Alzheimers NZ
Memory Walk Event Manual
July 2014
Contents
Introduction ............................................................................................................................... 3
Why are we having a National Event?....................................................................................... 3
The Memory Walk Concept ....................................................................................................... 3
What resources are available? .................................................................................................. 4
Fundraising and Sponsorship .................................................................................................... 5
Community engagement ........................................................................................................... 5
Event timeline............................................................................................................................ 6
APPENDICES
Appendix One: RUNNING A SUCCESSFUL EVENT ...................................................................... 8
Appendix Two: EVENT CHECKLIST ........................................................................................... 16
Appendix Three: EVENT RISK MANAGEMENT ......................................................................... 18
Appendix Four: GUIDE FOR MANAGING EVENT VOLUNTEERS ............................................... 23
Introduction
This event manual provides you with information to help you to run a Memory Walk event in
your local area in August/September 2014.
As well as providing information about the Memory Walk concept and what support is
available to you, the manual includes detailed appendices with some general event planning
tools and checklists that may be useful to you.
Why are we having a National Event?
Having a national Alzheimers NZ federation event is an excellent opportunity for all
members of the federation to benefit from a nationally branded event that will raise
awareness and build our collective national profile. The event is an important part of the
World Alzheimer’s Month programme and the National Dementia Awareness campaign, and
provides an opportunity to communicate the messages of the campaign and raise awareness
and understanding of dementia in New Zealand.
The publicity and awareness generated by the event will draw attention to Member services
and help to increase the level of support available to you.
The objectives of the National Event are as follows:
- To provide a national platform to communicate Alzheimers NZ’s awareness raising
messages.
- To raise awareness of dementia and its impact on both the individual and the
community.
- To provide an opportunity for Alzheimers NZ Members to engage with their local
communities.
The Memory Walk Concept
The event concept that has been developed is a Memory Walk style event, similar to that
run by Alzheimers Australia, and Alzheimers Society in the UK, and locally by Alzheimers
South Canterbury.
The concept is that there will be a series of walks run by Member organisations in their local
areas throughout the World Alzheimer’s Month (September) to raise awareness of
dementia. The walks will be approximately five kilometres in distance in a central location.
Members of the local community would come along and take part in the event at no cost
and Members could do some local fundraising at the event, with funds going to their local
organisation.
Members have the opportunity to run their Memory Walk at any time from 30 August to 30
September. However the Working Group strongly recommends that the walks are held on
30 or 31 August wherever possible.
We are recommending this date as the NZ general election on 20 September will have a
significant impact on the amount of national publicity we are able to generate later in the
month. Having the majority of events over one weekend also provides the best possible
opportunity to generate national publicity from the events, which all Members will benefit
from. Alzheimers South Canterbury and Alzheimers Tauranga have already confirmed that
their events will take place over the weekend of 30/31 August.
What resources are available?
There are a number of resources available to you to assist you in coordinating a successful
Memory Walk.
-
Branding: a brand and logo for the Memory Walk is currently being developed by
the Memory Walk Working Group. This brand and logo must be used by Members to
promote their local Memory Walk.
-
Collateral: the Working Group is currently developing a suite of collateral which will
be funded by Alzheimers NZ and provided to Members at no cost. The collateral that
will be available includes:
o Posters: 150 A3 colour promotional posters will be available to every
Member taking part.
o Fliers: 500 A5 promotional fliers will be available to every Member taking
part.
o T-shirts: Memory Walk T-shirts will be supplied to Members to give to every
participant taking part in their local Memory Walk.
-
Publicity: The National Event Working Group is coordinating a small advertising
campaign to promote the Memory Walk. This will include community newspaper
and local radio advertising, and will be funded by Alzheimers NZ.
Alzheimers NZ is also coordinating a national publicity campaign to promote the
Memory Walk. This will include articles in newspapers and interviews on radio as
well as promotion of the event through the Alzheimers NZ Facebook page.
To ensure that you benefit from this publicity please provide all details of your
Memory Walk including the date, time, location etc. to Sarah Sinnott
([email protected] or 04 387 8264). You may also like to consider
identifying some people taking part in your Walk who would be happy to be
interviewed by your local media. Ideally they would have a personal connection to
dementia that they are happy to discuss. Sarah can help you to get an article in your
