Volunteer Role Descriptions

Outdoor Venue Manager

Role Description – Outdoor Venue Manager

The role of the Outdoor Venue Manager (OVM) is to ensure the smooth running of their assigned location by managing and liaising with the relevant participants to ensure a safe and fun time is had by all.

All Hootie Venues will have at least one VM on duty at all times who is ultimately responsible for their allocated zone.

Responsibilities

  • At least one Venue Manager must be present in a designated zone at all times during the festival.

  • Attend Security Briefing at Volunteers Briefing evening
  • Be fully familiar with the layout of the venue.

  • Ensure stage banners have been erected behind Artist performance area
  • Liaise with the relevant people assigned to their area of responsibility. Security, Sound Engineers, MCs, Bar manager, etc

  • Be aware of the roles that volunteer teams perform within your zone.

  • Ensure security and volunteers are provided with refreshments.

  • Seek the appropriate assistance from other teams should problems arise.

  • Be familiar with the procedures outlined in the Emergency Procedures document.

  • Liaise with security to take the appropriate steps should an emergency arise.

  • Where appropriate, monitor the food and refreshment outlets and assist should any problems arise.

  • Delegate tasks to other team members as required.

  • The VM should also make themselves known to the teams in the smaller locations within their designated zone and understand the tasks and duties performed by these teams.

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Sponsor and Artist Entrance

Role Description – Sponsor and Artist Entrance

Welcome our Festival Sponsors, Artists and other invited guests as they arrive at the designated entrance in the Meadow. The entrance is supported by security.

Responsibilities

  • Familiarise yourself with guests on the list prior to the event kick off.  Have a list of bands playing here
  • Attend Security Briefing at Volunteers Briefing evening
  • Direct Sponsors, Artists and invited guests to the Marshall Shack
  • Seek the appropriate assistance from other teams should problems arise.
  • Be familiar with the Venue’s Emergency procedures.
  • Keep the area around the Sponsor entrance clean, tidy and free of rubbish. Alert the Venue Manager if help is required.
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Pre-Festival Crew

Role Description – Pre-Festival General Crew

Viaduct Meadow – Sandy Park – St Mellitus Church

The General Crew will provide support in the lead up to the festival. Those with experience of heavy lifting and working at heights are especially welcome. Crew members will also work alongside other teams to help them get the banners, bunting and decorations to the right height. You should also know your own limitations, take responsibility for yourself and adhere to our health & safety and safeguarding policies.

*Contractors will erect the main staging area and the marquees required for the festival.

Responsibilities

  • DIY type tasks for the venues mentioned above (own tool kit handy)
  • Put up banners and bunting outside venues prior to the festival.
  • Help the Hootie Angels as they jazz up the venues mentioned above.
  • Install signage around the festival sites.
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Hootie Angels

Role Description – Hootie Angels

The Hootie Angels work in venue teams and with General Crew members to make the above venues ‘Festival Ready’*. The teams will follow pre-defined instructions from the creative team to place banners and props in appropriate and safe locations. You’ll get to see the festival come to life as the stages and tents are erected, signage and lighting appears and there’s an all-round sense of excitement.

*NB The decorations will also need to be taken down and packed away on Sunday

 Responsibilities

  • Work with General Crew and Creative Team to make the venue Festival Ready
  • Festoon the smaller tents with bunting and colour
  • Lifting and shifting for the major installations
  • If you have a van to move things from A to B, even better!7
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Hootie Venue Rep

Role Description – Hootie Venue Rep

The role of the Hootie Venue Rep is to work with the Pub Landlord/Bar Manager to ensure the smooth running of the evening. You will represent the Hootie and manage all activities Hootie related.

All Hootie Venues must have at least one VM on duty at all times who is ultimately responsible for their allocated zone.

Responsibilities

  • Attend Security Briefing at Volunteer Briefing evening
  • Ensure you have a walkie talkie from the security company
  • Ensure stage banners have been erected behind Artist performance area
  • Make the Stage MC and the Sound Engineer aware of the Artist’s arrival.
  • Communicate with the Programme Manager if Artists have not arrived 45 mins prior to their slot.
  • Be fully familiar with the layout of the venue: fire exits, toilets.
  • Liaise with the relevant people assigned to their area of responsibility. Security, Sound Engineers, MCs, Bar manager, etc
  • Be aware of the roles that other volunteers perform within your area of responsibility.
  • Ensure security and volunteers are provided with refreshments.
  • Seek the appropriate assistance from other teams should problems arise.
  • Be familiar with venue’s own Emergency procedures.
  • Your first point of contact is the Landlord/Manager should an emergency arise.
  • Ensure wrist-banders have copies of programme to give out
  • If their are large queues at your venue, ask security to check with their colleagues to see where there is spare capacity and encourage people to move there
  • At the end of the evening, put any Hootie material (wristbands, programmes etc) behind bar for safe keeping.  Ensure walkie talkies are in a safe place (behind bar or given to security company)
  • Delegate tasks to other team members as required.
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Venue Wrist-Bander

