Ubud Writers & Readers Festival 2024 - Volunteer Handbook

WELCOME!

Each year, over 130 volunteers help bring our Festival to life. They are at the heart of what we do and get involved in everything from caring for writers to assisting our venue team, ensuring the delivery of one of the most celebrated festivals in the world.

Whatever your volunteering role may be, joining us presents a fantastic opportunity to embrace a fresh challenge. You will be right in the middle of the action, making your own contribution as part of a diverse team— and hopefully having fun too!

While no particular skills or work experience are required for you to become a volunteer, a friendly disposition and a love of books would surely be a good start.

This Volunteer Handbook contains all the details about the roles and how it all works. It also outlines what you can expect from us and what we hope for from you as a volunteer with us.

We look forward to receiving your application through our online form soon!

Janet DeNeefe Festival Founder & Director

Annually held in Ubud, Bali’s cultural heartland, the Ubud Writers & Readers Festival is Southeast Asia’s premier literary event. Praised worldwide for its diverse and intimate program, the Festival gathers over 200 of the world’s most exciting writers, thinkers, and performers for four days of electrifying conversation, thoughtful debate, and joyful celebration of literary culture. Alongside the main program, a wide-ranging offering of dance and performance, literary lunches, guided tours of Ubud’s famous markets, temples, and rice fields, late-night comedy, musical, and spoken word galas, as well as book launches, workshops, and events designed to enrich and inspire the imaginations of attendees from all over the world. In 2023, the Festival celebrated its 20th anniversary edition with over 300 international and local talents, with numbers topping pre-Covid sales.

the 2024 THEME the FESTIVAL

This year’s theme, Satyam Vada Dharmam Chara, which can be translated to ‘speak the truth, practice kindness,’ is an invitation to find our way towards building an environment where integrity and compassion are the guiding principles of our interactions and relationships. In a world in which spoken and written words often become blunt weapons in combat, the 2024 Festival wants to look far within, remembering and discussing the future of the small works of writers and readers who create goodness in the world of literature. It explores how writers influence the future of literature amidst the rapid advancement of technology and information, grounded in the principles of goodness and truth, and how these writers emerge as leaders and thinkers who authentically embody kindness in both their words and actions.

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REASONS TO VOLUNTEER WITH US

BE THE FACE OF A PREMIER FESTIVAL

Your time and talent in whatever role you chose brings to life Southeast Asia’s largest, longest-running literature and cultural event, attracting over 10,000 passionate and enthusiastic storytelling lovers annually from around the world.

LEARN SOMETHING NEW

Whether your role involves accompanying prominent writers and artists, emceeing events onstage, or working with our Media team to coordinate press engagements, you will pick up skills that can lead to new opportunities.

BECOME PART OF A VIBRANT COMMUNITY

We might be a bit biassed, but our team at the Ubud Writers & Readers Festival is world-class! Join a group of diverse and compassionate individuals coming together to organise this remarkable annual festival in the heart of Bali.

GET A FULL TRAINING AND RECEIVE GOODIES

You will receive the full training needed for your role, along with some nice giveaways including, the official festival T-Shirt, a Goodie Bag, and Certificate of Appreciation, and of course, a 4-Day Festival Pass for our main program.

EXPECTATIONS & COMMITMENT

As a volunteer for our festival, you bring energy and enthusiasm to a wide variety of roles. While joining us can be fun, it comes with a commitment from both— you and us:

WHAT WE EXPECT FROM YOU AS A VOLUNTEER:

• Be kind, courteous, and respectful to all festival patrons, staff members, and fellow volunteers.

• Arrive promptly for your shift, allowing extra time for any potential traffic delays.

• Respond promptly to messages and calls from the festival team.

• Expect the unexpected so be ready for ordinary duties outside of your actual volunteer role.

• Please give your undivided focus to your assigned tasks—so keep those phones tucked away and save the socialising for after the show.