local paper if you would like assistance.
-
Website: A page will be established on the Alzheimers NZ website to promote the
Memory Walk, this page will be linked to from a banner ad on the Alzheimers NZ
home page.
On Memory Walk page people will be able to express their interest in taking part in
a local event, and pick which event they are interested in. Alzheimers NZ will collect
this information and pass contact details onto Members to follow up. The page will
also be used to promote the Memory Walks in each area.
-
Local support: The Memory Walk Working Group is available to assist you in making
your event happen:
o
o
o
For publicity and marketing support: Contact Sarah Sinnott –
[email protected] or 04 387 8264.
For event coordination support for smaller organisations: Contact Barbara
Fleming - [email protected] or 03 687 7583.
For event coordination support for larger organisations: Contact Jane
Carlson - [email protected] or 09 551 8787.
Fundraising and Sponsorship
There will be no national fundraising or sponsorship element to this year’s Memory Walks,
as national funding for the event is being provided by Alzheimers NZ.
You may want to think about securing local sponsorship for the following:
-
Council permits: your Council may provide this free of charge.
Food and drink: you may be able to find local food and beverage vendors who will
provide food and drink at a reduced cost to participants.
You may also want to think about what fundraising you could do on the day of the event.
Some ideas include:
-
A simple gold coin donation.
A Memory Tree, where people make a donation to attach a memory to a tree.
Sausage sizzle or coffee sales.
Setting up a Give A Little site for your event which allows participants to raise money
for you.
Community engagement
Engaging your local community is important, to ensure people know about your event and
participate. Some ideas for engaging with your local community to secure participation
include:
-
Approaching local community organisations including St John Ambulance, the local
fire station, rest homes and residential care providers to engage their support.
Road side hoardings to advertise the event.
Approaching the local radio station to promote the event.
Approaching local service clubs to take part.
Notify your supporters/members and ask them to publicise the event.
If you have a National Dementia Cooperative in your area you could engage with the
public through that network.
Insurance
Ensuring you have an adequate level of public liability insurance is a critical part of the
planning process for the Memory Walk. When you organise your Council permits you need
to speak to the Council about what level of public liability insurance they require and
determine than your policy meets that. For those of you covered by Alzheimers NZ’s
insurance policy, the limit is $1million.
Event timeline
The timeline outlined below indicates the key milestones if you wish to hold a Memory Walk
on the weekend of 30/31 August.
When
ASAP
ASAP
What
Get your event planning team
together and establish the vision
and route.
Make sure you have a plan B
Take your route plan to your local
authority for advice on what is
required. Eg traffic management,
consents,
When you have finalised your
event route with Council complete
your planning including budgets,
risk management, health and
safety, marketing and publicity.
Begin the logistics and
implementation of your plans.
Make sure there is someone
responsible for every action.
July
Negotiate any sponsorship
Late July
Website registration to open
Late July
Begin marketing campaign
Early August
1 August
Event collateral
Recruit volunteers
1 August
Risk management plan
23/24 August
Finalise event staff, marshals,
volunteers, registration staff
Onsite briefing for the whole team
30/31 August
1.5 hour
before event
start time
30/31 August
12 September
Event runs smoothly
Event debrief and celebration.
Comment
A group of people with mixed skills –
planning visionaries, detailed budgeters
and creative people
You may need to make some modifications
to your route to comply with Council
requirements. Don’t forget a wet weather
plan.
How will you attract your walkers?
Use networks, email, service clubs, face to
face. Posters, social networking.
What other equipment will you need?
Marquees, barriers, sound system, money
collection buckets. How many volunteers
will you need and where will they come
from?
For any paid local advertising and
equipment.
This will be coordinated centrally.
Alzheimers NZ will provide each member
organisation with contact details of any
people who register for their event.
The marketing campaign will be focussed
nationally and led by Alzheimers NZ
however each member organisation will be
encouraged to coordinate their own
marketing efforts locally (see Publicity
section). The Working Group will
coordinate the delivery of posters, flyers
and t-shirts to member organisations
All collateral provided by Working Group.
Volunteers will need to help at registration
desk and marshal walkers
Establish your risk management plan (see
Appendix Three.
Run through all details of the event with
the onsite team, including emergency
procedures.
Event team.
Evaluate the highs and lows of the event so
Congratulations to everyone
you can improve the event in the following
years.
Appendix One: RUNNING A SUCCESSFUL EVENT
Introduction
Many organisations and groups are responsible for co-ordinating and delivering one-off and
ongoing programs and events. There are four simple steps that can be used as the process
through which to develop and run a successful event or program.
1. Planning
2. Preparation
3. Presentation
4. Evaluation
Around 80% of the work in any project is in the Planning and Preparation stages. The time
spent on evaluation will ensure that future projects run smoothly and successfully.
Step 1 Planning - Think it Through


