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Feast in the Field
Volunteer role descriptions
All volunteers
 Please sign in at the volunteer desk and
pick up your name tag, apron and supplies.
Please return these items to the volunteer
desk at the end of the day and let the
volunteer coordinators know how many
total hours you volunteered, including
your travel time to and from the event.
 Smile! Feast in the Field is a fun event and
we appreciate your help. If you have
questions or need help during the event,
please go to the volunteer desk.
 Please try to pick up garbage and recycling
around the event site (garbage bins and
recycling bins are available on site and
there are garbage and recycling bags at
the volunteer desk). A dumpster is
available near the Guard House for full
bags.
 If you have any questions or concerns
during the event, please go to the
volunteer desk and the volunteer
coordinators will find the appropriate
person to respond to your questions or
concerns.
 During the duration of your shift and when
you finish your shift during the event,
there will be snacks and refreshments
available at the Guard House.
Unfortunately, due to a high number of
volunteers required for the event and due
to high line ups and the need to reserve
food and beverage for ticket buyers,
volunteers are not permitted to
participate in the sampling.
 All supplies listed will be provided at your
volunteer station.
Event day coordinator (Director of Development)
 Oversee all aspects of event delivery.
 Assign tasks to volunteers during site set
up and tear down.
 Liaise with Master of Ceremonies (MC).
 Respond to questions and difficulties as
they arise.
 Ensure ballots are picked up and sent to
counting.
 Monitor exhibitors and ensure sample size
pouring from beverage exhibitors.
 Ensure beverage pouring stops at 5:00 pm.
Volunteer station coordinators
 Ensure you have an event program so you
can answer event questions.
 One volunteer coordinator must stay at
the volunteer station at all times.
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Welcome volunteers & check them in on
the volunteer master list.
Review volunteer roles and responsibilities
with each volunteer and provide
opportunity to ask questions.
Provide volunteers with nametags &
aprons (if required) and ask them to return
name tags and aprons to volunteer station
at the end of their shift.
One person from the volunteer station
should show each volunteer to their
station.
Floats and money from ticket sales will be
returned to you end of day. Please store in
a safe place.
Ballot boxes from the ballot box rovers will
be returned to your station and picked up
at 4:00 pm by the vote counters.
Please have paper and pens available for
the vote counters.
Monitor food for volunteers to ensure
sufficient snacks and beverages are
available.
Circulate and provide water to volunteers
and check if they require any supplies etc.
At end of volunteer shift, note the total
number of hours volunteered per person
(next to their name) including their travel
time to and from the event.
Supplies needed: nametags, aprons,
floats, pens, paper, programs, volunteer
master list, volunteer role descriptions,
site map, garbage bags, hand held radios.
Floaters
 Ensure you have an event program to help
you respond to questions.
 Circulate the event and respond to
questions or requests.
 Pick up garbage and recycling (there are
garbage/recycling bags at the volunteer
desk) and take full garbage bags to the
disposal bin located near the Guard
House.
 Take on responsibilities as assigned by the
event day coordinator.
 Supplies needed: event program, site
map, handheld radio, aprons.
Site set up & site decorating
 Event day coordinator will coordinate set
up tasks.
 Assist with event set up including
decoration placements. Set up tasks
include placing flowers, placing pumpkins,
placing linens on picnic tables, setting up
picnic tables, placing garbage cans, setting
up Lawtons Home HealthCare tent,
hanging banners, placing Ability NB
displays and assisting exhibitors with
loading and unloading supplies and setting
up exhibits.
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Walk through site to ensure garbage is
picked up before start of event.
Slideshow monitor
 Set up slideshow and ensure slideshow
runs continually and deal with any
technical difficulties that may arise.
 Keep slideshow area organized and tidy.
 Ensure slideshow cords are out of the way
and that equipment (projector, screen and
laptop) are safe and secure.
 Supplies needed: screen, projector,
laptop, thumb drive.
Exhibitor greeting
 Greet exhibitors and show them to their
designated space (refer to site map).
 Provide all exhibitors and their staff with
wrist bands and advised that staff will not
be permitted onto the event site after
2pm without these bands.
 Reviews event guidelines with exhibitors.
 Respond to questions and contact event
coordinator if any difficulties arise.
 Ask exhibitors how many staff are working
at their exhibit and provide all staff with a
wrist band. Remind them that the wrist
band must be worn at all times.
 Advise exhibitors that if they need ice,
individuals will deliver the ice shortly.
 Notify ice delivery volunteers of exhibitors
who require ice.
 Return to exhibitors during set up to
monitor progress of set up and to remind
them that doors open at 2:00 pm.
