Volunteer information & F.A.Q
What times can volunteers arrive?
Volunteer Arrival Times:
To ensure everyone receives their induction, site briefing and any equipment required before starting their role, all volunteers must arrive on site during the arrival window for their team.
Please do not arrive at the start of your shift, as you will need time to check in before beginning your duties.
Arrival Windows
Wednesday 15th July
🕙 10:00am – 4:00pm
Thursday 16th July
🕙 10:00am – 1:00pm
Friday 17th July
🕗 8:00am – 11:00am
If you are unable to arrive during your allocated arrival window, please contact the Emma on 07584 357 808 in advance.
To ensure everyone receives their induction, site briefing and any equipment required before starting their role, all volunteers must arrive on site during the arrival window for their team.
Please do not arrive at the start of your shift, as you will need time to check in before beginning your duties.
Arrival Windows
Wednesday 15th July
🕙 10:00am – 4:00pm
Thursday 16th July
🕙 10:00am – 1:00pm
Friday 17th July
🕗 8:00am – 11:00am
If you are unable to arrive during your allocated arrival window, please contact the Emma on 07584 357 808 in advance.
Where do we check in?
If there is no one on the gate upon arrival, proceed the Berwick Bar (building on the left when entering gate 1) or call Emma on 07584 357 808
What are Volunteer Team Shifts?
You would've picked your team and shift upon booking. Your team number can be found on your invoice or ticket:
Team 1
Thursday: 16:00 – 20:00
Friday: 11:00 – 15:00
Saturday: 18:00 – 22:00
Team 2
Thursday: 14:00 – 18:00
Friday: 12:00 – 18:00
Saturday: 19:00 – 23:00
Team 3
Friday: 15:00 – 19:00
Saturday: 10:00 – 14:00
Sunday: 14:00 – 18:00
Team 4
Friday: 16:00 – 20:00
Saturday: 14:00 – 18:00
Sunday: 10:00 – 14:00
Before Your Shift
Please ensure you:
Team 1
Thursday: 16:00 – 20:00
Friday: 11:00 – 15:00
Saturday: 18:00 – 22:00
Team 2
Thursday: 14:00 – 18:00
Friday: 12:00 – 18:00
Saturday: 19:00 – 23:00
Team 3
Friday: 15:00 – 19:00
Saturday: 10:00 – 14:00
Sunday: 14:00 – 18:00
Team 4
Friday: 16:00 – 20:00
Saturday: 14:00 – 18:00
Sunday: 10:00 – 14:00
Before Your Shift
Please ensure you:
- Arrive before your allocated shift time.
- Check in at the Volunteer Hub.
- Collect any equipment, radios or high-visibility clothing issued to you.
- Wear suitable clothing and footwear for the weather and your role.
- Bring a refillable water bottle and any personal medication you may require.
Do I need to attend a team briefing?
Team Briefings (Attendance Required)
Yes, all volunteers are required to attend the relevant team briefing before starting their first shift.
Thursday 16th July
📍 Berwick Bar
🕚 11:00am
Friday 17th July
📍 Berwick Bar
🕚 11:00am
These briefings will cover:
Yes, all volunteers are required to attend the relevant team briefing before starting their first shift.
Thursday 16th July
📍 Berwick Bar
🕚 11:00am
Friday 17th July
📍 Berwick Bar
🕚 11:00am
These briefings will cover:
- Team introductions
- Health & Safety
- Site layout
- Radio procedures
- Emergency procedures
- Volunteer responsibilities
- Questions and answers
- Volunteer hub location and access
Will our team have a Team Leader?
Yes. Each volunteer team will have a Team Leader who will help coordinate the team throughout the festival.
The Team Leader role is entirely voluntary and will be discussed during the team briefing meeting. Anyone who would like to help is welcome to put themselves forward.
The purpose of the Team Leader is to:
Your Team Leader is not responsible for managing volunteers in a supervisory capacity, but simply for helping coordinate the team and maintaining good communication. If any issues arise, they should be reported to the Volunteer Coordinator or Event Control.
The Team Leader role is entirely voluntary and will be discussed during the team briefing meeting. Anyone who would like to help is welcome to put themselves forward.
The purpose of the Team Leader is to:
- Help coordinate shift changeovers.
- Ensure all team members are present and ready to begin their shifts.
- Act as the first point of contact for the team.
- Pass on any information from Event Control or the organisers.
- Help keep the team organised throughout the weekend.
Your Team Leader is not responsible for managing volunteers in a supervisory capacity, but simply for helping coordinate the team and maintaining good communication. If any issues arise, they should be reported to the Volunteer Coordinator or Event Control.
What should I bring?
What should I bring?
Please avoid bringing valuables. The festival cannot accept responsibility for lost or stolen items.
- Have your invoice or tickets saved to your smart phone or printed out
- Comfortable clothing suitable for the weather
- Sturdy footwear
- Sun cream and a sun hat
- Camping chair - you may be in the same area for extended periods and we do not mind you taking a pew!