Identify resources
-
People
-
Equipment
-
Facilities
-
Memory Walk route
Examine the costs (budget)
Step 2 Preparation - Organise All That You Need

Make the bookings

Make the phone calls

Write the letters

Confirm all bookings and arrangements

Confirm all manpower - staff and volunteers

Work to a budget!

Confirm:

-
Facilities
-
Equipment
-
Transport
Guests and VIPs, PR and promotion
This is the long tedious part of the exercise, where all the work is done. Attention to detail
during the "preparation" stage will make or break the event or program.
Step 3 Presentation - Conduct the Event
The event should run smoothly if adequate time and effort has been put into the planning
and preparation stages. Minor problems may arise, however these will be insignificant and
should have little effect on the presentation of the event.
Step 4 Evaluation - Be Aware of Your Successes and or Failures
It is necessary to evaluate all aspects of the project and to make recommendations for
future events.

Did the event achieve its goal, or purpose?

What were your successes?

Where did you go wrong?

How can you improve it?
Event Management
The event management plays a critical role in the planning, coordination and subsequent
success of any event. This is often a complex task incorporating many roles. The success of
events is often assessed against economic, social, health, and safety measures. The
measurements generally include the impact the event has on patrons, event staff, police,
emergency services and the community. There is increasing government and community
awareness of the legal responsibilities of event mangers, specifically in relation to duty of
care, negligence and workplace health and safety issues. Event managers need to be aware
of these responsibilities and, as much as possible, ensure that their event management plans
account for the health, safety and comfort of event patrons and staff, and minimise any
disruption and harm to the community.
Event Planning Guide
This guide is designed for the planning of medium events in the community. Use judgement
in the application of the recommended planning strategies so that is suits your event. This
guide focuses on the issues that can improve the quality and safety of public events. These
issues include:

the identification and involvement of key stakeholders

planning processes

management of promotion and media strategies

entertainment considerations

medical care and crowd control
An event checklist is also included and is useful to ensure all areas have been identified and
planning undertaken. See Appendix 1.
The event management plan
Developing an event management plan will assist you in your planning and in ensure that all
important aspects of managing an event are accounted for. A plan is also a good marketing
tool when you are seeking support from relevant stakeholders i.e. potential sponsor, local
businesses, council, police and so on. For more advice on event planning contact your local
council.
Event details
It is important to provide clear and accurate information about the nature of the event.
Include all relevant site and timing information.
Event Manager
The event manager is the person responsible for the overall organisation of the event.
Information about the event manager and contact details will need to be updated and
accurate before, during and after the event.
Description of the Event
Ensure that as many details as possible are included so that anyone reading this plan will be
able to easily understand the nature of the event. Provide a brief outline of the event's
attractions. Include sufficient detail to ensure that the stakeholders are aware of the
entertainment, main attractions, key times and locations.
Patron Details
The target audience is the main group of people expected to attend the event, e.g. families,
senior citizens, singles, under 18s, children.
Police contact
For larger events, event managers are encouraged to contact the Duty Officer at the
relevant police station. Consultation well before the event will allow the Police to plan their
rosters taking into account your event. Consultation throughout the development of your
event plan will also provide the police the opportunity to work with you to head off any
potential problems such as crowd and traffic control, possible anti-social behaviour,
supervision of the event and the surrounding neighbourhood.
The Police will likely be specifically interested in the following details:

