Volunteers Schedule

EVENT SETUP

  • MARK UP PITCHES - Saturday early evening 

    Milan and Neil

  • ARRANGE BENCHES - Saturday early evening 

    Caldicot Castle

  • FENCING - Saturday early evening 

    Caldicot Castle

  • FENCING DOG SHOW/EVENT RING - 7AM

    Milan/Ali/Steve Read

  • ARRANGE BENCHES - Saturday early evening 

    Caldicot Castle

  • ADDITIONAL SEATING - 7AM

    Milan/Ali/Steve Read

  • SETTING UP GAZEBOS ETC - 8AM to 10AM

    Milan/Ali/Steve Read
    If anyone would like to come early and help it would be appreciated.

  • MISC MORNING SET UP:

    Sam
    If anyone would like to come early and help it would be appreciated.

  • AM

  • PM

  • MARSHALL AT VENUE ENTRANCE

    Andy Llewellyn - 8:30am to 1pm

  • MARSHALL AT VENUE ENTRANCE

    Caitlin 1pm to 5pm

  • MARSHALL AT VENUE EXIT

    Trudy (with Flora) - 9.30am to 1pm

  • MARSHALL AT VENUE EXIT

    ***

  • MARSHALL FIELD CAR PARK

    Leonie Abbot - 8.30am to 12pm
    Rachel Jones - 8.30am to 12pm

  • MARSHALL FIELD CAR PARK

    Julian Woonton - 12 to 5pm
    Felix Woonton - 12 to 5pm

  • MARSHAL HARD CAR PARK

    Rachel Bult - 9am to 1pm

  • MARSHAL HARD CAR PARK

    Steve Read - 1 to 5pm

  • TICKET SCANNING FOR PRE-PAID

    Natalie Bowen - 9.30am to 1pm

  • TICKET SCANNING FOR PRE-PAID

    Julie Llewellyn - 1 to 5pm

  • TICKET SALES AT ENTRANCE

    Amelia Bryant - 9.30am to 1pm

  • TICKET SALES AT ENTRANCE

    Phillippa Brimicombe - 1 to 5pm

  • ENTRANCE GATE BACKUP

    Viv Danks - 9.30am to 1pm

  • ENTRANCE GATE BACKUP

    Rhiannon Raz Bailey - 1 to 5pm

  • RAFFLE TICKET SALES

    Debbie Moss - 10am to 1pm

  • RAFFLE TICKET SALES

    Rachel Bult - 2 to 4pm

  • INFO/FIRST AID TENT

    Linda Pullen - 10am to TBC
    Charlotte Al-Khanchi

  • INFO/FIRST AID TENT

    TBC

  • GENERAL FLOATER

    Viv Danks
    Caitlin Golauop
    Vicky Roylance
    Steve Read
    Rhiannon Raz Bailey
    Sam
    Victoria
    Milan

  • GENERAL FLOATER

    Debbie Moss
    Andy Llewellyn
    Vicky Roylance
    Sam
    Victoria
    Milan

EVENT INFORMATION

  • Help set up gazebos etc

    All pitches will be marked out Saturday evening, there is a floor plan with list of traders, some traders may need a little help but should all be self sufficient and they are all bringing their own gazebos etc. All HFD gazebos will need to be put up by us in the morning – approx. 7 gazebos including the dog show entry ones. The dog event fields will be marked out. Fencing will need to be put up and wrapped in plastic fencing to make sure it’s dog safe.

  • Directing traders

    A site plan and check list will be provided – Just need to let each trader know where their pitch is (the individual pitches will also be labelled on the field), let them know they can park on the field to unload but then they will need to move their vehicles before 10am to the grass field car park (not the concrete car park).

    They will need to be given their black wrist bands for their event team, the amount of wrist bands will also be indicated on the check list.

  • Marshal at venue entrance (the residential side)

    We will keep the Castle open to the public so anyone can enter, car parking is free.  Will need to direct people to drive straight through to the parking field – the hard car park is for less abled or disabled people only! There will be a marshal at the hard car park also to move people through. 

    Please direct all traders/exhibitors to Linda in the info tent near the entrance of the event field.

  • Marshal at castle exit (the roundabout/business park side)

    Advise visitors how to enter via the correct entrance on the residential side and provide advice about the event

  • Marshal field car park 

    There is no charge for parking. There will be 2 people here to direct the people how to park in rows. We can open up a second parking field if necessary but only if this is becoming full.

  • Marshal hard car park 

    The traders must not park here, they must park in the grass field once they have unloaded their cars and set up their stalls (unless they have mobility issues).  

    This car park is strictly for eldery, less abled bodies etc, please direct everyone else through the hard car park to the parking field.

    Apart from Blue Badge holders who will always park here, it will be left to the discretion of the Marshall to decide who should be allowed to park here. (Limited mobility etc.)