• Be prepared to answer questions about your work area, the venue, and the festival in general.

WHAT YOU CAN EXPECT FROM US:

By offering your time to volunteer, we assure you that we are dedicated to offer you a program that is engaging and rewarding for you. We commit to being reliable in our dealings with you, building balanced rosters, providing useful information and training, and supporting you with experienced and reliable supervisors.

AS A VOLUNTEER, YOU WILL NOT RECEIVE:

• Meals on non-volunteering days.

• Flights or transportation to and from Ubud.

• Accommodation or additional expenses covered.

• Visa and sponsorship support.

• Invitations to the Gala Opening and any special events outside your shift

ALL YOU NEED TO KNOW

Here’s all the key information you need to make the most of your volunteering experience.

TRAVELLING TO THE SITE

We provide a shuttle bus from Museum Puri Lukisan (See Google Maps) to the main venues (Taman Baca). The shuttle operates a limited service with a few trips per day.

Motorbike taxis, known as ‘Ojeks,’ are the quickest and easiest way to get to and from the festival venue. Ojek drivers, identifiable by name tags, are located near the small parking lot next to the Left Bank. They can transport you to any festival-related venue and even wait for you if your errand is brief.

NOTE: As a volunteer, rides are free of charge. If you encounter any issues or feel unsafe, please inform your supervisor, who will contact management.

AREA OF PLACEMENT

We strive to match volunteers with roles that best suit their interests. When signing up, be sure to highlight your areas of interest.

While we aim to assign you to your preferred role, we cannot guarantee it. Ensuring every area is adequately covered is essential for the festival’s success and safety.

NOTE: There may be instances where we need to change your assignment due to unforeseen program changes, withdrawn applications, or volunteer unavailability.

WORKING SHIFT

Flexibility with your schedule is crucial, as we may need to adjust it for various reasons. You can swap shifts with teammates, but please inform your supervisor and ensure all shifts are covered.

WHAT TO WEAR

Casual, comfortable attire is suitable, but we recommend wearing the festival T-shirt. Certain positions, such as MCs and liaisons, may require more formal attire.

GET TO KNOW US

You’ll get a Daily Schedule document ahead of the festival weekend, outlining the program. Get to know the venue and important people, like Festival Founders, patrons, the all-year festival staff, and all the amazing writers and artists joining us.

Upon arrival, you will:

• Sign your volunteer agreement.

• Receive your volunteer ID, T-shirt, and Goodie Bag.

• Meet your supervisors and fellow volunteers.

• Receive role instructions and have any questions answered.

• NOTE: Bring plenty of water for hydration and a packed lunch.

Once officially part of the volunteer community, you will be invited to join our Volunteer group on WhatsApp to connect with others and get help if needed.

FOOD AND DRINKS

For every five-hour shift completed, we provide one meal with a drink. If you work two shifts (ten hours), you’re entitled to two meals that day. Please notify us in advance of any dietary restrictions when registering.

Meals are available at the Volunteer Base Camp, located behind the Kitchen at Taman Baca. Look for the signs labelled ‘Volunteer Base Camp.’

LET US KNOW

If your circumstances change and you’re unable to volunteer, please let your supervisor know at volunteers@yayasansaraswati.org. If you’re unwell during the weekend or encounter other issues preventing you from attending your shift, notify your supervisor.

ORIENTATION DAY

On Tuesday, 22 October, at the Festival headquarter at Taman Baca (See Google Maps), you will attend a compulsory briefing led by your team leader. This briefing covers all the festival details, safety rules, and what you need to do in your role.

Attendance at Orientation Day is mandatory before volunteering. It’s also a chance to meet fellow volunteers, relax, and prepare for your festival role during separate sessions.

SPREAD THE WORD

Follow us on social media and use the official hashtags #UWR24 to share the festival experience with the world, even when off-duty.

