SUNDERLAND EVENT MAKERS & VOLUNTEERS 2018 - Sunderland City Council
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SUNDERLAND EVENT MAKERS & VOLUNTEERS 2018 Thank you for your interest in becoming a Sunderland Event Maker and/or Active Sunderland Wellness Walking Programme (ASWWP) Volunteer. Every year the Active Sunderland and Sunderland Events Teams manage and deliver a broad range of sporting and cultural events across the City. Events include the Active Sunderland BIG Walk, Bike Ride and Run, BIG Community Sports & Activity Festivals, the Sunderland Air Show and Sunderland Illuminations and Festival of Light, all enjoyed by an audience of tens of thousands. These events will once again feature in this year’s event programme, however 2018 is also going to be an even bigger and special year for events as Sunderland will host the Tall Ships Races from 11th to 14th July. In addition to the annual and one off events, a popular and successful programme of Volunteer led walks, the Active Sunderland Wellness Walking Programme (ASWWP), takes place each week across the City attracting hundreds of walkers. The programme has something for everyone, including Nordic walking, nature walks and walks for complete beginners. The Active Sunderland Team are working hard to improve the health and wellbeing of the city’s residents, encouraging them to be more active by participating in sport and physical activity. The team work in partnership with residents, sports clubs and community groups to make Sunderland a place where it is easy to be active. Active Sunderland has a proven track record in planning and delivering high standard sport and physical activity programmes and events. In recent years Active Sunderland has developed a significant pool of volunteers which has continued to grow year on year. In 2017-18, 296 volunteer roles assisted with the delivery of the BIG Events, BIG Community Sports Festivals and the Wellness Walking Programme. Both the Active Sunderland and Events teams work very hard to maintain a high standard of quality events and walks, however, without our Event Makers and Volunteers, the programme would be extremely difficult to organise and would not be the success that it is. The Active Sunderland and Events teams aim to make all volunteer roles rewarding, interesting, educational, fun, and as real as they can be, ensuring that our Sunderland Event Makers and ASWWP Volunteers get the most from their experience. Version 5: February 2018
Depending on which Volunteering role is taken up, there are many benefits for those who volunteer with the Active Sunderland and Sunderland Events teams, including; • Gaining experience in delivering physical activity, sport initiatives and/or walking • Event management and sports development skills • Being part of a mass participation sporting event • Developing PR skills through direct contact with the public • Experiencing team work • Experience of working in a busy office environment • Developing general work experience in new areas • Developing higher confidence levels • Improving future employability prospects This information pack contains all of the information you need to know about the upcoming Events taking place here in Sunderland in 2018-19, and the volunteer roles available. Should you be interested in any of the Event Maker and Volunteer roles then please complete and return an Expression of Interest form at your earliest opportunity to SunderlandEventMakers@sunderland.gov.uk. Please use the same contact for any queries. Happy Volunteering! Victoria French Head of Events, Sunderland City Council Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS FREQUENTLY ASKED QUESTIONS To assist you with your Volunteering role, please see below some frequently asked questions and answers; Q: What will I receive as part of my volunteering role? A: All Sunderland Event Makers and ASWWP Volunteers will receive the key skills, knowledge and experience in a quality and meaningful volunteering role. Sunderland Event Makers: Depending on which event you volunteer for and which role, you may also receive a packed lunch, event goody bag and t-shirt, or be invited to a celebration event at the end of the year. Each event varies and this will be confirmed by the Event Manager. ASWWP Walk Leaders: Will be given Volunteer Walk Leader Training as well as the necessary programme equipment to carry out their role. Q: Will I get paid? A: No. No monetary payment will be received for any Volunteering roles. Roles are carried out on a voluntary basis. Q: Do I need to make my own way to my volunteering role location? A: Yes. We request that all Sunderland Event Makers and ASWWP Volunteers are able to get to their volunteering roles independently. Q: Can I claim for mileage/bus