Alzheimers NZ Memory Walk Event Manual July 2014
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 23 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: 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. 24 Food safety advice for food stalls at temporary events. Basic facilities The following basic facilities are required: 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 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 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 25 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. 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 26
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