WHAT YOU COULD BE INVOLVED IN

Below are our 2024 volunteer roles. Keep reading if you want to learn more about each role. We recommend you remain open to performing multiple roles as this increases your chances of being given a roster.

• Audio Visual

• Book Launches

• Box Office (Ticketing)*

• Film Screenings

• Floaters

• Free Events (Festival Club, Music, Art Event)

• Green Room

• Information Centre

• Media Centre

• International Writers Liaison

• Interpreter

• Main Program

• MC (Bilingual)

• National Writers Liaison

• Partnership Liaison

• Photographer

• School Program and Children & Youth Program*

• Social Media Content Creator (Bilingual)

• Special Events

• Transport & Accommodation

• Workshops

• Volunteer Basecamp

• Videographer

• Logistic

*These positions might start before the Ubud Writers & Readers Festival.

VOLUNTEER ROLES

We’ll provide all the training you need for your volunteer role, so no prior experience is required.

FILM SCREENINGS

You will assist the Film Screening team to set up the related equipment, liaising with Speakers, Festival Attendees, and other Festival Staff/Volunteers and filling the headcount sheet.

GREEN ROOM

AUDIO VIDEO

You will be responsible for the safe setting-up, handling, and storage of AV equipment (sound systems, LCD screens, projectors, etc). Knowledge of the venue is an asset.

BOOK LAUNCHES

You will be responsible for managing book launch events and liaising with Speakers, Publishers, Festival Attendees, and other Volunteers. You will also assist with book sales and signings as well as with post-launch reporting.

BOX OFFICE (TICKETING)

You will assist in the sale and the distribution of tickets whilst knowing key information about this year’s festival. You must be fluent in English and Indonesian and be comfortable handling cash and credit card sales, as well as dealing with the public, occasionally in high pressure environments. Previous retail experience and/or familiarity with box office procedures are helpful.

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.

FREE EVENTS

You will be responsible for the setting-up and managing Free Events, namely those at the Festival Club, and those in the After Dark Program, and liaising with Speakers, Artists, Festival Attendees, and other Volunteers. You must be at least 21 years old to serve in this role.

INFORMATION CENTRE

In this role you will be asked to serve only a minimum of 5 hours per day. You should enjoy working as a team-member and helping with general hospitality for both international and Indonesian speakers. You will also be responsible for liaising with Supervisors, and the Festival Management. You must also be fluent in English. IT skills are an asset.

You will deal with guest complaints, ticketing problems, and guests concerns, while providing courteous and prompt service to festival visitors. You are also responsible for the Lost and Found desk immediately prior to, during, and immediately after your shifts. Speaking both, English and Indonesian are assets.

INDONESIAN & INTERNATIONAL WRITER LIAISON

You will welcome writers and speakers from Indonesia and abroad attending our programme, support them prior, during and after their events, and 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, Logistics. You might provide translation and interpret work in both English and Indonesian. In this role you must be flexible, patient and resourceful. Use of a cell phone is essential.

INTERPRETER

You will provide translation during sessions and interpret for writers and 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. Formal attire is a must.

LOGISTIC

You will be assisting the Production Coordinator in managing the logistics requirements for the Main Program Venue.

FLOATER

MAIN PROGRAMS, WORKSHOPS, SPECIAL EVENTS

You will be responsible for welcoming and guiding presenters and festival guests and supporting the Audio Video, MCs and logistics staff in administrative tasks such as checking festival passes, ushering, while helping with the safety management. As these events take place at a range of different venues in Ubud it is essential as part of this volunteering role to use your own vehicle/ motorbike.

SOCIAL MEDIA CONTENT CREATOR

TRANSPORT & ACCOMMODATION

MEDIA CENTRE

MODERATOR/MC

PARTNERSHIP LIAISON

PHOTOGRAPHER

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.

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 from each session.

Together with the Partnership Manager and Production Team you will help to support inquiries from stall vendors. In this role, willingness to work as a member of a team is a must. This is a great way to be part of the inner workings of the festival.