- Waterproofs and warm layers (even in summer!)
- Refillable water bottle
- Mobile phone and portable charger
- Any personal medication you may need
Please avoid bringing valuables. The festival cannot accept responsibility for lost or stolen items.
What roles can I expect to under take?
Volunteer Roles
Throughout the festival, volunteers will be allocated a variety of roles to help ensure the event runs safely and smoothly. You may be asked to undertake different duties across the weekend depending on operational requirements.
Camping Arrival Marshall
At times, volunteers may be asked to assist with additional tasks, including:
No two shifts are exactly the same. Flexibility is one of the most valuable qualities of a festival volunteer. While your primary role will be explained before each shift, you may occasionally be asked to assist in another area if operational needs require it. Full support and guidance will always be provided by your Team Leader, Volunteer Coordinator or Event Control.
Throughout the festival, volunteers will be allocated a variety of roles to help ensure the event runs safely and smoothly. You may be asked to undertake different duties across the weekend depending on operational requirements.
Camping Arrival Marshall
- Welcome campers as they arrive.
- Scan tickets and issue wristbands, safety info and car hangers.
- Direct vehicles safely to the camping areas.
- Assist with traffic flow and reduce congestion.
- Help visitors find their allocated camping area.
- Provide a friendly first impression of the festival.
- Welcome visitors on arrival.
- Scan tickets and issue / check wristbands.
- Direct visitors to the correct entrance or campsite.
- Answer general questions and provide information.
- Assist with maintaining an efficient entry process.
- Walk designated areas around the arena.
- Report any safety concerns or hazards.
- Check fencing, emergency exits and public areas.
- Provide assistance and directions to visitors.
- Notify Security or Event Control of any issues.
- Sell official festival merchandise.
- Provide festival information and site maps.
- Assist visitors with general enquiries.
- Support the Lost Property process.
- Help visitors locate facilities, activities and performances.
- Carry out regular visual fire safety checks.
- Ensure fire lanes and emergency exits remain clear.
- Report potential fire hazards immediately.
- Assist with evacuation procedures if required.
- Work alongside Event Control and Security during any fire-related incident.
- Help manage pedestrian and vehicle movements.
- Assist Security with directing authorised vehicles (artists).
- Ensure emergency access routes remain unobstructed.
- Welcome visitors and answer general enquiries.
- Provide a visible and approachable presence within the arena.
- Help visitors locate facilities and attractions.
- Monitor crowd movement and report concerns.
- Assist with queue management where required.
- Offer assistance to visitors with accessibility requirements.
- Help direct guests to accessible facilities.
- Report any accessibility issues to Event Control.
- Help keep public areas clean and tidy.
- Empty or report full bins.
- Identify trip hazards or maintenance issues.
- Help maintain the high standards of the festival site.
At times, volunteers may be asked to assist with additional tasks, including:
- Delivering messages or equipment around the site.
- Assisting traders or entertainers where appropriate.
- Supporting Event Control with operational tasks.
- Helping during busy arrival and departure periods.
- Assisting with opening and closing public areas.
- Supporting the organisers with any reasonable task required to ensure the festival runs safely and efficiently.
No two shifts are exactly the same. Flexibility is one of the most valuable qualities of a festival volunteer. While your primary role will be explained before each shift, you may occasionally be asked to assist in another area if operational needs require it. Full support and guidance will always be provided by your Team Leader, Volunteer Coordinator or Event Control.
Will food and drinks be provided during shifts?
Yes. Every volunteer will receive one food token for each shift worked, which can be exchanged for one hot food item from the designated catering outlets.
Please note that each token covers one menu item only (for example, one burger, one portion of chips or another single food item).
In addition, a Volunteer Refreshment area will be available exclusively for volunteers throughout the festival in the Volunteer Hub. Here you'll find a selection of:
The Volunteer Hub has been introduced following feedback from our volunteers after last year's festival, where some people found it difficult to access food while on shift. We hope this dedicated space makes volunteering more enjoyable and ensures everyone has easy access to refreshments during the weekend.
Please note: The Volunteer Refreshment Area / Hub is for volunteers only, and we kindly ask that this space is respected so it remains available for all members of the volunteer team throughout their shifts.
Please note that each token covers one menu item only (for example, one burger, one portion of chips or another single food item).
In addition, a Volunteer Refreshment area will be available exclusively for volunteers throughout the festival in the Volunteer Hub. Here you'll find a selection of:
- Soft drinks
- Tea and coffee
- Snacks
- A place to take a break between or after shifts
The Volunteer Hub has been introduced following feedback from our volunteers after last year's festival, where some people found it difficult to access food while on shift. We hope this dedicated space makes volunteering more enjoyable and ensures everyone has easy access to refreshments during the weekend.
