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+ Staff Guide to Working at Festivals

Summer 2010

Your primary contact for the document is:

Name: Cat Wells

Mobile: +44 7827 878 187

Email: [email protected]

Date: 1st

February 2010

Staff

FestivalGuide

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Table of Contents

Introduction.......................................................................................................................3 So what do you need to know? ........................................................................................4

Things to do before the festival.....................................................................................4Essentials items for a festival........................................................................................4Essential items for camping..........................................................................................5If in a Hotel/Hostel.........................................................................................................6Travel............................................................................................................................6 General Information ......................................................................................................7

Staff Signing-In & Deployment .........................................................................................8Catering ........................................................................................................................8Health and Safety .........................................................................................................9General Conduct...........................................................................................................9Subcontractors..............................................................................................................9 Feedback ....................................................................................................................10

Staff Feedback Form......................................................................................................11Check List.......................................................................................................................13


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IntroductionThis guide has been designed to be your festival manual and should be used to help

you prepare and pack for any outdoor festival that you book in to work for.

You need to realise that most festivals will mean you have to travel and possibly stay

over at the event or close by. Therefore, it is important that you read this guide and

keep it safe.

For those of you who have never worked or even been to a festival before, it is even

more important that you read this guide as it will help you to plan for the event.

All festivals vary in size and location. However the main principles are all the same no

matter what type of event. Staff welfare, customer relations and client rapport along with

the right working conduct are all paramount.


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So what do you need to know?Things to do before the festival

Check the weather of the area before the event and the showdays themselves;

this will allow you to determine what the ground conditions are like and what best

to pack

You can use www.bbc.co.uk/weatherorwww.metcheck.com

Ensure that you pack all the essential items (use the check list on p12)

Check with your booker to see if you will be provided accommodation, i.e. tents,

hotel, hostel etc

Check to see what and how many meals will be provided with your booker as you

will be required to buy or bring your own as well

Ask for the postcode of the event for sat navs or internet route finders

Essentials items for a festival

Uniform every member of staff should own their own uniform. If you do not, you

will need to get in contact with your manager before you leave

Ensure you bring enough polo shirts, a jumper and a Showsec jacket

If you have a Showsec cap or poncho bring them with you, as they will be useful

if you are in the pit

Black combat trousers at least 2 pairs, (one pair per day is recommended in case

of wet weather)

Staff ID Badge this will be checked at signing-in

SIA Badge if you are working in a licenced position, your badge must be

displayed at all times

Pen & Paper

Torch & spare batteries

Socks always better to bring more than is needed

Suitable Boots not shoes, as it may rain and the site may be muddy or flooded

Black Wellies in case it is extremely wet and muddy


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Black waterproof trousers these go over your work trousers and can be brought

at most army stores or camping shops. They are very useful!!!

Sufficient warm clothing, especially if working night shifts as it can get very cold

when the sun goes down

Spare clothing to be worn when not on duty

Toiletries, i.e. shampoo, soap, tooth brush, tooth paste etc

Money should you wish to purchase any refreshments on site

Sufficient medication that you may need to take on a regular basis e.g. anti-

histamine, inhalers, painkillers etc.

Passport if you are working at Lowlands

Essential items for camping

Tent although these are supplied, we may not have enough for everyone, so

please bring yours if you own one and wish not to share.

Inflatable mattress (and pump) for a bit of extra comfort!

Sleeping bag (and blanket if required)

Pillow inflatable pillows are handy to save space

Roll mat keeps your sleeping bag getting damp

Rucksack or suitcase large enough to contain your clothes etc (good tip is to line

the rucksack with a large bin liner first this will help in case it gets wet, your

clothes will stay dry!!)

Bin bag to put wet clothes in

Padlock, to keep everything safe in the tent during the day

We do not advise that you bring expensive items with you as we cannot guarantee their

safety.


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Charging facilities will not be available for mobile phones or iPods so ensure that they

are fully charged before you arrive.

Remember mobile phones are not permitted for personal use during your shift!

While every effort is made to provide shower and toilet facilities close to the campsite,

on occasion a walk may be involved to reach them.

Please also remember that at all times on the campsite, other staff members will be

asleep, as they are on the opposite shift to you and will need their rest too, therefore we

please ask that you are quiet and are respectful of others.

If in a Hotel/Hostel

Please check with your booker if you need to bring a sleeping bag, duvet,

bedding, towels etc

If you are lucky enough to be supplied a hotel or hostel room, we expect you to behave

correctly and to treat the staff with respect. We may be planning to use the same

accommodation for next years festival and we will not tolerate damage to Showsecs

reputation through improper conduct.

Travel

Staff conduct is paramount when travelling to events. No eating or drinking on

minibuses or coaches is allowed and no foul or offensive language will be tolerated in

any vehicle. Please respect all drivers as while you are able to sleep, they are getting

you home safely!


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If you are lucky enough to be asked to attend a festival such as Lowlands in Holland, or

Bestival on the Isle of Wight please ensure that you are on time for the coach pick up. If

you are late for the coach you are either risking the whole team missing a ferry, making

the entire coach late for work, or being left behind, being taken off the shift and given a

no show letter.

It is important that you allow sufficient travel time for the return journeys from festivals.

You need to be aware that on occasion you will return home later than expected due to

event delay, incident on site, delayed ferries or traffic. Please ensure you arrange a lift

home as minibuses will only stop at the drop-off point and will not drop everyone at

other locations.

General Information

We will do our bestto ensure that at all outdoor events we provide a hot water urn, with

tea, coffee, sugar and milk at the signing in area along with a microwave. This area

must be kept clean and tidy, with all rubbish removed, otherwise you risk losing

the privileges and having to pay.