event venue details

direct contact number for the Event Manager

name and contact number of any contracted security personnel

emergency services provisions

emergency and evacuation procedures

details of road closures
Risk Management
Risk management is the process of thinking systematically about all the possible risks,
problems or disasters before they happen and setting up procedures that will avoid the risk,
or minimise its impact, or cope with its impact. For more information please refer to
Appendix 3.
Insurance
While you consider implementing a risk management plan it is important to ensure that your
event is covered by your insurance policy. Government and community awareness of the
legal responsibilities of event managers, specifically in relation to duty of care, negligence
and workplace health and safety issues is increasing. It is therefore recommended that
event managers obtain comprehensive insurance coverage and legal advice in relation to
possible public liability, indemnity, volunteer protection, copyright and contractual claims.
Insurance cover should also be arranged for property and equipment.
A Register of Incidents
A detailed Register of Incidents can be used to record incidents that occur before, during
and after the event. This could be invaluable if legal action is taken against the event
organisers or the event manager.
Health and safety permits
A major public event must meet a variety of health and safety requirements set by local
council and government departments.
Consultation with stakeholders in the planning process will assist in determining the types of
laws that apply and permits which are required for the event. Some examples include:

Food vendor permits

Stallholders permits

Road closure and parade permits

Toilet and waste disposal arrangements
Consultation with key stakeholders
It is essential that events are developed and reviewed in consultation with identified key
stakeholders. All these key people need to be contacted about the event well in advance.
Apart from the police, emergency services, local council and security personnel, it is helpful
to brainstorm with the organising committee to generate a list of other groups which could
be considered stakeholders. Involve those who may be affected by the event, they will
appreciate the contact and will often be more cooperative and supportive if they are
involved during the initial planning stages.
It is important that a record of contact with various stakeholders is kept on file. These details
are useful in the planning phase of the event as well as being useful for any future events.
The log can be kept in a diary or a separate book and should include the date, organisation,
contact person and details of the conversation. A series of planning meetings should be
conducted with the key stakeholders well in advance of the event to allow sufficient time for
any planning changes.
Briefing - before event
Once the planning has been done it is essential to call all the participants together to
conduct a pre-event briefing. Issues of communication, timetabling, responsible service of
alcohol, security and emergency procedures should be clarified at this time.
Debriefing - after event
A debriefing should be conducted with the key stakeholders after the event when
information about the event, including attendance and incident data as well as staff and
patron feedback, is available. This should be completed as soon as possible to ensure that all
information is documented while fresh in the minds of the stakeholders. An event
evaluation will be useful to determine what worked, what didn't work, and why.
Event Considerations

Selection of a route for the Memory Walk
The selection and design of the route will have a significant impact on all components of
event planning and on the overall safety and success of the event. In the selection of a
route consider the following:

services required

movement of people on and around the route

the ease of the route if most walkers are likely to be older people

crowd regulation and overspill areas

access to start and end site for patrons


access for emergency vehicles if required

hazards in and around the area

potential impact on the local environment

road access

traffic flows/parking

provision for disabled people

agreement of key stakeholders on selection of route
Site plan
A site plan is a map of the event and an essential tool in event planning and
management.
Firstly, as a way of communicating during the planning of the event, the site plan can be
distributed for comment, and any problems or conflicts can be sorted out early in the
planning phase. It may be that some stakeholders have not been to the venue before
and a well detailed site plan may help them in their organisation.
Secondly, a site plan can be a worthwhile resource for setting up the event. Staff can use
the plan to erect temporary first aid stations, food stalls, position seating, bins and to
create walkways.
A site plan is invaluable in the event of an emergency. Security staff, police, first aid
personnel and emergency services personnel should carry a copy of the site plan. The
site plan can quickly determine the exact location of an incident or emergency thereby
assisting in speedy responses.
Remember:

For the site plan to be most useful it should be set out clearly on a grid format.

