Sydney Relay For Life. Volunteer Information Pack

Transcription

1 Sydney Relay For Life Volunteer Information Pack th March 2017 King George Park, Rozelle Experience the magic of Sydney Relay

2 BASIC EVENT DETAILS Date: 11 th - 12 th March, 9:30am Saturday-10am Sunday Location: King George Park Rozelle Meeting point: Registration desk- see page 6 Volunteer coordinator: Elise Cameron Alternative contact: Rashmi Naran ARRIVAL AND DEPARTURE Upon arrival please go to the Volunteer Registration Tent to check in (see map on page 6 for the Registration tent location). Your contact on the day will be: Elise Cameron volunteers between 7am-4pm Saturday Ali Boydell volunteers between 4pm-8.30pm Saturday Make sure you arrive minutes before the start of your shift so you can allow time to sign in and change into your T-shirt. If for some reason you are running late, please let us know as early as possible by calling Rashmi ( ) or Elise ( ) When leaving, also please remember to sign out at the Registration Tent and return the volunteer T-shirt. WHAT TO WEAR/BRING If doing a day shift, please bring a hat and sunglasses (preferably wide brimmed) to follow our sun smart policy. Sunscreen will be available at the Registration Tent. All volunteers must wear comfortable and fully enclosed shoes (no thongs, ballet slippers, sandals, etc.). Due to our Work Health and Safety policy, if you don t wear the correct footwear, we can t allow you to volunteer on the day. You will be given a volunteer T-shirt to wear. Please wear something sun smart for before and after your shift if you wish to hang around (that covers shoulders). To Bring Please bring a water bottle to keep you well hydrated throughout your shift/s. Water stations will be available to fill up your water bottle but as a waste wise event, we will not be providing cups. Lunch or money to purchase food There will be food vendors where you can purchase food or feel free to bring your own. We will have fruit, muesli bars and water available throughout the day. Wet weather gear raincoat/ poncho/ umbrella Bring something warm to wear in case it gets cooler There will be an area to place bags but it is not a locked room. Do not bring any valuables to Relay if you do so, it is at your own risk. Page 1

3 EVENT INFORMATION Sydney Relay For Life is: Smoke Free Pet Free Waste Wise Glass free Alcohol Free Amenities Water stations will be available to fill up your water bottles and stay hydrated. As a sustainable event we encourage you to bring your own water bottle to refill. There are toilets located at King George Park and we will have additional portaloos available on site. This includes accessible toilets. There are no cash machines at the park so please bring money with you. Parking Due to limited parking at the site, we encourage car-pooling. There will be limited (first in best dressed) spaces in the car-park which is also used by the local residents. Some parking spots will be reserved for suppliers & dignitaries. Please be courteous of our neighbours and do not park in any area not designated for parking or across residents driveways. If you are catching public transport the closest bus stops are Victoria Road nr Toelle St (heading out of the city) and Victoria Rd nr Terry St heading into the city. Buses stopping here include 500, 501, 502, 504, 505, 506, 507, 508, 510, 515, 518, 520, M50, M52. Other routes stopping nearby include: 433, 444, 445, L37. It is then just a short walk to King George Park on Manning Street. In the event you do decide to drive there is limited parking nearby which is unmetered and untimed as well as 2P timed parking (unmetered). Please double check the signs to ensure that no one is left with a parking ticket at the end of what will be a wonderful weekend. Wet Weather The show goes on rain, hail or shine! Please come prepared for all weather. However if there are bad weather conditions before the event and grounds are determined dangerous, we will contact you the day before the event. Any concerns, please call Monday-Friday on Page 2

4 Health and Safety We will have St. Johns on site for the 24 hours of the event. There will be security guards on site overnight on Friday and Saturday to ensure the safety of the site and event participants. Catering available for purchase on Saturday The Travelling Barista (24 hour coffee and food) Jason Carver Gelato Brioche You can also BYO food drinks and snacks EVENT HIGHLIGHTS Saturday 11 th March 2017 Warm up & Opening Ceremony 9:30am The Opening Ceremony is an event filled with celebration and serves as the official start of the Sydney Relay for Life! Join us at 9:30am for the warm up and kick off of the 2017 Relay. Opening Lap 9:45am The opening lap will be dedicated to the Cancer Survivors and Carers, whilst the community gets behind and cheers them on. Then the 24-hour Relay will officially begin and everyone joins in. Candlelight Ceremony of Hope: A time for Reflection 7:30pm The Candlelight Ceremony of Hope is a time for participants to reflect and remember those lost to cancer, to support those still fighting and honour those who have fought so bravely in the past. This is a powerful ceremony providing an opportunity for people to work through grief and to find hope. Candle Bags and tea lights will be available to purchase at the event where you can write a message of hope or love. These bags will then be placed on the track to shine through the night. The candle bags this year will be weighed down by a can of tinned food and then they will be collected and donated to the Rozelle Neighbourhood Centre. Mission Tent Throughout the event there will be a range of activities at our mission tent including a yoga, sanctuary space, and Information Centre and Advocacy activities. Fun for the Whole family We will be having live entertainment, dance performers, a silent auction, jumping castle, rock climbing wall and mini golf available for the whole family to enjoy. Sunday 12 th March 2017 Dawn Celebration Breakfast 7am Focusing on that special part of the 24hr journey where we welcome the morning of a new day. Symbolic of someone going through cancer where a new day brings them continued hope, we want to celebrate participants long efforts throughout the night with a shared breakfast where everyone comes together on long tables and enjoys a delicious breakfast. Page 3

