We realise that volunteering is a two-way relationship, one that should beneﬁt both the volunteer and the festival. As in any relationship both parties will have expectations of the other. Here is a breakdown of what you can expect from us and what we expect from you.
Volunteers can expect to: FestiVols is expected to:
• Ensure the volunteering experience is a rewarding one;
• Ensure equal access and not to discriminate;
• Deﬁne clear, meaningful roles for volunteers;
• Have policies and procedures for volunteers;
• Provide all necessary information to volunteers;
• Be available for volunteers;
• Provide training where necessary;
• Thank and value volunteers;
• Provide insurance cover;
• Inform volunteers of any legal liabilities;
• Supervise and to provide support;
• Provide a safe working environment;
• Have procedures in place for dealing with complaints and grievances;
• Have procedures in place for dealing with issues or difﬁculties that may arise;
• Know if, and how, they are being selected in a timely manner;
• Be given meaningful work to do;
• Know what is expected from them;
• Be offered appropriate training;
• Be thanked and to have their voluntary contribution recognised;
• Receive supervision and support;
• Get something out of the work for themselves;
• Know who to go to if there is a problem;
• Be made aware of complaint and grievance procedures;
• Be made aware of how issues or difﬁculties will be dealt with;
• Be treated fairly and not to experience discrimination;
• Have safe working conditions, including insurance cover;
Volunteers are asked to:
• Respect the values and aims of the organisation;
• Be committed;
• Be reliable and give the FestiVols sufficient warning if unable to turn up;
• Be punctual;
• Attend essential training and support sessions;
• Undertake the work to a high standard;
• Be honest if issues or difﬁculties arise;
• Treat colleagues and members of the public with respect and without discrimination.
FestiVols can ask:
• For certain qualities and skills in volunteers;
• For volunteers to understand and buy into the events ethos;
• Volunteers to sign a volunteer agreement or 'contract';
• For tasks to be done in a particular way, to a certain standard and within certain time frames;
• For volunteers to see through their time commitment;
• For reliability;
• For punctuality;
Who Can Volunteer?
Is there an age restriction?
Generally you must be over 18 to volunteer with FestiVols.
Do I need to be able to speak English?
As the majority of our roles are customer facing and/or require taking direction from team leaders and supervisors, applicants must have a strong command of the English language.
Can I volunteer if I am from overseas?
In order to volunteer you must be legally allowed to work in Ireland. If you are from outside the European Union you must have a valid visa.
Do I need to pay a refundable deposit?
Yes - everybody must pay a deposit. This will be refunded after the event assuming you have completed your shifts. Deposits are priced at:
Why do I have to pay a deposit?
We have expectations of volunteers that we hope will be honoured. This includes working at the events for the shifts offered to you and adhering to our volunteer policy.
The deposit secures your volunteering place at an event. We know that it is a large sum of money, but unfortunately we have learned the hard way that we need to take a deposit as a bond for someone's place to ensure that the volunteers who apply for each event turn up and complete their shifts. Otherwise we incur the additional cost of finding replacement volunteers.
Your place is therefore not secure until you have paid the full deposit at the end of the application process.
How much is the deposit?
The price of the deposit is equal to the price of a ticket. Should you wish to volunteer at more than one event you only need pay one deposit equal to the highest priced ticket.
Nile Rogers & Chic
Will I definitely get my deposit back?
If you satisfactorily complete all of your shifts at the festival that you sign up for, you will get your full deposit back. This includes being on time for every shift. If you do not complete your shifts without a valid reason, or if you do not adhere to our volunteer policy you will not be refunded.
If you cancel your place at either festival, for any reason, before the cancellation date, an admin fee of €10 will be deducted from your deposit. If you cancel your place at either festival after the cancellation date, you may forfeit your full deposit. See the Cancellation Policy below for further details.
What happens if I cancel before the festival?
Your deposit refund will depend upon the circumstances and timing of your cancellation, but all cancellations will incur a minimum admin fee of €10.
See the Cancellation Policy below for full details.
Can I pay my deposit in instalments?
No. We require you to pay your deposit in one full payment via Paypal.
I need to get a friend or family member to pay for my deposit,
how can I do this?
Your friend or family member can use their card details on PayPal to pay for your deposit. Email firstname.lastname@example.org and let us know who has paid for you so we can match the payments to your deposit.
How do I cancel my volunteering place?
The easiest way is to email us at email@example.com with CANCEL in the subject line, and you will get a reply email within 2 working days confirming that your cancellation has been processed. Depending on when you cancel you may be entitled to your deposit back. If so, your deposit will be refunded at the same time, minus a €10 admin fee for processing the cancellation.
Will I get my full deposit back if I cancel?
You will be charged an admin fee of at least €10, whatever the reason for your cancellation. An admin fee will still be charged if you cancel because of illness, as your cancellation still affects our planning and we are still committed to providing a replacement team member.