Please note: The Volunteer Refreshment Area / Hub is for volunteers only, and we kindly ask that this space is respected so it remains available for all members of the volunteer team throughout their shifts.
Will I be given a radio?
Yes. Most volunteer roles require the use of a radio, and one will be issued where necessary.
As volunteers will generally be working in teams of two, one member of each team will be issued with a radio. This ensures every team has a direct line of communication with Event Control while keeping radio traffic to a minimum.
Volunteers working independently, such as Fire Marshals, will always be issued with their own radio.
Before your first shift, you'll receive a brief demonstration on how to use the radio correctly.
Radio Use
Radios are for operational communication only. Please keep all transmissions:
Volunteer radios operate on the Roadrunner Events operational channel 13, which is monitored by Event Control throughout the festival.
The Security Team operates on a separate radio channel. If Security assistance is required, contact Event Control, who will immediately relay the information to the Security Team. This keeps both channels clear and ensures emergency messages can be communicated without unnecessary delays.
Report the Following to Event Control
Please contact Event Control immediately if you become aware of:
Radio Etiquette
Volunteer "Event control receiving over"
Event Control "Event control, go ahead over"
Volunteer "Even control for your information, we have unauthorised vehicle movement by gate one over"
Event Control "Event control received over and out"
Good radio discipline is essential to ensure emergency communications can be passed quickly and efficiently throughout the festival. A message such as that allows, the issue to be transmitted quickly and effectively so security / medics etc can be deployed.
As volunteers will generally be working in teams of two, one member of each team will be issued with a radio. This ensures every team has a direct line of communication with Event Control while keeping radio traffic to a minimum.
Volunteers working independently, such as Fire Marshals, will always be issued with their own radio.
Before your first shift, you'll receive a brief demonstration on how to use the radio correctly.
Radio Use
Radios are for operational communication only. Please keep all transmissions:
- Short
- Clear
- Professional
- Relevant to the operation of the festival
Volunteer radios operate on the Roadrunner Events operational channel 13, which is monitored by Event Control throughout the festival.
The Security Team operates on a separate radio channel. If Security assistance is required, contact Event Control, who will immediately relay the information to the Security Team. This keeps both channels clear and ensures emergency messages can be communicated without unnecessary delays.
Report the Following to Event Control
Please contact Event Control immediately if you become aware of:
- Medical emergencies or anyone requiring first aid.
- Fire, smoke or the smell of burning.
- Aggressive, abusive or suspicious behaviour.
- Lost children or vulnerable persons.
- Missing persons.
- Accidents or injuries.
- Damaged fencing, trip hazards or other safety concerns.
- Unauthorised vehicles.
- Severe weather concerns.
- Any situation that could affect the safety of visitors, volunteers or staff.
Radio Etiquette
- Listen before transmitting.
- Press the transmit button, pause briefly, then speak clearly.
- Keep messages short and concise.
- Avoid talking over other radio users.
- Never use radios for personal conversations.
- Wait for Event Control to acknowledge your message before ending the transmission.
- Always end messages with over and always ensure the receiver is aware of the incoming message.
Volunteer "Event control receiving over"
Event Control "Event control, go ahead over"
Volunteer "Even control for your information, we have unauthorised vehicle movement by gate one over"
Event Control "Event control received over and out"
Good radio discipline is essential to ensure emergency communications can be passed quickly and efficiently throughout the festival. A message such as that allows, the issue to be transmitted quickly and effectively so security / medics etc can be deployed.
Who do I contact if there's an emergency?
If you discover or witness an emergency, remain calm and contact Event Control immediately.
Your first method of communication should always be your radio. Clearly state:
📞 Event Control Emergency Number: 07519 383 287
Direct link: Emergency Number
We Recommend Downloading What3Words.
We strongly recommend that all volunteers download the What3Words app onto their smartphone before arriving at the festival.
What3Words divides the world into 3m x 3m squares, each with a unique three-word address. This allows Event Control, Security and the Medical Team to pinpoint your exact location within seconds, helping us respond to incidents much more quickly.
If you are able to provide your What3Words location when reporting an incident, it can significantly reduce response times.
In Any Emergency
Your first method of communication should always be your radio. Clearly state:
- Radio your location (or your What3Words location if available).
- The type of emergency (e.g. medical emergency, fire, security incident, lost child, etc.).
- Any important information that will help responders understand the situation.
📞 Event Control Emergency Number: 07519 383 287
Direct link: Emergency Number
We Recommend Downloading What3Words.
We strongly recommend that all volunteers download the What3Words app onto their smartphone before arriving at the festival.
What3Words divides the world into 3m x 3m squares, each with a unique three-word address. This allows Event Control, Security and the Medical Team to pinpoint your exact location within seconds, helping us respond to incidents much more quickly.
If you are able to provide your What3Words location when reporting an incident, it can significantly reduce response times.
In Any Emergency
- Stay calm.
- Do not put yourself at risk.
- Contact Event Control immediately.
