VOLUNTEER INFORMATION PACK
Thank you for showing interest in supporting carnival.
Preston Caribbean carnival has always relied on the hard work of individuals who volunteer their time to make the carnival possible,
without this help it would be impossible to organise and run such an event.
This information Pack it to help you understand some of the task’s that need to be done to put on carnival.
At the end of this pack is an application form if you could fill it in and send it to: email: info@prestoncarnival.co.uk
Address: C/O McDade Roberts 316/318 Blackpool Rd, Preston PR2 3AE.
CONTACT INFORMATION
Elaine Webb
elaine@prestoncarnival.co.uk
Chair
Tracey Harris
tracey@prestoncarnoval.co.uk
Secretary
Carol Nevins
carol@prestoncarnival.co.uk
Treasurer
WHAT IS EXPECTED OF ME?
Below is some information that will show you the types of tasks you will be asked to do if you have a preference, please state this in
the application form on the last page.
BECOMING A COMMITTEE MEMBER
Do you feel that you have what it takes to take on a role of Committee member to help guide and develop Preston Caribbean
Carnival. Below is a list of roles that are available on the committee if you have any question please ask.
CURRENT COMMITTEE
Elaine Webb
Chair
Carol Nevins
Jason Kirnon
Treasurer
Chenelle Halsall
Executive Committee
Tracey Harris
Secretary
ROLES AND RESPONSIBILITIES
CHAIR
Executive Committee

Strategic and Policy Development, Marketing, Arts Council England Liaison, Funding/Sponsorship sourcing and application,
Touring Band programme planning, Web site, Stage programme, King & Queen Costume contest, Costume Artists contracts
etc, Liaise with Oystons re 2nd unit

Strategic and Policy Development – Ensure that the organisation develops according to our 3 year Business Plan. Review
the Business Plan and lead on the implementation of any changes.

Arts Council England Liaison – attending meetings with Relationship Manager, briefings, seminars, training and other
sessions as called upon. Complete and submit funding application. Complete and submit reports.

Preston City Council - attend meetings and generally liaising with relationship staff.

Lancashire Co Council – attend meetings and generally liaising with relationship staff.

Funding/Sponsorship sourcing and application – identify companies sympathetic to our cause, telephone (this could be
done by another Committee member). Complete funding application and submit before end of November and early
December. Work with BIANW mentor to obtain max funding and write a funding package

Touring Band programme planning – Agree with Touring Band which Carnivals to visit and arrange with them. Coach to be
booked for each visit, food, drinks etc (assistance needed with this)

Web site – Liaise with person working on development and maintenance of site. (this has to be done with someone else,
preferable someone else to lead on this)

Stage programme – Contact potential artists for the stage. Put together stage programme. Contact company to supply PS
system, contact DJ for park.

King & Queen Costume contest – work with artists, committee members and bandleaders to stage the event. Arrange
entertainment for the day. Ask another committee member to arrange for transport of costumes.

Costume Artists contracts etc – Meeting with artists (with some other committee members) to agree programme for
workshop. Complete contracts and send out. Write workshop timetable (another committee member could assist here)

Liaise with Oystons re 2nd unit – speak to Rosemary regarding using a ground floor unit from April to June. Ensure that H
&S requirements met

Marketing – working with others to develop marketing policy
VICE CHAIR

King & Queen promotion, fundraising, grants, workshop recruitment, external bands liaison, concessions

King & Queen Promotion – Promote K & Q event, work with artists, other committee members and bandleaders to stage
the event.

Fundraising – assist with fundraising (telephoning potential funders to establish if it’s worth applying). Work with other
committee members to put on fundraising events.

Grants – work with LCC and PCC for grants. Complete grant applications and reports.

Workshop recruitment – work with artists and bandleaders to ensure that workshops are fully utilised. Design registration
document to capture information need for reports

Bands liaison – Contact bandleaders and send out registration documents. Produce spreadsheet with bands information,
names, numbers, assistance needed etc.

Concessions – send invitation to Concessions, receive and process acceptances. Send out details of requirements, park
permits etc. (this can be done with other committee members) Work on park plan layout.
SECRETARY

Secretarial, Health & Safety, Funding forms

Secretarial – Meeting minutes, assist with letters and forms, collect post

Health & Safety – Liaise with PCC H &S Staff

Funding forms – Assist with Funding forms and phone calls to funders
TREASURER

Financials, Insurance, Bands Registration (carnival day)

Financials – keeping the organisation’s books in proper order and paying suppliers and banking cheques on time. Generally,
all Finances. Paying artists, etc. on Carnival day

Bands Registration (carnival day) – Sigining in bands on the day, collecting vouchers from Concessions and paying

Insurance - contact Insurance Companies for quotes and arrange cover
EXECUTIVE MEMBERS

Entertainment/fundraising, information to community groups, catering, welcoming, marketing, website, volunteers
recruitment

Entertainment – arrange fundraising events, including catering

Welcoming – keeping in contact with community groups (via bandleaders), encourage new people to participate in carnival

Website Coordinator – To maintain website, to design flyer and other promotional materials

Marketing Manager – raise the profile of Carnival over the next two years. Work with Colin Johnston
OTHER DUTIES
Book:

