2012 Illawarra Folk Festival
Volunteer Task Descriptions

There are a number of tasks for volunteers, all with varying responsibility. These are generic descriptions to assist in providing a choice of suitable tasks. Some positions such as marketing will perform most of their work before the festival opens.

The jobs described as the teams:

1.    Stage (MC) Team 2.    Shift Manager 3.    Recycling & Clean Team 4.    Recycling Ranger 5.    Set-up 6.    Pack-Down 7.    Festival Pub Barperson 8.    Raffle Seller 9.    Festival Office 10.    Site Control

11.    Volunteer Registration 12.    Signage 13.    Camping Monitor 14.    Festival Shop 15.    Flying Gang 16.    MC 17.    Marketing 18.    Media 19.    Sponsorship

1. STAGE (MC) TEAM

•    In control of the venue
•    Liaise with performers, sound persons and MC
•    Ensure concerts/events kept to running sheets
•    Ensure tea, coffee, sugar, milk, cold water kept maintained
•    Ensure venue is tidy, rubbish picked up, chairs stacked
•    Assist with stage set-up - chairs, tables, instruments
•    Liaise with Office if any problems, emergencies, use 2 way radio
•    Ensure toilets maintained
How Long:    4 hour shifts
When:    Thursday evening to Sunday
Which Venues:    All venues
Team Coordinator:    Theresa Gregory

2. SHIFT MANAGER

•    Manage the whole site and problems for a period of time.
•    Coordinate Emergency Situations
•    Liaise with Volunteer Top-Up Coordinator to acquire resources for solving problems
•    Travel over the site, observing and fixing any issues
How Long:    between 2 to 4 hours shifts
When:    Thursday to Sunday
Where:    Festival Office
Which Venues:    All venues
Team Coordinator:    Neil Rowsell

3. RECYCLING and CLEAN TEAM

•    Set-up Recycling Stations with bins and signage
•    Empty bins on a regular basis
•    Collect and deliver materials to the Recycling Sorting Area
•    Clean showers and toilets on a regular basis
•    Make sure showers and toilets are clean and tidy between regular cleanings
•    Ensure grounds in general are clean and tidy
How Long:    3 hr shifts
When:    Thursday to Sunday
Which Venues:    Festival site, showers and toilets, garbage stations
Committee Coordinator:    Robynne Murphy

4. RECYCLING RANGER

•    Monitor Recycling Stations
•    Assist with keeping nearby areas tidy
•    Assist with waste collection
How Long:    2 -3 hour shift
When:    Friday evening, Saturday, Sunday
Which Venues:    Around the Global Green, Beer Hall area
Team Coordinator:    Robynne Murphy

5. SET-UP

•    Assemble stages
•    Set up backdrops
•    Set-up chairs
•    Pick-up gear from storage locations
•    Put up sponsors signs up
•    Put-up programmes at venues on Sandwich boards
•    Set-up tea and coffee
•    Set-up tables for Sound persons
•    Set-up small tents
•    Set-up traffic, parking barriers signage
•    Place signs around festival - directional, parking
•    Place no smoking signs around venues
How Long:    as long as it takes!
When:    Tuesday, Wednesday, Thursday
Which Venues:    various
Team Coordinator:    Simon Leamon

6. PACK-DOWN

•    Remove stages
•    Remove backdrops
•    Remove entries
•    Stack chairs
•    Transport Folk Club gear to storage
How Long:    as long as it takes!
When:    Monday
Which Venues:    various
Team Coordinator:    Simon Leamon

7. FESTIVAL BARPERSON

•    Serve Coopers Beer, light beer, cider, wine, snack food
•    Collect money
•    Ensure ice stocked
•    Keep venue tidy - pick up rubbish, bottles
•    Wipe tables
•    You need a RSA
How Long:    2 hour shifts
When:    from Thursday afternoon, Friday to Sunday
Which Venues:    Bar
Team Coordinator:    Graeme Morrison

8. RAFFLE SELLER

•    Sell tickets at every opportunity including Concerts
How Long:    2 hr shifts
When:    from Friday to Sunday
Which Venues:    All
Team Coordinator:    TBA

9. FESTIVAL REGISTRATION

•    Meet and greet patrons
•    Sell Festival tickets to patrons and issue armbands
•    Exchange vouchers for armbands. Place on patrons
•    Sell souvenir programmes.
•    Provide general information
•    Maintain message board
•    Performer registration
•    Use cash registers
•    Use EFTPOS machine
How Long:    2 to 4 hr shifts
When:    from Thursday to Sunday
Which Venues:    Festival Office
Team Coordinator:    Judy Cork

10. SITE CONTROL

•    Assist with traffic control
•    Assist with carparking control
•    Provide directions to campers, performers, volunteers
•    Assist with gate control
How Long:    3 hr shifts
When:    From Thursday to Sunday
Which Venues:    Festival site grounds
Team Coordinator:    Rod Cork

