ACTION ITEMS Task Lead Notes Create on-line group just for Coordinators (i.e. Facebook) with photos to organize meetings, distribute info etc. Co-Chair Consult with AD, Office staff and CFG Add to the Action Items a cutoff date for Coordinator / co-coordinator changes. Co-Chair Create Website Management Plan Office Admin Done with CFG and Co-chairs ahead of first Coordinators mtg Update or replace volunteer database Office Using current system or replacement Review and adjust crew sizes Core Committee early in the next planning cycle Review and if feasible, purchase database software to allow in-house mgmt.. of volunteer database Office Admin Winter Establish opening/closing times for all gates and related crews Core Comm. Complete by 2013
Update festival map to include all camping, parking and gates (including public and volunteer parking) Core Comm., Security Complete by June 2013 Develop coordinator and office job descriptions Office, CFG Board Winter 2013 Meet with Providence Farm to discuss festival and access Chair, AD September 2012, Spring 2013 Print large stage schedules to post at stages etc. throughout festival Office June 2013 Develop laminated cue cards for traffic and parking teams Traffic and parking coordinators, Complete by June 2013 Order lanyards and pouches for passes Office April 2013 Provide contact info for weekend, distribute to teams All July 2013 Ensure bathrooms are cleaned Sanitation Develop volunteer and policies CFG Board, Committee Book first aid coverage for volunteer Office book
mistakes later. The volunteer intake form needs to pose more specific questions about a possible volunteer’s skill set. You need to tell the volunteer coordinator what your shopping list is. i.e. for area’s that handle cash, someone with cash experience, customer services skills, organizational skills, works well under pressure, has strong arithmetic skills etc. There are a couple areas that really know what they need in terms of volunteers and so they run smoothly because of it. Better cash handling is very much related to my previous recommendation. The right volunteers need to be in the right roles. Teaching someone from scratch will not be as easy as teaching someone who already has good working knowledge of the job. Information such as we only accept cash, cheque, VISA or Mastercard needs to be explained long before the customers show up. Volunteers should be instructed how to properly fill in credit card slips and cash drop sheets if that is part of the volunteer’s duties. Volunteers should also be aware of HST/GST and know how to add it on correctly. Better integrating the cash register at the front gate will require the purchase of a register so that it can be programmed specifically for our needs. This would also allow for training well in advance of the festival. I also strongly recommend that a volunteer head cashier position be created at the main gate. This person should be a very experienced cashier who is not fazed by a line-up and is able to quickly fix any cashier errors before the register is cashed out at the end of a shift. The current cash out sheet will need to be revised to include a wristband count. Team/Crew: Artist Billeting Coordinator: Marion DeCaro Returning Yes Date: Aug 13, 2012 INTRODUCTION & FESTIVAL OUTCOME Describe your team and what your team does: Provides accommodation for all of the performers who need billeting and/or hotel rooms. This also means providing some meals, usually breakfast (since they do not usually get up in time for dining room service) and sometimes dinners, if they arrive earlier. This also can mean transporting performers to and from festival site.
night security Sat and Sunday 10 to 2:30: Prep 275 lunches each day Sunday; kitchen and return any equipment to its correct place. Any extra food can be given to the volunteer center to distribute IFF equipment to be stored in locked cupboards [liaise with main kitchen] and veg are used. Coordinator to be responsible for finding out numbers needed and liaising with Vol. Center to pass meals to security Assign one of crew to transfer supplies from reefer , and one to be responsible for keeping track of number of wraps made and giving list of ingredients to v. center Set up in middle of Segues kitchen and organize a prep line for wraps. All crew to help with cleanup Coordinator responsible