WikiSysop at 03:15, 23 March 2005

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<h2>Stewarding IVFDF 2001: Dos, Don'ts and Whys.</h2>

<P>
Thank you for volunteering to Steward IVFDF 2001.
Without your support the whole weekend would be a failure.
This handout is intended to give you some idea of what is expected of you over the weekend,
and what you can expect from us in return.
In addition to this handout, you will be briefed in small groups on Friday night,
or whenever you arrive at the festival.
</P>

<h2>The Most Important Thing.</h2>

<P>
You are at IVFDF to enjoy yourself.
Stewarding should not prevent that, it should enhance it.
Almost all stewarding duties are performed in pairs.
You need not be on duty all the time, but if you are wearing your T-shirt,
it is fair for punters to assume you know what is going on, or can find out.
</P>
<UL>
<LI>DO enjoy yourself.</LI>
<LI>DO smile and be cheerful. </LI>
<LI>DO take the trouble to try to find people you are stewarding with and introduce yourself.</LI>
<LI>DO find out who the committee are.</LI>
<LI>DO change out of your T-shirt if you want to be left alone.</LI>
<LI>DO find a member of committee (preferably Adam) if you aren't happy. We are here to help.</LI>
</UL>

<h3>All Answers are at Reception...</h3>

<P>
If you are ever in any doubt, the answer lies at Reception.
There will be a folder of "useful information" there about the local area, and events of the Festival.
Also at reception will be a mobile phone, and a list of committee members mobile phone numbers.
At any time one Committee member will be designated "First Contact".
If there is a problem, they should be contacted using the phone.
</P><P>
If there is an emergency (medical, fire etc) then stay calm.
Get a message to reception (go there yourself or get someone to go for you).
Reception will call for an ambulance etc.
In case of fire direct any punters to the nearest exit and get out yourself.
Details of fire procedures will be given during your briefing.
</P><P>
If, heaven forbid, any punter wants to make a complaint about the Festival, be polite.
Don't disagree with them.
If you can solve the problem, solve it.
If you can't, explain that you can't help and direct them to reception or find a committee member to deal with them.
If a complaint arrives at reception, call the First Contact to deal with it.
</P><P>
If, on the other hand, any punter wishes to praise you or the festival,
take it squarely on the chin, and glow with pride.
And then tell all the other Stewards, and the Committee, if you remember.
We all like praise.
It is part of what makes us a team.
</P>
<UL>
<LI>DO refer queries you can't handle to Reception.</LI>
<LI>DO phone the First Contact if Reception can't handle it either.</LI>
<LI>DO use the Reception phone in Emergencies.</LI>
<LI>DO be polite to punters, especially ones complaining.</LI>
<LI>DO accept praise graciously.</LI>
<LI>DO spread it about.</LI>
<LI>DON'T feel you have to deal with a problem on your own.
There are two of you, and Reception, and First Contact, and the whole Committee to help you out.</LI>
<LI>DON'T put yourself in danger in an emergency.</LI>
<LI>DON'T use the reception phone to order pizza. (It belongs to Gina.)</LI>
</UL>

<h3>Tickets</h3>
<P>
There are 3 types of tickets being used at the weekend.
</P>
<OL>
<LI>ARM-bands.
Weekend ticket holders will all have green bands around their wrist.
You'll have one too, so you'll be able to see what it is like.
They are shower-proof and non-transferable.
Stewards selling tickets should insist that people wear them.
First Contact will deal with any queries about them.</LI>
<LI>Ceilidh Tickets.
Individual tickets are available for Saturday evening (all events),
the Display Ceilidh and the Survivors Ceilidh.</LI>
<LI>Workshop Tickets.
Workshop tickets must be surrendered to the stewards on entry to a workshop.
They are transferable between workshops, if the punter's preferred workshop is full.</LI>
</OL>
<P>
It is up to event stewards to decide when events are full.
The only people allowed into full events are committee members, and the two stewards for the event.
Committee members will be wearing two ARM-bands, so you can spot them easily.
</P>

<h3>Pass-outs</h3>
<P>
Stewards at full events will need to ensure that people "popping out to the loo"
are given "pass-outs" allowing them back in.
</P><P>
People intending to visit another event should not be given pass outs,
but it is anticipated that stewards at each event will know how full the others are,
to warn people leaving that they may not get into the other event.
This most likely involves the committee running round
</P><P>
This will probably only happen on Saturday evening, and on Saturday morning,
while B5 is out of action for Display practices.
</P>

