CREW ROLES
Everyone has different skills, we all enjoy different things. Have a look at the following roles and see which one’s best suit you.
You’ll need to complete a short training quiz (after registration), which will help you understand your role on the day. Don’t worry, it’s not hard, but it’s important to understand a few things before you arrive for the event.
It’s an early start and as you’ll be part of the main crew, you will need to be at the venue
between
6.30-6.45am. So make sure you set your alarm!
We recommend making a note of a couple of the roles just in case the one you prefer has already been taken. Whichever role you do, we know you’ll learn so much and have a wonderful experience.
If you already know what roles you’d like to volunteer for, let’s get you registered right away!
Syntax Manager
Responsible for the running order of the day, ensuring we keep in time and where necessary, making suggestions for changes to the syntax in order to bring timings back on track.
Basically keeping us on our toes!
Social Media Champ
You’ll need some good, positive energy as you’ll be filming, editing and posting content on social media throughout the event.
We like the world to know what
a fun and rewarding day we’re
all having!
Syntax Runner
Assisting the Syntax Manager and helping bring people to the stage, getting updates & finding answers to whatever questions are asked.
Fundraising Manager
Ongoing responsibility for ensuring that fundraising activities are being carried out throughout the day.
Making sure the fundraising table is staffed, the auction is promoted and updates posted.
Anything to do with raising money… that’s your bag.
Logistics Manager
Overall responsibility for how the baskets are made, including Table Captains, Quality Control and all supporting supplies.
You’ll ensure that your team has everything set up and in place and know what they’re doing.
You’ll have the Main Hall Team Leader, Courtyard Team Leader & Second Hall Team Leader to help you execute the plan.
Main Hall Team Leader
Responsible for the operations to facilitate building the baskets, under the leadership of the Logistics Manager.
You’ll ensure that the hall is set up in the morning, with the signs in the correct places and tables set up to manage the Basketeers when they are queuing.
You’ll then transform the hall into table runs to ensure that the room functions correctly.
You’ll maintain Health & Safety by ensuring that the room is safe and that bags & clothes are not kept in the room.
You’ll manage a team of Table Captains to ensure the baskets are built correctly, and then finally at the end of the day, ensure that everything is packed away and the hall tidied & cleaned.
Second Hall Team Leader
Responsible for the operations of the second hall under the leadership of the Logistics
Manager, ensuring that it is set up correctly in the morning, with the signs in the correct places and tables are set up for card writing & cellophane / ribbon cutting.
Other duties include:
Displaying the message for the cards, as well as the lengths of cellophane and ribbons.
Making sure there is sufficient supplies for cards, pens and scissors.
That Imesh (who’s in charge of the Café) is properly supported with crew.
The auction table is in the correct place.
The cloakroom is set up so that it is safe, with NO bags & clothes being kept in the room.
And finally, at the end of the day, you’ll be responsible for ensuring that everything is
packed away and the hall tidied and cleaned.
Table Captains
As a Table Captain, you must ensure you know the correct process for the basket build as you’ll be orchestrating the building of the baskets and helping and supporting volunteers (under the leadership of the Main Hall Team Leader).
You will be in charge of the ‘table runs’ and will remain in the same position throughout the day to ensure that each team knows how to follow the process to build the best baskets.
Basket Counter Captain
Once the baskets have been built and taken into the courtyard, you will ensure they are laid out on the ground in sections of 50 baskets.
You’ll keep a running total of the baskets and above each section you’ll update the laminated sign with the total number of baskets once that phase of building is complete. Sections will be separated by size of basket.
The colour of ribbons will be:
Purple ribbon = 1 – 2 people
Pink ribbon = 3 – 4 people
White ribbon = 5 – 6 people
At the end of each build phase, you will update the Logistics Leader with the total baskets built for each colour.
Human Chain Captain
Chains are very important, these are lines of people passing either food or baskets to each other. You’ll be responsible for setting up these chains when needed and that everyone is facing each other, NOT all facing the same way!
You’ll be working with the Basketeer Team Leader to ensure the correct teams are in place at the right time and the baskets are placed in the correct place ready for collection.
And showing them the correct way to lift and carry items, and to be aware of their surroundings. Basically, you’ll be responsible for anything that moves during the day!
Cellophane cards/ribbons
You’ll be in charge of setting up tables, cutting the correct lengths of cellophane and making up the right number of ribbons.
It’s very important that the right number of strips of cellophane are cut for the corresponding size of basket and that the right size is distributed to the ‘Table Runs’ at the start of the basket build, only giving them the lengths for that size basket.
You’ll also ensure that tables are set up for the writing of cards, pens are available and the message for the inside of the cards is clearly visible on each table.
Cafe Assistants
You’ll be supporting the Café team and helping serve those hungry and thirsty volunteers as they take little breaks between building those wonderful baskets of food, love and hope!
Stock Manager
You’ll be managing all the stock, making sure the correct signs are put up during the setup phase as per the plan and when the produce is brought in, you’ll be responsible for forming a small team to count the average contents of produce.
You’ll need to relay the average counts to the Logistics Manager for the slides to be updated.