Surrounding landmarks and streets will help to identify the venue layout.

Entrances, exits, vendor locations, first aid posts, toilets, phones, security and
licensed areas should be numbered, and/or indicated by a symbol.

Include a legend explaining all symbols and numbers.

All access roads and pathways should be clearly marked to indicate use by patrons,
vendors, performers and emergency service vehicles.
Signage
Clear and appropriate signs help inform and direct patrons to:

parking

entrance conditions

first aid services

toilet facilities
Signs should be strategically placed so patrons are informed before entering the event. This
minimises conflict and congestion at entry and exit points. Signs must be displayed at all
licensed areas.
Weather
For outdoor events in particular, the prevailing weather conditions should be a major factor
in choosing the date and time for the event. Adequate space, freely available water and
shade need to be provided before, during and after the event. Make a contingency plan for
rain or hotter temperatures. If you need to cancel or change any arrangements, how will the
public be notified?
Food/Water
The availability of high-quality, affordable and accessible food can enhance patron comfort
and increase event revenue.
For outdoor events especially during the summer period, patrons require access to drinking
water to prevent dehydration. Clean, easily accessible drinking water should be available,
free of charge, with an additional option to purchase chilled bottled water.
Toilets
Provision of adequate toilet facilities is necessary to obtain licences to sell liquor at a
function. If existing toilets are inadequate, additional portable units must be made available.
Toilet locations should be:

well marked

well lit (including surrounding area) if night use is required

serviced (including pump-out portables) during the event

conveniently placed to allow service vehicle access to the toilets
Other considerations for toilets are:

