Stewarding Information 2022

Please read the information below before completing the application form.

The safety of attendees, staff and artists is foremost in our planning. It will be important to the event that all attendees continue to follow whatever the Government guidelines may be, in relation to Covid in August 2022 .

Click on the following boxes for Hours and Duties, Terms and  Conditions  and any Other Information you might need.

If you have any further queries before applying, please email Sue, our Steward co-ordinator sue.folkeast@gmail.com

Hours & Duties

HOURS & DUTIES

  • Stewards are required to be available for a minimum of 3 days across the Festival weekend. They will be scheduled to do a daily shift of approximately 4 hours each day. Please note, you can only gain access to the festival on the days you are volunteering.
  • Most Steward positions are paired. If you wish to work with a friend, please mention this as a preference on your application form. We will try our hardest to comply with your wishes but this may not always be possible. It may be that you wish to have the same rota pattern as a friend in order to enjoy free time together, but are happy to work with new people. Best way to make new friends!
  • You will need a certain level of physical fitness as you are likely to be on your feet for the majority of the time you are on duty. Come prepared for all weather conditions ie wear suitable footwear, warm/waterproof clothing and provide your own umbrellas, suntan lotion, sun hats, water bottles, flasks etc.
  • Volunteers will be working in teams under the guidance of a Team Facilitator. The Volunteer Coordinator, experienced volunteers and the Security Team will also fully support you in your role.
  • When the rotas have been prepared, you will be notified of the time of your first duty. NB. This may not be until the week before the festival. You will also be allocated an approximate arrival time to avoid too much congestion at the registration desk. Please note rotas may be subject to change.
  • This final email will include an important briefing video and a digital copy of the steward’s handbook which we ask you to watch and read through before you arrive. Collectively they will provide you with all the information you need including vital health and safety requirements and introduce you to some of the FolkEast Team.
  • We hope that you will be able to arrive on the Thursday of the festival weekend for further training and an initial shift. Thursday is a very busy day for the stewarding team with the arrival of all the traders and weekend campers and an evening of reduced Arena activities. This requires a lot of people to facilitate effectively and safely.
  • On arrival you will receive a Steward pack and be provided with onsite Team Training with your allocated Team Facilitator. At this you will learn more about your role, meet your team mates and be given a tour of the relevant places on site. If it is not possible for you to attend, we will schedule an alternative briefing for you. It is essential that you receive this training before commencing your duties.
  • A snack lunch will be provided for stewards on Thursday 18th as the festival food outlets do not open until the arena opens at 6.30pm in the evening.
  • The Stewards’ Tent provides a place to meet, catch up and chill with other stewards. Tea, coffee and toast etc. are available throughout the day. Some of the arena food traders offer discounts to help you keep your costs down.
  • If there are events that you would like to be free to attend, you will have the opportunity to let us know in advance. We will try and organise the rotas to facilitate this. We try our best to meet your requests but no guarantees can be made.
  • Volunteers working as part of the Set Up and Break Down Folk need to commit to a minimum of 4 days working before / after the festival weekend. These will be full working days. All meals will be provided on these working days. These volunteers may then enjoy the festival from Friday to Sunday without further shifts, or work on another team during the Festival if they wish.
  • To work on this team, you will need to be physically fit, practical, resourceful, reliable and prepared to work outside in all weathers. Ideally, we would love you to commit to the entire set up and take down period in order to maximise the knowledge you will have accrued.
Vital Terms & Conditions!

THESE ARE THE VITAL TERMS & CONDITIONS!

  • You must be at least 18 years old on your first day of availability.
  • You will need to present photo ID on arrival at the Festival when checking in as a steward.
  • At registration you will asked to sign to say you have received and watched/read the briefing video and the Stewards’ Handbook.
  • Your priority as a volunteer is to help us run the Festival in a safe and controlled manner. We ask you to take pride in your duties, be available for your shifts and work the hours allocated to you. If you fail to honour your volunteering commitments without a valid reason, your access pass may be cancelled and future applications turned down.
  • Stewards are the first point of contact for our Festival attendees and you should always conduct yourself in a professional manner. We want to create the best experience possible for everyone involved, which means always being Vigilant, Conscious of safety requirements, Happy, Helpful and Polite to visitors, contributors, fellow volunteers and all other Folk.
  • You must make us aware of any medical conditions/difficulties that may restrict the duties that you can perform or you feel we should be aware of. We will try and accommodate this if at all possible. Unfortunately, our site at Glemham Hall is on uneven ground which is not easily manageable for people with restricted mobility.
  • Please include an emergency contact on the application form. Ideally this should be someone who is not with you at the festival. This will only be used in the event of a medical or similar emergency during the event. If you were taken ill, we may need to contact someone to come and collect you etc.
  • You will be required to report to the Stewards’ desk 15 minutes before each shift to clarify your duty allocation and to allow time for you to reach your post.
  • Drinking alcohol and smoking whilst on duty is not permitted at any time. Nor must you be under the influence of alcohol or any other substance when on duty.
  • Due to insurance and health and safety considerations, children under 12 should not be with you whilst you are on duty. It is your responsibility to ensure your children are adequately supervised over the weekend.
  • ID lanyards and high vis jackets will be provided and must be worn visibly whilst on duty.
Other Information

OTHER INFORMATION

  • The Festival site address is Glemham Hall, Little Glemham, Woodbridge, Suffolk, IP13 0BT
  • The closest train station is Wickham Market. A free shuttle bus service is available from the station to the Festival site during the Festival. If arriving before this service starts, we will arrange to transport you.
  • Free Camping will be available for Volunteers. You will be able to camp in the volunteers’ camping area in a tent, caravan or campervan. You may prefer to use the public camping area. The Stewards’ campsite can be accessed from 9am on Thursday 18th August although Team briefings are staggered throughout the day and you will be given a more specific call time. If required, stewards can arrive between 6 – 8pm on Wednesday 17th August but only by arrangement with Sue. Pease note that no food and drink facilities will be available on Wednesday evening
  • The Set Up Folk can access the campsite from 8 am on Monday 15th August or between 6 – 8pm on Sunday 14th August by arrangement.
  • The public campsite opens from 2pm on Thursday 18th August and closes at midday on Monday 22nd August 2022. However, any stewards wishing to camp there will be given earlier access if required. The main festival Arena is open from 6.30pm on Thursday evening for weekend campers and closes on Monday at 1 am.
  • Free car parking is available for volunteers within the Production Zone for those who are not camping.
  • There will be a wide variety of food on sale on the Festival site from 6.30pm on Thursday 18th August
  • Please note that dogs are not permitted on site due to the fact that the land is used for grazing for the rest of the year. This is a part of our agreement with the Glemham Hall Estate Management.

 HOW TO APPLY

If the link gives you any difficulties, please email our Steward Coordinator Sue for a Word version or hard copy. sue.folkeast@gmail.com

Steward Application Form  (firstimers)

Returning Steward Application Form

  • Communication will be via email where possible. Sue will let you know whether your application has been successful and provide further information.
  • If you haven’t received an email from the festival office within two weeks of sending your application, please contact Sue at sue.folkeast@gmail.com
  • You will not be informed of the team you will be working on or your exact hours until shortly before the festival.
  • Data protection – The details you supply on your application form will be held securely and confidentially by FolkEast and only used in relation to your application or to contact you about matters relating to the festival. Please tick the box on the application form to indicate whether you are happy for us to retain your information on our data base after the Festival in order to be able to contact you about future volunteering opportunities.

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