<h3>Statistics</h3>
<P>
In order to evaluate the festival, we are going to count the number of people at each workshop and ceilidh.
Stewards at reception will note ticket sales.
Stewards keeping an eye on how full a venue is shouldn't have too much trouble writing down that number.
</P>

<h3>Stewarding Duties</h3>
<P>
Each duty lasts between 1 and 8 hours. Most stewards are doing 3 duties over the weekend.
</P>
<ul><li><B><P>Sleeping</P></B>
<P>
The easiest duty - hence the longest.
Two stewards will be available to be woken up in case of emergency overnight (midnight-8am).
They will be asked to sleep in Reception.
A member of committee will also be available over night: Rachel on Friday; Adam on Saturday.
</P>
<li><B><P>Workshops</P></B>
<P>Two stewards will be at each workshop.
At the start, one will get the workshop leader from reception, the other will prepare the room.
When the workshop leader is ready, both will check tickets and ensure no overcrowding.
In most rooms, it can be judged by common sense.
Gina may speak to stewards about special conditions of some workshops.
A workshop slot lasts about an hour and a half.
You should meet your partner at reception 10 minutes before the workshop starts,
and then one of you should go to the venue.
You should be prepared to remain in the venue until the stewards for the next session come to relieve you.
Before you hand over, you should ensure the venue is clean and tidy for the next workshop.
You should politely ensure people leave the venue promptly,
or check their tickets if they wish to remain for the next workshop.
If there is no following session, special arrangements may need to be made (Locking Moonbase Alpha?).
</P>
<li><B><P>Ceilidhs/Dances</P></B>
<P>
At any ceilidh and dance there will be two stewards, or three at the Grove.
A duty lasts about 2 hours. Most have 3 sessions - beginning, middle and end.
The beginning session starts half an hour before the ceilidh.
The end session lasts half an hour after the ceilidh, and involves tidying the venue to
enable the next event to start quickly.
</P>
<li><B><P>Reception</P></B>
<P>
Reception duties vary over the weekend, as its role becomes less important.
On Friday night 4 stewards will be manning reception to sell tickets and T-shirts.
They will also be passing complaints to Lizzie who will be at reception most of the evening.
This is also a good place to accept praise for the festival (I hope).
</P><P>
On Saturday there will be two people on reception to sell tickets and T-shirts,
but mostly point out the local chippies and give directions into town. Maps will be provided!
</P><P>
On Sunday, only one person will be on reception, but the entrance to B5 is right at reception,
so there will always be other stewards around, as well as any tired committee members looking
for a place to sit down...
</P>
<li><B><P>Keeping an Eye on the School</P></B>
<P>
Around meal times two stewards will be asked to keep an eye on the
Restaurant at the End of the Universe and liaise with the food vans (two hour slots).
In addition we need to know if something is happening on the School Grounds.
We share the site with Bellerby's Language School, and we have a moral obligation to
keep an eye on the car park and it would be nice to check that doors we expect to be locked are locked,
and ones we expect to be open are open.
So two stewards will take a 4 hour period over the weekend (1 on Friday, 3 on Saturday, 2 on Sunday)
to spend about a half hour to an hour wandering around outside, probably as a pair, but it is up to them.
</P>
</ul>
<h3>Shoes</h3>
<P>
The Holodeck is the school Gym.
The Deathstar floor is new (and cheap) and prone to damage.
So, shoes worn in these rooms should not have taps or hobnails.
Also shoes worn in the Deathstar should have non-marking soles.
</P>

<h3>Smoking</h3>
<P>
Manor Community College is a non-smoking environment.
Please let a committee member know if you see anyone smoking.
</P>

<h3>And finally...</h3>
<P>
Remember to enjoy IVFDF 2001.
</P><P>
The last time Cambridge had IVFDF, 1997, our stewards were praised as a most helpful and pleasant group.
So we have a tradition to uphold!
</P><P>
Next year, IVFDF 2002 is expected to be in St Andrews, in the Kingdom of Fife (south-eastern Scotland).
</P>

Cambridge, Stewards Pack - Revision history

WikiSysop at 03:15, 23 March 2005