tickets? A: Yes. Mileage is paid at 40p per mile. Single Bus Tickets can be re-imbursed. Taxi journeys may be claimed in certain circumstances. You will receive a form to complete and return within one month of the event, or monthly if you are a walk leader. Q: How many hours will I be volunteering for? A: Each volunteering role has a different number of hours associated to it. For example; Registration Assistant at the Active Sunderland BIG Bike Ride is usually around 2 hours. A led walk can last approximately 90 minutes, but as a walk leader you can do several in a week if you choose to. Marshalling the Active Sunderland BIG Walk is usually around 4-6 hours depending on your marshal position. The Sunderland Event Maker and Volunteer co- ordinator and/or individual Event Manager will confirm this to you ahead of each event or walk. Version 5: February 2018
Q: If I volunteer for a full day at an event will I get a break/lunch? A: Yes. Please bring along your own refreshments to any of your volunteering role. Breaks and lunch are scheduled into each event running order. On some events depending upon duration you may also be provided with a packed lunch. Q: Will I be volunteering with others? A: Those aged 16-18 will be partnered up with another Event Maker, or may work directly with a member of staff. Most event roles involve working as part of a team. Walk Leaders are generally always in pairs (or more) to enable them to manage the group of walkers. Q: What is the minimum age to Volunteer? A: The minimum age for Event Makers is 16, with the exception of those who volunteer as part of a group (such as the cadets/brownies), where you would be supervised by your group leader, or, if you attend with a parent/guardian. Walk Leader roles are 18+. All ages are included on the Matrix of Roles further in this document. Q: Can I volunteer more than once? A: Yes. You can volunteer for as many (or as few) of the Sunderland Event Maker and ASWWP roles as you like. Q: Can I volunteer at an Event as part of an organised group? A: Yes. We encourage groups such as the Scouts, Brownies, Duke of Edinburgh, and Air/Army Cadets to Volunteer. All of those under the age of 16 will need to be supervised by one of your group leaders and partnered or grouped up on the day. A group EOI Form can be sent via your group leader to save time. Q: On the day of the Event, who do I report to? A: Each event has its own Event Manager who will be your general point of contact on the day, and/or the Event may also have a designated Sunderland Event Maker and Volunteer Co-Ordinator. This will be communicated to you ahead of the event. Q: When should I arrive? A: If you are a Sunderland Event Maker, you will be given the event running order and be verbally briefed to advise of this as each event/role is different. Volunteer Walk Leaders are asked to arrive approximately 15 minutes early to a walk to carry out the relevant paperwork with their walkers. Version 5: February 2018
Q: What is expected of me? A: All Sunderland Event Makers and ASWWP Volunteers are required to be polite, courteous, friendly and approachable and provide an excellent service to those taking part in the walk or event as per your agreed volunteering role. If you need to leave a walk or event for any reason, please inform the Event Manager or Sunderland Event Maker and Volunteer Co-Ordinator. Q: Will someone sign off my college workbook/volunteering record/proof of hours? A: Yes. At the end of each of your Sunderland Event Maker or ASWWP Volunteer Roles, the Event Manager or the Sunderland Event Maker and Volunteer Co-Ordinator will sign any relevant documentation for you. Q: Will someone be able to give me a reference? A: Yes. Following completion of your role(s), the Event Manager or the Sunderland Event Maker and Volunteer Co-Ordinator will provide a reference on request. Q: What if I am poorly on the day or an emergency happens? A: Please contact the Event Manager or the Sunderland Event Maker & Volunteer Co- Ordinator at your earliest opportunity, preferably by telephone. Q: What should I wear? A: Ideally if you are working on an outdoor event, or leading a walk, we would expect you to dress accordingly for the weather that day and bring suitable items should the weather change. Depending on the event t-shirts may be provided and high-viz clothing where appropriate for certain roles. More specific information will be provided in advance of each event or activity. Q: Can I apply to Volunteer at an Event at short notice? A: Event maker roles are assigned in the weeks leading up to an event and are confirmed at least 2 weeks prior to an event. Ideally, all expressions of interest are received one month before an event. You can still apply at a later stage; however roles may be already taken and are allocated on a first come first served basis. Q: Do I need to take part in any training? A: Volunteer Walk Leaders need to attend Walk Leader training, and additional walk leader training modules should they wish, details of which are covered later in this pack. Version 5: February 2018
