Volunteer general info 2022

General info for volunteers - Any questions please ask. I’ll either know the answer or you’ll be reminding me to do something!

Thanks for agreeing to help. It is hugely appreciated.

This has info for stall holders and setup/clear up volunteers.

There are a lot of us for set up, which is good because we will hopefully get a lot done before it gets too hot. Aim is to have everything ready for when fun runners and bakers start to arrive 10.30, and things open up at 11.

I promise I will be in touch by Saturday morning if you've offered to help on a stall and are waiting to know what's been allocted.

THANK YOU AGAIN. It’s brilliant to have so much support and help you can trust.

Let’s smash it!! X

A couple of practical things first.

Parking is limited. If you’re a stall holder use the car park at the rear of the club house. You can park (drive on to field with any heavy stuff), set up and come back later If you like.

If you don’t have things to unload and can’t walk down then I suggest using the overflow car park near the riverside as it’s more shaded.

Club house opens 8.30 so we can get tea / coffee then.

Safety

Manage the heat - Bring a water bottle etc and you can refill. Hat / sun cream etc. St John ambulance arrive at 8. If you feel unwell at any point stop and see them.

Bend your knees and get help when lifting large or heavy items and maybe wear shoes and change into sandals in case you drop anything on your feet.

Timings & jobs to do

Bouncy castles arrive at 8 so I’ll be there about then ready to meet you. I will mark out where the stalls are going. I’ll have a site map so you know where gazebos, tables and kit needs to go.

First job will be to get the gazebos up ready for stalls where we’re providing them. Please prioritise the bake off tent.

Please tie the gazebo bag to the table leg or gazebo leg and make sure it’s labelled (I’ll have labels in campervan) so we can return loans to people.

When the club house opens at 8.30, we’ll then get the tables out of storage and any kit into place.

Stall holders will need help to unload cars, especially Parrs Wood, tombola, bottlebola (you can drive on via the fence opening at the rear of the car park to unload) and help with filling paddling pools for hook a duck etc.

Bouncy castle barriers need to be arranged with an entrance and exit. And safety signage needs to go up.

Crazy golf should arrive by 10 so we might need to manage space planning around that.

I’ll brief you on anything else at the time but we will be working through a list of jobs. If you do it, tick it off.

Clearing up requires taking down gazebos, putting tables back into store, checking for litter and packing away kit. Most of the kit we will get out consists of prizes so there should be a lot less to do.

By 3.30 we will be gathering in floats and starting the count in the club house.

Stalls

Most stall holders have an individual plan I’ve discussed with them or a specific one to follow (eg fun run / bake off/bbq/crazy golf/panning for gems).

Stalls need to be ready for 11

Bake off won’t start selling until after the judging

Bbq needs to have some things ready from about 11.30 (little pigs delivering 10.45)

Main priority is to hand out wristbands from about 10.30/11 and sell as required.

Card readers will be in use at bbq (Siobhan), wristband / stamp card stall (Rob Crowe), crazy golf (Gascogne Halman)

I’ve not done rotas for stalls, better for you to decide how you keep stalls running, manage breaks and childcare. Keep an eye on stalls around you and jump on if you can to help move queues.

Bring chairs / cool boxes so you’re comfortable. Every stall has a gazebo but if you can find another to borrow to extend your shade then please do.

Take breaks! Drink lots of water. Keep an eye on one another and if you’re worried about anyone esp a child tell a pta member.

Money

Floats will be given out at 11 - 11.30 - Lauren is helping on fun run so bear with her.

You’ll have change and to help with cash flow, Lauren will come and remove notes and swap in coins. We are also using a stamp card system where you can buy £10 or £5 of tokens. Each token is £1 so either use the pen to mark half a stamp for 50p or stamp the full circle. It will make sense when we show you the cards. A full card can be exchanged for a free go on a 50p or £1 stall.

Don’t leave your float unattended. Lauren can take it from you if you need a break / have to go and we’ll find cover. We’ll have walkie talkies and the campervan will be our base for the day.

You’ll have price signage.

If you sell out - which is the aim- you can start to pack up and return your float.