 Supplies needed: site map, program,
handheld radio, aprons, wrist bands.
Registration desks
 Monitor people going in and out of the
event closely.
 No admission to the event unless the
individual has a ticket or a bracelet.
 There will be no tickets available for sale
at the event site.
 Gates will open at 2:00 pm and not before.
Please wait for the event coordinator to
advise you to open the gates.
 Take ticket stubs and place them in your
apron (we need these stubs kept to tally
participant numbers) or scan eventbrite
tickets using the eventbrite application on
your phone (the Director of Development
will assist with you with downloading this
application prior to the event). Return all
stubs to the volunteer desk at the end of
your shift.
 Once you obtain the ticket, assist the
ticket holder with placing a bracelet on
their wrist. They must have the bracelet
on to enter the event.
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One person should hand out programs. As
you hand out the programs, let the
participant know that the event ballot is in
the program for voting, encourage them
to vote. Also let the participant know they
can pick up a glass at a table near the
entrance and let participants know that
there are exhibitors in the tent as well as
the square.
Supplies needed: bracelets, programs (a
ballot is in each program), iPhone/android
cell phone, handheld radio, aprons, clear
ponchos in case of rain.
Garbage & recycling rovers
 Circulate event site and pick up garbage
and recycling in designated bags and
return to the dumpster/recycling area.
 Clean/sweep up broken glass as required.
 Supplies needed: brooms, dust pans,
gloves, garbage bags, recycling bags
Voting & raffle table
 Keep station organized and tidy.
 Ensure a ballot box is displayed on your
table.
 The volunteer desk will provide you with a
float for raffle sales.
 Raffle tickets are $5 each or 3 tickets for
$10.
 For the raffle ticket, provide the buyer
with one ticket (the duplicate ticket) and
ask them to write their name and phone
number on the other ticket.
 Raffle ticket sales stop at 4:40 pm and the
draw will take place at 4:45 pm. The
purchaser does not need to be present to
win (that is why we ask for their name and
phone number on the ticket).
 The raffle item is: Ladies Gucci swiss made
stainless steel G shaped bezel watch with
silver sun-brushed dial (retail value of
$750)
 Ask the purchaser to place the ticket in the
raffle ticket box.
 Don’t mix up the raffle and ballot boxes!
 The raffle closes at 4:40 pm. Return raffle
money and sold tickets to the volunteer
desk.
 The Master of Ceremonies will make the
draw at 4:45 pm.
 Voting closes at 4:00 pm and the vote
counters will pick up the ballot boxes from
your station at that time.
 The winners from the voting will be
announced on Up! 93.1 on Monday
morning.
 Supplies needed: ballot box, raffle box,
raffle tickets, pens, paper, floats, aprons.
Raffle sales rover
 Pick up a float and tickets from one of the
raffle tables.
 Circulate the event site to sell raffle
tickets.
 Raffle tickets are $5 each or 3 tickets for
$10.
 For the raffle ticket, provide the buyer
with one ticket (the duplicate ticket) and
ask them to write their name and phone
number on the other ticket.
 Raffle ticket sales stop at 4:40 pm and the
draw will take place at 4:45 pm. The
purchaser does not need to be present to
win (that is why we ask for their name and
phone number on the ticket).
 The raffle item is: Ladies Gucci swiss made
stainless steel G shaped bezel watch with
silver sun-brushed dial (retail value of
$750)
 The first ticket drawn at 4:45 pm will win
the raffle prize. The Master of Ceremonies
will make the draw at 4:45 pm.
 Return your cash, your sold tickets and any
unsold tickets to the raffle table no later
than 4:40 pm.
 You can drop excess raffle money at the
raffle table during your shift if needed.
 You can drop sold raffle tickets into the
raffle boxes periodically during your shift
as well.
 Supplies needed: raffle tickets, pens,
float, aprons.
Ballot box rover
 Pick up your ballot box from the volunteer
desk and circulate the event and
encourage people to cast their ballot.
 Return the ballot box to the volunteer
desk no later than 4:00 pm. Voting stops
at 4:00 pm. No exceptions.
 Supplies needed: ballot box, ballots, pens,
aprons.
Glass table monitor
 Keep the glass station organized and tidy
at all times.
 Advise the volunteer desk if you run out of
glasses.
 Provide a glass to each participant and
request to “please keep your glass for the
afternoon” as glasses are in limited supply
as we do not have a dishwasher on site.
 Plastic glasses will be stored under the
glass table for use if we run out of glasses.
 Supplies needed: glasses (to be provided
and placed on tables by the Crowne Plaza),
back up plastic wine glasses (under your
table), aprons.