Event Makers don’t need any specific training, but do need to attend pre - event briefings where all necessary instructions will be given. Q: Where else can I Volunteer? A: Many other volunteering opportunities are available across the city. Some of these include some of our partners: Sustrans, Great Run Local, Park Run, and local sports clubs and groups. We advise that you contact these organisations individually to request their current volunteering opportunities. The www.doit.org website also lists local volunteering opportunities available to you from wider organisations and is a national volunteering website. Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS EVENT DESCRIPTIONS 2018 EVENT NAME, DATE & LOCATION: DESCRIPTION: Penshaw Bowl The event is open to children up to 11 years of age th Friday 30 March 2018 and each child is asked to bring their own decorated Herrington Country Park egg to roll. Each child will receive a small chocolate egg with the winner of each age category receiving a prize chocolate egg presented by the Mayor of Sunderland. An additional programme of activities to engage the children will also take place on site. Active Sunderland BIG 3k Run The Active Sunderland Big 3K is part of the Run th Sunday 13 May 2018 Sunderland Festival. The BIG 3K run offers Keel Square participants the opportunity to be part of a fantastic running weekend in the city. The route will take place on part of the same course as the Siglion Sunderland City 10k and the Siglion Half Marathon which are taking place later on the same day. The 3k fun run suitable for all abilities and those ages 5 year + Active Sunderland BIG Bike Ride With a focus on leisure, recreational and family th Saturday 16 June, Herrington Country Park cycling, the Active Sunderland BIG Bike Ride offers 2 th Sunday 17 June, St Peters Riverside venues over 2 days, with alternative routes of 5, 20 and 35 miles. The routes offer a fantastic variety of cycling on mainly off road routes utilising Sunderland’s expansive cycle path network and visiting many areas across the city. The BIG Bike Ride will start from Herrington Country Park for the shorter family ride, and from St Peters Riverside the following day for the more advanced ride. The Tall Ships Races Sunderland 2018 In July 2018 the Tall Ships fleet will create a stunning th th Wednesday 11 to Saturday 14 July 2018 spectacle on the banks of the River Wear and Port of Various locations Sunderland. The event will take place from Wednesday 11th to Please note: Due to the scale of the Tall Ships Saturday 14th July and there will be numerous Event a separate Volunteer Recruitment process activities and attractions around the city for everyone has been completed. to enjoy, absorbing visitors in a festival of culture that However, a limited number of roles may be celebrates both the city's maritime heritage and available. Please email- cultural renaissance. SunderlandEventMakers@sunderland.gov.uk The ships will be open for free public access at set should you wish to register an interest. times, many ships will host exclusive deck events for which tickets may be purchased, or entire deck events may be booked. The event promises to be a spectacle from start to finish with key elements that include a Crew Parade and stunning Parade of Sail. Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS EVENT DESCRIPTIONS 2018 EVENT NAME, DATE & LOCATION: DESCRIPTION: Sunderland Air Show Starting with its traditional spectacular launch party th th Friday 27 to Sunday 29 July 2018 at Cliffe Park on the evening of Friday 27 July, this Seaburn and Roker Seafront year’s event at Roker and Seaburn is held over the full weekend. Following the opening event, the airshow continues across the weekend between 10am and 6pm with a full programme of activity in the air and on the ground. BIG Community Sports & Activity Festivals The Active Sunderland BIG Community Sports & Every Wednesday afternoon, August 2018 Activity Festivals are an excellent way to get out with Various locations across the City the family and have an active afternoon! A different BIG Community Sports & Activity Festivals takes place each Wednesday afternoon in August 2018, giving all Sunderland residents the opportunity to take part in physical activity delivered by local clubs and groups. Active Sunderland BIG Walk The BIG Walk is back and this year there is something th Sunday 30 September 2018 for everyone, suitable for all