toilets for people with disabilities

the duration of the event

the type of crowd

the weather
Waste Management
You need to ensure that you have waste management procedures set up. Contact your City
or District Council to find out if there are certain requirements for the collection of waste.
Also, there needs to be enough garbage bins to adequately cater for the expected
population attending the event. Encouraging recycling and reusable products is good waste
management.
First aid and emergency medical services
First aid services and direct access for emergency ambulance and medical response services
is critical for all types of events. At a minimum the Committee should ensure they have
access to qualified first aiders and a first aid kit throughout the event. First aid services
should be in a clearly defined area and the officers should be able to easily communicate
with the event manager, staff and security personnel. Patrons should be informed and
encouraged to access the first aid services for themselves or friends. The location of the first
aid post should be carefully considered to give the best access for patrons.
Emergency procedures
Developing an effective emergency action plan is essential for all major public events. This
action plan needs to be distributed to all staff, police and emergency service personnel. An
emergency action plan which includes emergency access points, evacuation procedures and
site visits should be formulated during consultation with police.
Appendix Two: EVENT CHECKLIST
ITEM
ACTION
REQUIRED
SIGNAGE
Production
Quantity
Placement / removal
Storage
AWARDS
Trophies, certificates
TECHNICAL
Power source
TV/Videos
Internet access
PA System
Music
Audio visual
equipment
SERVICES
Venue operations
Staff/Volunteers
Catering
Cleaning
Toilets
Water
First Aid
RESPONSIBILITY
BUDGET
DEADLINE
COMPLETED
ITEM
ACTION
REQUIRED
HOSPITALITY
Sponsors
Media
VIP’s
Location
Set up and removal
Catering; food,
drinks etc.
Passes; parking etc.
COMMUNICATIONS
Sponsor
General public
Lost
property/people
Advertising; PR
Programmes
LEGAL
Local Council
approvals
Venue approvals
Contingency
RESPONSIBILITY
BUDGET
DEADLINE
COMPLETED
Appendix Three: EVENT RISK MANAGEMENT
Event risk Management describes the culture, processes and structures that your organisation directs
towards the management of potential opportunities and adverse effects around an event. It requires
you to identify what could happen to negatively impact the event and to then take appropriate steps
to limit the chances of this occurring. Alternatively, you may decide to accept that a situation may
occur and to be prepared for the consequences. Event risk management is not just about dealing with
potential lawsuits, it is about looking after your organisations most valuable resources – your members
and volunteers - by reducing their exposure to possible injury and loss.
Event risk management should be actively put into practice as soon as the event is agreed. It is a
process that will go from the beginning of the planning stage through to the end of the post event
stage.
HOW TO DO A RISK ASSESSMENT
FIND IT
List all of the hazards or possible situations associated with the event activity that may expose people
to injury, illness or disease. List these hazards in the ‘hazards’ column of the template
Use experts or experienced people to advise you on your risk assessment.
ASSESS IT
Rate or assess what the ‘likelihood’ is of people being exposed to the hazard and what the
‘consequences’ could be as a result of the hazard occurring.
Use the Risk Ranking Matrix in the template.
FIX IT
Identify what practical measures could be put in place to eliminate or reduce the likelihood of the
hazard occurring. This is where changes are made to the event to reduce the risks.
Use the hierarchy of control system to minimise or eliminate exposure to hazards. It is a widely
accepted system promoted by numerous safety organisations.
Use the Hierarchy of Control table to guide you as to what type of controls you could put in place to
manage the hazards once you have assessed their risk level.
18
HEIRACHY OF CONTROLS
ELIMINATION
Eliminate the hazard
Remove or stop the hazard if possible, remove the cause or source of the hazard,
by eliminating the machine, task or work process. If this is not practical, then
substitute.
