Somerset Churches Together at the Glastonbury Festival 2015 (The Sanctuary Marquee) Dear Friend, We would like to invite you to apply to join the community that is running the Church Tent at the Glastonbury Festival 2015. Applications will be considered from Somerset and neighbouring counties. The Church Tent will be open from Thursday 25th June to Monday 29th June 2015. Please feel free to photocopy the enclosed information and pass it on to others who might be interested. As in previous years, we have updated our application process to bring it into line with current Health and Safety and Child Protection procedures. This is to protect people visiting the marquee as well as our volunteers. I enclose the following information: – Guiding Statement – Application Form – Volunteer Job Description – The Role and Responsibility of a Shift Leader – Volunteer Information We can only accept volunteers who will attend the mandatory training sessions on the evening of Friday 12th June and all day on Saturday 13th June in Chilcompton, Somerset. This is required due to the important information presented at the training to comply with Health and Safety requirements and help us all work well together as a team. More information about this day will be sent to you nearer the time when we confirm that you will be part of the team. If you are interested, please complete the Application Form and return it to us as soon as possible. The closing date for applications is Monday 2nd March 2015. We will inform you if you have been successful via phone or email by the end of March. At that time we will cash your cheque or destroy it if you are not accepted. Please ensure that you read all the information listed above before you complete the Application Form. All four parts must be completed and the referee form passed to your Church Minister. You will need to return the referee form and your cheque with your application form in order for you to be considered as a volunteer. As in previous years there is a limit on the numbers of volunteer places. We look forward to hearing from you. Yours faithfully, Admin Team
SHIFT SYSTEM 2015 ~ ~ ~ ~ Please Read Very Carefully ~ ~ ~ ~ The Sanctuary Marquee will be staffed round-the-clock from : 12:45pm on Thursday 25th June to 13.00 on Monday 29th June. Each shift is for 61⁄4 hours. Volunteers work a minimum of 3 shifts; rarely more than 4. Put a tick in the boxes of your 8 preferred shifts, over at least three separate days, remembering you need to rest between shifts. Put a “X” against the times that you will be Off Site, and therefore unavailable to work. If you have a preference for working at certain times of the day/night do feel free to make that known, but there can be no guarantees that all volunteers will get the shifts they choose. Our primary aim is to cover all of the shifts with appropriate staffing levels for the duration of the festival. (Please Note: Volunteers bringing children under 18 must provide for their care while on shift.) Name: Please use the symbols above to fill out all the boxes on the table below: SHIFT
Thurs June 25th Fri June 26th Sat June 27th Sun June 28th Mon June 29th.
00:45am— 07:00am
06:45am— 13:00pm
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12:45pm— 19:00pm
18:45pm— 01:00am
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Help is welcome setting up the marquee on Wednesday (but this is not counted as part of required shift hours)
Information for the Team Do you have any relevant training or hold a certificate or qualification that would be useful to the Sanctuary Marquee Team or to a particular shift, things such as: First Aid ............................................................................................................... Nursing or Health Care ............................................................................................................... Health and Safety ............................................................................................................... Counselling ...............................................................................................................
Drugs/Alcohol work experience ............................................................................................................... Conflict Management ............................................................................................................... Creative (please identify type of skills)
............................................................................................................... Youth and Community Work ............................................................................................................... Others ...............................................................................................................
SHIFT LEADERS 2015 Please ensure that you have read the accompanying notes on the role of the Shift Leader if you intend to volunteer in this section. I have been a Shift Leader before at ........................................................festivals. (Enter number of times) The last occasion was in ............................................................................................... (Enter year) I am prepared to be a Shift Leader this year ......................................................YES NO (Please circle) I have not been a Shift Leader before but I am prepared to be one this year ...............YES NO (Please circle)
WORSHIP 2015 I am prepared to lead the worship in the church tent....... ..........