ages and abilities. Herrington Country Park There is a choice of three different circular walking routes of 3, 7 and 11 miles, all starting and finishing at Herrington Country Park, taking in some of Sunderland’s best scenery. Sunderland Illuminations and Festival of Light th th Bigger and brighter than ever before, Sunderland Thursday 18 October to Sunday 18 November Illuminations will take place in Roker Park and along 2018 the seafront. Roker Park and Seafront Houghton Feast Houghton Feast is a 10 day festival and features a th th Friday 5 October to Friday 19 October 2018 fairground, traditional ox roasting, church events, Houghton carnival parade, a tattoo with pipes and drums, shows, community events, exhibitions, talks, tours, and fireworks! Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS MATRIX OF EVENT ROLES 2018 Role Profile no: 001 002 003 004 005 Event Maker Role: Assistant Pre Event Support Assistant Event Registration Assistant Event Research Event Marshal Assistant Event and Activities EVENT NAME, DATE & LOCATION: A Penshaw Bowl Friday 30th March 2018 Herrington Country Park B Active Sunderland BIG 3k Run Sunday 13th May 2018 Keel Square C Active Sunderland BIG Bike Ride Saturday 16th June 2018, St Peters Riverside Sunday 17th June 2018, Herrington Country Park D The Tall Ships Races Sunderland 2018 Contact: Wednesday 11th to Saturday 14th July 2018 SunderlandEventMakers@ Various sunderland.gov.uk E Sunderland Air Show Friday 27th to Sunday 29th July 2018 Seaburn and Roker Seafront F BIG Community Sports & Activity Festivals Every Wednesday afternoon August 2018 Various locations across the City G Active Sunderland BIG Walk Sunday 30th September 2018 Herrington Country Park H Sunderland Illuminations and Festival of Light Thursday 18th October to Sunday 18th November 2018 Roker Park and Seafront I Houghton Feast Friday 5th October to Friday 19th October 2018 Houghton Please note: • Dark grey boxes mean no roles available at this event • Some roles are still being developed and may change closer to the event date Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: PRE EVENT SUPPORT ASSISTANT (REF: 001) What does the Role involve? • Assisting the Event Lead with pre event duties and day to day support within the office • Promotion of the event and distributing materials by hand at events and electronically • Organising event equipment • Updating hospitality and participant lists • Sending out hospitality and participants packs • Producing event materials • Engaging with exhibitors/activity providers • Dealing with general telephone enquiries and emails regarding the event What skills do I need to undertake the Role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to work at a fast pace • Good numeracy and literacy skills • A cheerful disposition Role related circumstances • Access to travel/transport in order to reach event team office independently • Willingness to volunteer evening and weekends on occasion Please note: All duties, number of hours and positions available, vary depending on each event Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: EVENT REGISTRATION ASSISTANT (REF: 002) What does the Role involve? • Assisting in the set-up of the registration area/desk on the day • Assisting in the organisation of the registration system on the day • Registering participants who have pre-booked their place online • Registering guests who have accepted invitation for the event • Registering participants who ‘pay on the day’ • Handing out name badges and/or registration numbers • Cash handling • Issuing event numbers, wrist bands, t-shirts and event information to participants • Finalising registration lists • Ensuring all participants return safe after the event • Direct guests to hospitality area when required • Providing general information and answering queries What skills do I need to undertake the Role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to operate at a fast pace • Good numeracy and literacy skills • A cheerful disposition Event related circumstances • Access to travel/transport in order to reach event locations independently • Willingness to volunteer evening and weekends • Be able to work outside in all weather conditions Please note: All duties, number of hours and positions available, vary depending on each event Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: EVENT RESEARCH ASSISTANT (REF: 003) What does the Role involve? • Approaching and talking to participants and guests at events, asking them to complete a short survey (either electronically or hard copy) in order to gather valuable feedback, opinions and statistics to help to plan and shape future events • Interpret the results and feedback to the Event Manager What skills do I need to