SUBSTITUTION
Substitute the process
Use a less hazardous process- use a less-noisy machine for the task, or introduce a
less-noisy work process. If this is not practical, then engineer.
ENGINEERING
Change the
equipment
ISOLATION
ADMINISTRATIVE
PERSONAL
PROTECTIVE
EQUIPMENT (PPE)
Introduce enclosures and barriers around or between the hazard. Improve
maintenance procedures. If this is not practical, then:
Separate or isolate the hazard or equipment from people by relocation or by
changing the operation. If this is not practical, then administer
Design and communicate written or verbal procedures that prevent the hazard
from occurring. If this is not practical, then PPE
Provide protective equipment appropriate to the risk. Provide training information
and supervision to ensure that personal hearing protection is fitted, used and
maintained appropriately. Equipment that protects the person exposed to the
hazard.
19
EVENT RISK ASSESSMENT – EXAMPLE
RISK ASSESSMENT EXAMPLE
Name of Event: 2014 SUMMER FESTIVAL
Date of Event: Friday 20 December 2014
Risk Management Team: Safe and Care
Site Supervisor: Bump in and Bump out
Mr B. Safe and Mrs I. Care
Ben Safe and Ian Safe
Location of Event: Cliff Road Reserve
Hazards
Site Supervisor: Event Delivery
Control / Actions
Ian Safe
Risk rank
Event located near cliffs or bodies of
water and person falls.
15
Delivery vehicles occupying a footpath to
unload equipment and the public walking
onto the roadway.
20
Vehicles driving on public areas causing
damage to the site or a collision with a
person.
Engineering control position temporary fencing and warning signage prior to the site
being accessed and the addition of trained lifeguards.
Eliminate the hazard by reserving a parking bay close to the site or by creating an
alternate pedestrian path using bollards and signage.
Responsibility
Site supervisor
Site Supervisor
Administrative control advise the contractors that they will be met on site by the
supervisor, that they are to drive at walking pace with hazard lights on.
16
Delivery schedule developed and communicated to contractors.
Site supervisor
Vehicle path designated with witches hats and signage
Damage to the asset from the delivery of
heavy equipment i.e generators,
temporary toilets.
Administrative control pre advice to the contractors that they will be met on site by the
supervisor.
16
Event to ensure that there is rubber matting, ply boards or terra track available on site to
assist in the deposit of heavy equipment.
Event
Organiser
Site Supervisor
20
Erection of temporary marquee causes
an injury to contractor or member of the
public.
12
Engineer the hazard by cordoning off the area with bollards and hazard tape. Site
supervisor/s to monitor the area and ensure that the public are not entering the work
space.
Contractors to abide by the Victorian Construction Regulations and work in accordance
with Safe Working Method Statements.
Site Supervisor
Contractor
RISK ASSESSMENT TEMPATE
Name of Event:
Date of Event:
Location of Event:
Hazards
Risk
rank
Risk Management Team:
Site Supervisor: Memory Walk
Site Supervisor:
Control / Actions
Responsibility
21
22
Appendix Four: GUIDE FOR MANAGING EVENT VOLUNTEERS
Good volunteers are crucial for a successful event. These individuals take part purely because of
their enthusiasm and commitment, and as such will be excellent ambassadors for your event.
Volunteers can provide valuable assistance throughout your event, from the pre-event planning and
delivery stage, through to transportation, athlete information, accreditation, public information and
media relations to name just a few areas. You can guarantee that athletes, officials and spectators
alike will all come into contact with your volunteers.
Although your volunteers are likely to be hard-working and heavily committed, it is nevertheless
essential that you provide them with training, just as you would any other member of staff. It is only
when your volunteers have a clear idea of your aims and objectives for the event that they will be
able to work together as a unit. They are part of the team and should be valued as such.
Recruiting
In order to get the best and most suitable volunteers, you will need to demonstrate the appeal of
your event. You should stress that being a volunteers will give them the opportunity to:




