Volunteers

There are usually about 40 volunteers on the day. In addition to coordinating the rosta for the team on the day, the coordinator runs the TnA volunteer team on the day.

The volunteers’ prime job is to welcome people to the event, give out programmes and sell raffle tickets. They volunteers are stationed at five locations as follows:

• The west car park

• The Information stall at the west end of the High St

• The Information stall at the east end of the High St

• The east car park

• The Recreation Ground

There are usually 2 or 3 volunteers at each location, each volunteer doing a stint of about 1.5hrs.

The coordinator’s job is to contact all volunteers from the existing list, (and seek out if more volunteers are needed), draw up the programme for the volunteers, ensure everyone is happy with their slot, and then sort anything out on the day.

This role can be undertaken remotely.

This job starts when the list of traders is known. Traders have various requirements such as being close to their friends, having an electricity supply, having the pitch where they did well last year, etc.

The planning coordinator is responsible for allocating a pitch site to each trader, accommodating as many of their wishes as possible. The resulting plan is set out on a spreadsheet, which goes to all stallholders and is used to draw up the street plan in the programme.

There is a printed programme produced each year. This role will work with the Project Manager and Designer. The coordinator’s role is to supply him with the contents. This is mostly sponsor and trader adverts, which can take a lot of chasing, the High St plan created above, and perhaps some articles. These all need to be available three to four weeks before the event, to allow for compilation, checking and printing.

Access to a computer and the internet is a must.

This involves the following:

• Contacting parking site owners for permission to use their land

• Preparing (ie cleaning, mending and date-changing) all advertising and parking posters, and ordering any new ones required.

• Negotiating contract with Coach Event Services to manage the parking

• Arranging permission (through TVBC) for one-way systems on the day

• Arranging for the advertising posters to be erected 2 weeks before event

• Arranging for the parking sign posters to be erected 2 days before event

• Ensuring all is well on the day of the event

• Arranging the removal and storage of all signs after the event

There are two aspects of this, live music and activities. We have two live music locations, outside the Town Hall and on the Recreation Ground. The activities are generally for children and are almost all on the recreation ground.

The coordinators job is:-

• To arrange the programme for the two music locations and negotiate the costs involved

• Meet and greet the musicians and pay them when they have finished.

• Pay or collect from the entertainers at the end.

This involves the following:

• Purchasing raffle tickets

• Arranging licence

• Getting raffle prizes, usually from sponsors and many High St traders

• Making up posters to advertise prizes. These need to be on display at all selling points together with lists of prizes.

• Provide information to the Event Manager for listing on the website

• Get cash float to ensure adequate change available for cash purchases.

• Ensure that the floats and adequate tickets are available for sale at all outlets on the day.

• Conduct the prize drawer on the day after the event.

• Distribute the prizes.