2018 Volunteer Handbook - Calgary Folk Music Festival
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Volunteer Handbook
2018
1
Message from the Executive Director
From the tips of our close-toed shoes, to the tops of our sun hats,
an enormous THANK YOU, VOLUNTEERS! With your dedication
and hard work, we have become one of Calgary’s Cornerstone
cultural events.
Over the past 39 years, you have made this little Festival that
could a place to celebrate community, family and of course
- music! As we close out our 30’s, take pride in how you have
nurtured our growth and in how you are helping us evolve.
-Sara Leishman
MESSAGE FROM THE VOLUNTEER MANAGER
CFMF volunteers do more in 4 days than most people do in a year.
That’s just how we roll. Our volunteers are lean, mean, folky-
machines, and go above and beyond the call of duty to make the
Festival truly be the best it can be. It is because of your passion,
positivity, and perseverance that we will soon be celebrating
our 40th anniversary. Whether it is your fi rst or 39th year
with us, THANK YOU for all you have done, and for what
you continue to do for our amazing Festival.
- Emily McCormick
2 2
The 39th annual Calgary Folk Music Festival runs from
Thursday, July 26 to Sunday, July 29, 2018.
Our home for this action-packed, music-fi lled weekend is Prince’s
Island Park. The Festival runs rain or shine, so be prepared to
volunteer in any and/or all weather conditions!
VOLUNTEER CHECKLIST
• Volunteer badge
• Volunteer t-shirt
• Closed-toe shoes
• Reusable water bottle
• Extra shirt for off-duty Beer Garden fun
• Insect repellant & sunscreen
• Rain gear, extra layers
• Blanket / tarp & Festival chair
• Warm socks
• A great attitude & big smile!
Do not lose or transfer your volunteer badge!
3
BE READY FOR YOUR SHIFT
• Eat before - meal breaks are not
included in your shifts
• Bring weather appropriate clothes &
closed-toe shoes (mandatory)
• Arrive 15 min early for your shift
• Check-in with your Crew Coordinator
upon arrival
• Wear your volunteer t-shirt & badge
while on duty
• Ask your Crew Coordinator if there is
a place to store your personal items
I’M GOING TO BE LATE OR
MISS A SHIFT!
Life happens - keep us in the loop!
Contact your Crew Coordinator first
Photo by Shelanda Kajula
AND send emily@calgaryfolkfest.com
an email. If you fail to show up for a
shift and do not let us know, you may be
permanently removed from the CFMF
volunteer program.
4
GET TING THROUGH THE GATE
There are two gates that volunteers can access: Main Gate (during Festival
hours) and West Gate (at any time). You will need your volunteer t-shirt
and badge to make it through either gate, and you may be subject to a bag
search or ID check. Help out your fellow volunteers, and don’t wait to be
asked - have your badge ready and display it proudly!
Outside alcohol, recreational drugs and weapons are prohibited on the Island. Any volunteer
found in possession of these items at any time will be subject to disciplinary action, up to
revocation of volunteer status.
VOLUNTEER SEATING
If you are looking for a front-row seat at the Main Stage, get to the Main
Gate early and line up! Volunteers do not get prioritized seating over our
patrons, and must remember that seating access is a privilege, not a right.
Volunteers who wish to place a tarp down without lining up with the
public must wait on the sides of the Main Field and await the signal from
Safety & Security personnel. Please consult our website for further rules
and procedures.
Failure to abide by the tarp placement procedures, or any disrespect directed towards
the Safety & Security volunteers on site will not be tolerated, and will result in
volunteer follow-up and possible dismissal from the Festival.
5
VOLUNTEER INFORMATION
TENT HOURS
• Thursday 1-9 pm
Photo by Shelanda Kajula
• Friday 10:30 am-9 pm
• Saturday 9 am-9 pm
• Sunday 9 am-8:30 pm
REASONS TO VISIT THE
VOLUNTEER INFORMATION
TENT
• Meal times
• Locating your crew
• Questions about volunteering
• Incident reports
• FREE Festival program
• Buying a guest pass for the Volunteer Parties
• Volunteer Parties & Hospitality schedules
• Getting in touch with the Volunteer Services Team
6
Photo by Shelanda Kajula
WE’RE HERE FOR YOU!
The CFMF believes that the health, safety, and environment of its volunteers are
of paramount importance. All volunteers are responsible and accountable for
overall safety procedures and practices, for working safely, and for improving
safety measures. All volunteers must wear closed-toe footwear while on shift.
The CFMF has a zero-tolerance policy towards discrimination and violence
of any kind. Any and/or all acts of this manner will be investigated and
followed up to ensure the safety and security of our volunteers.
If you have any doubts about the safety of any tasks, equipment, etc., tell
your Crew Coordinator immediately. An incident and injury free Festival is
always our goal!
7
IF YOU SEE SOMETHING, SAY SOMETHING!
