Stewarding Information 2025

• Stewards are required to be available for a minimum of 3 days across the Festival weekend. You 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 i.e. If you are volunteering on Thursday, Friday and Saturday, you will also need to do a shift on Sunday if you want access the events. On your first day you will also be required to attend a team training session (approx. I hour) 
• You will be allocated a team to work with and given a variety of shift times across the weekend. The earliest start time is 7.30am and the latest finish at midnight, occasionally later than this if you’re working in a venue. Please state on the application form if you would be happy to do a shift with a later finish. We would only ever give you one of these. 
• Most Steward positions are paired. If you wish to work with a friend, please mention this on your application. It may be that you wish to have the same rota pattern 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 will be on your feet for the majority of the time when you are on duty. There are very few seated stewarding positions.
• 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 support you in your role.  
• When the rotas have been prepared, you will be notified of the time of your team training and shifts. 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 stewards’ 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. This year at our new venue, it may be necessary for us to open the public campsite first thing on Thursday morning. Please indicate on the application form if you would be able to attend for training on Wednesday evening if required.    
• 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 arrive in time for the Thursday training, we will schedule an alternative briefing for you the following morning. It is essential that everyone attends this training before commencing their duties. 
• A snack will be provided for stewards after their training on Thursday 14^th 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. 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 you would like to attend, you will have the opportunity to let us know in advance. We will try and organise the rotas to facilitate this. 
• Please Note: Dogs are not permitted at FolkEast unless they are registered assistance dogs, and they will need to be booked in Philippa, our Accessibility Coordinator and proof of registration provided.  philippa.folkeast@gmail.com
• 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 and meals will be provided. These volunteers may then enjoy the festival from Friday to Sunday without any shifts, or work on another team during the Festival if they wish. 
• NB 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.
• Closing date for applications for this team is 20^th April 2025.

• 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. 
• Please 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. As the festival site is on parkland and used for grazing , the ground is uneven and 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, 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. 

• The new festival site is on the Sotterley Estate, Beccles. This is a private, family run estate. 
• The closest train station is Beccles. A free shuttle bus service is available from the station to the Festival site from the Thursday afternoon. If arriving before this service starts, we will arrange to transport you. 
• Arriving by road, follow the AA road signage.
• As a volunteer, you are entitled to one free camping pitch. You will be able to camp in the Stewards’ Campsite in a tent, caravan or campervan. If there are non-stewards (including children) in your party, you will need to use the public campsite and purchase tickets for your guests independently via the website. Please indicate your camping requirements on the application form. Please note that the camping areas have not yet been designated on the new site so details are yet to be confirmed.
• The Stewards’ campsite can be accessed from 8am on Thursday 14^th August although team briefings are staggered throughout the day and you will be given a more specific call time.
• If it makes your travel plans easier, stewards may arrive on Wednesday evening 13^thAugust from 6pm but only by arrangement with Sue (sue.folkeast@gmail.com). Please note that no food and drink facilities will be available on Wednesday evening as you will need to be self sufficient.  Those stewards who might be required for training on Wednesday 13^th August will be given more details nearer the time.
• 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 11^th August. There will be a briefing session at 9.00am on Tuesday morning. 
• If you have any difficulty accessing or completing the online form, please email Sue, our Steward Coordinator, at sue.folkeast@gmail.com.
• 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 three weeks of submitting your application, please contact Sue at sue.folkeast@jgmial.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. 

https://folkeast.co.uk
 
FE2025