Volunteer Job Descriptions...

If you have signed up as a volunteer  you will find a description of your role below. - ~They are arranged in alphabetic VENUE sequence.  

Please also see the general document “Volunteer Notes including Frequently Asked Questions”

 

  1. BEECHWOOD MEADOWS – Crouchley Lane

1.1 Bus Marshall

Manage safe movement of bus in and out of car park area adjacent to St Mary’s Church Hall. 

1.2 Gate Money/Tickets

Take money in exchange for wristbands. Give out programmes. ( There will be a separate sheet of instruction for all those responsible for taking cash.)  New arrivals are likely to tail off between 2 and 3. Liaise with Venue Manager to decide when is appropriate to stop collecting. We still man the actual venue gate till 3 or a little after.

1.3 Parking Steward

Marshall people safely into parking spaces making best use of car park. Two-way radios will be provided.

 

2. CANAL

2.1 H&S

Crowd management; provide information and programmes, particular attention to narrow area between Youth Club and Bulls Head.  Esp. busy during Sail Past 4pm onwards. If your duty finishes at 5pm please stay till crowds clear from Sail Past.

 

3.  HIGH SCHOOL

 3.1 Parking Steward

Marshall people safely into parking spaces making best use of car park. Two-way radios will be provided.

Previous experience suggests the parking may fill early in which case place Car park full signs at top of Oughtrington lane

 3.2 Gate Money/Wristbands

Take money in exchange for wristbands. Give out programmes. (There will be a separate sheet of instruction for all those responsible for taking cash with particular reference to security when handing over). This job may tail off early especially if the car park fills in which case with agreement of supervisor  close the table and tell stragglers  to but their wristbands in the village.  

 

      4. MAPLE LODGE

4.1 Kitchen/Refreshments Area

Prepare drinks and give out refreshments (sandwiches, cake etc)_ to exhibitors . also a collection point for cold drinks ,energy bars for volunteers.  If there is surplus food and you are not under pressure feel free to share with gate staff.

4.2 Door control /Wristbands / H & S

Check wristbands. Admission is by wristband only. So you will also take payment and issue wristbands. Door management to ensure venue not overfilled. General assistance to  site manager.  See last part of this document on “working a gate”.

 

5. MARKET CAR PARK/ GOLDEN FLEECE CAR PARK

5.1 H& S

Crowd management, ensure safe behaviour and adherence to safety standards e.g.  no visitor mounting of machines.  Supervise any movement at beginning and end of day.  Also assist in safe engine placement in other venues after drive-in and supervise engines at other sites.

 

6. MAY QUEEN FIELD

6.1 Entertainment Steward/ field steward

Assist Entertainment Manager in placing all entertainment exhibitors,  General presence on field to answer queries give directions, check bins.

6.2 Field Clearing/Take Down

Assist with supervision of orderly, safe departure of vehicles.  Assist with clearing of field, drop marquees, remove bins, lift trackway, clear of any litter..

6.3 Man Event Marquee

Central point for volunteers if they are offering to do extra duty, lost children home for extra hi-vis jackets programme issue, fire extinguishers, loud hailers etc general information.  Before taking up this duty ensure you have had a good look at the programme and know where everything is . Typically people are looking for directions or checking for lost property.

6.4 Motor Bikes Placement

Assist motor bikes to their place and get them set up in an orderly safe way. Put up tape, rods if required. (one man job)

6.5 Set-up /parking steward

Work as a part of a team under supervision to get all 350 vehicles in place as per field layout plan from gate including drive-in parade.

6.6 Trader display Placement

 Work as a part of a team to get all traders in place as per field layout plan from gate.

6.7 Field Steward General field stewarding, be on the alert for any potential hazards, anti-social behaviour be ready to assist field managers in the event of the need for any sort of evacuation, partial or complete. Check toilets are in good state, check bins  Specifically assist with crowd control around performance area.

 

7. MAY QUEEN FIELD GATES

7.1 Longbutt Lane Gate 

Take money in exchange for wristbands. Give out programmes. ( There will be a separate sheet of instruction for all those responsible for taking cash.)

7.2 Mayfield View Gate

Take money in exchange for wristbands. Give out programmes. ( There will be a separate sheet of instruction for all those responsible for taking cash.  Monitor disabled parking assist disabled people accessing field if required.)

7.3 Main Gate

  1. Take money in exchange for wristbands. Give out programmes. ( There will be a separate sheet of instruction for all those responsible for taking cash.

