Please read through the information below before completing the application form, even if you have volunteered for us before. Things can change year on year and we need you to be aware of our expectations of you.
Click on the following boxes for Hours and Duties, Terms and Conditions and 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
- 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. Please note, you can only gain access to the festival on the days you are volunteering. On your first day there will be an additional hour long team training session
- You will be allocated a team to work with and given a variety of shift times across the weekend. Shifts can start at 8am and finish at midnight, occasionally later than this if you are working within a venue.
- 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. 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!
- It is important that you have a reasonable 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 work 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 team you will be working with and your training and shift times. 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 your team 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 everyone attends this training before commencing their duties, even if they have been many times before as procedures change.
- A snack will be provided for stewards on Thursday 15th as the Arena food outlets do not open until the arena opens at 6.30pm in the evening.
- The Steward’s Tent provides a place to meet, catch up and chill with other stewards. Tea, coffee and toast etc. are available throughout the day. Stewards are also able to obtain discounts from some of the Arena food traders 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.
- Set up and Break Down Folk
- Volunteers working as part of the Set Up and Break Down Folk need to commit to a minimum of 4 days working before and after the festival weekend. These will be full working days. All meals will be provided for you on your 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. Preference will be given to those who can commit to the entire setup and take-down period as this provides us with the most effective working team.
- Please note that Applications for the set Up and Break Down team close on the 17th March 2024
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 for your first time 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 guests 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 and we have a very limited number of stewarding positions that do not require you to be on your feet for the duration of your shift.
- 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, smoking and using your mobile phone (except in an emergency situation) whilst on duty is not permitted. 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.
- 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 stipulation from the Glemham Estate Management.
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.
- As a volunteer, you are entitled to one free camping pitch. You will be able to camp in the Volunteers’ Campsite in a tent, caravan or camper van. If there will be non-stewards (including children) in your party, you will need to use the public campsite and purchase tickets for them. Please indicate your requirements on the application form.
- The Stewards’ campsite can be accessed from 8am on Thursday 15th August although Team briefings are staggered throughout the day and you will be given a more specific call time. If required, stewards can arrive on Wednesday 14th August but only by arrangement with Sue (sue.folkeast@gmail.com). Pease note that no food and drink outlets will be open on Wednesday evening
- The public campsite opens from 2pm on Thursday 15th August and closes at midday on Monday 19th August 2023. However, any stewards wishing to camp there will be given earlier access if required.
- Food will be available for you to purchase in the main festival Arena when it opens for weekend campers from 6.30pm on Thursday evening.
- Free car parking is available for volunteers within the Production Zone for those who are not camping.
- The Set Up Folk can access the campsite from 5pm on Monday 12th August. There will be a briefing session at 9.00am on Tuesday morning.
- Your application
- All communication will be via email. 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 submitting 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 shift times 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.
- 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 stipulation from the Glemham Estate Management.
2024 STEWARD’S APPLICATION FORM
2024 RETURNING STEWARD’S APPLICATION FORM
If you have any difficulty accessing or completing the online form, please email Sue, our Steward Coordinator, at sue.folkeast@gmail.com. She can email you a word document or send you a hard copy of the form. You can email the form to Sue on the address above, or post a hard copy to FolkEast Productions Ltd, PO Box 325, Woodbridge, IP12 9DS
Stewarding Applications close on July 21st 2024
Please note that Set Up and Break Down Team applications will close on 17th March 2024
FE 2024