27th Illawarra Folk Festival
Information for Volunteers

This document will be used for Site Inductions for volunteers.

Illawarra Folk Festival Volunteers Needed – July 2012

We will be advertising for general volunteers in September, however we are now seeking volunteers for the following vital senior roles.

• Volunteer Coordinator
• Camping Coordinator
• Stalls liaison role
• Volunteer Kitchen Coordinator
• Emergency Plan & Site Safety

The most important role to fill is the Volunteer Coordinator.  This role entails advertising for the various volunteer positions, taking applicants details, ensuring all information is collected and forwarding on the information to the relevant Team Leader. There will be a number of volunteers to help the Volunteer Coordinator in this role.
The Camping Coordinator has to allocate the camping spaces to campers as they arrive.
Stall Liaison works with the Rotary Club which supervises the stall holders.
The Volunteer Kitchen Coordinator ensures that all the volunteers are well fed and watered.
The Emergency Coordinator works with other Team Leaders to make sure the Festival is safe and there are plans for any emergency.

INTRODUCTION

The Illawarra Folk Festival is the largest of its kind in Australia which is run entirely by volunteers including specialized construction, financial and technical areas.  Volunteer tasks vary from meeting and greeting at the front gate to construction and sound operation at the venues. Some people have many years of experience but all volunteers contribute to the success of the festival.

Volunteering for 12 hours or more before or during the festival means you receive a free festival pass with camping plus benefits such as the volunteer dinner and bar passes, and entry to special pre- and post-festival events. Senior volunteers look after teams of volunteers and are entitled to a greater range of benefits. Volunteering means agreeing to the following codes and procedures.

Volunteers set the Festival standard. Please be kind, positive, patient and courteous to all performers, fellow volunteers and members of the public. Together we can make it a beautiful weekend.

Arriving & Induction

Only volunteers who have applied and been assigned to teams will be admitted to the site before the Ticket Office opens at noon Wednesday.

After that point proceed to the Registration Office that is situated at the entry to the Bulli Showground. Register at the Volunteer Registration desk, confirm your team assignment and get your volunteer name tag and festival armband.

You should then make contact with your Team Leader and receive a site induction, which covers the points listed here as well as aspects specific to your team. We have tried to give people a variety of tasks and shifts and do not expect them to work beyond their capacities. If you have any problems with your assigned tasks and shifts, please advise us.

You should wear your name tag at all times while on duty. It will be collected at the end. 

Parking and Driving on Site

There are no special parking facilities for volunteers. There is lots of free parking on the site, follow the signs. Please drive slowly and carefully around the site.

Camping

Volunteers are able to camp from Tuesday morning to Monday afternoon. There are designated areas for camping. If you arrive before midday Wednesday please contact the camping coordinator to know where to camp. Due to limited sites being available at Bulli, sites will be allocated according to the type of camping you will be doing. This means that if your friends have different types of camping gear (e.g. tent or caravan) you may not be able to camp together. Please note that power is not generally available to campers.

Volunteer Kitchen

It is situated near the Global Green stage in the Nag's Lounge area. This is a place to chill-out and get refreshments – tea, coffee, cold drinks and nibbles. Lunch will be provided for those involved in Setup and Pack-down on Tuesday, Wednesday and Thursday and Monday. Operating hours are 8.30am to 4.30pm from Tuesday to Monday.

Signing in

Our insurance policy requires that all volunteers sign in before and after all shifts, including Setup and Pack-down. The Sign in Book will be at the Festival Office at the Greyhound Kennels.

Organisation and teams

The festival is organised into a number of teams. Your team leader is your supervisor. The team leaders are in close contact with the rostered Shift Manager, who has responsibility for the overall operations. All of these people use radio communications. The Shift Manager and some teams wear fluorescent vests while on duty. If you need to convey an important message and cannot find anyone with a walkie talkie then go to the bar.