YES NO (Please circle)
I can offer the following type of worship ........................................................................................... I can help with music and I play a .................................................................................................... I am able and willing to bring my musical instrument with me..................................YES NO (Please circle)
All pages must be received by us with your application in order for you to be considered as a volunteer. You must include the cheque, which will be destroyed or returned if you are unsuccessful - I have read all the information and agree to adhere to the Guiding Statement and will put it into practice. - I agree to fulfil the minimum requirement of 3 shifts. - I have enclosed a cheque for ÂŁ50, payable to Sanctuary Marquee, as a contribution to the cost of the Marquee,( ÂŁ10 of this cost will be going to the selected charity) Signed............................................................Date ..................................................... Please return this form by post not later than Monday 2nd March 2015 to: Tim Richards, Orchard View, Townsend, Curry Rivel, Somerset, TA10 0HT All applications will be acknowledged and applicants will be informed of the outcome by the end of March by phone or email.
Confidential Declaration 1 Have you ever been found by a court exercising civil jurisdiction (including matrimonial or family jurisdiction) to have caused significant harm to a child or young person under the age of eighteen years, or has any such court made any order against you on the basis of any finding or allegation that any child or young person was at risk of significant harm from you? Yes No Please tick. If yes, please give full details. Please continue on a separate sheet if necessary. .......................................................................................................................................... 2 Has your conduct ever caused or been likely to cause significant harm to a child or young person under the age of eighteen, or put a child or young person at risk of significant harm, or to your knowledge has it ever been alleged that your conduct has resulted in any of those things? This question relates to any conduct, whether in a paid capacity, as a voluntary worker; or otherwise. Yes No Please tick. If yes, please give full details, including the date(s) and nature of the conduct or alleged conduct, and whether you were dismissed, disciplined, moved to other work or resigned from any paid or voluntary work as a result. Please continue on a separate sheet if necessary. ....................................................................................................................................... 3 Has a child in your care or for whom you have or had parental responsibility ever been removed from your care, been placed on the Child Protection Register or been the subject of a care order; a supervision order; a child assessment order or an emergency protection order under the Children Act 1989, or a similar order under other legislation? Yes No Please tick. If yes, please give full details, continuing on a separate sheet if necessary................................................ ....................................................................................................................................... 4 Have you, since the age of eighteen, ever been known by any name other than the one given below? Yes No Please tick. If yes, please give full details. ........................................................................... ....................................................................................................................................... 5 Have you, during the past five years, had any home address other than that given below? Yes No Please tick. If yes, please give full details, continuing on a separate sheet if necessary. ........................................................................................................................ ............................. ............................................................. 6. Have you been CRB/DBS checked in the last 3 years? Yes / No If so, were you cleared to work with children and vulnerable adults? Yes/No Notes 1 This question covers all convictions, which are not spent under The Rehabilitation of Offenders Act 1974. 2 ‘Significant harm’ means ill treatment of any kind (including sexual abuse), or impairment of physical or mental health or development.
Declaration I declare that the information I have given on the Confidential Declaration (and that on the attached sheets*) is accurate and complete to the best of my knowledge. Name ........... . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Date of Birth ..................... . . . . . . . . . ....
This needs to be completed by your Church Minister Private & Confidential Please can we ask you to fill in this section as a referee to the person applying to be a volunteer for the Glastonbury Festival Sanctuary Marquee. The work will include working in an environment where children and young people will be present. Comment on ....................................................Name of person applying to work as a volunteer] Minister or Leader : .......................................... Church................................................................................ Address: ............................................................................................................................... ............................................................................................................................................. .................................................................. Post Code: ....................................................... Telephone Number: ........................................ Email Address: ........................................ Please answer the following questions as fully as you can 1. How long have you known the applicant 0- 1 year
1-2 years
2-5 years
5+ years
(please circle) 2. To the best of your knowledge, please indicate with ticks the applicant's suitability for this post:
High Reliability Physical ability/Stamina Integrity Christian Commitment Teamwork Emotional Wellbeing
4
3
2
Low
3. With your knowledge and experience of the applicant, please comment on their suitability for working in an environment where children and young people will be present ........................... ............................................................................................................................................................ ............................................................................................................................................................. 4. Do you know of any reason why we should not engage the applicant as a volunteer? .................YES NO (Please circle) If ‘Yes’, please give details: ......................................................................................................................................................... ... ......................................................................................................................................................... ... 5. Any other comment(s) you would like to make about the applicant? ......................................................................................................................................................... ... 6. Might your church consider supporting the applicant from church funds? .............................. Signed (Referee). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . . . . . . Please return this form with the volunteer’s application form.
Checklist 2015 Have you.....? Read the supplementary materials Completed the Application Form (three pages)
Enclosed 2 passport sized photographs
Enclosed a cheque for £50 made payable to “Sanctuary Marquee” Completed the Relevant and Useful information Form Completed the Confidential Declaration Form Asked your Church Minister to complete the Reference form
Guiding Statement We ARE at the Festival to: Be a part of the Church at the Festival in community life, worship, prayer and discipleship Give a warm welcome to Festivalgoers Provide shelter and a safe space Provide space to reflect Provide a listening ear Be willing to share what our faith means to us, if asked Have an enjoyable and positive experience
We are NOT at the Festival to: Condemn people Preach at people Judge people
Aspects of our presence include: Opportunities for worship and prayer A relaxed, nonthreatening, and non-judgmental attitude Personal availability Being open and accepting A friendly and relaxed atmosphere Talking and listening to people Encouraging respect for others Considering the safety of all, including the staff Paying attention to needs of the vulnerable and, where necessary, taking appropriate action.
Somerset Churches Together
The Church Tent at Glastonbury Festival (Sanctuary Marquee)
Thursday, 25 June, to Monday, 29 June 2015 INFORMATION The notes below will help you decide whether to volunteer. Volunteers must be over 18 years old by June 2015 There will be a limit on the number of volunteers staffing the Marquee. We expect the number of applicants to exceed volunteer spaces, and so some well-qualified applicants, regrettably, will not be accepted. Priority will be given to people living in the South West and those offering greater flexibility for scheduled work shifts. We aim for a balanced mix of gender, ages, skills, denominational affiliation, and new and experienced volunteers in the Marquee. Please return all pages of your application as soon as possible. In previous years we have been unable to accept late applications. Commitment: Volunteers will be allocated 3 or 4 shifts of 6.5 hours each across the festival period. It will help us organizing shifts if you offer greater flexibilty in your scheduling choices. The shifts overlap for 15 minutes at their beginning and end, allowing for preparation, tidying, briefing, and debriefing. Do NOT expect to have time off while on shift. 2. Shifts: The Sanctuary Marquee is staffed 24 hours per day, from midday on Thursday, 26 June, to midday on Monday, 30 June. Guests sleeping on the floor will be asked to make space for creative activities from noon until 8 p.m. each day. The Night Shift is 00:45 to 7:15 a.m.; The Morning Shift is 6:45 to 13:15; The Afternoon Shift 12:45 to 19:15; Evening Shift 18:45 to 01:15. 3. Training: It is essential that you attend training on the evening of Friday June 12 and all day Saturday, June 13 at Chilcompton. Book this in your diary now if you plan to volunteer. 4. Cost: To offset costs of running the Marquee – approximately £3500 per year--a contribution of £50 is required from each volunteer. Of this, £10 will be contributed to a charity. Michael Eavis generously provides tickets and parking for volunteers. A cheque covering your contribution should be sent with your application form. Cheques will be destroyed or returned if you are not accepted as a volunteer. 5. Shift Leaders: Shift leaders work 7-hour shifts, arriving 30 minutes before the end of the previous shift to consult with that shift’s leader and to organize the incoming team. Shift Leaders also need to spend time at the end of their shifts to ensure a smooth handover by debriefing their team and briefing the incoming team. 6. Car Passes: Please ensure that you complete the appropriate section on the application form if you will be using your own car to travel to the Festival 7. Camping: We encourage volunteers to camp in the area behind the Sanctuary Marquee. This fosters a sense of community amongst the volunteers and helps us to locate people in an emergency. Festival organizers have not given us volunteer passes for caravan camping on the Festival site in past years. 8. Worship: We offer diverse daily worship in the Church Tent and hope all volunteers will join us for some of these services. If you are prepared to lead or assist with instrumental music for these, please say so on the application form. 9. Comfort: Like everyone at the Festival, volunteers will be exposed to the elements. They need to be prepared for extremes of sun, heat, dust, rain, mud, and cold. At the Festival: When not on shift, volunteers should be sure to wander around and enjoy the rich offerings of music, dance,
1.
film, arts, crafts, food, and charitable and environmental concerns
Children and Young People attending with their parents Just as Children and young people are a valuable part of the local church, they are also welcome as part of the Sanctuary team with their parents. In keeping with festival policy, children aged 13 and over (on Thursday 25 June 2015, when the festival starts) who plan to come to the festival, must purchase their own ticket. They cannot come on their parents’/carers’ Sanctuary ticket – even if they look younger. Children aged 12 and under do not require tickets and can come in on their parents’/carers’ ticket.
If you are planning to bring children with you, please include their names and ages on a separate sheet with this application. This will enable us to make name badges for them, ensuring easy identification by other team members, especially those staffing the exit into the camping area. You will need to arrange for someone else to care for your children when you are working your shifts. All under-18’s are the responsibility of their parent/carer throughout the festival and cannot be left overnight without their parent/carer. Parents/carers are responsible for supervising and catering for their children and we ask that no under 18’s enter the catering van. It is expected that children and young people will be involved in the Sanctuary community.
VOLUNTEERS JOB DESCRIPTION Your responsibilities will be to: •
Be familiar with the layout of the marquee. If you are new to the Sanctuary or to your shift, make that known to the Shift Leader • Understand your role in assuring Health and Safety of all:
o o o
Please keep fire exits and gangways clear Exits and other strategic points are to be staffed at all times – One volunteer per exit Ensure observance of our policies of no dealing, no needles, no drugs, no combustible material and no consumption of alcohol on the premises o Avoid overcrowding o Fluorescent vests and name badges will be provided and should be worn at all times when on shift
•
Greet festival-goers as they enter and leave. Discretely watch those entering the marquee for drugs, drinking alcohol, smoking, etc • Maintain neat and tidy storage of blankets. Ensure blankets are not removed from the marquee.
•
Keep the marquee tidy. When clearing up after festivalgoers leave, or when clearing the marquee for the afternoon, take care. Gloves are available for this. Be on the lookout for sharp objects, including needles. If suspicious/illegal substances are found, notify the Shift Leader, who will report it to the police. • Investigate any incident and inform the Shift Leader, who will report the incident if necessary
• • • • •
Be vigilant, expect the unexpected, and respond to emergency, including by raising alarm. In the event that the marquee must be evacuated, clear people out as quickly and calmly as possible, using all exits. Use any and all opportunities to make people feel welcome and to talk to festivalgoers and put them at ease. Keep your eye out for ways to assist other volunteers who may need help. Carry out other duties allocated to you by the Shift Leader
SHIFT LEADERS’ JOB DESCRIPTION
Your responsibilities will be: •
• • • • • •
To assure that people who are new to a shift are appropriately briefed and integrated on the team To ensure that the Marquee’s Guiding Statement is maintained in spirit throughout the Festival To ensure that the Marquee offers a safe environment for all. To allocate the various tasks to volunteers on your shift and to rotate people at regular intervals so that they have the opportunity to try different roles To support, help, encourage, and listen to volunteers To be aware of where shift members are and their needs To ensure that all marquee Fire Exits are staffed at all times and the gangway kept clear. To brief and debrief your shift and pass on relevant information to the next Shift Leader
•
To ensure that all volunteers wear fluorescent jackets and name badges. Those working on Fire Exits need to be clearly identifiable. • To ensure that all lost property is taken to the Festival Lost Property tent (there is a lost property box in the staff tent) • To be responsible for the emergency mobile phone. Do not leave it lying around. Check it regularly for messages • To work through the Shift Leader check-list and sign it at the end of the shift • To make sure that your shift is aware of the emergency exit plan and meeting place for staff • To ensure that no member of your shift is working under the influence of any substance Further information Whenever a decision about a problem or action has to be taken, your decision will be final Be aware of the implications for other shifts Whilst the opportunity for volunteers to chat with each other is an important part of our fellowship, it is important that they do not neglect the Marquee and Festival in doing so Be observant all the time and be sensitive in your management of your shift. If you are leading a shift during which there will be a visiting priest/minister, please welcome them and ensure that they have any assistance they need in preparing to lead worship. Volunteers on shift will not always be able to attend worship. Time off is not a right, but may be a privilege you can grant if it is a quiet shift Jobs to be allocated: Tidying up the marquee Staffing fire exits Distributing and collecting blankets Overseeing the staff tent Filling the water barrel outside the marquee and giving out water If a fire is lit in the chiminea, the fire area must be staffed at all times Assisting with creative activities during relevant shifts