  • Ticket scanning for pre-paid 

    You will need to download an app to your phone which will allow you to scan in the QR code for pre-paid tickets, they may be printed or on visitors phones.  If this is an issue please do let me know asap so i can arrange a phone for you.  

    You will have a small clicker on a lanyard to record how many people have entered (we need this for insurance purposes/in case of incident).

    Give them a red wrist band in case they want to go in and out to save rescanning tickets.  Toilets are outside of the event field.

    PERHAPS ORGANISE A TRIAL DAY FOR THIS IN ADVANCE TO MAKE SURE NO COCK UPS ON THE DAY?

  • Selling tickets at entrance 

    Entrance fee is for the event field only, everywhere else is free – it’s £5 on the day.

    Give them a red wrist band in case they want to go in and out. Toilets are outside of the event field.

    An app will need to be downloaded on your phone, If this is an issue please do let me know asap so i can arrange a phone for you.

    You will have a small clicker on a lanyard to record how many people have entered (we need this for insurance purposes/in case of incident).

    A bum bag and float will be provided and the main HFD stall is the drop off point for excess cash. 

    If it’s near the end of the event use your discretion, a £5 entry fee would be unfair, we can be flexible at this point.

  • Selling/scanning tickets at entrance (backup if it’s busy)

    Details as above, we will give you a walkie talkie to help out in case of busy periods, we don’t know if this will be needed but the most likely time to be busy is the morning as people are arriving to attend the dog show.

  • Info/first aid tent

    Primary use is as an information point and advice for visitors. (Will be signposted as such)

    Will also be used if first aiders need to administer first aid in a private environment.

    Check in point for volunteers to pick up equipment.

    Volunteer snacks and water will be here.

    Any volunteers, traders or visitors who need info about the event will come here.

    There will be a floor plan, volunteer list etc here.

    Please advise the info point volunteer of any issues/needs/requests that need attending to that you can't resolve yourself.

  • Selling raffle tickets

    Buckets, tickets, pens and a cash float will be provided, please write peoples numbers on the back in case they leave before the raffle is drawn. £1 per strip of 5, and yes, you will get a lot of comments lol

  • General floaters to include : 

    * Jumping in to help other volunteers when needed, wee breaks etc.

    * Checking on volunteers.

    * Filling doggy water bowls.

    * Making sure dogs are on lead.

    * Litter picking.

    * Emptying bins.

    * Checking for hazards, especially for dogs.

    * Checking on traders.

    * Checking toilets/loo roll.

    * Checking in on the Vikings in the castle grounds.

    * General helping, I know this sounds vague, sorry for that, but we never know what might pop up or what someone might need.

FURTHER INFO

  • When you arrive, please go to the info tent (first tent you see through the event entrance) so that we know you have arrived. Your wrist bands, water and any equipment you need will be there.
  • Open 10-5 (Set up starts at 6.30am)
  • You guys will have High Visibility jackets and black wrist bands so we can all recognise each other lol, public will have red ones.
  • All dogs must be on lead, at all times, in the event field. This must be strictly enforced by all.
  • The main event field is the only part of the site we will be charging entry, it will be fenced off so there is no confusion.
  • Castle is still open to the public even though we do have exclusive hire of the entire site, so there will be the usual footfall passing through – hopefully they will pop in to the event ;)
  • Entrance only through the residential side
  • Exit only through the roundabout/business park side
  • Only the main event field will be charged entry (£5) There will be a group of vikings set up in the castle grounds, a slush seller and ice cream van but there is no charge to the castle grounds
  • Parking is free
  • Toilets – the toilet block opposite the event field entrance will be open and there will be additional portaloos.  There will be 2 portaloos in the bottom right corner of the event field for volunteers/traders.
  • I will add the floor plan for you to see but it is subject to change as traders are still trickling in.
  • Anyone helping all day will get a break in the middle of the day but if you need a time out please let me, my hubby, or the info tent know, we don’t know how hot or tiring the day will be.  There will be a marquee up in the castle grounds, plenty of picnic tables near the food but you’re also welcome to chill in the info tent, my gazebo (Dog Treat Boutique) or with the HFD ladies. We will also have access to the private toilets in the castle building, but this should be kept strictly for event helpers and not for customers.
  • Any shifts which say 5pm end will probably not be, I imagine it will dwindle around 4pm by which point I can’t imagine people turning up and needing car parking direction and we won’t charge people £5 to get in
  • We will provide snacks and water which will be stashed in the Info gazebo, help yourselves any time.
  • More excitingly, Sharkbite Burgers, Gooey Chewy Cheese and The Spud Box are offering 50% off for all volunteers, we will give you a voucher to use with one of the food vendors.
  • I will provide you all with a doggy bag so you can give the cute dogs some treats on your cuddle travels!
  • After 5pm we will need to take down all gazebos and clear the grounds from rubbish etc. Depending on the number of volunteers who offer to stay and help, this will take around 2 hours.
  • Please bring chairs for yourselves