- Stay with the casualty or incident (if it is safe to do so) until assistance arrives.
- Follow any instructions given by Event Control.
What if I find a lost child or vulnerable person?
If you find a child under the age of 16 or a vulnerable person who appears to be lost, distressed or separated from their parent or guardian, stay calm and contact Event Control immediately. The showground will go into immediate lockdown.
Using your radio (or the Event Control emergency number if necessary), provide:
Unless you are a member of the Security Team, do not move the child or vulnerable person unless there is an immediate danger to their safety. Stay with them, reassure them and wait for Security to arrive.
The Security Team will escort them to the designated Lost & Found/Safeguarding Area, where trained and DBS-checked staff will care for them while attempts are made to contact their parent or guardian.
If the child or vulnerable person is wearing a festival wristband with a contact number, Security will use this to contact their parent or guardian as quickly as possible.
Remember:
If you are on gate one and hear that there is a missing person, immediately lock the gate and no one comes in or out until they are located.
Direct Link: Emergency Number
Using your radio (or the Event Control emergency number if necessary), provide:
- Your exact location (using What3Words if possible).
- A brief description of the situation.
- Whether the child or vulnerable person appears injured or distressed.
Unless you are a member of the Security Team, do not move the child or vulnerable person unless there is an immediate danger to their safety. Stay with them, reassure them and wait for Security to arrive.
The Security Team will escort them to the designated Lost & Found/Safeguarding Area, where trained and DBS-checked staff will care for them while attempts are made to contact their parent or guardian.
If the child or vulnerable person is wearing a festival wristband with a contact number, Security will use this to contact their parent or guardian as quickly as possible.
Remember:
- Stay with the individual if it is safe to do so.
- Keep them calm and reassured.
- Never leave them alone.
- Never let them leave with anyone until security are present.
- Do not share their name or personal details over the radio unless instructed by Event Control.
- Follow any instructions given by Event Control or Security.
If you are on gate one and hear that there is a missing person, immediately lock the gate and no one comes in or out until they are located.
Direct Link: Emergency Number
What if I find lost property?
Hand all lost property to the designated Lost Property point (merch tent) or Volunteer Hub.
What if I witness anti-social behaviour?
Do not put yourself at risk. Inform Security or Event Control immediately. Use What3words for location if possible.
Can I administer first aid?
No. Woodshrop Festival has a professional medical team on site 24 hours a day, from the start of the event until the site closes. They are fully trained and equipped to deal with all medical incidents.
As a volunteer, your role is not to administer first aid, unless you have been specifically authorised to do so by the organisers. Your priority is to report the incident immediately and help the Medical Team reach the casualty as quickly as possible.
If you discover someone who requires medical assistance:
Direct Link: Emergency Number
As a volunteer, your role is not to administer first aid, unless you have been specifically authorised to do so by the organisers. Your priority is to report the incident immediately and help the Medical Team reach the casualty as quickly as possible.
If you discover someone who requires medical assistance:
- Contact Event Control immediately via radio or the emergency phone number.
- Give your exact location, using What3Words wherever possible. This is invaluable in helping the Medical Team locate the casualty quickly, particularly in camping areas or less obvious locations.
- If you are in a well-known location, such as the Main Arena or Berwick Bar, simply state this over the radio.
- Stay with the casualty if it is safe to do so and reassure them while waiting for the Medical Team.
- If requested, help guide the medics to the casualty's location.
Direct Link: Emergency Number
Is camping available and what are the facilites?
A volunteers will be camped together by the river. All camping facilities are on site and all information can be found here:
Camping info
Camping info
Can I drink alcohol before or during my shift?
No. Volunteers must not consume alcohol whilst on duty.
What should I wear?
Wear comfortable clothing suitable for the weather. You're provided with a volunteer t-shirt and high-visibility vest, these must be worn during your shift.
Can I leave site during my shift?
No. Please remain in your allocated area unless instructed otherwise.
After my shift, where do I return any equipment?
The crew T'shirt is yours to keep but please return radios, high-visibility clothing, passes and any other issued equipment at the end of your shift to the volunteer hub.
Quick Contacts?
Volunteer Coordinator
Your team leader is your first point of contact for any volunteer queries. Any other issues contact Emma - 07584 357 808
Event Control
For operational issues and emergencies.
Via radio or the Emergency number - 07519 383 287
Direct Link: Emergency Number
Security Team
For safety concerns, anti-social behaviour or incidents - via event control
Medical Team
For any illness, injury or welfare concerns - via event control or direct at the medical tent
Your team leader is your first point of contact for any volunteer queries. Any other issues contact Emma - 07584 357 808
Event Control
For operational issues and emergencies.
Via radio or the Emergency number - 07519 383 287
Direct Link: Emergency Number
Security Team
For safety concerns, anti-social behaviour or incidents - via event control
Medical Team
For any illness, injury or welfare concerns - via event control or direct at the medical tent
Whats the emergency number?