Role Description – Venue Wrist-Bander

This is a fun job involving meeting and greeting festival goers as they arrive at your venue to hear one of their favourite Artists. You can participate in the banter and enjoy the anecdotes from other areas of the festivals. While security will manage the numbers allowed into the venue at any one time, you will be responsible for fast-tracking Sponsors and Artists due to appear at the venue.

Wrist-Banders work in teams of two. This role would suit a confident outgoing person.

​**Age Restrictions apply for some venues**

Responsibilities

  • Work with the Venue Reps to ensure the smooth running of the entrance.
  • Fast-track Sponsors and Venue artists through the entrance.
  • Meet and greet festival goers at the venue entrances.
  • Issue our exclusive wristbands
  • Seek the appropriate assistance from security and other team members should problems arise.

Be familiar with the venue’s Emergency Procedures.

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Marshall Shack Manager

Role Description – Marshall Shack Manager

Welcome Festival Sponsors, Artists and invited guests at Marshall Shack,  ensure they are made welcome with a refreshment and make the Hootie directors aware of their arrival.

Responsibilities

  • Attend Security Briefing at Volunteer Briefing evening
  • Familiarise yourself with guests on the list prior to the event kick off.
  • Ensure you receive a walkie talkie on the day from security company
  • Keep both the Marshall Shack and the surrounding area clean, tidy and free of rubbish.
  • If someone is standing alone, chat to them and introduce to others
  • Seek the appropriate assistance from an Outdoor Venue Manager should problems arise.
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Marshall Shack Entrance

Role Description – Marshall Shack Entrance

Welcome our Festival Sponsors and other invited guests as they arrive at the Marshall Shack (VIP) entrance in the Viaduct Meadow. The entrance is supported by security.

Responsibilities:

  • Attend Security Briefing at Volunteers Briefing evening
  • Familiarise yourself with guests on the list prior to the event kick-off
  • Check-in the guests. Provide anyone that has forgotten their wristband with a replacement.
  • Seek the appropriate assistance from other teams should problems arise.
  • Be familiar with the Venue’s Emergency procedures
  • Keep the area around the Sponsor entrance clean, tidy and free of rubbish. Alert the Venue Manager if help is required
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Music Stage MCs

Role Description – Music Stage MCs

Do you have LIMITLESS energy and a desire to engage with a crowd while warming them up for their next ACT?

Can you introduce the ARTISTS on stage with gusto and humour?

​Can you encourage a warm FESTIVAL WELCOME to bands you’ve researched?

If the answer is YES to all of the above, then this may well be the ROLE for you!

Responsibilities

  • Attend the Security Briefing at Volunteers Briefing evening
  • Be knowledgeable of the Artists appearing in your venue – both their music and their bio
  • Periodically announce the stage name/sponsor during the course of the evening.
  • Encourage your audience to Donate by Text to the Hootie – let’s keep this amazing festival going !
  • Promote fun and crowd participation in the unlikely event of a technical mishap.
  • Keep the music programme running to schedule.
  • Greet the Artists as they are introduced to you and help them settle in before taking to the stage.
  • Deal with any hiccups – No shows, late arrivals etc in a calm manner and make appropriate decisions.
  • Be familiar with the other Hootie volunteers within your venue and the roles they play.
  • Be aware of the emergency procedures in your Venue and the role that you may have to play.
  • Take instructions from H&S, Security and Venue Managers in the unlikely event of an emergency.
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Sound Engineers

Role Description – Venue Sound Engineers

The sound engineers are facilitated by our local Knight Sound and Light. If you are a qualified Sound Engineer or a Student with some experience looking to shadow please get in contact asap.

You must attend the Security Briefing at our Volunteers Briefing evening.