Report any and all suspicious and inappropriate behaviour / actions
you witness by other volunteers, patrons, artists, food or market
vendors, or Festival staff to your Crew Coordinator or the Volunteer
Information Tent. Whether you see a hole in the security fence, a
volunteer transferring their badge, or someone driving a golf cart
too fast, no incident is too small to report!
Do not wait until the Festival is over to let us know - we can help now!
Be prepared to fi ll out an incident report after a situation occurs.
Incident reports are available at the Volunteer Information Tent and
are there to document exactly how the events unfolded. Every person
(volunteer, patron, staff) is required to fi ll out an incident report
after an incident has occured.
8
Photo by Shelanda Kajula
YOUR RESOURCE TEAM
The following fine folks can be contacted through our Safety & Security
volunteers (‘the red shirts’) or at the the Volunteer Information Tent on
the west end of the Island, in the GlobalFest trailer. Don’t hesitate to get in
contact with them if you have any comments or concerns.
1. Crew Coordinators
2. Area Managers
3. CFMF Staff
4. Volunteer Services - Co-Manager, Hallie Caplan
5. Volunteer Services - Co-Manager, Lawna Hurl
6. CFMF Volunteer Manager, Emily McCormick
9
KEEP IT GREEN
The CFMF recognizes we have an impact on our environment, and as an
organization we are committed to limiting that impact on the Island and
off. Know and abide by our eco policies and initiatives, and help educate
our patrons, partners and suppliers as well. Let’s strive for zero waste and
a smaller eco-footprint.
BRING YOUR BIKE!
We encourage everyone to use green modes of transportation as they
make their way to the Festival. If you are arriving on two wheels, be sure
to use one of our two complementary Bicycle Lock-Ups! There is a secure,
fenced and supervised station located by the Main Gate. If you arrive early
(before volunteers start), remember to check back later to grab a claim
check tag. There is also an unsecured, unfenced and unmonitored station
located next to the causeway and West Gate.
UNDERSTAND ‘WHAT GOES WHERE’
• Compost ALL food waste & compostable food ware
• Recycling paper, cardboard, number plastics, foil, glass & more
• Ask an Environment Volunteer if you have any questions
10Area Managers
Photo by Peter Moller
TOP ROW: Tobin Rooney, Leora Rabatach, Michelle Gardiner; Mike Adachi,
Tony Stonehouse, Scott Hendrick, Robin Grieg, David Kenney, Kent Macrae.
MIDDLE ROW: Pamela Hyde, Dale Dutton, Danelle Wettstein, Dawne
Anderson. BOTTOM ROW: Joel May, Jo-Anna Rooney, Hallie Caplan, Bruce
Evans. MISSING: Blue Thornton, Ed Hoover, Jillian Daniel, Kym Butler,
Lawna Hurl, Peter May, Talia Potter, Tim Neis, & Vish Saini.
11PARK MAP
1213
STAFF
TOP ROW: Matt Olah, Sara Leishman, Emily McCormick, Ingrid Mosker, Kerry
Clarke, John Hiebert. BOTTOM ROW: Chantal Vitalis, Elyse Bouvier, Stephanie
Mok, Chelsea Boutilier, Liam Prost. MISSING: Blue Thornton, Chloe Loblaw,
Katie Neelin, Peter Kaminski.
14Grab your
Festival Bingo
Take a selfie
Attend a
Fill up your
Listen to
an artist
FREE Festival with your reusable
workshop you haven’t
Program crew water bottle
heard before
Get your Park your
Meet a new groove on in Pull out your Enjoy a meal wheels at
volunteer the Dancing raincoat at Hospitality the Bicycle
Area Lock-Up
Snap a
shot of you Say hi to Enjoy some
Modify/ FREE
wearing your a Safety & Fiasco
decorate SPACE!
shirt, badge Security gelato on
& closed-toe your t-shirt
volunteer your break!
shoes
Thank
your Crew Check out Attend one of Pick up your
Take part in
Coordinator the Arts the volunteer volunteer
the Tarp-Run
for doing a Market after parties package
great job!!
Spot
Take a
Meet a Eat a treat someone Enjoy a set
picture in
15+ year from Vendor wearing at the Main
your Festival
volunteer Alley socks & Stage
chair!
sandals
Take a picture for every square you complete and send your results to
vsupport@calgaryfolkfest.com by August 10 to be entered to win a folktastic
prize! We will draw winners for a full black out!
15OUR FOOD PHILOSOPHY
We are happy to provide all volunteers
with a variety of delicious and
nutritious meal options, including a
full salad bar, vegan, vegetarian and
GF options all sourced from a wide
range of purveyors.
We at the Festival are happy to be
bottle free! Remember to bring
Photo by Shelanda Kajula
a reusable bottle to fill up and
continually hydrate! There are water
stations at the Hospitality Area, as well
as scattered throughout the Island.