Make a contribution to your organisation.
Be part of an event.
Gain useful experience and job satisfaction.
Meet new people.
Requirements
Whilst many positions for volunteers require little more than dedication and enthusiasm, others will
need to be filled by those with specialist skills. It is important that you specify these requirements to
get the best volunteers for the roles needed.
You should:



Identify and outline the skills needed.
Determine the different types of roles available.
Stress the need for flexibility.
Duties
Working at events is hard work, whether as a volunteer or unpaid member of staff. You must ensure
that your volunteers are willing to work long days for a significant period of time. In order to keep
them contented in their jobs, you should:
 Calculate the basic hours for which your volunteers will be needed.
 Identify the locations in which they will be required to work.
 Determine the dates and times that you will need them from and until – bearing in mind
that this will be from before the opening day of the event until after the closing.
 State clearly what roles and responsibilities they will have.
 Inform your volunteers of all of this well in advance.
Training
Your volunteers will need to be well-trained to enable them to fulfil your expectations, and to be
confident in their work. All volunteers should go through generic basic training, which outlines the
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aims, objectives, and ethos of the event, and you may need to provide some specialist training in
particular areas:
 identify what training you will be providing;
 decide how and when you will deliver it;
 produce and distribute written training materials well in advance.
Providing for volunteers
You will need to give your volunteers something in return for their hard work. Some things will be
purely practical, such as uniforms so that they can be identified easily. You will also need to provide
food and drink while they are on duty, bearing in mind that they may need to eat at different times
during the day, and sometimes outside of usual catering outlet hours. You may also want to consider
giving your volunteers something ‘extra’ to show your appreciation. This could be something such as
a small gift, or a certificate to quantify the training they have received and the experience they have
gained:
 Select and order a range of clothing, suitable for both male and female volunteers of varying
ages.
 Decide how you wish to feed volunteers – e.g. a financial allowance, tokens etc.
 Decide on any extra gift you may wish to give.
 Make sure they are managed competently and are thanked/recognised for all their efforts
before, during and after the event.
Criteria
Before you advertise, you must identify the criteria that you will use to choose your volunteers. You
may wish to consider areas such as those listed below:
 A minimum age (this would usually be 16).
 Possession of a drivers licence (if driving would be a useful skill).
 Understanding of dementia.
 Good communication skills.
Application procedure
To enable your volunteer recruitment to run smoothly, you should settle on your application
procedure early. Outline the process to those applying for volunteer positions so that they are aware
of how their applications will be treated. Consider the following questions:
 Where do they apply to and by when?
 Will you take applications over the internet, or by email?
 Will you acknowledge applications from everyone?
 When will the interviews take place and in what format?
 Will you write to those who are unsuccessful?
Applicants should be made aware of, and systems should be implemented to deliver and collate all
of this information.
In conclusion
The following factors should be central to your volunteers program:
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Respect for your volunteers.
Clear communications with individual volunteers – before, during and after the event.
Training schemes, where appropriate with a fair work schedule.
Clearly defined roles and responsibilities.
The provision of food, drink and gifts, where appropriate.
The opportunity for individual volunteers to have a rewarding experience.
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Food safety advice for food stalls at temporary events.
Basic facilities
The following basic facilities are required:
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If outside an awning, side-less tent, or umbrella to keep food out of direct sunlight
Adequate number of washable tables for displaying, storing, preparing your food
Storage, preparation and cooking of food must be off the ground
Hand wash facilities are compulsory at all stalls where open food is present or cooking is
occurring. Require portable hand washbasin or water container with tap, liquid soap, paper hand
towels and a bucket to collect wastewater. This is to be set up and in use before your stall opens.
Hands should be washed before any food is handled. A bucket containing water is not
acceptable.
Clean disposable cloths, water, detergent, cleaning chemicals, sanitiser and drying cloths. Store
cleaning items separately from food.
Disposable containers and utensils, preferably recyclable for selling your food
Rubbish bin
First aid kit
Food handlers
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Suitable clothing, clean apron, head covering or hat
Long hair should be tied back and minimal jewellery worn
Smoking is not allowed at the stall at anytime
Unwell persons should not be present at the stall or have handled any food before the event
Hands should be washed and gloves changed on a regular basis; e.g. after handling raw foods,
using the toilet, handling refuse, touching face/hair, coughing or sneezing Plastic gloves are not a
substitute for regular hand washing.
Food preparation
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Keep it simple, choose foods that can be cooked and served safely
Buy your ingredients close to the event; do not buy foods past their expiry date
Protect your food during transport to the event. Foods should be covered/wrapped or stored in
clean sealed containers. Do not expose foods to contamination from the environment e.g. dust,
dirt and people. At the stall use, sneeze guards, clear plastic covers etc to display and protect
your food. Officers will remove and dispose of any unprotected food.
Store raw foods such as unwashed fruit and vegetables, raw meat and fish in separate containers
from cooked and ready to eat foods. Use separate cutting boards, tongs and knives when handling
and cooking raw and ready to eat foods. Wash hands in between handling raw and cooked foods.
This is to prevent bacteria from raw foods/juices cross contaminating cooked and ready to eat
foods.
High risk foods such as tofu, dairy items, cooked rice, cooked meat and fish etc must be kept
either cold (below 4 °C) or piping hot (above 70 °C).This applies prior to the event, during
transport to the event, during storage at the event and when displaying foods at your stall.
cold storage: use freezers, fridges, chilly bins – have enough ice or ice packs to last you
throughout the event. Do not overload your chilly bins/fridges, ensure the lid can be tightly
closed, have layers of ice in between and on top of the food. Take small portions from your chilly
bin leaving the majority of your food cold inside the chilly bin.
hot foods: cook to order, this will ensure that your food is fresh and this will prevent food being
stored at your stall for long periods. If you cook your food in advance, ensure it is piping hot at
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all times, this includes prior to and transport to the event. Do not cook large quantities of food
prior to the event. Bain maries/hot cabinets must be preheated to the correct temperature
before use. This equipment does not cook or reheat food; it only maintains the temperature of
the food. You must cook/reheat your food before you place it in the bain marie/hot cabinet.
Regularly stir the food to ensure it is kept hot throughout. Do not top up existing batches of food
with new batches, always finish the original food batch first. Candle warming trays may not be
sufficient to maintain your food at the correct temperature especially in cold/windy conditions.
Thermometers can be used to check your foods are being maintained at the correct
temperature. Sanitise your thermometer before use and in between checking the temperature
of different foods. Officers will remove and dispose of any food from your stall that is not being
kept at the correct temperature.
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Use tongs, spoons and forks when serving food; do not handle food with your hands
Do not allow customers to touch or handle your food. Stall staff members are responsible for
serving food to customers.
Have a separate staff member to handle money only
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