**This role requires a brief telephone interview with Knight Sound and Light**

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Information / Merchandise Tent

Role Responsibility – Information / Merchandise tent

You will be the first stop for many people.  Ensure you know the layout of (1) Viaduct Meadow or (2) Sandy Park.   You will be required to work a minimum two-hour shift.  Meals will be provided for those who work longer than four hours

Responsibilities

  • Attend Security Briefing at the Volunteers Briefing evening
  • Ensure you receive a walkie talkie onthe day from security company (1 per tent)
  • Provide festival goers with information and directions
  • Be a central point for lost children.  Take them to the designated ‘safe space’ area
  • Manage anyone who is feeling unsafe at the festival – take them to the designated ‘safe space’ area
  • Sell our merchandise ! Keep the area tidy and inviting for people to purchase
  • Familiarise yourself with the card payment system / cash till
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Volunteer Lounge Team

Role Description – Volunteer Lounge Manager

This role is a little different as it involves looking after our own volunteers while they take a break and a refreshment. The Volunteer Lounge is a valuable space to relax and rest up between shifts. This is a fun role and an opportunity to catch up with your peers and hear the gossip from the day. At times the lounge may get busy, but you’ll be rewarded with the thanks and appreciation of those who visit. The volunteer lounge will operate from Saturday 12:00. You’ll need to arrive early to greet volunteers as they arrive to check-in prior to their shift start time.

Responsibilities

  • Attend Security Briefing at the Volunteers Briefing evening
  • Offer a warm welcome to volunteers
  • Distribute Hootie “I’m on Duty” armbands
  • Ensure you receive a walkie talkie on the day from the Security company
  • Serve volunteers with refreshments throughout the day
  • Distribute priority passes to photographers and film crew
  • Ensure the lounge is kept clean and tidy at all times..
  • Allow the volunteers to recharge their mobile devices.
  • Seek the appropriate assistance from your Venue Manager should problems arise.
  • Be familiar with the venue’s Emergency Procedures.
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Busking Bus Host

Role Description – Busking Bus Host

The Busking Bus is a fun venue and very popular with festival goers. Your role includes meeting and greeting the musicians and settling them in until it’s their turn to play.

​There must be at least one Bus Host managing this venue at all times.

Responsibilities

  • Attend the Security Briefing at the Volunteers Briefing evening

  • Ensure stage banners have been erected behind the Artist performance area​

  • Meet and greet the buskers as they arrive at the bus.

  • Know how they plug in to the amps provided etc
  • Work with the bus staff who is responsible for the bus
  • Keep the programme to schedule by ensuring acts remain in their time slot.

  • Seek the appropriate assistance from other teams should problems arise.

  • Be familiar with venue’s Emergency procedures.

  • Keep the bus clean and tidy.

  • At the end of the evening, put any Hootie material (wristbands, programmes etc) behind bar in Viaduct pub for safe keeping
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Festival Marshal

Role Description – Festival Marshal Unlimited

For this role you will be in the outdoor venues, supporting the Venue Managers with whatever tasks are required to ensure a safe and smooth running festival. You will be welcoming and friendly to festival-goers while addressing problems with a smile and diplomacy. You will get to feel the vibe of the festival in full swing while enjoying the music on the main stages.

​You will be required to work a minimum of a two hour shift. Meals will be provided for those that work longer hours.

Responsibilities

  • Attend Security Briefing at the Volunteers Briefing evening
  • Provide festival goers with information and directions.
  • Be familiar with the bands that perform in your assigned venue.
  • Identifying areas of concern and addressing them directly or involving your Venue Management Team
  • Be aware of the roles that other volunteers perform within your area of responsibility.
  • Seek the appropriate assistance from other team members should problems arise.
  • Be familiar with venue’s own Emergency procedures.
  • Delegate tasks to other team members as required.
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Survey Team

Role Responsibility – Survey Team

To make the Hootie an even better experience for everyone, you will asking people to take part in a short survey to find out how our festival goers feel about the Hootie, how far they’ve travelled etc. You will work in a team and need to have an out-going personality to approach people with good humour and encourage them to take part.

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Health and Safety Assistant

Role Description – Health & Safety Assistant

Why not join the Hootie Safety Team and gain some valuable experience working alongside health & safety professionals. Hanwell Hootie is fortunate to have a resident Health & Safety Adviser who is very experienced in Event Management. You will be provided with certified training prior to the event. Such training will give you an understanding of event risk assessments, emergency planning and safety inspections.

​Health & Safety is an integral part of EVERY event so why not take this opportunity to learn what’s involved and how to dynamically assess live events.

Responsibilities

The Safety Team are on site during set-up and breakdown so you can assist in the following ways:

  • Attend Security Briefing at the Volunteers Briefing evening
  • Ensure your team has a walkie talkie on the day from security company​
  • Banksman duties at the Viaduct Meadow (Friday & Saturday).
  • Safety Inspections of venues prior to kick off on event day.
  • Learn and assist the Noise Control Assistant on event day.
  • Be proactive in dealing with hazards that may arise during the event.
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