Stage & extension,

Lorries,

Toilets,

Stewards,

Traffic management,

Fire extinguishers,

DJs for road,

Steelband(s),

Radios,

Marquees,

Generators,

Medical
BECOMING A VOLUNTEER
The list below will give you an idea of some of the task you will be asked to undertake. You will be working with other volunteers
under the supervision of a committee member.
If you feel that you have something to offer then please complete the application form at the end of this information pack.
HELP WITH RUNNING OF CARNIVAL
BEFORE CARNIVAL

Marketing

Help with booking of concessions

Help with booking of equipment/Venues (Stage, Generators, Portable Toilets)

Contact Lorry companies for use of Lorries and drivers

Make enquiries for raffles prizes.
WORKSHOPS

Help set up the workshop move equipment in

Make the environment meet health and safety requirements

Assist artist in making backpacks
KING AND QUEEN

Help setup Gazebo/trestle tables/refreshment

Help setup Gazebo/trestle table/refreshments?

Liaise with Council for changing facilities in the Library building.

Assist in arranging judges for the day, get contact details, and liaise with date and times.

Arrange for winners’ cup to be retrieved from last year’s winners 1 week before.

Make enquiries for other prizes if required.

Help with the transport of costumes and backpacks from Oysten Mill to Harris museum

Help with the transport of costumes and backpacks from Harris museum back to Oysten Mill

Help tidy up

Assist Artist/Committee members/Stall holders.
CARNIVAL DAY
OYSTEN MILL 08:00 – 10:30

Assist Preston City Caribbean Carnival Committee Members and band members with dressing the floats in their decorations
and loading them with costumes for the procession.

The procession Start Point 11:00 – 12:30

Here you will be asked to assist Preston City Caribbean Carnival Committee Members in the following:
Registration

Ensuring all bands and band members are present.
Aiding Committee Members with 
Welcoming judges and invited guests to the event.

Ensuring band members know what they’re doing and where they should be.

Ushering drivers and floats to their bay on the park.

Ensuring the procession leaves the park promptly.
PARK 12:00 – 20:30
Assist Preston City Caribbean Carnival Committee Members in setting up the park and begin celebrations which will open to the
public at 12:00. You will be asked to help concessions and stall holders to find their individual plots on the park.
During the celebrations on the park, you will be asked to –

Support the Event Organisers.

Greet the public and direct people to locations e.g. toilets and Pavilion.

Recycling and litter collection.

Ensure no alcohol is consumed on the park.

Look out for any safety issues.

Ensure the public are enjoying the events on the park safely and sensibly.

Assist concessions and stall holders with queries, as best you can.

Ask the public to complete Feedback Forms
PROCESSION 12:30 – 16:00
During the procession you will be asked to

Support the Event’s Organisers

Ensure bands and band members are safe and participating safely.

Ensure the public are enjoying the procession safely.

Ask the public to complete Feedback Forms.

Ensure ‘Rest Stops’ are managed safely and sensibly.

Ensure entertainment during the procession is enjoyed safely and sensibly.

As the procession reaches its finishing point, you will be asked to unload the floats and return decorations and costumes to
Oyston Mill, Strand Road.
END OF THE DAY
At the end of the day’s events, you will be asked to assist Parks Staff, Council Staff and Preston City Caribbean Carnival
Committee Members in litter picking. This is an essential job, to ensure Park is fit to continue to welcome visitors during the
Bank Holiday.
PRESTON CARIBBEAN CARNIVAL
VOLUNTEERING APPLICATION FORM
Please could you spare the time to fill in the information below this will help us put you in a volunteer position to suit you. The
information you provide is strictly confidential. We welcome applications from people of all abilities, backgrounds and Communities.
Preston Caribbean Carnival abides by the Data Protection Act 1998 and operates an Equal Opportunities policy.
PERSONAL DETAILS
Title (Mr/Mrs/Miss etc.)
Surname :
Forename(s) :
Date of birth:
Male 
Female 
Address:
Postcode:
Telephone Day:
Telephone Eve:
Email:
Would you like to subscribe to our newsletter Yes  No 
EMERGENCY CONTACT DETAILS
Who should we contact in an emergency?
Name:
Relationship to you:
Address:
Telephone Day:
Telephone Eve:
HEALTH
Do you have any health problems or disability of which we should be aware?
Yes 
No 
If yes, please give details:
YOUR VOLUNTEER ROLE
1: Are you CRB cleared: Yes 
No 
2: Do you have any skill in areas of?

Health and Safety 

First Aid 

Event Management 

Security 

Management 

Other:
3: What role(s) are you interested in?

Becoming a committee members

Helping with the running of carnival

Other :
4: Do you have a preference of role?
5: When are you available?
Day 
Night 
weekdays 
Weekends 
6: How did you hear about volunteering for Preston Caribbean Carnival?
7: Why do you wish to volunteer?
PERSONAL DECLARATION
I hereby apply to become a volunteer with Preston Caribbean Carnival Ltd. I also agree to abide by all Preston Caribbean Carnival Ltd
policies and guidelines and understand that I have a responsibility for my own and others’ Health & Safety while volunteering
If accepted, I will abide by the principles of volunteering outlined in the Preston Caribbean Carnival Volunteering Policy.
I agree that Preston Caribbean Carnival Ltd may hold and use the data on this form for the purposes of administering and
supervising my work and that such data may be available to those who reasonably need to know the same within Preston Caribbean
Carnival Ltd.
print name:
Signature:
Date: