VOLUNTEER HANDBOOK
Ubud Food Festival
30 May - 1 June 2025
The Ubud Food Festival is the region’s leading culinary festival, celebrating the diversity and taste of Indonesia’s culinary world, tempting thousands of food lovers from all over the world. The Festival, featuring over three days, includes special events, cooking demos, food tours, talks, workshops, arts performances, films, and more. In 2024, the Festival set a new attendance record, drawing approximately 15,000 attendees and around 150 industry leaders from across Indonesia and the region for an actionpacked program, making it the strongest festival yet. This was further enhanced by a free open-air market, featuring over 70 food artisans offering thousands of mouth-watering Indonesian street food options.
THE THEME THE FESTIVAL
The 2025 Ubud Food Festival, celebrates the rich culinary heritage that reflects the spice-laden stories and values of our diverse communities. Food is not just sustenance; it embodies the flavors of our ancestors’ wisdom and the rituals that bind us. By honoring traditional recipes and ingredients, we connect with our origins while fostering innovation in our kitchens. The Ubud Food Festival invites chefs, farmers, and food lovers to explore the significance of heritage in shaping our culinary landscape. Together, we will savor the past, celebrate the present, and inspire future generations to honor and preserve the vibrant legacy of our diverse food cultures.
THE FESTIVAL AT A GLANCE*
PROGRAM SNAPSHOT
FESTIVAL VENUE
At the Festival venue, the food area will give attendees the chance to sample some of Bali’s tastiest new street food concepts, as well as old, tasty, classy dishes. Alongside dozens of food vendor options, attendees can join flamefueled theatrics at the Teater Kuliner stages.
SPECIAL EVENTS
28 6 19 17 147 21 5 15 22
Bali’s coolest culinary collaborations with local chefs, food producers, and restaurateurs will take place, ranging from special lunch explorations to afternoon food parties with emerging chef talents, and epic feasting and night celebrations, offering attendees unforgettable foodie experiences.
MASTERCLASSES
Festival attendees will also be able to get one-on-one tips at intimate cooking classes. Hosted by a range of emerging and famous chefs, this is the attendees’ chance to taste delicious food with all the senses, leaving the sessions bursting with the skills to cook new dishes whenever they fancy it.
FOOD FOR THOUGHT
Insightful panel discussions will put the richness of Indonesian culinary diversity on the menu and offer some food for the brain. The program will also cover the latest trends in the hospitality and food industry, as well as environmental issues.
FILM SCREENINGS
Food-themed documentaries and fiction films will raise awareness of environmental and social issues related to food, with postscreening discussions where filmmakers will be ready to answer questions from the knowledge-hungry audience.
Vendors/Stalls
EXPECTATIONS & GUIDELINES
Your contribution of time means the world to us, and we want your experience to be positive and fulfilling. Here are a few reminders of what we expect from our volunteers:
• Respect: Treat all patrons, Festival staff members, and fellow volunteers with kindness, courtesy, and respect.
• Punctuality: Arrive at your shift on time, giving yourself plenty of time to navigate any potential traffic.
• Communication: Respond promptly to emails and phone calls from the Festival staff to ensure smooth coordination.
• Flexibility: Be open to working with your coordination team or staff supervisor, and follow their guidance and advice.
• Focus: While on duty, give your full attention to your responsibilities. Let’s minimize distractions by refraining from cell phone use and excessive socializing during performances.
• Knowledgeable: Be prepared to answer questions about the area you’re working in, as well as questions about the venue and the Festival itself.
• Reachout: If something isn’t working out or if you have any concerns, don’t hesitate to share them with us. We’re here to help and support you every step of the way.
AS A VOLUNTEER, YOU WILL RECEIVE:
• A 3-Day Pass to the Festival (except for the Special Events, Masterclasses, and Workshops)
• A Volunteer ID and a volunteer T-shirt that must be worn while you are on shift, as well as a ‘goodie bag’.
• Meals and drinks during your shifts.
• An invitation to the closing night party.
• A Certificate of Appreciation (which you can get on the last day at Volunteer Base Camp).
• Transportation to and from the Festival’s venues
» Shuttle buses (See Google Maps) to main venues based on a daily schedule.
» Ojek drivers will be available (see ‘ALL YOU NEED TO KNOW’).
AS A VOLUNTEER, YOU WILL NOT RECEIVE:
• Any meals on non-volunteering days.
• Any flights or transportation to and from Ubud.
• Any accommodation or any additional expenses.
• Any Visa and sponsorship assistance.
• An invitation to the Opening Night Parts, Special Events, Masterclasses, and Workshops/Masterclasses.
VOLUNTEER POSITIONS
As a volunteer for the Ubud Food Festival, you may sign up for the following opportunities. All positions are available during the Festival itself unless otherwise specified.
