Re: Volunteering at juggling festivals

Posted by Lorri, 2012-01-24 12:19 GMT

Knew there was more I meant to say that I didn’t put in my other post -

Non-juggling volunteers
Wouldn’t it be great if you could get good volunteers who were willing to work more than just a couple of hours and wouldn’t care which bits of the event they couldn’t attend? Well you might be in luck...

If there’s a university or college in or near the same place as your convention then check whether they have an events management degree course. Events is a difficult industry to get in to and experience counts a *lot* when job hunting, so contact the course leader to see if any of their students would be interested in some real work experience.

Write a proper description of the event, what their role would cover (including the hours you’ll require them) and what skills or characteristics you’re looking for. The course leader will normally circulate it to their students and either ask them to contact you directly or will pass on interested people’s contact details.

Check they’re going to be suitable. Even if you’re not lucky enough to get a choice, interview them anyway – even if it’s just by phone. You want someone smart, confident and able to use their initiative. And reliable, obviously.

If you do get someone then plan what you’re going to use them for. This is supposed to be proper work experience for them and if you plan it properly they’ll be an invaluable help for you. Don’t just leave them on badge control all day or sitting somewhere waiting for you to think of something for them to do. If you can, meet with them beforehand to discuss the event in detail; they’ll get a better understanding of the event, you’ll be able to discuss their role and they may even have good suggestions too. Treat them as a member of your extended team (which they will be) and show them what it’s actually like to (possibly help plan and) be on-site at a festival for ~1,000-5,000 people.

Feel free to get more than one events management student if you can and don’t be afraid to tell them they need to be on-site early and stay late; that’s what real events are like and if they don’t like it then it’s best they find out now so they can start considering a different career. Just don’t spring it on them, make the hours and work clear from the beginning! ;o)

Also make it clear what compensation you can offer them. Standard offer is usually just:

• Free meals and refreshments during the event
• Great experience of running an event
• Written reference afterwards

Added extras, if you want/can afford it

• Travel costs reimbursed
• Free ticket(s) to the Public Show (unless you want them to man the registration desk/be in charge at the site)
• A bottle or two of wine at the end to say thank you

If they’re good then you get invaluable help and they get a boost to their CV and job prospects. Win-win! And if they are good then write them a useful reference; key skills & characteristics events employers look for (which you should include in your reference if they had them) are:

• Good time management
• Attention to detail
• Proactive with good initiative
• Good communication
• Efficient
• Calm manner
• Ability to multi-task
• Reliable, punctual, presentable, polite etc
• Personable