VOLUNTEER GUIDELINES
TO ALL PORKAPALOOZA VOLUNTEERS; The Porkapalooza BBQ Festival Society s mission is to create a family-focused festival that celebrates and showcases the culture and culinary art of BBQ in the city of Edmonton. It is only with the help of volunteers like you that we are able to produce the best BBQ Festival experience in Alberta. Whether you are a returning volunteer or new to Porkapalooza, these Volunteer Guidelines have been prepared for you as a reference guide. Please read it carefully to ensure you will be well equipped to handle your volunteer role and enjoy your volunteer experience at Porkapalooza. We thank you for giving your time and energy to this festival we could not do it without you. It is with your continued volunteer support that we are able to bring this locally-grown food festival to the city of Edmonton and at the same time, help those in need. Thanks, Darcy Fitzgerald Director of the Porkapalooza BBQ Festival Society PORKAPALOOZA BBQ FESTIVAL WHAT IS IT? The Porkapalooza BBQ Festival s mission is to bring the culinary art of BBQ to the city of Edmonton in a family-oriented event. The festival provides the opportunity to bring in Western Canada s top BBQ enthusiasts to compete in Edmonton s only BBQ competition sanctioned by the Kansas City BBQ Society. The festival also showcases local musicians, a Kids Zone, food trucks profiling their take on BBQ, beer gardens and a food demonstration stage hosted by Canadian BBQ celebrities and local chefs. We expect BBQ enthusiasts from all over Alberta and Western Canada to check out Porkapalooza 2017 The Porkapalooza BBQ Festival Society was officially incorporated in September 2015 which means we are a registered charity. Our mandate is to help end hunger. Every year we strive to raise funds to support local charities and activities. 2
GENERAL GUIDELINES Please note that volunteering for any event is demanding, and requires you to work under time pressure and to be flexible. The guidelines that follow are intended to help the program run smoothly and make your volunteer experience a positive one. Remember, everything our guests see contributes to the overall impression of the Porkapalooza BBQ Festival. Skills and Qualifications: Community-minded and sociable individuals are essential. Other helpful traits include: Outgoing and willing to engage with others Reliable and punctual Team spirited and cooperative Have a love for BBQ, events, or food If you have any questions that cannot be answered here, please contact Charlotte Shipp at volunteers@porkapalooza.ca. Where Do I Go When I Arrive? Volunteers are required to help at the Porkapalooza BBQ Festival June 9-11, 2017 at Northlands. Northlands is easily accessible by public transit or LRT. Parking will be available on site. All volunteers must report to the Volunteer Area 30 min. prior to their first shift to receive a volunteer t-shirt and to check in with the Volunteer Coordinator, Charlotte, to receive duties and tasks for the day (Volunteer headquearters will be located in Room 108 of the Edmonton Expo Centre). We also ask that you please sign out at the end of each shift. We are counting on you! If you are unable to make a shift please contact Charlotte Shipp, the Volunteer Coordinator immediately at 780-267-7345 so we can make arrangements to fill your shift. When is the Festival? The Festival dates are June 10-11, 2017, but we require volunteers for set up and tear down on June 9,10 &11, 2017. Check out our online registration at porkapalooza.ca/volunteers We would appreciate if you can spare time for two shifts. You will receive a confirmation of your shift schedule. Who are my Contacts as a Volunteer? Charlotte Shipp Volunteer Coordinator 780-267-7345 volunteer@porkapalooza.ca Kassandra Harvey Event Coordinator 780-616-8004 kassandra.harvey@albertapork. 3
WHAT MAKES A GOOD FESTIVAL VOLUNTEER? A person who is responsible, reliable, punctual, flexible, organized, polite & courteous. A good volunteer has strong people skills and with Porkapalooza being a BBQ festival, a volunteer may have an interest in food, entertainment, and taking part in fun events! WHAT ARE THE BENEFITS OF BECOMING A VOLUNTEER FOR PORKAPALOOZA? We hope that you will be able to join us for two shifts (most are approximately 4 hours). For spending your time with us you will recieve: A volunteer T-shirt A meal and beverage voucher (there will also be access to water and snacks in the volunteer room) A Letter of Recommendation if requested The opportunity to help out local charities The opportunity to help build BBQ Culture in Canada. WHAT DO I WEAR? Please wear clothing that is appropriate for the weather and comfortable shoes. Please be reminded that the event will take place outdoors therefore sunscreen and a hat are recommended especially if your shift is outside. Every volunteer will receive a Porkapalooza BBQ Festival t-shirt that must be worn during your shift. We ask that you not make any alterations to your volunteer t-shirt. If you plan on enjoying any of the festival activities after your shift, we ask that you remove your volunteer t-shirt after your shift. WHAT DO I BRING? Limit the number of personal belongings you bring, as there is no individual secure storage. There will be lockers in the volunteer room. WHAT/WHERE DO I EAT/DRINK? Water is provided in the volunteer room. Volunteers will be given a vouvher for food and beverage that can be used at any one of our food vendors. 4
WHAT IS EXPECTED OF ME? 1. We ask that you bring a positive attitude. Your attitude helps set the tone for the overall festival. You should make every effort to present the festival to the public in a positive light. All volunteers shall treat other volunteers, staff, performers, vendors and public with respect. 2. Please take the time to listen to any guest complaints or concerns and take them seriously. We value all our guests and volunteers so we wan to ensure that you both have a positive experience. We do not want to give out any inaccurate information so if in doubt, ask. If a volunteer is unsure about something or if the matter is serious, please contact the volunteer coordinator or event manager immediately. 3. Volunteers are not allowed to consume any alcohol or illegal substances during their shifts. On duty volunteers are not permitted in the Beer Gardens unless they are performing volunteer duties. Off-duty volunteers are required to remove their volunteer t-shirts prior to entering the Beer Gardens or any other festival activity. All volunteers, on or off-duty are required to conduct themselves appropriately and professionally. 4. Smoking is not permitted in any place where people gather. This includes the Beer Gardens, all stages and seating areas, the Kids Zone, near any vendors or vendor line-ups, BBQ competition area, or in or under any structure. Smoking is permitted in areas outside the festival boundaries or where people do not gather. If you smoke, please ensure you properly butt out and place in the appropriate ash can. 5. All volunteers will attend the volunteer orientation provided prior to the festival. The date, time and location will be sent to you. It is imperative that you provide us your proper contact information and keep us informed if this changes. The orientation will provide all information that pertains to the festival and also provides you the opportunity to ask any questions you may have. 6. All volunteers shall be given a copy of the Emergency Plan and are expected to adhere to it. All medical emergencies shall be handled by on-site medical personnel only! 7. All volunteers will ensure that any equipment provided to them will be returned in the manner in which it was provided to them. 8. All volunteers acknowledge that failure to comply with the expectations may result in their dismissal as a volunteer and that they may not be asked back in subsequent years. 5
VOLUNTEER POSITIONS FLOATER The Floater position is responsible for ensuring that everything is running smoothly across the festival, and may be asked to relieve a fellow volunteer so they may take a break. In this position, you will be handing out programs, floating and monitoring in specific areas, directing attendees to areas, and providing support where needed. You will need to be wellinformed on all aspects of the festival as you will need to be able to answer any question an attendee has or, if unable to answer the question, know where to find the answer. This position involves interacting with exhibitors, event coordinators, attendees, and volunteers. You must be flexible and able to multi-task in this position. Cover assigned breaks of other volunteers Hand out programs and maps Floating around festival grounds directing attendees Providing support where needed INFORMATION BOOTH Greeters working at the Porkapalooza Information Center are the first and last contact with patrons and as such, they must be friendly, outgoing and comfortable in dealing with the public. Greeters must familiarize themselves with the event and the venue. In this front-line position, you will be expected to greet all patrons with excellent customer service. A greeter is responsible for managing the flow of incoming attendees and monitoring the entrance/ exits. You will also be responsible for directing media, VIPs, and volunteers to appropriate places or people. Excellent communication skills are required. 6
In this role, you will have the opportunity to interact with event coordinators, attendees, and other volunteers. Welcoming patrons to the festival in a positive and inviting manner Provide festival programs, handouts and directions to all attendees entering into the festival Provide information about activities, times and locations (i.e. washrooms, public transportation, entertainment, etc.) Answering questions and directing patrons Report any issues or concerns to the on-site coordinator Help with missing and lost items SITE SECURITY The Porkapalooza Festival has various several levels of security. The event employs a private security through Northlands. Therefore, you will supplement and enhance the Festival s Security team. If any incidents arise, you will report them to Security personnel and/or the Event Manager. You will be placed in several key areas around the Festival venue to help maintain a safe and secure environment for all of our volunteers and festival patrons. Maintain a highly visible presence to deter illegal and/or inappropriate actions Patrol the festival footprint Control the key areas and back stage entrances Must be friendly, courteous, and able to handle engage the public Note: You must be at least 18 + to volunteer for this position. Experience is an asset. 7
VOLUNTEER CHECK IN/OPERATION You will be helping our volunteers get check in when they first arrive on site. This includes giving volunteers information about where they need to be, receiving their shirts and any other necessary equipment. If need be, you will also be able to get them in contact with their respective volunteer coordinator. Checking in volunteers Handing out programs and shirts Ensuring fluids (water, juice, etc.) are available Ensure volunteer area is clean and organized (especially end of day) JUDGING/COMPETITION ASSISTANT As a Competition Assistant, you will be required to assist in the judging area during the BBQ competition. This includes set up, take down, clean up and assist the BBQ Judging Coordinator in ensuring that the judges have everything that they need. Please note that this role does have specified times, therefore the volunteer must ensure they are punctual. Assist with set up and take down Assist with clean up after each event Ensure judging area cleanliness is maintained Any duties as needed by BBQ Judging Coordinator 8
BBQ TEAMS Under the supervision of the BBQ Team Coordinator, this role will focus on ensuring BBQ teams have all the necessary supplies are provided. This includes helping teams load into sites, ensure they have power water/ash/garbage stations and providing a liaison/contact for the BBQ teams throughout the festival. This position will work closely with the BBQ Team Coordinator to ensure that all BBQ teams are in position and set up by the Saturday morning deadline and are taken care of through the duration of the event. Helping teams load into site (Friday night & Saturday morning) Ensure that BBQ teams have power/water/ash/garbage stations (this includes monitoring them throughout the event) Acting as a liaison throughout the festival FOOD & RETAIL VENDORS This role will act as the main contact and support for the food & retail vendors. This includes aiding vendors with load in on Friday, Saturday and Sunday mornings, help address any concerns throughout the festival and help direct load out on Sunday. Address any concerns on the site (on-call) Help direct load in and out on Friday, Saturday and Sunday Perform final inspection of the site set-up (including truck and surrounding area) Ensure that all vendors are set up by the Saturday morning deadline and are taken care of through the duration of the event. 9
FOOD STAGE This role is to support the Food Stage Coordinator. This includes aiding in set up, take down and clean up. Please note that this role does have specified times, therefore the volunteers must ensure they are punctual. Helping to set up and take down Ensuring the stage is cleaned up and reset between each event Aiding food chefs and presenters as necessary Upkeep, handling and cleaning of food and kitchen equipment. LOGISTICS This will be a catch all role but will focus primarily on aiding lead personal on set up, take down and overall site management throughout the festival. This position can be physically demanding. It is pivotal that the volunteers in these positions be able to perform some physical labour and be flexible on time allowances. Helping to do set up and take down of the festival Aiding in monitoring site grounds for any attention necessary Will be a point of contact for volunteers from other areas Must be able to handle physical labour and be Flexible on time 10
GREEN TEAM (SITE CLEAN UP AND MONITORING) The Green Team is responsible for the overall cleanliness of the festival by ensuring that proper waste and recyclables are going into proper containers. Due to the nature of this position, closed toe shoes are required. Monitor festival site cleanliness Place regular garbage in appropriate containers Monitor garbage levels and ensure they are not overflowing Once containers are full, remove garbage and place in the designated area Ensure all emptied containers have proper bags Thank you for considering spending your time with us as a Volunteer at Porkapalooza. We are excited to enjoy some amazing BBQ with some awesome people while we work to support our community and encourage enthusiasm and education about the culinary art of BBQ! We can t wait to see you at Porkapalooza! 11