Volunteer Guidelines & General Information

Timeline

Applications: By 6 January 2015 – the earlier the better
Notification of Selection & Confirmation of Assignment: 3 weeks from the date of application.
Information Sessions: 2nd December 2014 in Hobart 
9th December 2014 in Cygnet
Onsite Registration From Wednesday 7 January 2015 in Cygnet
Site Briefings: Wednesday 7 January & Friday 9 January 2015 in Cygnet

How To Apply

Applications to volunteer at the Cygnet Folk Festival can made via the on-line application form on the Festival's website.

Volunteers Hours

12 hours volunteering before and during the Festival entitles you to a free weekend ticket. A shorter commitment may give you a free day ticket.

New Volunteers (Except Accommodation Hosts – see below)

If you have not volunteered at the Cygnet Folk Festival previously you will be asked to purchase a refundable Volunteer ticket ($80) from the Volunteer Centre prior to the commencement of your assigned tasks.

Volunteer tickets are refunded under authorisation when you have completed your assigned tasks.

To assist us to process your refund promptly, please provide the following to the Volunteer Coordinator on completion of your assigned tasks.

  1. Receipt as proof of purchase of a Volunteer ticket, and
  2. Your Time sheet signed by your Venue Coordinator or Team Leader.

All refund requests must be received by 28th Feb of the year of the Festival. Refund requests submitted after this date or which do not meet the supporting documentation requirements will not be considered.

Payments/Deposits

$10 – non refundable insurance & membership of Huon Folk Inc for one year.

$20- T-shirt deposit which will be refunded upon return of your T-Shirt.

Volunteer Passes – Accommodation Hosts

Free passes are offered to accommodation hosts on the following negotiable basis :

1 x Adult weekend pass for bed & breakfast accommodation for up to 3 x people.

2 x Adult weekend passes for bed & breakfast accommodation for 4 or more people.

Volunteer Benefits

  • You will be entitled to a Free Festival weekend ticket if you complete your volunteer assigned tasks.
  • You will be provided with a Cygnet Folk Festival Crew T-shirt to wear while on your shift. These may be returned to the Volunteer Centre to receive your $20 T-shirt deposit or you may keep the T-Shirt and not collect the deposit.
  • The Cabaret at Carmel Hall on the Sunday night is a special event where volunteers have first preference for seats. There will be a list at the Volunteer Centre where you can register your interest in attending this special farewell to the Cygnet Folk Festival for another year. If you would like to attend, you will need to confirm your interest by 4pm on the Sunday afternoon.
  • Monday afternoon Volunteer Thank You. On the Monday morning after the festival there is intensive activity around packing up and bumping out the venues and other areas of the site. We want to leave the town in even better condition than we found it. Every bit of litter should be gone.
    The Volunteer Thank You is held at the bottom pub and starts at 3 pm– there will be a free drink at the bar and some small eats. If you are vegan there will be salads.

Volunteer Code of Conduct

Please familiarise yourself with the Festival's Volunteer Code of Conduct.

OH & S Policy

We take pride in observing high standards of Occupational Health and Safety throughout the festival. As a member of the volunteer team we ask you to comply with all the safety requirements associated with your volunteer position and support the OH& S procedures. Please follow your supervisor's direction at all times. As part of your application to volunteer at the festival you will need to familiarise yourself with the Festival's OH & S Policy.

Getting To Cygnet

Please see the Getting There page on the Festival website for information on how to get to Cygnet including links to bus timetables. It is wise to aim to travel to Cygnet outside of commuter times as the buses are often full of commuters on the 5.00pm to 5.30pm services from Hobart to Cygnet.

Information & Briefing Sessions

Volunteer information sessions are held November in Hobart and December in Cygnet. These are great opportunities to obtain the latest updates on the upcoming festival and to meet other volunteers. They also provide an opportunity to meet the Volunteer Coordinators and discuss the roles available.

Registering on Arrival in Cygnet

On your arrival in Cygnet please register at the Volunteer Centre – see the Festival Map.

Site Briefings

It is a recommended that all site volunteers attend one of the site briefings to receive their site manual/site map. Details on these sessions will be issued to all volunteers in November.

Job Assignments

We try to assign people a variety of tasks and shifts and do not expect our volunteer to work beyond their capacities. If you have any problems with your assigned tasks and shifts, please advise us.

Volunteer Passes

Volunteer passes are for volunteers only and are not transferable. Complimentary passes are not supplied for Volunteer partners or other traveling companions.

Time sheets

Your time sheet must be signed-off by your supervisor.

Access to Events

On registration you will be allocated a volunteer wristband which will give you access to all venues during concerts however this will not guarantee you a seat. Volunteers, like any other ticket holder, will need to arrive early at venues for concerts they wish to see.