MENU & MEAL TIME
11:30 AM – 2 PM 4:30 – 7:30 PM
THURS DINNER n/a vegan stir fry
FRI DINNER n/a curried beef / tofu
SAT LUNCH/DINNER jambalaya lamb / tempeh
turkey drumsticks salmon / portobello
SUN LUNCH/DINNER
/ tofu mushroom
All menu items listed above are subject to change
16Photo by Shelanda Kajula
Photo by Shelanda Kajula
SNACK BAR
Hungry between meals? The Snack Bar has got your back! Located in the
Hospitality Area, the Snack Bar offers a variety of foods for you to choose
from. As a way to nourish everyone, you are reminded that the Snack Bar
crew portions the snacks so that there is enough for everyone.
SNACK BAR HOURS
SATURDAY & SUNDAY 11:30 AM – 7:30 PM
FOOD INGREDIENTS
Volunteers are expected to monitor their own food. If an ingredient list is
not available, please ask a friendly Hospitality volunteer.
17Photo by Shelanda Kajula
EMERGENCY PROCEDURES
In an emergency situation, we count on our
volunteers to show leadership in dealing with
the public.
Do not speak to the media about any potential
incident. If the media approaches you during or
after a crisis, please direct them to the Media
Photo by Lisa Amos
Tent for official statements and information.
18If you are the fi rst to the scene of a potential crisis / emergency /
incident, be sure to:
• Remain calm & assist others in doing the same
• Keep others in the area safe, without endangering yourself
• Contact Dispatch or the nearest Safety & Security
volunteers immediately
• DO NOT CALL 9-1-1. Dispatch will handle all necessary
emergency calls and direct them accordingly
• Contact your Crew Coordinator and Area Manager
• Stay off the radio after you have contacted Dispatch and
your Crew Coordinator and Area Manager
• Once a Safety & Security volunteer wearing an emergency
vest arrives on the scene, you are
relieved. Follow their instructions
for the next steps
• Fill out an incident report
immediately. These are
available at the Volunteer
Information Tent
19LOST CHILDREN PROCEDURES
- IF REPORTED TO YOU
• Escort or direct the adult
to the Lost & Found /
Information Tent
• This crew will fi ll out a Lost
Child Report and notify
Safety & Security
• Persuade the adult to stay
at the tent until a Safety
& Security volunteer can
accompany them in the
search
• Keep in mind that the adult
is likely upset and having
trouble thinking clearly
Photo by Shelanda Kajula
20IF YOU FIND A CHILD
• Never escort a child by yourself. Find another volunteer
from any crew, and escort the child to the Lost & Found /
Info Tent together
• If the child refuses to go with you, stay with them and try
to contact the Lost & found / Info Tent by flagging down a
Safety & Security volunteer (in red shirts)
• A lost child is an upset child. Remain calm and comforting,
and let the child know you are here to help
• When you arrive at the Lost & Found / Info Tent, be sure to
stay until the volunteers have all the information
they need. Let the volunteers know before you
leave the area
• You will be required to fi ll out an incident
report
In the case of an Island evacuation, all lost children
will be taken to the Eau Claire YMCA.
FIRST AID SERVICES
For minor medical conditions, volunteers and patrons in need of
medical attention should go to the First Aid Services Tent.
Please note that the medical staff exclusively provides fi rst aid.
21PERFORMER RELATIONS ETIQUET TE
RESPECT THE ARTISTS
You might run into an artist in the Hospitality Area or at the Volunteer
Parties. Please respect the artists’ space and privacy. If an artist comes
to you with any needs or concerns, please direct them to the Island Artist
Liaison crew, located behind the Main Stage
AUTOGRAPHS
Use discretion and respect when approaching artists. Do not approach an
artist backstage or on their way to a performance. There are scheduled
autograph signings at the Record Tent.
PHOTOS
Use only your personal pocket camera / camera phone to take pictures.
Only accredited media and CFMF Photography and Videography
volunteers are welcome to use professional cameras on site. Do not take
any photos of artists backstage or on the Main Stage.
Violating any of the performer relations etiquette will result in volunteer
follow-up, and may be grounds for immediate dismissal.
22Photo by Ron Sparrow
VOLUNTEER PARTIES
The official CFMF Volunteer Parties are held at the Westin Hotel
Ballroom at 320 4th Ave SW on Saturday and Sunday. Volunteers are
welcome to bring one guest to the party each night.
GUEST TICKETS
Guest tickets can be bought for $20 at the Volunteer Information Tent.
As a volunteer you may bring one guest per day. Tickets can be purchased
until 9 pm on Saturday and 8:30 pm on Sunday. There will be no tickets
sold at the door, so remember to buy early! Only people with badges and
purchased guest tickets will be allowed into the parties.
23My Shifts
THURSDAY:
FRIDAY:
SATURDAY:
SUNDAY:
My Coordinators + Their Contact Info
NOTES:You can also read