If you cancel before the cancellation date:
If you cancel before the cancellation date, a €10 admin fee will be deducted from your deposit.
Once the admin fee has been deducted the rest of your deposit will be returned within 2 working days of your cancellation.
You will receive an email from PayPal to confirm this has taken place.
If you cancel after the cancellation date:
If you cancel after the cancellation date, you will lose your full deposit.
If you cancel after the cancellation date, but:
- have already volunteered with us this year and completed all your shifts, we will consider your refund on a case-by-case basis.
- have a place at a future event, we may contact you to assess your reliability for future events. If we decide to keep your place at a future event and you complete all your shifts, we will consider your refund on a case-by-case basis.
- can provide us with documentary evidence of a valid reason, such as doctors note, we will consider your refund case.
What is the cancellation deadline?
The cancellation deadlines are by 12 noon on the dates below...
Nile Rogers & Chic
Why is the admin fee €10?
We have calculated how much it costs every time someone cancels, in terms of administrating their application, arranging an early refund, and the staff hours and communications involved. This fee covers these costs.
Why do I lose my deposit if I cancel after a certain date?
In the event of cancellation after the cancellation date, we incur extra administrative costs to find a replacement at short notice. This could involve re-opening applications and advertising the cancelled place. This could even involve sub-contracting the place to an outside agency who charge us standard industry hourly rates.
If extenuating circumstances make cancellation unavoidable, we will consider these on a case by case basis, but otherwise the cancellation policy will apply.
If I have to cancel can I get one of my friends to take my place?
No. If you are cancelling and your friend wants to volunteer they will need to apply independently. If there are no places currently available then they will need to add their name to the volunteering waiting list - they cannot take your place.
What happens if I cannot attend an event because I am sick?
If you can't make it to a event at the last minute because of illness, or some other unavoidable complication, you MUST call us to let us know. If you do not let us know that you are ill, (or have another valid reason), you will lose your deposit.
If you get a message to us, you will most likely be charged an admin fee for late cancellation, but will keep your place at any future festivals you have already successfully applied for this year.
If you provide a valid doctor's note or other documentary evidence, we will consider your refund case.
The quickest and most reliable way to get any evidence to us is to scan the document/s and email it to firstname.lastname@example.org
What happens if I just don't show up to a festival/event?
If you don't turn up at a festival and have made no effort to contact us, you will lose your full deposit and your chance to volunteer at future festivals. You will be blacklisted from our events and we will share this information with our colleagues at other events and you may be blacklisted from those events too.
What are the volunteer shifts?
For festivals - depending on your role you will work between 16 and 24 hours over the weekend - usually spaced over 3 shifts.
For one day events - you work between 5 and 8 hours depending on the event and finish before the headline act takes to the stage.
Can I work the same shifts as my friends?
If you sign up to volunteer with friends we'll do our best to assign you to the same shifts. Shifts are assigned on a first come first served basis so if you and your friends arrive together at registration we will hopefully be able to assign you shifts on the same team or at least at the same times so you have the same time off to enjoy the show.
While it isn't always possible to assign friends to the same shifts given the large numbers of volunteers we always try our best.
When will I find out my shifts?
Most volunteers will select their shifts at registration at the event. Some roles such as Team Leaders are given their shifts ahead of the event. For one day events most volunteers work the same shifts. All are subject to change as the event requires.
Can I swap shifts?
For festivals - Yes, you can swap shifts with other volunteers provided you are in the same team. This means we avoid having to retrain volunteers for new/multiple teams. To swap shifts simply go to the Volunteer Hub with the volunteer you wish to swap with. Bring your shift reference numbers with you for the shifts you wish to swap and a member the Volunteer Support Team will assist you.
Shifts can be swapped as long as they do not clash with your other shifts or prevent you from having adequate rest time.
What should I bring with me on shift?
When you head out for a shift you should bring a small bag with you containing the following:
- Clothes for all extremes of weather. This means wellies (for green field sites)/a raincoat/warm jumper for wet days and sunhat/sunscreen for when the weather heats up!
- Good footwear such as solid-soled shoes, boots or wellies. Flip flops or high heels are not suitable!
- Extra warm clothes particularly if your shift will finish in the evening when temperatures drop.
- A flask and/or water bottle.
At festivals - remember to bring everything you will need to your shift as you won't have time to go back to your tent for supplies.
Do I get a break during my shift?
Yes. You will be able to take scheduled breaks during your shifts. Your volunteer team leader will assign your breaks. Please do not take breaks without communicating with your team leader or without adequate cover.
Different festivals have different alcohol policies and these will be communicated with you ahead of the event. For one day show you are not allowed bring alcohol inside the venue. For festivals you can bring alcohol onto the campsite and certain parts of the arena depending on the festival's own policies.
At no event are you allowed consume alcohol while on shift - and doing so will be considered a breach of the terms and conditions and you will lose your deposit and be evicted from the festival site.
