Volunteer-Festival Tent

A hot meal and cup of broth, just what a chilled volunteer or skier needs and will find in the Festival tent.

A cold February day, a warm meal, and a cup of hot broth. Just what a tired skier or busy volunteer needs to recharge and enjoy the Birkie Festival.

Who is In Charge?

Context For All Roles

Unlike previous years, for the 2024 Birkie, the food service will be professionally catered [to be confirmed]. Volunteers are needed to support the caterers and ensure a friendly and welcoming environment for tired skiers and volunteers alike.

Safety Considerations: The Festival Tent is partially heated but can be icy; therefore dress for the weather and wear foot traction if needed. Grills and space heaters carry a risk of burns. Knives, and other food preparation tools have their own risks and must be handled with care.

Location: Waskhaegan Staging Area. Transportation to/from the Festival tent is available from Sherwood Park.

Training: Virtual/in-person briefing in January will be required. An in-person award organization meeting will be held closer to the Birkie. Attendance at the Volunteer Orientation the week of the Birkie is highly recommended. Awards Lead will provide mentorship and guidance.

Roles Needed

Role Specifics	Role Details
Role ID, Area and Title:	110-Fest-Tent-Chief
Description	This official plans for the food and materials required for the finish line festival tent, then coordinates the distribution of refreshments in the festival tent on event day. This official is also responsible for ordering of food supplies required for food station, therefore there is coordination required between the Chiefs of Festival Tent and Food Stations. Responsible for the disposal of organic, recycling and waste materials.
Volunteer Requirements	Good planning and communication skills. Experiencing managing inexperienced and often young volunteers. Ability to impart a strong customer service ethos.
When Needed	Planning starts in the fall and then the Chief is onsite Birkie Saturday. Debrief and any final tidy up on Sunday as required and following the Birkie.
Times Needed	20-50 hours pre-Birkie, a long Birkie Saturday followed by debrief in the weeks after the Birkie.
Number Needed	1

Role Specifics	Role Details
Role ID, Area and Title:	111-Fest-Tent-Venue Mgr
Description	Provides onsite supervision from the setup to the tear down. Works with the Festival Tent Chief but frees this role from immediate supervision. Supervises other volunteers. Responsible for the disposal of organic, recycling and waste materials.
Volunteer Requirements	Good leadership and communication skills. Experiencing managing inexperienced and often young volunteers. Ability to impart a strong customer service ethos.
When Needed	A pre-briefing will occur in the weeks preceding the Birkie. The Venue Manager is onsite Birkie Saturday. Debrief as required and following the Birkie.
Times Needed	1-2 hours pre-Birkie, a long Birkie Saturday followed by debrief in the weeks after the Birkie.
Number Needed	1

Role Specifics	Role Details
Role ID, Area and Title:	112-Fest-Tent-Service-AM
Description	Taking over from the Set Up crew, monitor the Festival Tent and surrounding area for material replenishment (e.g. coffee, broth, treats) and keeping the tent tidy. As required, run to the supply trailers or other errands.
Volunteer Requirements	Good customer service, basic situational awareness to keep the tent tidy. Willingness to laugh, enjoy the ambiance, AND pickup garbage. The work is in a heated tent but dress appropriately, good foot wear is a must.
When Needed	Two overlapping shifts of 4 hours each on Birkie Saturday.
Times Needed	09:30am to 1:30pm and 1:00pm to 5:00pm; 4 volunteers per shift.
Number Needed	4 09:30am to 1:30pm

Role Specifics	Role Details
Role ID, Area and Title:	113-Fest-Tent-Service-PM
Description	Taking over from the Set Up crew, monitor the Festival Tent and surrounding area for material replenishment (e.g. coffee, broth, treats) and keeping the tent tidy. As required, run to the supply trailers or other errands.
Volunteer Requirements	Good customer service, basic situational awareness to keep the tent tidy. Willingness to laugh, enjoy the ambiance, AND pickup garbage. The work is in a heated tent but dress appropriately, good foot wear is a must.
When Needed	Two overlapping shifts of 4 hours each on Birkie Saturday.
Times Needed	09:30am to 1:30pm and 1:00pm to 5:00pm; 4 volunteers per shift.
Number Needed	4 1:00pm to 5:00pm

Role Specifics	Role Details
Role ID, Area and Title:	114-Fest-Tent-Set Up
Description	Set up the equipment and material within the Festival Tent on Saturday to be ready for service by 10am.
Volunteer Requirements	Moderate lifting ability (tables, pots of water/coffee) and basic experience with catering equipment (e.g. coffee urns). The work is in a heated tent but dress appropriately, good foot wear is a must.
When Needed	Volunteer orientation to walk through the setup and then Saturday morning.
Times Needed	Early Saturday, 0700 to 1100h.
Number Needed	4

Role Specifics	Role Details
Role ID, Area and Title:	115-Fest-Tent-Tear Down
Description	Pack and disassemble the area to but not including the Festival Tent. Stack tables, pack away Birkie equipment, clean up the area of garbage, keep a few treats to the side for late arriving skiers and volunteers.
Volunteer Requirements	Moderate lifting ability (tables, pots of water/coffee) and basic experience with catering equipment (e.g. coffee urns). The work is in a heated tent but dress appropriately, good foot wear is a must.
When Needed	Late afternoon start with a concerted push to have everything put away before about 6pm.
Times Needed	4:30pm to 6:30pm
Number Needed	4