Whats the line up timings?
What times can volunteers arrive?
Volunteer Arrival Times:
To ensure everyone receives their induction, site briefing and any equipment required before starting their role, all volunteers must arrive on site during the arrival window for their team.
Please do not arrive at the start of your shift, as you will need time to check in before beginning your duties.
Arrival Windows
Thursday 10th Sept
🕙 9:00am – 1:00pm
Friday 11th Sept
🕗 8:00am – 11:00am
If you are unable to arrive during your allocated arrival window, please contact the Emma on 07584 357 808 in advance.
To ensure everyone receives their induction, site briefing and any equipment required before starting their role, all volunteers must arrive on site during the arrival window for their team.
Please do not arrive at the start of your shift, as you will need time to check in before beginning your duties.
Arrival Windows
Thursday 10th Sept
🕙 9:00am – 1:00pm
Friday 11th Sept
🕗 8:00am – 11:00am
If you are unable to arrive during your allocated arrival window, please contact the Emma on 07584 357 808 in advance.
Where do we check in?
If there is no one on the gate upon arrival, proceed the centre course building (over the track and to the left) or call Emma on 07584 357 808
What are Volunteer Team Shifts?
You would've picked your team and shift upon booking. Your team number can be found on your invoice or ticket:
Team 1
Thursday: 16:00 – 20:00
Friday: 11:00 – 15:00
Saturday: 18:00 – 22:00
Team 2
Thursday: 14:00 – 18:00
Friday: 15:00 – 19:00
Saturday: 10:00 – 14:00
Team 3
Thursday: 11:00 – 15:00
Friday: 18:00 – 22:00
Saturday: 14:00 – 18:00
Please ensure you attend all of your allocated shifts. If, for any reason, you are unable to attend a shift, please notify the Volunteer Coordinator as soon as possible.
Before Your Shift
Please ensure you:
Team 1
Thursday: 16:00 – 20:00
Friday: 11:00 – 15:00
Saturday: 18:00 – 22:00
Team 2
Thursday: 14:00 – 18:00
Friday: 15:00 – 19:00
Saturday: 10:00 – 14:00
Team 3
Thursday: 11:00 – 15:00
Friday: 18:00 – 22:00
Saturday: 14:00 – 18:00
Please ensure you attend all of your allocated shifts. If, for any reason, you are unable to attend a shift, please notify the Volunteer Coordinator as soon as possible.
Before Your Shift
Please ensure you:
- Arrive before your allocated shift time.
- Check in at the Volunteer Hub - centre course building.
- Collect any equipment, radios or high-visibility clothing issued to you.
- Wear suitable clothing and footwear for the weather and your role.
- Bring a refillable water bottle and any personal medication you may require.
Do I need to attend a team briefing?
Team Briefings (Attendance Required)
Yes, all volunteers are required to attend the relevant team briefing before starting their first shift.
Thursday 10th Sept
📍 Centre course building (bar)
🕚 10:00am
Friday 11th Sept
📍 Centre course building (bar)
🕚 10:00am
These briefings will cover:
Yes, all volunteers are required to attend the relevant team briefing before starting their first shift.
Thursday 10th Sept
📍 Centre course building (bar)
🕚 10:00am
Friday 11th Sept
📍 Centre course building (bar)
🕚 10:00am
These briefings will cover:
- Team introductions
- Health & Safety
- Site layout
- Radio procedures
- Emergency procedures
- Volunteer responsibilities
- Questions and answers
- Volunteer hub location and access
Will our team have a Team Leader?
Yes. Each volunteer team will have a Team Leader who will help coordinate the team throughout the festival.
The Team Leader role is entirely voluntary and will be discussed during the team briefing meeting. Anyone who would like to help is welcome to put themselves forward.
The purpose of the Team Leader is to:
Your Team Leader is not responsible for managing volunteers in a supervisory capacity, but simply for helping coordinate the team and maintaining good communication. If any issues arise, they should be reported to the Volunteer Coordinator or Event Control.
The Team Leader role is entirely voluntary and will be discussed during the team briefing meeting. Anyone who would like to help is welcome to put themselves forward.
The purpose of the Team Leader is to:
- Help coordinate shift changeovers.
- Ensure all team members are present and ready to begin their shifts.
- Act as the first point of contact for the team.
- Pass on any information from Event Control or the organisers.
- Help keep the team organised throughout the weekend.
Your Team Leader is not responsible for managing volunteers in a supervisory capacity, but simply for helping coordinate the team and maintaining good communication. If any issues arise, they should be reported to the Volunteer Coordinator or Event Control.
What should I bring?
What should I bring?
Please avoid bringing valuables. The festival cannot accept responsibility for lost or stolen items.
- Have your invoice or tickets saved to your smart phone or printed out
- Comfortable clothing suitable for the weather
- Sturdy footwear
- Sun cream and a sun hat
- Camping chair - you may be in the same area for extended periods and we do not mind you taking a pew!