Security
 Monitor the perimeter of the event. Direct
anyone wishing entrance to the event to
go to one of the three admission gates.
 Check wrist bands of anyone entering the
site.
 If a conflict arises with a participant, you
may be asked to assist in escorting
individuals from the event.
 Supplies needed: handheld radios.
Vote counters
 There will be four ballot boxes on site.
Make sure to pick up all four ballot boxes.
One box will be at each of the raffle/ballot
stations and the ballot rovers will leave
the other two boxes at the volunteer desk.
 Ballot boxes must be picked up at 4:00 pm
sharp (2 ballot boxes will be at the
volunteer desk and there will be one at
each of the 2 ballot/raffle tables for a total
of 4 ballot boxes).
 Vote counting will take place in the Guard
Room located in the same building as the
washrooms.
 Count and tally all ballots for favourite:
beverage, dessert, barbeque, appetizer
and overall exhibitor.
 If ballots are close (within 10 votes)
conduct a recount on that category.
 Write down results on a tally sheet
provided and provide to the event day
coordinator.
 Supplies needed: four ballot boxes, pens,
paper, ballot counter tally sheets.
Water station monitor
 Keep the station organized and tidy at all
times (garbage bags are available from the
volunteer desk).
 Provide free bottled water to participants.
 Keep ice buckets filled with ice and
replenish the bottled water as needed.
 Supplies needed: bottled water, ice
buckets, ice.
Food tray server
 Circulate the event site and offer
participants items from the food trays.
 Tell guests where the samples are from
and ensure a table card with the donor’s
name is present on the tray.
 Collect food trays prepared in the Guard
House in Officer’s Square.
 Look for exhibitors that have line ups and
target event participants in line ups to
help ease their wait time.
 Provide napkins with all food samples.
 Supplies needed: food trays, napkins,
aprons.
Candy buffet monitor
 Keep the station organized and tidy at all
times (garbage bags are available from the
volunteer desk). Remove spilled candy and
place in a garbage bag.
 Visitors to the buffet can select their own
candy but you must advise them to use
the scoops. For Public Health reasons, do
not permit visitors to put their hands in
the bowls. Ask them kindly to “please use
the scoops”.
 Supplies needed: aprons, candy, scoops,
glass bowls, candy bags.
Ice delivery
 Take ice from the freezers and supply to
vendors, if required prior to event start.
 During the event, circulate and ask
vendors if they require ice and provide as
needed.
 Supplies: ice.
Entertainment liaison
 Introduce yourself to members of the
band.
 Assist band with any questions during set
up.
 Introduce band members to the MC.
 Provide band members with bottled water
as needed.
 Ensure a sound check is completed for the
band.
 Ensure that the band follows the proposed
playing schedule.
 Coordinate Up! 93.1 music as per the
event schedule.
 Coordinate guest speakers as per the
event schedule.
 Supplies needed: event program, event
schedule, apron, handheld radio.
Site tear down
 Event day coordinator will assign tasks
during tear down.
 Assist with taking down the site including
decorations and banners.
 Empty all garbage bins and place garbage
bags in disposal container located near the
Guard House.
 Clear storage area of all event materials.
 Ensure all garbage and recycling is
collected and placed in designated areas
(e.g., dumpster, recycling bin)
Butler tray sales
 You will be provided with a float for butler
tray sales.
 Keep station organized and tidy.
 Sell butler trays for $5.00 per tray.
 Some butler trays have been prepurchased, you will be responsible for
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collecting Eventbrite tickets for pre-paid
trays and giving out the correct number of
butler trays.
Let purchasers know that proceeds from
the trays are a donation to Ability NB.
Return any trays and funds to the
volunteer desk at the end of the shift.
Supplies needed: butler trays, cash float,
aprons, list of purchasers for pre-paid
trays.
Guide
 A guide will be assigned to each exhibitor
area.
 Tour the site prior to your shift and
become familiar with the location of all
the food and beverage exhibitors and
demonstration areas.
 Familiarize yourself with the menu and
products offered at the booths in the area
where you are assigned.
 Greet participants as they approach the
booth.
 If long line ups form (more than 10
people), locate the tray servers to provide
tray samples to participants in the line
ups.
 Encourage participants to try out other
exhibitors, including those in the tent.
Highlight other menus and products
available on the site.
 Supplies needed: aprons, program
Judging panel liaison
 Introduce yourself to the event judges
 Assist judges with any questions during set
up.
 Introduce panel members to the MC.
 Provide judges with bottled water as
needed.
 Coordinate exhibitor sampling as per
schedule.
 Collect and record judge scores for each
exhibitor.
 Supplies needed: event program, site
map, judging schedule, scoring sheets,
apron.