloth behind the “N” symbol on the floor
  • Prepare the money box & the Square charge card / iPad
  • Put informational posters in the proper position
Planetarium Docent
  • Reboot the the Nightshade NG software using the handheld remote (8.14 on the menu)
  • Setup for the show
  • Cover red exit signs
  • Have the preshow ready to go
  • Cleanup planetarium of any trash or debris

Telescope Docent

  • If weather permits, open the dome to allow it to cool off (face away from the Sun) to advertise that we are about to open
  • Unlock the door to the dome (do NOT prop open)
  • Turn on lights in the dome (Note these will later be turned off for observing)
  • Verify that the telescope is operating properly, i.e., focus is set properly and that it slews properly, if dark enough you can check the pointing
  • Check the bathrooms to make sure lights are on, urinals & toilets are flushed, and trash picked up
  • Determine what celestial objects you will be viewing

Opening

  • Open doors early if you have a crowd waiting at the door or if it is raining/snowing
  • Doors to the planetarium should be shut initially as the crowd enters the lobby
  • Chain across stairway to the upper levels

Money Docent

  • Behind the money table collection fees / selling tickets
  • While selling tickets, inform people of the agenda for the evening

Planetarium Docent

  • Open doors greeting people initially and directing traffic
  • Transition to ushering patrons into the planetarium and seating customers in an efficient manner

Telescope Docent

  • Prior to 1st show collect all tickets as patrons enter through the south door of the lobby.
  • Directing Traffic
  • Helping with selling tickets and informing patrons of the agenda for the evening

First Show Begins

You should begin the 1st planetarium show as soon as it is filled to capacity.

Planetarium Docent

  • Introduce yourself
  • Reiterate the agenda for the evening
  • Tell patrons to silence all cell phones and not to bring them out during the performance due to the light they give off
  • Ask them to follow us on Facebook and Twitter
  • Run Fulldome and star show

Telescope Docent

  • Introducing yourself
  • Give brief lobby discussion (the Money docent can help with this too)
  • Direct the 2nd show crowd to the Telescope
  • Explain how patrons should queue at the telescope and keep eye glasses on
  • Do NOT prop door to dome open
  • View objects if weather and darkness allows or Telescope demonstration and explanation
  • It is important that you describe what people are seeing and repeat queuing instructions often

Money Docent

  • Continues collecting sell tickets and collect fees
  • NOW – In Charge of Crowd Control and 2nd Show Timing

First Show Ending

Money Docent

  • Must check on the 1st show’s progress
  • Near its completion must inform the crowd waiting for the 2nd show to move to the south end of the lobby
  • Explaining to the 2nd show people that the 1st show will exit the North Door and you will be taking tickets at the South door following their exit
  • Open the North Door and relay (via text message or phone call) to Telescope docent when the 1st show is done

Planetarium Docent

  • When finished direct the crowd to exit via the north door by standing at the bottom of the stairs in the clock room and directing people to exit the stairlift stairs, North Door
  •  After everyone has exited shut the North Door (the South Door should also be shut)

Telescope Docent

  • Annouce to the crowd in the dome that the 2nd show will be starting soon (indicate the color of the tickets for the show)

Second Show

Money Docent

  • When the Planetarium docent is finished with setting up for the 2nd show, open the South Door and begin to collect tickets

Planetarium Docent

  • Setup for 2nd show
  • Usher / seat patrons

Telescope Docent

  • Continue Viewing

After the 2nd Show Begins

Money Docent

  • Mingle with the crowd answering questions particularly about the lobby
  • Continue directing the people
  • As closing time approaches begin totaling the fees collected for the evening.
Follow the same instructions for the End of Show 2 and, if needed, the Beginning of Show 3

Closing down

Money Docent

  • Put away table and chair
  • Total fees collected
  • Fill out front of Public Tour Voucher envelope
  • Secure the money box
  • Put away iPad
  • Fill out Google tour form
  • Ensure restrooms are free of trash

Planetarium Docent

  • Turn off projector
  • Put laptop in sleep mode
  • Stack portable chairs back behind the last row
  • Uncover Exit signs
  • Pick up any trash on the floor
  • Turn off cove lights
  • Lock doors to the planetarium

Telescope Docent

  • The telescope is to be stowed at Zenith
  • The dome is to be closed and parked at 180 degrees of azimuth
  • The dome rope lights are to be turned ON  (ALL other lights OFF)
  • The mirror covers are to be closed
  • Close Radmin on the laptop
  • Put laptop in sleep mode.
  • Turn off any LCD monitors
  • Door to the dome is locked

It is the responsibility of all docents to ensure that the other docents have carried out their responsibilities.   Please communicate with each other.

Finally, and very important, make sure the ALL interior doors within the observatory are locked.  And verify the rear and front doors are locked before you leave. Be sure to pull on the doors, sometimes they don’t latch properly.