- Waterproofs and warm layers (even in summer!)
- Refillable water bottle
- Mobile phone and portable charger
- Any personal medication you may need
Please avoid bringing valuables. The festival cannot accept responsibility for lost or stolen items.
What roles can I expect to under take?
Volunteer Roles
Throughout the festival, volunteers will be allocated a variety of roles to help ensure the event runs safely and smoothly. You may be asked to undertake different duties across the weekend depending on operational requirements.
Camping Arrival Marshall
At times, volunteers may be asked to assist with additional tasks, including:
No two shifts are exactly the same. Flexibility is one of the most valuable qualities of a festival volunteer. While your primary role will be explained before each shift, you may occasionally be asked to assist in another area if operational needs require it. Full support and guidance will always be provided by your Team Leader, Volunteer Coordinator or Event Control.
Throughout the festival, volunteers will be allocated a variety of roles to help ensure the event runs safely and smoothly. You may be asked to undertake different duties across the weekend depending on operational requirements.
Camping Arrival Marshall
- Welcome campers as they arrive.
- Scan tickets and issue wristbands, safety info and car hangers.
- Direct vehicles safely to the camping areas.
- Assist with traffic flow and reduce congestion.
- Help visitors find their allocated camping area.
- Provide a friendly first impression of the festival.
- Welcome visitors on arrival.
- Scan tickets and issue / check wristbands.
- Direct visitors to the correct entrance or campsite.
- Answer general questions and provide information.
- Assist with maintaining an efficient entry process.
- Walk designated areas around the arena.
- Report any safety concerns or hazards.
- Check fencing, emergency exits and public areas.
- Provide assistance and directions to visitors.
- Notify Security or Event Control of any issues.
- Sell official festival merchandise.
- Provide festival information and site maps.
- Assist visitors with general enquiries.
- Support the Lost Property process.
- Help visitors locate facilities, activities and performances.
- Carry out regular visual fire safety checks.
- Ensure fire lanes and emergency exits remain clear.
- Report potential fire hazards immediately.
- Assist with evacuation procedures if required.
- Work alongside Event Control and Security during any fire-related incident.
- Help manage pedestrian and vehicle movements.
- Assist Security with directing authorised vehicles (artists).
- Ensure emergency access routes remain unobstructed.
- Welcome visitors and answer general enquiries.
- Provide a visible and approachable presence within the arena.
- Help visitors locate facilities and attractions.
- Monitor crowd movement and report concerns.
- Assist with queue management where required.
- Offer assistance to visitors with accessibility requirements.
- Help direct guests to accessible facilities.
- Report any accessibility issues to Event Control.
- Help keep public areas clean and tidy.
- Empty or report full bins.
- Identify trip hazards or maintenance issues.
- Help maintain the high standards of the festival site.
At times, volunteers may be asked to assist with additional tasks, including:
- Delivering messages or equipment around the site.
- Assisting traders or entertainers where appropriate.
- Supporting Event Control with operational tasks.
- Helping during busy arrival and departure periods.
- Assisting with opening and closing public areas.
- Supporting the organisers with any reasonable task required to ensure the festival runs safely and efficiently.
No two shifts are exactly the same. Flexibility is one of the most valuable qualities of a festival volunteer. While your primary role will be explained before each shift, you may occasionally be asked to assist in another area if operational needs require it. Full support and guidance will always be provided by your Team Leader, Volunteer Coordinator or Event Control.
Will food and drinks be provided during shifts?
Yes. Every volunteer will receive one food token for each shift worked, which can be exchanged for one hot food item from the designated catering outlets.
Please note that each token covers one menu item only (for example, one burger, one portion of chips or another single food item).
In addition, a Volunteer Refreshment area will be available exclusively for volunteers throughout the festival in the Volunteer Hub. Here you'll find a selection of:
The Volunteer Hub has been introduced following feedback from our volunteers after last year's festival, where some people found it difficult to access food while on shift. We hope this dedicated space makes volunteering more enjoyable and ensures everyone has easy access to refreshments during the weekend.
Please note: The Volunteer Refreshment Area / Hub is for volunteers only, and we kindly ask that this space is respected so it remains available for all members of the volunteer team throughout their shifts.
Please note that each token covers one menu item only (for example, one burger, one portion of chips or another single food item).
In addition, a Volunteer Refreshment area will be available exclusively for volunteers throughout the festival in the Volunteer Hub. Here you'll find a selection of:
- Soft drinks
- Tea and coffee
- Snacks
- A place to take a break between or after shifts
The Volunteer Hub has been introduced following feedback from our volunteers after last year's festival, where some people found it difficult to access food while on shift. We hope this dedicated space makes volunteering more enjoyable and ensures everyone has easy access to refreshments during the weekend.
Please note: The Volunteer Refreshment Area / Hub is for volunteers only, and we kindly ask that this space is respected so it remains available for all members of the volunteer team throughout their shifts.