Key personnel and their roles

• Shift Managers
  • Neil Rowsell, Ross Dearden, Keith Mewes, Keith Gregory, John Spira and Robert Boulger
• Artistic Director
  • David De Santi
• Operations Manager
  • Neil Rowsell
• Office Co-ordinator
  • Judy Cork
• Traffic Co-ordinator
  • Rod Cork
• Recycling Co-ordinator
  • Robynne Murphy and Brian Godden
• First Aid Coordinator
  • Greg Adams
• Marketing and Media Manager
  • Peter O’Neill
• Camping Coordinator
  • Peter O’Neill
• Volunteer Managers
  • John and Terese Driscoll

Working with Children

If you are working with children (The Shed venue) be mindful of our legal responsibilities and always have other adults in view. However we are not a child minding service and all children should be under the responsibility of an adult carer. Carers will be asked to write their mobile number on the child’s wristband. Report lost children to the Shift Manager.

Volunteer Driving

If your tasks include driving please do not consume alcohol and follow the rules of the road at all times. All vehicle keys are to be returned to the Shift Manager or the Festival Bar.

First Aid and Medical Emergencies

Report medical emergencies immediately either to the Festival Bar or to someone with a walkie talkie radio, who reports to the Shift Manager who will call an ambulance if necessary.

Basic first aid items and treatment will be in the First Aid Room opposite the Volunteer Kitchen. It will be staffed from 8am to Midnight. Any incident outside those hours should be reported to the Festival Bar which will be staffed into the late hours.

Incidents and inappropriate behaviour

Do not intervene in any dispute but report any such incident to someone with a walkie talkie who will call the Shift Manager for Security Staff assistance.

Security Staff are being employed to assist with these situations and can be approached to assist. Please still notify the Shift Manager of the situation.

Talking to the Media or Representing the Illawarra Folk Festival

If there is any dispute or incident that may attract media attention (either positive or negative) please report any such incident to the Media Officer or Peter O’Neill on 0429 674 005. You are not authorised to speak to the media on any issue or to make any public comments as a representative of the Illawarra Folk Festival.

Weather

Outdoor festivals are at the mercy of the weather and we have experienced both wind and rain at Bulli. Some of the problems that can occur are weatherproofing of tents, sodden ground and wind borne dust. Such conditions can be trying but are manageable if everyone pitches in.

Notify the Shift Manager of adverse conditions and be prepared to assist.

Emergency Assembly Area

If there is a major emergency that requires a venue to be evacuated, the marshalling area is the middle of the track. If necessary, safe evacuation will be organised by the Shift Manager.

Recycling

We are proud of our recycling achievement, in past years of up to 94% of waste being recycled, and strive to keep improving on this. Please familiarise yourself with the recycling system and set an example to others.

Volunteer Dinner and Photograph

Please come to the Festival Bar at 5.30pm Sunday for a volunteer group photograph followed by dinner.

27th Illawarra Folk Festival - Volunteer Code of Conduct

• As volunteers at the Illawarra Folk Festival, we contribute to the success of the Festival by:
• Exhibiting at all times a positive and friendly approach with the purpose of ensuring Festival attendees and volunteers have an enjoyable and memorable experience
• Promoting the Festival at all times as a fun, interesting and diverse event
• Being alert but not alarmed! Noticing anything that looks dangerous or risky to public safety, and reporting it to the Shift Manager.
• Always demonstrating the volunteer ethic by being mindful of situations requiring attention or resolution.  This may involve alerting the delegated control points (injury, illness, missing armbands, unacceptable behaviour) or resolving the issue on the spot (e.g. replace toilet paper, which is always available from the bar.)
• Taking steps to resolve any untoward situation safely and quickly
• Respecting and assisting each other, and all people we come in contact with, to the best of our ability
• Do no speak to the media, but refers any queries to the Media Officer
• Following OH&S practices and policies.eg using ladders, safe lifting and wearing protective clothing, hat and footwear as required
• Ensuring we are not under the effects of drugs or alcohol while on duty
• Carrying out volunteer tasks as directed by Team Leaders / Shift Managers
• Turning up punctually and completing all rostered hours.
• Signing on and signing off at the Volunteer Centre
• Contacting the Team Leader as early as possible if circumstances prevent my commencing a shift
• Dressing appropriately for the rostered tasks

Thank you for agreeing to be a volunteer. Enjoy the festival!

 Further information, volunteer@illawarrafolkfestival.com.au