11. VOLUNTEER REGISTRATION

•    Register volunteers
•    Manage volunteer sign on and sign off for each shift
•    Brief volunteers on job responsibilities
•    Brief volunteers on site layout
•    Brief volunteers on emergency procedures
•    Answer volunteer enquiries
•    Manage two-way radios
•    Alert Shift Managers of volunteer shortages
•    Distribute armbands and lanyards
•    Communication site for volunteers
How Long:    4 hr shifts
When:    Thursday to Sunday
Which Venues:    From Registration Office
Team Coordinator:    TBA

12. SIGNAGE

•    Install all signage to toilets, directions
•    Carparking signage
•    Venue signs, programmes
•    Colour chart of armbands for door control
How Long:    Initial set up of signage and ad hoc as required
When:    Set-up Wed/Thu. Check Fri, Sat and Sun morning and afternoon
Which Venues:    All
Team Coordinator:    TBA

13. CAMPING MONITOR

•    Direct campers and caravans to designated sites
•    Ensure camping grounds are kept tidy
•    Ad hoc surveillance of camping grounds
•    Provide information to campers
How Long:    3 hr shifts
When:    From Thursday to Sunday
Which Venues:    Camping site
Team Coordinator:    TBA

14. FESTIVAL SHOP

•    Sell festival and performer merchandise – CDs, Books, Shirts
•    Liaise with performers to sell their merchandise
•    Stock merchandise shop
•    Use cash registers
•    Use EFTPOS machine
How Long:    3 hr shifts
When:    Friday to Sunday
Which Venues:    Merchandise Shop
Team Coordinator:    TBA

15. FLYING GANG

•    Fill in any position where there are volunteer shortages
•    General over view of grounds and Festival
•    Assist Shift Managers in solving problems
How Long:    As required
When:    Friday to Sunday
Which Venues:    Festival site
Team Coordinator:    Tony Foley

16. MC

•    MC Concerts, events
•    Provide announcements to audiences
•    Assist Venue Manager backstage
How Long:    3 hr shifts
When:    Friday to Sunday
Which Venues:    Festival site, showers and toilets, garbage stations
Team Coordinator:    Russell Hannah

17-19. Marketing, Media, Sponsorship

•    Greet VIP’s and Media at the Registration
•    Provide information or a guided tour
•    Assist media to organise photo ops or interviews
•    Investigate possible media stories or photo ops
•    Be first response for media in an emergency
How Long:    4 hr shifts
When:    Friday to Sunday
Which Venues:    All Venues
Team Coordinator:    Peter O'Neill

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GUIDELINES FOR VENUE MANAGERS

1.    The main requirement for Venue Managers is to ensure that each Venue operates on time as per programme. Also ensure venue is tidy, chairs in order.

2.    Keys to can be picked up at the Festival Office each morning. Those of you rostered to close these venues of a night should return the keys to the Office so that they are available for the next day.

3.    Sound/Lighting operators and Festival Committee members will be identified by badges on their clothing.

4.    Portable radios will be used to facilitate communication around the Festival site. Some Venue Managers will be supplied with a radio. The base radio will be located in the Festival Office. Please ensure that you pass the radio on to the venue manager following you. Those of you having the radio at the end of the day please return it to the Festival Office for overnight battery re-charging.

Caution: The radio is easy to lose due to its small size. Operating Instructions for the portable radios are:

• Depress the “press to talk “ button located on the side of the unit.
• Holding the unit approx 4 cm from your mouth, speak clearly into the unit
• Speak at a normal talking volume - don’t yell.
• After you finish speaking, let go the “press to talk” button and await a reply.

The following personnel will have a portable radio for the duration of the Festival.

• Shift Manger on Duty
•  - Volunteer work rosters
• Tony Foley - Site Services
• David De Santi - Overall programme co-ordination
• Robynne Murphy - Recycling Manager
• Communications Centre
• Traffic Control
• Security
• Festival Bar

5.    Those of you rostered to concert venues please ensure that the MC and sound operators have copies of the concert running sheets. Please ensure that each performer runs to schedule. If a performer is late for his/her performance please use the radio to locate them.

6.    At the end of your shift please wait for your replacement to arrive. Please return all keys, radios, tools, signs and any other loose equipment to the Festival Office.

7.    Remind the MC about mentioning the Raffle, Sponsors, No Smoking

8.    The main role of Venue Managers is to ensure that the Festival runs smoothly and efficiently. There are sure to be unforseen problems that will require fixing as we go along. If you are not sure about anything use the radio to get help from the Office or Shift Manager. With good weather, good luck and good teamwork we should all enjoy a most successful Festival. Good luck and thanks for all your help!!!