Will I be given a radio?
Yes. Most volunteer roles require the use of a radio, and one will be issued where necessary.
As volunteers will generally be working in teams of two, one member of each team will be issued with a radio. This ensures every team has a direct line of communication with Event Control while keeping radio traffic to a minimum.
Volunteers working independently, such as Fire Marshals, will always be issued with their own radio.
Before your first shift, you'll receive a brief demonstration on how to use the radio correctly.
Radio Use
Radios are for operational communication only. Please keep all transmissions:
Volunteer radios operate on the Roadrunner Events operational channel 13, which is monitored by Event Control throughout the festival.
The Security Team operates on a separate radio channel. If Security assistance is required, contact Event Control, who will immediately relay the information to the Security Team. This keeps both channels clear and ensures emergency messages can be communicated without unnecessary delays.
Report the Following to Event Control
Please contact Event Control immediately if you become aware of:
Radio Etiquette
Volunteer "Event control receiving over"
Event Control "Event control, go ahead over"
Volunteer "Even control for your information, we have unauthorised vehicle movement by gate one over"
Event Control "Event control received over and out"
Good radio discipline is essential to ensure emergency communications can be passed quickly and efficiently throughout the festival. A message such as that allows, the issue to be transmitted quickly and effectively so security / medics etc can be deployed.
As volunteers will generally be working in teams of two, one member of each team will be issued with a radio. This ensures every team has a direct line of communication with Event Control while keeping radio traffic to a minimum.
Volunteers working independently, such as Fire Marshals, will always be issued with their own radio.
Before your first shift, you'll receive a brief demonstration on how to use the radio correctly.
Radio Use
Radios are for operational communication only. Please keep all transmissions:
- Short
- Clear
- Professional
- Relevant to the operation of the festival
Volunteer radios operate on the Roadrunner Events operational channel 13, which is monitored by Event Control throughout the festival.
The Security Team operates on a separate radio channel. If Security assistance is required, contact Event Control, who will immediately relay the information to the Security Team. This keeps both channels clear and ensures emergency messages can be communicated without unnecessary delays.
Report the Following to Event Control
Please contact Event Control immediately if you become aware of:
- Medical emergencies or anyone requiring first aid.
- Fire, smoke or the smell of burning.
- Aggressive, abusive or suspicious behaviour.
- Lost children or vulnerable persons.
- Missing persons.
- Accidents or injuries.
- Damaged fencing, trip hazards or other safety concerns.
- Unauthorised vehicles.
- Severe weather concerns.
- Any situation that could affect the safety of visitors, volunteers or staff.
Radio Etiquette
- Listen before transmitting.
- Press the transmit button, pause briefly, then speak clearly.
- Keep messages short and concise.
- Avoid talking over other radio users.
- Never use radios for personal conversations.
- Wait for Event Control to acknowledge your message before ending the transmission.
- Always end messages with over and always ensure the receiver is aware of the incoming message.
Volunteer "Event control receiving over"
Event Control "Event control, go ahead over"
Volunteer "Even control for your information, we have unauthorised vehicle movement by gate one over"
Event Control "Event control received over and out"
Good radio discipline is essential to ensure emergency communications can be passed quickly and efficiently throughout the festival. A message such as that allows, the issue to be transmitted quickly and effectively so security / medics etc can be deployed.
Who do I contact if there's an emergency?
If you discover or witness an emergency, remain calm and contact Event Control immediately.
Your first method of communication should always be your radio. Clearly state:
📞 Event Control Emergency Number: 07519 383 287
Direct link: Emergency Number
We Recommend Downloading What3Words.
We strongly recommend that all volunteers download the What3Words app onto their smartphone before arriving at the festival.
What3Words divides the world into 3m x 3m squares, each with a unique three-word address. This allows Event Control, Security and the Medical Team to pinpoint your exact location within seconds, helping us respond to incidents much more quickly.
If you are able to provide your What3Words location when reporting an incident, it can significantly reduce response times.
In Any Emergency
Your first method of communication should always be your radio. Clearly state:
- Radio your location (or your What3Words location if available).
- The type of emergency (e.g. medical emergency, fire, security incident, lost child, etc.).
- Any important information that will help responders understand the situation.
📞 Event Control Emergency Number: 07519 383 287
Direct link: Emergency Number
We Recommend Downloading What3Words.
We strongly recommend that all volunteers download the What3Words app onto their smartphone before arriving at the festival.
What3Words divides the world into 3m x 3m squares, each with a unique three-word address. This allows Event Control, Security and the Medical Team to pinpoint your exact location within seconds, helping us respond to incidents much more quickly.
If you are able to provide your What3Words location when reporting an incident, it can significantly reduce response times.
In Any Emergency
- Stay calm.
- Do not put yourself at risk.
- Contact Event Control immediately.
- Stay with the casualty or incident (if it is safe to do so) until assistance arrives.
- Follow any instructions given by Event Control.
What if I find a lost child or vulnerable person?
If you find a child under the age of 16 or a vulnerable person who appears to be lost, distressed or separated from their parent or guardian, stay calm and contact Event Control immediately. The Racecourse will go into immediate lockdown.
Using your radio (or the Event Control emergency number if necessary), provide:
Unless you are a member of the Security Team, do not move the child or vulnerable person unless there is an immediate danger to their safety. Stay with them, reassure them and wait for Security to arrive.
The Security Team will escort them to the designated Lost & Found/Safeguarding Area, where trained and DBS-checked staff will care for them while attempts are made to contact their parent or guardian.
If the child or vulnerable person is wearing a festival wristband with a contact number, Security will use this to contact their parent or guardian as quickly as possible.
Remember:
If you are on gate one and hear that there is a missing person, immediately lock the gate and no one comes in or out until they are located.
Direct Link: Emergency Number
Using your radio (or the Event Control emergency number if necessary), provide:
- Your exact location (using What3Words if possible).
- A brief description of the situation.
- Whether the child or vulnerable person appears injured or distressed.
Unless you are a member of the Security Team, do not move the child or vulnerable person unless there is an immediate danger to their safety. Stay with them, reassure them and wait for Security to arrive.
The Security Team will escort them to the designated Lost & Found/Safeguarding Area, where trained and DBS-checked staff will care for them while attempts are made to contact their parent or guardian.
If the child or vulnerable person is wearing a festival wristband with a contact number, Security will use this to contact their parent or guardian as quickly as possible.
Remember:
- Stay with the individual if it is safe to do so.
- Keep them calm and reassured.
- Never leave them alone.
- Never let them leave with anyone until security are present.
- Do not share their name or personal details over the radio unless instructed by Event Control.
- Follow any instructions given by Event Control or Security.
If you are on gate one and hear that there is a missing person, immediately lock the gate and no one comes in or out until they are located.
Direct Link: Emergency Number
What if I find lost property?
Hand all lost property to the designated Lost Property point (merch tent) or Volunteer Hub.
What if I witness anti-social behaviour?
Do not put yourself at risk. Inform Security or Event Control immediately. Use What3words for location if possible.
Can I administer first aid?
No. Avonstock Festival has a professional medical team on site 24 hours a day, from the start of the event until the site closes. They are fully trained and equipped to deal with all medical incidents.
As a volunteer, your role is not to administer first aid, unless you have been specifically authorised to do so by the organisers. Your priority is to report the incident immediately and help the Medical Team reach the casualty as quickly as possible.
If you discover someone who requires medical assistance:
Direct Link: Emergency Number
As a volunteer, your role is not to administer first aid, unless you have been specifically authorised to do so by the organisers. Your priority is to report the incident immediately and help the Medical Team reach the casualty as quickly as possible.
If you discover someone who requires medical assistance:
- Contact Event Control immediately via radio or the emergency phone number.
- Give your exact location, using What3Words wherever possible. This is invaluable in helping the Medical Team locate the casualty quickly, particularly in camping areas or less obvious locations.
- If you are in a well-known location, such as the Main Arena or Berwick Bar, simply state this over the radio.
- Stay with the casualty if it is safe to do so and reassure them while waiting for the Medical Team.
- If requested, help guide the medics to the casualty's location.
Direct Link: Emergency Number
Is camping available and what are the facilites?
A volunteers will be camped together. All camping facilities are on site and all information can be found here:
Camping info
Camping info
Can I drink alcohol before or during my shift?
No. Volunteers must not consume alcohol whilst on duty.
What should I wear?
Wear comfortable clothing suitable for the weather. You're provided with a volunteer t-shirt and high-visibility vest, these must be worn during your shift.
Can I leave site during my shift?
No. Please remain in your allocated area unless instructed otherwise.
After my shift, where do I return any equipment?
The crew T'shirt is yours to keep but please return radios, high-visibility clothing, passes and any other issued equipment at the end of your shift to the volunteer hub.
Quick Contacts?
Volunteer Coordinator
Your team leader is your first point of contact for any volunteer queries. Any other issues contact Emma - 07584 357 808
Event Control
For operational issues and emergencies.
Via radio or the Emergency number - 07519 383 287
Direct Link: Emergency Number
Security Team
For safety concerns, anti-social behaviour or incidents - via event control
Medical Team
For any illness, injury or welfare concerns - via event control or direct at the medical tent
Your team leader is your first point of contact for any volunteer queries. Any other issues contact Emma - 07584 357 808
Event Control
For operational issues and emergencies.
Via radio or the Emergency number - 07519 383 287
Direct Link: Emergency Number
Security Team
For safety concerns, anti-social behaviour or incidents - via event control
Medical Team
For any illness, injury or welfare concerns - via event control or direct at the medical tent
Whats the emergency number?
Whats the line up timings?