When the chains are formed, you’ll ensure the right items are brought in and put in the right place and when the basket building starts, keep an eye on stock levels to ensure volunteer teams are not hoarding too much stock!
Bag the brussels sprouts up once the average count has been taken. They’ll need to be bagged 30 brussels into each bag. Inform the Syntax Stage Manager of the updated number of bags of brussels rather than actual brussels.
Tray Captain
The Tray Captain plays a really crucial role in ensuring that the correct number and size of baskets are given out for each phase. The number of baskets is how we control how many we need to build for each size of basket.
Once all the baskets are brought in, you, the Tray Captain, will count and separate them into 3 stacks, one for each size.
With the assistance of others, you will need to attach a colour sticker to each tray, denoting the size of basket, e.g. 1-3-or
4-6. Once the build starts, it is crucial that the baskets are constantly monitored to ensure no extra ones are taken.
You will also be responsible for delivering the correct number of baskets to the correct table runs, ensuring that the right table runs have the right type.
Cloakroom
Everything goes here, no bags or coats should be left around the hall. It’s important for Health & Safety that volunteers & crew don’t leave their items around the site or in the halls, so the Cloakroom is where everything goes!
You’ll ask for a donation of £1 per item and the person will be issued a ticket (recommended to take a photo of the ticket in case they lose it).
Crew Manager
The Crew Manager is responsible for the Basketeers and Helper teams.
You’ll be working in partnership with the Syntax Managers to ensure that everybody in the
event is where they need to be and when they need to be there and reporting back when rotations have been completed.
You’ll be working closely with the network of Managers, Team Leaders and Captains.
Basketeer Team Leader
Liaising with the Crew Manager, you’ll be making sure that the Basketeer Team Captains know exactly where they are in the syntax and where their teams need to be at various points throughout the day.
Basketeer
Responsible for a team of people building the baskets, you’ll keep your coloured hat visible at all times so that the volunteers can easily identify you.
There are 6 teams building the baskets, and the Team Captains will ensure that these teams know exactly what they should be doing, where to be and when to rotate.
Helper Team Leader
You’re responsible for the team of Helpers (RED t-shirts) whilst liaising with the Crew Manager throughout the day.
You’ll liaise with other Team Leaders to see where they need extra help, ie. when rotating teams, they may need extra people to help to do this. They’ll rotate through various roles during the day.
Your team of Helpers will be responsible for a few things, including:
Greeting the volunteers as they arrive, getting them into a queue and keeping it flowing. Helping answer any questions, like where are the toilets, timings, etc but also encouraging people to participate in the auction.
Registration, where there will be two Helpers at each registration desk and they’ll take it in turns to gather a group of volunteers and show them the Café and Cloakroom and then show them to where their team is doing their first task.
You’ll make sure your Helpers circulate around the venue and help people where needed.
And of course, cleaning! You’ll ensure there is a crew of people cleaning up during the day and after the main part of the event is over.
Registration Manager
Registration Manager manages the smooth flow of registration through the Registration Team Leader Roles.
Ensuring that all volunteers are registered, distributed across the teams evenly and the drivers are then correctly allocated to recipients and the addresses given out.
Registration Team Leader
Responsible for the training of the Registration crew, making sure they know how to check in volunteers.
Once registration is complete, the Registration Team Leader, Technical Captain and Registration Processors will remain at the side for any queries, late registrations, etc.
The rest of the team will then commence their dual roles, as advised.
Registration Desk
Staying with the Registration Team throughout the day to process volunteers as they arrive after main registration has closed, and helping with address allocation queries later that day.
Event Safety Manager
You’ll oversee both the Car Park Team Leader and Event Safety Team Leader.
Car Park Team Leader
You’ll be responsible for a team of Yard Marshalls and ensure that the team are rotated and given breaks. You’ll also make sure that the Helpers supply hot drinks from the Cafe for the car park team (all free of course).
Car Park Marshalls
Ensuring that all the volunteers cars are kept flowing and parked in the right place, as specified by the Event Safety Manager. And of course, making sure the delivery drivers with all the glorious food are parked where they need to be!
Event Safety Team Leader
You’ll lead the Event Safety Team and be responsible for ensuring that the team are located in the predetermined posts, looked after and rotated at the right time. These posts will change throughout the day.
Event Safety Team
Checking people in (from a list) at Entry Control, searching volunteers bags and ensuring no unauthorised people enter the building.
Taking charge of crowd control within and around the venue, keeping corridors clear and making sure restricted areas are not accessed.
Also you’ll be responsible for general site safety and will inform the Helper Team if there is rubbish to be cleared.
Now that you’ve had a good look at the roles and what each one involves, is ‘crewing’ still something you think you would like to do? If it is, click through to our Volunteer Registration page where you can confirm so by ticking a couple of boxes.
I know we’re biased but if you do choose to crew, you’ll have a great time and will have so much fun! And just as importantly, you’ll find it really rewarding.
Once you’ve filled in the registration form, you’ll receive a confirmation email. Good luck and we can’t wait to see you on the 23rd.
Frequently asked questions about being part of the Crew