5 Last Laps and Countdown 80 s Hour 9.00am As the clock counts down to 10.00am we will get ready to finish on a high and celebrate our achievement. It is a time for togetherness, thank you s and celebrating. Invite your friends, family and everyone to come down to the event and share the celebration as we finish the 24-hour countdown together. Warm Down and Awards Ceremony 10.00am Closing Ceremony will conclude the Relay for Life. It is a time for reflection and togetherness, thank you s, awards, prize giving and celebrating everyone s achievement. It s an opportunity to recognise the accomplishments of many people and teams who have put in a lot of time, money and energy to make the Relay for Life a successful community event! DETAILS OF ROLES Registration Desk The registration desk will be the first point of contact for all participants. This is where teams will sign in, register new participants, as well as pick up information packs. As a registration desk volunteer, you will be assisting participants get registered with the event, handle enquires, cash handling, and getting them excited for the event. Please arrive at least 10 minutes early to be briefed and read over the registration document. Team Shirts and Merchandise Desk As part of Relay there are a number of goodies that can be purchased at the event. These include things like; Branded hats, water bottles, stickers, tattoos and glow sticks. Furthermore, each participant gets a free t-shirt as part of their registration fee. As a volunteer you will be responsible for handling merchandise transactions (involves cash handling) as well as managing on the day t-shirt pickups. Vision PT Challenge Registration Desk The challenge registration desk is where we will be giving our lap challengers their packs, timing chips and bibs. As a Challenge registration desk volunteer, you will be giving out challenges packs and helping to answer any questions. Please arrive at least 10 minutes early to be briefed and read over the challenge tracking manual. More information can be found on our Sydney RFL website under the Vision PT Challenge tab. Candle Sales and Night Ceremony Assistants Relay For Life is a celebration of cancer survivorship, sending a message of hope that people do survive cancer. As part of the HOPE ceremony, each participant can purchase a white bag and candle and participate in a lap around the track in a moment of remembrance and reflection on those who they have lost to cancer. This is a truly memorable ceremony and something that is very special to take part in. You will be required to manage the sales of these bags and candles as well as help pack up the track after the event. Survivors and Carers Assistant Survivors and Carers are our VIP s of Relay For Life, and we host a morning tea after the first lap of honour at approximately 10.30am. This will involve setting up the morning tea, decorating, assistance any Survivors and Carers during the morning tea and packing down the area once finished. Page 4

6 Silent Auction Assistant We have some incredible prizes donated to us which we will be having a Silent Auction to raise additional funds for Sydney Relay For Life. We require someone to mann the area, be available for any questions, assist patrons when making a bid and monitoring the prizes. Car Park Marshalls We require people to monitor guests as they arrive into the area, and ensure that they are parking in the appropriate areas. We have a drop off/loading zone available for teams to unload their items before they park their vehicle. There is limited parking on site, so we have encourage everyone to carpool. We also have dedicated spots for VIP, committee and suppliers, which will need to be checked off a our schedule and provided with a pass to allow parking in specific areas. Mission Tent volunteers At Relay for Life it s important that everything that we do relates back to our mission to beat cancer. In this role you will be interacting with the participants and assisting with activities that help promote 's prevention messages. This role will include decorating the mission tent, managing any activities in the tent and around the track, setting up, pack down and other ad hoc tasks. You ll also be required to manage the refreshment stations at either end of the track. Dawn Breakfast Set Up Assistants This role will involve making the breakfast scene come to life! Tasks include: Setting up & decorating the long communal tables; welcoming teams to the breakfast and assisting with breakfast service where needed. We will need all volunteers to show their morning enthusiasm, with lots of warm smiles! Bump-In Volunteers The success of Relay relies on the careful planning of the venue layout and as a Bump-in volunteer you will have a crucial part in ensuring all the event s stalls, facilities and activities are ready to go for the participant s enjoyment on the Saturday. This includes setting up equipment, marquees, decorating and prepping the site to ensure a festive, happy and safe environment for everyone. Some heavy lifting may be required. Check out the Safe Manual Handling Guide on page 7. Bump-out volunteers After all the festivities are finished Bump-out volunteers will help to ensure that all the equipment, stalls, rubbish, marquees, decorations are packed away nicely to ensure that the venue is restored to its original condition. Some heavy lifting may be required. Opening, Candlelight and Closing Ceremony Assistants Our most exciting times of the Relay will be the beginning, middle and end of the Relay For Life. We need people to help our ceremonies coordinators with setting up and ad hoc tasks during this time. Some heavy lifting may be required. Activities and Market Stall Assistants We will have a range of entertainment and activities at the Relay and we need help with managing this alongside the committee members and collecting donations. Page 5

7 Dougal Bear Mascot These lucky volunteers will be dressed up in our mascot, Dougal Bear. They will be walking around the track, interacting with the participants and joining in with the ceremonies for photos- bring your enthusiasm! Wear a light tee shirt and shorts if assigned to this role. *Roles are assigned based on your preferences wherever possible For any further questions, please contact us at eventsmetro@nswcc.org.au or call Thank you for your support and we will see you at Relay! Page 6

8 Map of event location. Where to meet upon arrival please go to the Registration tent (green) Page 6

9 Manual Handling Please ensure you and all volunteers follow the correct manual handling procedures Where possible use a trolley Use your hands and not just your fingers to get a good grip on the load Hold load close to your body Place your feet shoulder width apart for good balance Bend at your knees and not at your waist to maintain your centre of balance and to utilise the strong leg muscles to do the lifting Try to keep the load between your knees and shoulders Use smooth movements Pivot with your feet instead of twisting your back Page 7