  2. Manage fast track entry area to ensure they already have wristbands

  3. Manage approach from Pepper street to ensure no vehicles use access after drive-in complete.

 

7.4 Main Gate –Pepper St   bottom of approach track .

From 8 till 10.15 Welcome smile!  direct traffic as appropriate up the trackway. Answer immediate questions but ensure traffic flows freely. Assist normal traffic leaving from up Pepper Street.   Collect a Trader’s sheet so that you can check and confirm that arriving traders are in fact booked in.  If not contact trader manager by radio

From 10.15  till 11am  Help Ensure smooth flow of traffic up the drive to field. Ensure road closure coming down Pepper st is respected. In Case of genuine emergency  lead vehicle down Pepper St and then send up Rectory Lane  ensuring first that there are no people stood across the base of Rectory Lane by the Cross From 11 till 5pm the key important responsibility here is to ensure that no vehicles try to use this access point. They will not be able to get through and it is not safe.  Two wheeled vehicles can be sent round to top entrance.   People making a delivery can do the same but will need to carry stuff on to the field.  You will be in radio contact with the main gate if you have any problems. Recommend you pick up a loud hailer from Event HQ on field for the 10.15 till 11.30 period. There is the possibility that after the end of the parade when the road is reopened at 11.15 people will walk en masse toward the May queen field and block the road. 

 

   8. OLDE No 3 / WHEATSHEAF

8.1 Drive-in Stewards

 Supervise arrival and parking of vehicles. Issue programmes, field maps, wristbands,.  Assist  with safe departure of vehicles. (Members of the public –as we are NOT entitled to control traffic on the highway).  Ensure car park left clean and tidy.  If operating at Wheatsheaf ensure in advance that you have exchanged mobile phone numbers with main departure manager who will be located at Olde No 3.  

9. VILLAGE  

9.1 Road Closure Supervisor

Ensure road closure is respected. Give information, advice to people needing help with diversion. See notes against 9.6

9.2 Village Centre/Drive-in/Traffic/General Marshalling

General crowd management esp during drive-in,  Meet and greet from buses, give out programmes, give directions, do visitor surveys. The drive in is from 10.30 till 11.am during which time drive-in route is closed.

The closure will run on till 11.15 to allow crowds to move up Pepper St. Thereafter road will be opened and we need to ensure people realise this and move back on to pavements.  – We can provide a couple of megaphones to assist with this.

9.3 Road closure  - Top of Rectory Lane and Junction of New Road/ Dane Bank Road East  

Ensure Road closure or road closed access only signs are not put in place until 10.20am exactly.

Be ready to handle queries from disoriented exhibitors on how to access May Queen field. They will have received maps and there are signs but …

Any exhibitor vehicles  arriving  between 10.20 and 10.45 send to corner of Eagle Brow and Brookfield. This will enable them to get on to the field by joining the drive-in rather than miss the event .

Only remove closure when notified to do so by telephone or visit from Traffic Mgt company.  

 

9.4 Manning corner of Pepper Street outside Wine Kitchen.  This is a key point that need constant presence.

Early on it will be to direct Exhibitors and Traders up Pepper St. Once drive-in is complete it will be to prevent visitor traffic going up Pepper St. Direct them up Rectory Lane and follow signs at top to Beechwood Park & Ride.  Have some programmes with you opened at map page to give out too.

9.5 Road closure Rectory Lane at Cross.

The majority of vehicles in the drive-in will be passing up Pepper St but a few will exiting via Rectory Lane so need to keep a passage clear.   Before and immediately drive-in. Meet and Greet arriving buses.

9.6 Road Closure Eagle Brow/ Brookfield

The supervisor will have list of those vehicles that will gather along Brookfield Road to join the drive-in.  The roads should be coned ( dropped off early by Blue Arrow ) to ensure there is places for them.

The closure does not come into effect until 10.20.   The particular challenge here once the drive-in starts to come through is to take the occasional opportunity to let normal cross traffic through that is passing along Brookfield.  You may also get a few late arrivals to drive –in joiningg at this point have been re-directed from other closure points.    Glyn Jones – road closure supervisor will be in last vehicle of drive-in from Olde No 3. At that point start to release vehicles for this junction.  Do not re-open road until you have the all clear  from Village Centre Manager.  This could be as much as ten minutes after last vehicle leaves.  

When re-openin g road I would recommend walking in front of first vehicles to ensure there are  no pedestrians in the roadway.

     10.  VILLAGE HALL

10.1 Village Hall Catering

Prepare drinks and give out refreshments to exhibitors and volunteers (Not selling to public).

10.2 Village Hall door

 Check wristbands of those who have already purchased. Take money in exchange for wristbands. Give out programmes. ( There will be a separate sheet of instruction for all those responsible for taking cash).  Also manage room capacity in co-operation with site manager and exhibitors.

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