You will document events and capture images for commercial purposes. In this role you must be available to work with a variety of tasks given by the Marketing & Communications Team through the Festival, including running last-minute errands. Festival photography experience is a plus.

VIDEOGRAPHER

SCHOOL PROGRAM & CHILDREN AND YOUTH PROGRAM

You will be responsible for conducting educational workshops and information sessions for children and for liaising with Speakers, MCs, members of the Box Office team and other Festival Staff/Volunteers. You must be comfortable dealing with an audience, take direction and work as a member of a team. For this role, flexible, multi-skilled and outgoing people are required, with a sense of humour and creativity. Speaking both, English and Indonesian are assets.

VOLUNTEER BASE CAMP

Your duty is to take notes and collect interesting quotes during sessions, including to provide coverage including stories, live streams, posts and video content for all festival’s social media and marketing platforms.

You will be assisting in collaboration with our Driver Coordinator Team, the transportation needs for writers and speakers between various venues including hotels and within Ubud and in helping schedule drivers. Experience in transportation logistics and/or event management is an asset. In this role you will be asked to serve only a minimum of 5 hours per day. Use of a cell phone is essential.

In this role you will be responsible for capturing various events throughout the festival. Your videos will be used across our social media platforms and for next year’s marketing materials. Ideally, you will already have previous videography experience. You will need to be flexible, with an ability to work to tight deadlines.

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.

TAKING VOLUNTEERING TO THE NEXT LEVEL

If you have volunteered at our Festival or any other event and want to dive deeper, consider joining our supervisor team! As a supervisor, you will lead and guide a team of volunteers, overseeing a specific area at the event.

Here’s what we’re looking for in our supervisors:

• Previous experience volunteering at festivals in a similar role

• Availability for remote work one month prior and onsite for one week before and during the festival

• Ability to lead and support a team, working closely with the Volunteer Coordinator Team

• Punctuality, professionalism, and respect towards others

• Dedication to delivering your best performance

• Writing a report on your supervised area

• Comfortable with scheduling and team management Excitedtostepup? Signuptovolunteeras asupervisorthrough ourwebsite!

NEXT STEP: APPLY!

Interested in volunteering with us? There’s a simple three-step process:

• Step One: When you have decided to offer your time and talent, visit ubudwritersfestival.com/volunteer and fill out our online form. After submitting, you’ll get an email confirmation at the same address you provided. As sometimes emails have other ideas, check your spam in case the email has been delivered there.

• Step Two: As a shortlisted candidate, you will receive an email from our Volunteer team by the end of July. This will be your opportunity to decide if volunteering is the right fit for you. If you are not shortlisted, you will still receive updates throughout the process.

• Step Three: Get ready to attend our Orientation Day, where you will learn more about the festival and receive all the training needed for your role. After that, you are all set to dive into volunteering with us.

IMPORTANT

TO KNOW:

• Sharing details about yourself will help us build a diverse team with different interests and availability, and there are no wrong answers (we promise)!

• Due to limited space, we can only accept a select number of volunteers for each role. Once your role is confirmed, your work schedule will be provided, and please be aware that changes to your role and schedule won’t be possible.

• We understand that things come up, so you can cancel without any penalties until Wednesday, 21 August by email at volunteers@yayasansaraswati.org. However, any cancellations after that date may affect your ability to volunteer at future events. In case of emergencies, we will handle cancellations on a case-by-case basis.

• Expect to receive your schedule by late September. Please understand that confirming roles and organising schedules takes time and effort, so make sure you understand all the requirements before applying.

• Orientation Day, on Tuesday, 22 October, will be an opportunity for volunteers to meet each other, ask questions, and receive your welcome goodies.

• Once confirmed, we will add you to our WhatsApp volunteers’ group so you can connect with other volunteers easily.

• If you need a letter from your university to confirm your volunteer work at the Festival, drop us an email at volunteers@yayasansaraswati.org.