Camping, Travel, Food
Are there any restrictions on what I can take on-site?
There are items that some festivals restrict both ticket holders and crew from bringing onto
site, such as glass bottles or gas cannisters. Your pre-event email will outline the banned materials for the festival.
ALL FESTIVALS WILL ENFORCE A NO DRUGS POLICY and anyone caught with illegal substances will be dealt with in line with festival policy. Please note that if you are evicted from site you will lose your deposit.
Can I bring a barbeque or have a campfire?
No you cannot use barbeques or build a campfire on any of the festivals we work at.
Can I bring my pet with me to the festival?
Do you provide camping equipment?
No, you have to bring your own tent, sleeping bag and all the other camping equipment you will need, including a mug, plate, knife and fork etc. as these will not be provided.
Do you provide food?
For one day events we do not provide food. You are encouraged to bring a packed lunch or traders will be selling food at the events.
For festivals only Indiependence supplies food to volunteers - one meal voucher per shift.
I have a campervan, can i bring it with me?
Campervan sites usually sells out to the general public in advance, but if you have a campervan let us know by emailing email@example.com and we will investigate your options on a case by case basis.
What facilities are on the volunteer campsite?
DSifferent festivals offer different facilities for volunteers but most will have a volunteer hub with tea/coffee/hot water facilities and phone charging facilities. Volunteers stay in a dedicated campsite not the public campsite.
Is there a limit on the camping space?
Volunteer camping space is always in high demand. So, please only bring the size of tent that you really need and, if possible, why not share some friends? Volunteers who arrive later generally have a difficult time finding somewhere to camp, so please be considerate and don't take up too much space.
What do I need to bring?
Make sure you have clothes suitable for both extremes of weather. Bring a raincoat, wellies and a warm jumper as well as a sun hat and sunscreen. Essentially, be prepared for the best and the worst weather during the same
shift. And bring spare socks!
If you're driving, leave a full set of dry clothes in your car for when you leave. You could be really grateful for them!
Bring some good footwear. You need good solid shoes, boots or wellies to wear on shift.
Remember, if you're on a shift that starts in beautiful sunshine at 2pm, it could be very cold by 10pm when it finishes.
You will also need to bring your camping equipment: tent, sleeping bag, airbed etc
Charging facilities for mobile phones will be available in the Volunteer Hub.
Do you provide transport to the festivals and events?
We do not provide free transport to the festivals or events. We will give you details on each specific event and the best ways to get their by public transport or car once your place is confirmed. For Dublin city centre events no parking is available. For all other parking is available.
We'd encourage carpooling via our Facebook page is also a great way to get to know your fellow volunteers.
Can I drive to the event in my own vehicle?
Volunteers are welcome to avail of our Staff Parking. If you are bringing your own vehicle you must provide us with its registration number ahead of time.
A link to an online registration form will be provided in advance of the event. Once filled in, we provide volunteers with passes allowing them to bring vehicles onsite. We don't always post the passes to you; sometimes they are handed over on arrival.
We encourage those who are driving by car to offer lifts via the volunteer Facebook page. Its a great way to meet fellow volunteers and to split petrol costs.
Which day and what time do I need to arrive onsite?
You must be onsite, registered and ready for your briefing at 6pm on the Thursday before the event.
i.e. Thursday, 2nd August for Indiependence
Thursday, 30th August for Electric Picnic
Pre-event volunteers will be informed when they need to be onsite in their pre-event info email.
We need all our volunteers to be available from Thursday to Sunday. On Thursday we need all volunteers to be registered, briefed on their specific role, and fully prepared to answer the festival goers questions concerning directions, facilities etc.
For this reason it is vital that you are onsite, registered and ready for your briefing at 6pm on Thursday. If you need to book time off work please take this into consideration and only apply once you have confirmed your availability.
For One Day Events:
You will be told in a pre-event email where to go to register on the day of the event and at what time. It is usually a couple of hours before doors open to the public.
What if I am stuck in traffic and am going to be late?
Please make sure you leave plenty of time for your journey and allow for bad traffic or public transport delays.
If, despite this, you find you are going to be late, please call the onsite mobile number (which will be in your pre-festival email) to let us know as we may need to make special arrangements for you.
It causes our staff lots of extra work if you are late, so please do make every effort to arrive on time.
What is an onsite briefing session?
Onsite briefing sessions ensure you are correctly briefed about your particular role onsite. It also features a rundown of essential information you'll need to know at that event eg: ticketing systems, lost child procedures etc.
It is crucial for all volunteers to attend an onsite briefing prior to starting their shifts, even if they have stewarded or attended a training session before.
The briefing times will be confirmed in the pre-festival email that you'll receive a couple of weeks before the event. If you have been allocated a supervisory role, you will be asked to attend a supplementary briefing relevant to your responsibilities as a supervisor.