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.

Food and the Festival Tent, an integral part of the Birkie!

Who is In Charge?

Charles World, Chief of Loppet

Charles World is doing double duty; he is the Chief of Loppet and running the Festival tent this year. He is more than capable of being in two places at the same time given his extensive experience and past leadership roles on the organizing committee member with MS Bike Leduc to Camrose, and as a trustee of McClure United Church in Edmonton.

  • 110-Fest-Tent-Chief
  • 111-Fest-Tent-Venue Mgr
  • 112-Fest-Tent-Service-AM
  • 113-Fest-Tent-Service-PM
  • 114-Fest-Tent-Set Up
  • 115-Fest-Tent-Tear Down

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 SpecificsRole Details
Role ID, Area and Title:110-Fest-Tent-Chief
DescriptionThis 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 RequirementsGood planning and communication skills. Experiencing managing inexperienced and often young volunteers. Ability to impart a strong customer service ethos.
When NeededPlanning 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 Needed20-50 hours pre-Birkie, a long Birkie Saturday followed by debrief in the weeks after the Birkie.
Number Needed1
110-Fest-Tent-Chief
Role SpecificsRole Details
Role ID, Area and Title:111-Fest-Tent-Venue Mgr
DescriptionProvides 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 RequirementsGood leadership and communication skills. Experiencing managing inexperienced and often young volunteers. Ability to impart a strong customer service ethos.
When NeededA 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 Needed1-2 hours pre-Birkie, a long Birkie Saturday followed by debrief in the weeks after the Birkie. 
Number Needed1
111-Fest-Tent-Venue Mgr
Role SpecificsRole Details
Role ID, Area and Title:112-Fest-Tent-Service-AM
DescriptionTaking 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 RequirementsGood 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 NeededTwo overlapping shifts of 4 hours each on Birkie Saturday.
Times Needed09:30am to 1:30pm and 1:00pm to 5:00pm; 4 volunteers per shift.
Number Needed4 09:30am to 1:30pm
112-Fest-Tent-Service-AM
Role SpecificsRole Details
Role ID, Area and Title:113-Fest-Tent-Service-PM
DescriptionTaking 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 RequirementsGood 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 NeededTwo overlapping shifts of 4 hours each on Birkie Saturday.
Times Needed09:30am to 1:30pm and 1:00pm to 5:00pm; 4 volunteers per shift.
Number Needed4 1:00pm to 5:00pm
113-Fest-Tent-Service-PM
Role SpecificsRole Details
Role ID, Area and Title:114-Fest-Tent-Set Up
DescriptionSet up the equipment and material within the Festival Tent on Saturday to be ready for service by 10am.
Volunteer RequirementsModerate 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 NeededVolunteer orientation to walk through the setup and then Saturday morning.
Times NeededEarly Saturday, 0700 to 1100h.
Number Needed4
114-Fest-Tent-Set Up
Role SpecificsRole Details
Role ID, Area and Title:115-Fest-Tent-Tear Down
DescriptionPack 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 RequirementsModerate 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 NeededLate afternoon start with a concerted push to have everything put away before about 6pm.
Times Needed4:30pm to 6:30pm
Number Needed4
115-Fest-Tent-Tear Down