• Audio Visual
• Box Office*
• Floaters (working in various areas according to the Festival’s need)
• Food For Thought (Panel Discussion Program)
• Food Tour
• Green Room
• Indonesian Chef/Presenter Liaison*
• Information Centre*
• International Chef/Presenter Liaison*
• Interpreters
• Kitchen Stage/Teater Kuliner Assistant
• Media Centre
• Night Events (Music & Film)
• Moderator/MC (bilingual – English and Indonesian)
• Merchandise Centre
• Partners & Vendors Liaison
• Photographer
• Program Workshops/Masterclasses & Kid’s Events
• Social Media Content Creator*
• Special Event
• Supervisor*
• Videographer
• Volunteer Base Camp*
*These positions might start before the Ubud Food Festival.
AUDIO VISUAL
You will be responsible for the safe handling and storage of technical equipment. For this position, you need to be familiar with setting up and operating audiovisual equipment, such as sound systems, LCD screens, projectors, etc. Knowledge of the venue is also an asset.
BOX OFFICE
You will assist in the sale and the exchange of tickets while knowing key information about this year’s Festival. You are also responsible for the Lost and Found desk immediately prior to, during, and immediately after your shifts.
INFORMATION
CENTRE
You will deal with guest complaints, ticketing problems, and guests’ concerns, while providing courteous and prompt service to Festival visitors at the Festival’s Information Center booth, and Festival online followers via the Festival’s social media accounts. You are also responsible for the Lost and Found desk immediately prior to, during, and immediately after your shifts.
MEDIA CENTRE
You will help to facilitate all of our media engagements. Duties include greeting national and international press delegates, assisting with photocalls, interviews, and new conferences, and acting as an information point for enquiries. You will also be responsible to monitor and support our official photographers and filmmakers.
FLOATER
As a Floater volunteer, you are on standby and ready to help whichever area may be short-handed. You might cover for absences in other volunteer teams. This role is an excellent opportunity to experience lots of different aspects of the Festival, including behind-the-scenes activities.
FOOD FOR THOUGHT
You will be responsible for welcoming and guiding presenters and festival guests, as well as supporting the Audiovisual Team, MCs, and Logistics Staff in administrative tasks, while helping with the safety management.
FOOD TOUR
You will be responsible for assisting the tour leader in organizing the tour participants. Your duties include managing registrations, ensuring transportation is prepared, coordinating with participants upon arrival at the destination, and ensuring the journey runs smoothly.
PARTNERS & VENDORS LIAISON
You will act as a point of information at the Festival Partners Information Desk. You will help to distribute Partners’ tote bags and support inquiries from stall vendors, engage with Partnership Assistants and the production team, as well as check on sponsored promotional materials across all our Festival’s venues.
MERCHANDISE CENTRE
You will be responsible for assisting with the sales of the Festival and act as an information point for merchandise enquiries.
MODERATOR/MC
You will be maintaining punctuality and timekeeping for selected sessions, making announcements and introductions mainly in English (Indonesian language is an asset), and liaising with the Festival Management for problem-solving. Appropriate attire is a must and can vary between each session.
WORKSHOPS, SPECIAL EVENTS, KIDS EVENTS
You will be responsible for welcoming and guiding presenters and festival guests, as well as supporting the Audiovisual Team, MCs, and Logistics Staff in administrative tasks, while helping with the safety management— especially for kids.
VOLUNTEER BASE CAMP
You will provide support for other volunteer teams and lead volunteer orientation sessions. Your duties also include administrative tasks such as preparing and distributing information and forms.
INDONESIAN & INTERNATIONAL CHEF LIAISON
You will welcome chefs and presenters attending our program, support them prior, during, and after their events. You will also help to make sure they are well looked after during their stay, while accompanying them for their sessions. You will provide support for relevant ad hoc duties from Festival Management, MCs, and Logistics. Knowledge of the venue is an asset.
GREEN ROOM
You will help to facilitate all our international and national guests’ engagements and act as an information point for any of their inquiries. Demonstrating a positive and reliable attitude is an asset. You must also be fluent in English.
TRANSPORT CENTRE
You will be assisting in collaboration with our staff, coordinating transportation needs for speakers between various venues, including hotels, travel within Ubud, and in helping schedule drivers. Experience in transportation logistics and/or event management is an asset.
NIGHT EVENTS
You will assist the Sound Engineering team to set up the related equipment, supporting the performers prior, during, and after the events, and counting the audience as well as filling the headcount sheet.
KITCHEN STAGE ASSISTANT
Your duties include preparing snacks and ingredients directed by the chefs, making sure the kitchen area is clean (including, but not limited to, washing dishes, taking out trash, cleaning the table, etc), and assisting in organizing equipment as well as ingredients as directed.
INTERPRETER
You will provide translation during sessions, and interpret for chefs, guests, and during media interviews in both English and Indonesian. You must be fluent in both languages and feel comfortable speaking in front of crowds.
PHOTOGRAPHER
& VIDEOGRAPHER
You will document events and capture images for commercial purposes. Food photography experience is a plus.
SOCIAL MEDIA CONTENT CREATOR
Your duty is to take notes and collect interesting quotes during sessions, including to provide coverage for stories, live streams, posts, and video content—for all Festival’s social media and marketing platforms.
TAKING VOLUNTEERING TO THE NEXT LEVEL
Have you previously volunteered for the Ubud Food Festival or any other festival and want to get more involved? Joining our supervisor team might be a good fit for you!
As a supervisor, you play a vital role in guiding and supporting a group of volunteers while overseeing a designated area at the event to ensure everything runs smoothly. Here are our expectations for supervisors:
• Experience: It’s great if you’ve volunteered at festivals before, especially in the same area of work.
• Commitment: We’ll need you to dedicate one month of your time working remotely, plus one week before the festival at our office, and your availability for the entire festival duration.
• Leadership: You’ll be managing a team of volunteers and overseeing their tasks, collaborating closely with the Volunteer Coordinator Team.
• Punctuality and Respect: Showing up on time, being prepared to work, and treating everyone with kindness and respect are essential.
• Professionalism: Always maintain a professional demeanor in your interactions and responsibilities.
• Dedication: Give your best effort in everything you do and take pride in your work.
• Reporting: You’ll need to write a report detailing the activities and outcomes of the supervised area.
• Comfort with Scheduling: Being comfortable with scheduling and managing teams is important for this role.
We encourage volunteers of all ages and abilities to participate in our program.
I really enjoyed being part of a special festival with other volunteers who love talking to interesting people and reading. I can’t wait to see my old friends again and make new ones.
I came to the Festival as a volunteer, hoping to gain experience, but I left with so much more – new friendships, unforgettable memories, and a deeper appreciation for Indonesian cuisine. Can’t wait to do it again!
Rinda, 2023 Festival Volunteer
Satrio, 2024 Festival Volunteer
HOW TO APPLY
Once you have decided on your preferred role(s), please follow the link below and complete our application form.
• You can apply to volunteer by signing up to our online festival volunteer application at ubudfoodfestival.com/volunteer.
• You will receive email notification of your submission at the same address you provided in your application.
• If shortlisted, you will receive an email by the Mid of April. We will ask to email a bio. If you are not short-listed, you will receive a notification throughout the process as well.
• Confirmation of placements will start from 29 April 2025.
NOTE:
• We can only accept a limited number of the volunteers for each area.
• Once your role is confirmed, we will send you the work schedule (roster). We cannot change your role and roster.
• You can cancel without penalty until 2 May 2025. Any cancellations on or after that date will result in inability to volunteer at future events. Emergency cancellations will be dealt with on a case-by-case basis.
• We will send the schedule (rosters) on 12 May 2025. It is not an easy or quick process to confirm, allocate roles, and organize rosters. So, please be sure that you have understood all of the requirements before applying.
• Volunteers will have the chance to meet each other and their supervisors, ask questions, and receive their welcome ‘goodie bags’ during our Orientation Day, which will be held on the 29 May 2025
• Upon confirmation, we will send a link to our WhatsApp volunteers’ group, so you can communicate with other volunteers.
• Should you need a confirmation letter from your university to inform your involvement in the Festival as a volunteer, please let us know in advance via email.
ALL YOU NEED TO KNOW
Below is all the key information you need, and useful tips on maximizing your volunteering experience.
TRAVELING TO THE SITE
We provide a shuttle bus from Ubud/Central Parking to the festival site, operating on a limited schedule.
Ojeks, motorbike taxis, are the fastest option to travel to and from the venue. Ojek drivers wear festival t-shirts and name tags, located by the parking lot next to the Left Bank. Rides are free for volunteers. In case of issues or safety concerns, inform your supervisor.
AREA OF PLACEMENT
We aim to match you with a suitable role based on your interests but cannot guarantee your preferred assignment due to operational needs. Changes may occur due to unforeseen circumstances.
WORKING SHIFTS
Flexibility with shifts is necessary as changes may occur. You can swap shifts with team members after informing your supervisor.
FOOD AND DRINKS
One meal and drink are provided for every five-hour shift completed. Special dietary requests should be communicated during registration. Meals are available at the Volunteer Base Camp.
WHAT TO WEAR
Casual, presentable clothing is recommended. Festival T-shirts are preferred. Certain positions require formal attire (see ‘Volunteer Positions’).
LET US KNOW
Inform your supervisor of any changes preventing you from volunteering. Email volunteers@yayasansaraswati.org for further assistance.
GET TO KNOW US
Familiarize yourself with the Daily Schedule provided before the Festival. Recognize important names and faces associated with the event.
WELCOME SESSION
Attendance at the compulsory briefing on 29 May 2025 at the Ubud Food Festival’s office is mandatory. Key information, safety guidelines, and role instructions will be provided. You will receive a volunteer ID, T-shirt, and ‘goodie bags’. Bring hydration and packed lunch. Upon joining, you’ll be invited to the Volunteer WhatsApp Group for further communication.
TALK TO US!
If you have a problem you’d like to chat about—big or small, personal or practical, if you’re feeling a bit lost or overwhelmed with the options—we have a team to help you out.
Email us at volunteers@yayasansaraswati.org by scanning the following QR code
