Volunteer role profiles Crystal Palace Overground Festival 2015 Please scroll down to the role you are interested in to read the full profile: Event manager for Vintage up the Palace Event manager for the open air cinema Fundraising – flyering / bucket shaking Fundraising – public donations specialist Kids’ zone producer Music admin co-ordinator Volunteer admin co-ordinator Publicity volunteer – flyers, posters and stalls PR admin support Social media manager Print media manager Webmaster Graphic designer Photographer
Event manager – Vintage Up the Palace Vintage up the Palace takes place on the Sunday of the festival, 29 June 2015, and will be held at Jubilee Gardens, Crystal Palace park, just beside the bus station. The event will begin at 12pm and end at 6pm and will feature vintage clothing and lifestyle stalls, a bar and food stalls (ideally vintage themed), a main stage with a range of performances and activities. The event manager will project manage all contributors, resources and infrastructure with support from the operations managers and festival director, on schedule and to budget. Tasks - co-curating the programme of performers and activities with the volunteers - managing expectations regarding expenses and any fees for performers (supported by festival director on this) - liaising with Bromley Council about licensing, the site plan, their leve of staffing and access / egress schedules - finalise the site plan with the assistance of the festival director (will be similar to the 2014 site plan) - confirming all infrastructure needed and costing this up with the help of the operations managers for the festival - liaising with all food stall holders, goods stallholders and bars to confirm their location on the site and access to the site - draw up the event plan for the day - create programme for the day, confirming all participants - communicate and manage access times, set up and breakdown with all suppliers, stall holders and performers - communicate activity details to the marketing team by deadline for publicity - event management on the day, managing volunteer team and all aspects of the event - post-event reporting, chasing invoices and payments Skills required for this role: event, project and people management, ability to prioritise tasks and meet deadlines, great communication skills and tenacity!
Event manager for the open air cinema Each year the festival organises a boutique open air cinema at Coopers Yard and for the first time in 2014, there were two nights of cinema curated by Chris Shepherd a local film-maker. The event manager will manage the project team, ensuring delivery on time and to budget. The festival director will provide support on licensing and other operational issues. You will project manage the following team members:- curator of the programme - venue owner - AV suppliers - Bar operators
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Volunteers.
Tasks - create the timeline for the project with the festival director - with the team you will decide the format of the event and the programme - ensure that all of the infrastructure is agreed and costed with the AV suppliers - set up the ticketing online and manage the ticketing process - report income to the festival director and try to achieve a balanced budget - buy the drinks for visitors on arrival - manage the event on the night and all volunteers - post-event reporting, chasing invoices and payments Skills required for this role: event, project and people management, ability to prioritise tasks and meet deadlines, great communication skills and tenacity!
Event manager – Vintage Up the Palace Vintage up the Palace takes place on the Sunday of the festival, 29 June 2015, and will be held at Jubilee Gardens, Crystal Palace park, just beside the bus station. The event will begin at 12pm and end at 6pm and will feature vintage clothing and lifestyle stalls, a bar and food stalls (ideally vintage themed), a main stage with a range of performances and activities. The event manager will project manage all contributors, resources and infrastructure with support from the operations managers and festival director, on schedule and to budget. Tasks - co-curating the programme of performers and activities with the volunteers - managing expectations regarding expenses and any fees for performers (supported by festival director on this) - liaising with Bromley Council about licensing, the site plan, their leve of staffing and access / egress schedules - finalise the site plan with the assistance of the festival director (will be similar to the 2014 site plan) - confirming all infrastructure needed and costing this up with the help of the operations managers for the festival - liaising with all food stall holders, goods stallholders and bars to confirm their location on the site and access to the site - draw up the event plan for the day - create programme for the day, confirming all participants - communicate and manage access times, set up and breakdown with all suppliers, stall holders and performers - communicate activity details to the marketing team by deadline for publicity
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event management on the day, managing volunteer team and all aspects of the event post-event reporting, chasing invoices and payments
Skills required for this role: event, project and people management, ability to prioritise tasks and meet deadlines, great communication skills and tenacity!
Fundraising – flyering / bucket shaking If you can give time to be a fundraiser then we need your help with various tasks such as flyering, shaking buckets during the festival and at pre-festival events. This is ideal if you only have a few hours to spare here and there. -
Likely flyering times are mornings at the local stations and outside Sainsbury’s on Saturdays from April to June Bucket shaking will be on Saturday 28 June and Sunday 29 June during the festival, and might be at pre-festival events if any are held
Public donations fundraiser If you are an experienced fundraiser with a specialism in public donation schemes then we want to hear from you! You would work with the festival director to create a strategy for a public donation campaign and also put together a marketing and PR campaign to ensure successful funding, creating the collateral to promote donations and working closely with the marketing team.
Kids’ zone producer You and two other producers will be responsible for curating the kids zone in Westow Park on Saturday 28 June 2015. You will work with the festival director and the operations managers for the park to ensure the zone is curated on time and to budget. Tasks: - review the 2014 zone and confirm what performers / workshops to invite back with the festival director - review the site plan for 2015 ensuring all lessons learned from 2014 are incorporated - source and invite any new performers and workshops needed for the 2015 programme - create the new site plan, confirming the space for each activity and the infrastructure needed with the operations manager within budget - confirm all performers and workshops, creating a database of their contact details, updating the 2014 database
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confirm all schools’ choirs, DJs and others performing at the bandstand source sponsors from local businesses for the pantomime fee finalise the site plan and infrastructure with the operations manager manage all communications with performers and workshop leaders ask all performers and workshop leaders for their photos, media links, and short copy for the programme communicate final programme of activities and copy to the festival director and the marketing team manage zone activities on the day of the park event, guiding performers and workshop leaders onsite and ensuring they are looked after on the day, and guiding them off at the end of the event manage a team of volunteers to help with the onsite management of the zone post event reporting.
Music admin co-ordinator Help our music director to work with the bands that perform at the festival and choose the line up with our team – the most fun thing of all! You would support the music director by covering the following tasks:-
monitor email inbox and signpost and or reply to music enquiries accordingly act as a liaison between stage management and bands / artists create a database of bands / artists selected ( email - contact number etc) forward this to the stage management team ensure that all technical specs for bands / artists are provided to the stage management team so to support the confirmation for the order of final line up ensure this line up and band / artist bios is provided to deadline for festival guide and website ensure that all applicants who were not successful are notified via email within the stated time on application form using the festival template response assist the music director in forming band interview questions and other initiatives to promote the Saturday music programme line up leading up to the festival be part of the shortlisting panel for the music programme Saturday main stage. act as a meet and greet point of contact for the bands /artists on the day.
Skills needed are: attention to detail, excellent oral and written communication skills, good interpersonal skills, proficient working with IT systems; experience of MS Office
Volunteer admin co-ordinator The volunteer co-ordinators will be managed by the volunteer team manger and there will be 4-6 volunteers covering all of these roles as job shares:Volunteer Coordinator To support the Volunteer Manager in all tasks above especially volunteer management, communication, training and coordination. You will need the following skills: - Volunteer management skills - Organisational skills - Communication skills - Training skills - Volunteer deployment and operations experience - Act as deputy in the absence of the volunteer manager. Volunteer Marketing Coordinator To coordinate the volunteer marketing and recruitment strategy and ensure effective recruitment of required numbers of festival volunteers. You will need the following skills: - Marketing skills - Community outreach knowledge and experience - Event and community organising experience - Volunteer recruitment and management experience would be a plus! Volunteer Database Coordinator To ensure volunteer registration systems on website are in place and technically up and running. To set up, manage and coordinate the festival volunteer database and other IT support services (Email, documentation) You will need the following skills: - Ability to manage and process a high amount of complex data - Database management - IT skills, especially spreadsheet management (Excel, Google live doc etc…) - Good communication and organisational skills.
Publicity volunteers – flyers, posters and stalls If you only have a small amount of time to spare but would like to help out then we will need volunteers to:-
hand out publicity flyers at the local stations and outside Sainsbury’s put up posters in the local area and surrounding areas man stalls at Sainsbury’s and the food market on Saturdays
Our offline publicity campaign for volunteer recruitment will be running from April through to June so we will need volunteers to flyer and man stalls during that time.
We will also have an offline publicity campaign for the festival itself from late April to June so we will need volunteers to all of the above tasks then. The time we will need will be 2-3 hours at a time and is likely to be:- early mornings for flyering at the stations - on Saturday afternoons from 12 – 4pm for stalls - whenever you can spare time to put up posters during the first two weeks of May
PR admin support Our PR manager needs admin support for our campaign – you don’t need to have worked in PR before but it would help. Skills needed are: - Attention to detail - Excellent oral and written communication skills - Good interpersonal skills - Proficient working with IT systems; experience of MS Office You will update the database of PR contacts, send out press releases, monitor the press email inbox and liaise with the PR manager about responses needed, follow up with any calls from press, co-ordinate photos for press releases, maintain the press cuttings file.
Social media manager The festival needs great social media campaigns to work in tandem with our print media and PR campaign. The social media manager will need to liaise with the rest of the marketing team and carry out the following tasks as part of the role:- develop and coordinate the social media strategy - manage programme of FB and Twitter content daily/weekly - manage Twitter feed on days of the festival - update FB and Twitter with photographs and content from the festival - to take overall responsibility for the app update, including getting the whole programme into a database.
Print media manager The festival needs print campaigns to work in tandem with our social media and PR campaign, particularly our What’s On guide. The print media manager will need to liaise with the rest of the marketing team and carry out the following tasks as part of the role:- set up project plan with milestones and deadlines - responsible for managing graphic designers to deadline
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responsible for sourcing logos from sponsors and partners manage print budget with the festival director manage print schedule and outputs with designers liaise with printers on print schedule and deadlines confirm print marketing strategy with marketing team write print copy for guide and other print marketing collateral.
Webmaster We need another webmaster to help our current volunteer to maintain the website, also working with our website designer and developer. You will need the required skills to perform the following tasks:- Responsible for the input of content into the website, utilising Wordpress - liaising with the festival director and the website designer to ensure the site is kept up to date - ensuring that the site is kept high in SEO rankings - working with the marketing team on visitor survey embeds across the - website and social media - working with the volunteer team on volunteer recruitment content.
Graphic designer We have a main designer on board but we will need some more volunteers to create great design for some festival events and all associated design elements, including signage, banners, flyers, posters and any other materials for social media. You will need to liaise with marketing team and festival director on design brief and collateral needed.
Photographer There are so many wonderful moments during the festival and we would love to hear from you if you can help us capture them. You will need to - capture the festival on film – including the run-up / pre-festival fundraisers and significant events as well as the four day event - supply photographs/files to the marketing team for use in publicity.