Accommodation & Camping

Volunteers working 10 hours or more are welcome to bring tents and camping gear and camp free in the Burtons Reserve Festival campground – please see the Camping page on the Festival website for details of the facilities available.

For information on local accommodation options, please refer to the Accommodation page on the Festival website.

Volunteer T-Shirts – Who's Who

Volunteer crew T-Shirts - Orange
Venue coordinator T-Shirts - Green
Committee/Subcommittee Member T-Shirts - Purple

Organisation and Teams

Festival volunteers are organised into a number of teams and venues. Your venue coordinator or team leader is your supervisor and they are in close contact with the Volunteer Coordinator at the Volunteer Centre. It is important that you carry out volunteer tasks as directed by your supervisor.

Dress Code

  • Closed-in shoes must be worn at all times during your shifts for your own safety. Sandals and thongs are not appropriate footwear.
  • Appropriate clothing for all weather conditions is your responsibility and should include both wet weather gear as well as hats, etc.
  • Your volunteer T-shirt should be worn during your shift to allow easy identification by patrons. Free sunscreen is available from the Volunteer Centre.

Mobile Phone Communication

Only Telstra (and Optus on some mobile phones) will receive a strong signal on site. Please be aware that if you have another carrier you may not have reception. Please consider this when you give us an on-site phone contact number.

Car Parking

If you are camping at Burtons Reserve you can park your car at your campsite but you will not be able to move it during the festival. There will be extra car parking allocated at selected sites in Cygnet but this will be shared with the public.

Volunteer Centre

Free tea, coffee, water and cordial will be available at the Volunteer Centre. This is also where you can have a rest, meet up with friends, and of course, eat. The Centre is only for Volunteers, not family members, friends or performers.

The Volunteer Centre provides a comfortable, secure and dedicated space for volunteers throughout the Festival.

Meals

There are restaurants, cafes and food stalls located around Cygnet.

Storage Area

In the Volunteer Centre there will be an area where you can store any belongings. The Volunteer Centre will be staffed during the Festival and it will be locked after hours. Belongings are stored on the basis of “all care, no responsibility”.

Safety and Security

Volunteers accept all responsibility for their own safety and the security of their belongings at all times.

Volunteer Behaviour

  • Consumption of alcohol or drug use pre or during your shift will not be tolerated under any circumstance.
  • No smoking while on duty during shifts.
  • Please report punctually for all shifts.
  • You must complete all shift requirements as stipulated by the Volunteer Job Description.

Confidentiality

All information and processes associated with the volunteer position are to be considered confidential.

Attitude

Wearing your volunteer t-shirt makes you an ambassador for the festival. Please exhibit a positive and friendly manner which will ensure that Festival attendees and other volunteers have an enjoyable and memorable experience

Working with Children

If you are working with children be mindful of our legal responsibilities and always have other adults in view. Please remember, 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 Volunteer Centre.

First Aid and Medical Emergencies

Report medical emergencies immediately to your venue coordinator or team leader. If they are not available contact St John Ambulance on the number provided in your lanyard.

St Johns Ambulance will be on call 24/7 from Friday evening until Sunday night.

Handling Incidents and Inappropriate Patron Behaviour

Do not intervene in any dispute but report any such incident to your venue coordinator, team leader or a committee member.

Security Staff are being employed to assist with these situations and can be approached to provide assistance. Please still notify your venue coordinator or team leader of the situation.

Be alert but not alarmed to anything that looks dangerous or risky to public safety and report it to your venue coordinator, team leader or a committee member.

Talking to the Media or Representing the Cygnet 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 Volunteer Coordinator. You are not authorised to speak to the media on any issue or to make any public comments as a representative of the Cygnet Folk Festival.

Emergency Evacuations

If there is a major emergency that requires a venue to be evacuated please follow the instructions of your venue coordinator or team leader. The Festival Safety Officer has overall authority in emergency situations until the appropriate Emergency authority is on-site. Do not return to an evacuated area until instructed to do so.

Recycling

Please familiarise yourself with the recycling system and set an example to others.

Feedback

Volunteers receive a comprehensive experience of the Festival and we are always interested in your ideas and suggestions about how we can improve things. This can be specifically to do with your experience as a volunteer or about the festival in general. Feedback can be provided via the Festival website or by emailing This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Maps

A site map is included in the Festival program.

Withdrawal: I can’t make my shifts – what do I do?

We have a limit on how many volunteers we can recruit so if you have to withdraw it would be very helpful if you let us know as soon as possible. Please contact the Volunteer Coordinator on 0409 512 207 or email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Dismissal

All volunteers are expected to behave in a suitable manner at all times. If any volunteer behaves in a manner that is dangerous, harmful, contrary to the Code of Conduct or is otherwise illegal or inappropriate, you would be asked to return you Festival wristband and be removed from rostered duties.