undertake the Role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to operate at a fast pace • A cheerful disposition Event related circumstances • Access to travel/transport in order to reach event locations independently • Willingness to volunteer evening and weekends • Be able to work outside in all weather conditions Please note: All duties, number of hours and positions available, vary depending on each event Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: EVENT MARSHAL (REF: 004) What does the Role involve? • Direct event participants and ensure they are heading in the right direction • Monitor participant health and safety in accordance with the event and report any issues to the Event Manager • Give relevant advice and information - if required • Wear the event marshal uniform and carry a first aid kit • Being positioned in one or more marshal points as the event takes place What skills do I need to undertake the Role? • Good communication skills • Good listening skills • Customer service skills • Ability to operate at a fast pace • A cheerful disposition Event related circumstances • Access to travel/transport in order to reach event locations independently • Willingness to volunteer evening and weekends • Be able to work outside in all weather conditions Please note: All duties, number of hours and positions available, vary depending on each event Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: EVENT AND ACTIVITIES ASSISTANT (REF: 005) What does the Role involve? • Assist activity providers in delivering their activities as and when needed • Ensure information cabins/tables/equipment is set up and operational prior to the event opening • Work alongside the event lead to ensure any Exhibitors are set up in accordance with the exhibitor terms and conditions • Ensure leaflet distribution does not take place within the event area unless roaming rights have been allocated to the organisation • Ensure the event area is kept clean and tidy at all times and any risks are dealt with appropriately • Provide assistance to the Hospitality team if required • Direct participants/public/guests to the correct location • Assist with the erection of signage • Ensure enquiries are dealt with efficiently • Direct guests to allocated seating if required • Work alongside the event manager to ensure performers/sports clubs are met and briefed with regard to event programme and timings • Distribution of programmes/leaflets - if required What skills do I need to undertake the Role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to operate at a fast pace • Good numeracy and literacy skills A cheerful disposition Version 5: February 2018
Event related circumstances • Access to travel/transport in order to reach event locations independently • Willingness to volunteer evening and weekends • Be able to work outside in all weather conditions Please note: All duties, number of hours and positions available, vary depending on each event Version 5: February 2018
SUNDERLAND EVENT MAKERS & VOLUNTEERS ACTIVE SUNDERLAND WELLNESS WALKING PROGRAMME ROLES 2018 The Active Sunderland Wellness Walking Programme (ASWWP) is a FREE, fun, friendly, programme of weekly volunteer led walks. The walks are part of the accredited National Walking for Health scheme and are a perfect way to help the residents of Sunderland to get more active and to meet new people. The programme is managed by the Active Sunderland Team and the weekly walks are delivered by a team of volunteer walk leaders (currently 20). The programme of weekly walks ranges from short and easy health walks of 20 minutes, to longer more challenging Nordic walks or 90 minutes. We also have a 2 hour weekly nature walk. There are currently 20 weekly walks on offer to the public and one walk open to City Council staff only. The programme could not be delivered without the committed and dedicated team of volunteer walk leaders. It is estimated that approximately 300 hours each month of volunteer time goes into delivering the 96 hours of walks. The time these amazing volunteers give up is attracting on average of 1,000 walking attendances every month benefitting hundreds of people. The Wellness Walking Programme now has its own Facebook group which is used by the regular walkers to share stories and photos from their walks and to promote programme changes including new walks to try. There are two volunteering roles available for the Active Sunderland Wellness Walking Programme- • 006 - Volunteer Walk Leader • 007 - Volunteer WWP Administration Assistant Version 5: February 2018
EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: ACTIVE SUNDERLAND WELLNESS WALKING PROGRAMME (ASWWP) VOLUNTEER WALK LEADER (REF: 006) What does the Role involve? • To assist the ASWWP with the delivery of the current programme of existing weekly walks, and/or by adding new walks to the existing programme • Attending occasional ASWWP volunteer team meetings • Promoting the ASWWP to your walkers and wider community • Signposting walkers into other walks, services and events What skills do I need to undertake the Role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to work at a fast pace • A cheerful disposition • Confidence in talking in front of a group • Confidence in leading an activity with a group • Knowledge of the Sunderland Area • Interest in walking and physical activity Volunteers will need to carry out some (or all) of the training listed below. As a minimum, all Volunteer Walk Leaders must attend the Volunteer Walk Leader Training (Walking for Health). All training will take place at venues across Sunderland and is FREE of charge to those wishing to become a Volunteer as part of the Wellness Walking Programme. You will need to bring your own refreshments/lunch and come dressed for the weather as there are practical elements to take part in. • Volunteer Walk Leader Training (Walking for Health) - this training is essential for all NEW individuals wishing to volunteer as part of the Wellness Walking Programme delivering our health walks and covers the basics of leading a walk including health and safety, risk assessment, route planning, the benefits of physical activity and walking and how the walking programme in Sunderland operates. This course lasts for approx. 6 hours. Version 5: February 2018
• Nordic Walk Leader Training (Nordic Walking UK) – this is an additional/optional training module only for those who have attended the above initial walk leader training and wish to deliver Nordic walks as part of the WWP. This course lasts approx. 3 hours. • “Mums on the Move” Training - this is an additional/optional training module is only for those who have attended the above initial walk leader training and wish to lead walks specific for new mums and their babies as part of the WWP. This course last approx. 3 hours. • First Aid Training is also provided FREE of charge for all volunteers, but is not an essential part of the programme and is entirely optional. Related circumstances • Minimum age is 18 • All Volunteers delivering walks on behalf of the ASWWP need to carry out a DBS check before they can deliver any walks; this is performed by the programme and is also FREE of charge. No walks can be delivered by an individual until DBS clearance is received. • The walk leader equipment required to enable you to carry out your role is provided FREE of charge to all Volunteers, for example, clip boards, pens, Nordic walking poles. This equipment needs to be returned if you leave your volunteering role. • There is no minimum time commitment required for delivering walks, you can lead as many or as few as you like • Initial WfH Training is arranged 3 times per year. Additional modules are arranged as and when required. • You can attend as many of the FREE training sessions as you like to allow you to deliver different varieties of walk, but are only valid as part of the ASWWP • Willingness to volunteer daytimes, evening and /or weekends • Be able to work outside in all weather conditions Version 5: February 2018
EVENT MAKERS & VOLUNTEERS PERSON REQUIREMENTS ROLE: ACTIVE SUNDERLAND WELLNESS WALKING PROGRAMME (ASWWP) VOLUNTEER ADMINISTRATION ASSISTANT (REF: 007) What does the Role involve? • Updating the national WfH database with the latest Walk Registers and Walker Registration Forms received from the ASWWP weekly walks which are returned from Volunteer Walk Leaders • Collate a monthly report of data from the database, to include: number of walks delivered, number of new people and number of total attendances • Assistance is required 4 times per year with the promotion of the new quarterly walking programme. This includes printing and postal and/or physical distribution of new materials. What skills do I need to undertake the Role? • Experience in using computers and databases • Working independently • Good communication skills • Good organisation skills • Good listening skills • Ability to work at a fast pace • A cheerful disposition Related circumstances • Minimum age is 18 • Full WfH National Database training will be given so you can carry out your role • Because of the confidentiality around the data you will be accessing/processing; the work will need to be carried out within the Active Sunderland office where a PC and database access is provided. • It is estimated that this role will take approximately 8 hours per month, however the role can be shared and there is no minimum time commitment required. Version 5: February 2018
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