Where possible, we will endeavour to supply a tumble dryer or means of drying uniform,

if it is expected to be wet. Please note that this may not always be possible due to the

lack of an electric supply.

Please bear in mind that you represent Showsec International even when off duty,

therefore please ensure that if alcohol is consumed it is done so sensibly and that if you

are lucky enough to gain access to the festival whilst off duty that you behave properly!

Anyone who violates these rules will result in disciplinary action being taken.

Showsec expect all members of staff to be friendly and polite to all its customers,

therefore please remain customer focused at all times.


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Staff Signing-In & DeploymentThe location of the staff signing-in point will be pointed out to you on your arrival and will

most likely be in a dedicated marquee at the contractors entry gate or camping area.

Please note that you MUST sign-in, otherwise you will NOT get paid. You may be

required to sign out too so please check.

It is vitally important that all staff know which shift they are booked on and report to the

signing-in area at least 20 minutes before the start of your shift ready for the

deployment process. This is to avoid delays in allocating staff to their positions,

ensuring everyone starts their shift on time. Remember, you will be taking someone off

their shift, so if you wish to be taken off on time, ensure you are ready to start your shift

on time.

Any staff member caught signing in and then not attending work, or signing in anyone

else other than you, will be instantly dismissed from Showsec International.

On signing-in for the event you will be provided with a rough guide or briefing sheet

that will have all the relevant information for the event. This MUST be read before you

start your shift, as it will contain the safety procedures and the answers to frequently

asked questions from the public, as well as other important information regarding the

event. This booklet does not replace your verbal briefing so please ensure that you are

present and on time for your staff briefing.

Catering

The company may provide meals whilst you are working on site. This usually consists

of breakfast and lunch if you are staying overnight. Meal vouchers will be issued in

order to receive your meal; however, if you lose the voucher a replacement cannot be

given. Meal times will be issued on site and will be the decision of the supervisor as to

when staff can go for their food. Other food may be purchased at vendors on site at

your own cost.


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Health and Safety In the event of an emergency in the accommodation area,

contact the accommodation supervisor immediately

There is a total No Smoking policy in force inside any temporary or permanent

structure provided for staff use

First aid & fire fighting equipment will be provided within the camping area

Please ensure you bring enough medication to last you while working

Make sure you inform the Project Co-ordinator and/or supervisor of any allergies

you may have, and any necessary action in case of an emergency

General Conduct

Staff should be in full uniform at the start of each shift, and ensure that items of

kit are clean, smart and presentable

Please note that colleagues may also be trying to relax after a tiring days work,

therefore noise should be kept to a minimum at all times around theaccommodation area

Drunkenness or disorderly behaviour will not be tolerated. Disciplinary action will

be taken against members of staff found to be causing a disturbance, or using

abusive or threatening behaviour

Subcontractors

Please note that the information provided in this guide is for Showsec staff and will varyfor those who are contracted. Where this occurs, staff will be notified of any changes

directly by their own management teams.

If you have any queries, please speak to one of the logistics team who will be able to

answer your questions.


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FeedbackThe form at the back of this guide is designed for you to give your

feedback on the events over the summer. If you could fill it in being as honest as you

can to allow us to try and improve our service to you. However we do ask that if you

have an issue that you try and suggest a way of improving it.

Finally we hope that you have an enjoyable summer with us and that you can help us to

help you have a good time.

Thank you to everyone that contributed to a successful and surprisingly sunny summer

in 2009!!!


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Staff Feedback FormIn order to receive feedback from our staff about their working experience at outdoor

events and to improve your working conditions, could you please complete the following

questions, which we will use to improve our staff welfare.

Office:

(This will help us determine what area if any needs further development):

Festival Attended:

1. What do you think to the travel arrangements, to and from events (please circle):

Excellent Good Fair Poor

Comments: ..................................................................................................................

.....................................................................................................................................

2. Event information supplied e.g. including festival guide, briefings, dummies guide

(please circle):


Comments: ..................................................................................................................

.....................................................................................................................................

3. Accommodation (please circle):


Comments: .................................................................................................................

.....................................................................................................................................


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4. Meals supplied (please circle):


Comments: ..................................................................................................................

.....................................................................................................................................

5. Kit allocation (please circle):


Comments: ..................................................................................................................

.....................................................................................................................................

6. Staff welfare on position i.e. Sun cream, Water, Breaks, Food (please circle):


Comments: ..................................................................................................................

.....................................................................................................................................

7. Any other comments Please continue on the back if you need to:

.....................................................................................................................................

.....................................................................................................................................

.....................................................................................................................................

.....................................................................................................................................

.....................................................................................................................................

Please return to your line manager or logistics manager, who will then send them on to

head office. We look forward to seeing you again.


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Check ListPlease use the following as a check list to ensure that you have packed everything and

are fully prepared for attending the festivals.

Clothes

O Polo shirts (x2/3)

O Jumper

O Showsec jacket

O Cap

O Poncho

O Black combat trousers (x2/3)

O Underwear lots of socks!!

O Black boots (not shoes)

O Black Wellies

O Black waterproof trousers

O Thermals

O Spare clothing

O Bin bag for wet clothes

O Toiletries (toothbrush/paste,

shower gel, shampoo etc)

OTowel

O

Camping Equipment

O Tent with tent pegs

O Inflatable mattress

O Sleeping bag

O Pillow

O Blanket

O Roll Mat

O

Accessories

O Showsec ID card

O SIA Licence

O Pen

O Notebook

O Torch (head torch is best)

O Spare Batteries

O Money for refreshments

O Medication

O Passport (where necessary)

O Padlock

O Rucksack / Suitcase

O


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ShowsecRegent House | 16 West Walk | Leicester | LE1 7NA

0116 204 3333 | www.Showsec.co.uk

Reg No. 218 7286

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