VOLUNTEER AT CAROLS
Carols runs on volunteers! The night doesn't happen without the people who jump in and give up some time to help make the event a success for our community.
We’d love you to join the team!
Carols is on Sunday 13 December 2026 at Headen Park. Most roles are a short shift between 3pm and 9pm (with a few earlier in the afternoon, and a few at the end of the night). Each role below lists what's involved and how long it takes. Find one that suits you, then sign up.
INDIVIDUAL ROLES
Put your name against one of these on the sign-up page, along with the time slot that suits you. Our Volunteer Coordinator will be in touch.
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Duties required may include:
(varied depending on which shift and location)Directing traffic in carpark for food trucks and stall holders prior to the event.
Helping direct traffic on the field prior the event as stalls are set up.
Working at the front gate to welcome guests.
Being available for general items prior to or during the event.
Directing people at the end of the event to exits.
Directing traffic post event and keeping people and cars separate on the field and in the carpark.
Time expectation:
On the day of Carols, General Volunteers are required for a 1 hour shift between 3pm and 9pm.
Shift length may be dependent on volunteer numbers
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Duties required may include:
Assisting with directing traffic
Supporting safe access to the event
Working in conjunction with the external traffic management team.
Time expectation:
On the day of Carols, a 60-90 minute shift
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Duties required:
Assist with assembling or taking down stage decorations, as directed by Stage Decorations organiser
Provide any required assistance with transporting stage decorations
Time expectation:
On the day of Carols, between 12pm and 2pm and/or 9pm and 10pm
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Duties required may include:
Walking across entire oval to collect any rubbish or left over belongings.
Assisting with packing up of marquees / gazebos, tables, other equipment.
Helping with other clean up.
Other specific tasks, as requested by the Volunteer Coordinator or Event Manager.
Time expectation:
On the day of Carols, pack up / clean up volunteers are required from 9pm through until completion of duties - this is expected to be approx 11pm.
WHAT HAPPENS NEXT?
Every volunteer comes to a short briefing on Zoom in the week before Carols. It's one weeknight, it takes about half an hour, and it's where you find out exactly where to be and who to find when you get there.
COORDINATOR ROLES
These aren't on the sign-up page. If one of them sounds like you, have a word with someone on the organising team, or email thornleighcarols@gmail.com.
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Duties required:
Prior to the event ensure that food truck vendors have all the required information.
Meet the vendors prior to the event on site and show them allocated space as per site map.
Collect fee at end of event if paying cash, otherwise they will pay via EFT in the following week.
Ensure all barricades are set up around any dangerous areas of the trucks.
Ensure that all trucks are in place prior to the event and only leave once it is safe to do so.
Time expectation:
Coordination of vendors as required in the months leading up to Carols – primarily via email.
On the day of Carols, between 3pm and 9pm
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Duties required:
Pre-plan various decorations to enhance the presentation of the stage-front
Arrange collection & consolidation of any existing decorations
Arrange (budget permitting) the purchase or acquisition of new stage decorations
Lead team to complete stage decorations between 12pm and 2pm.
Lead team to de-assemble all stage decorations between 9pm and 10pm.
Time expectation:
Preparation of decorations, as needed in the weeks/months leading up to Carols
On the day of Carols: between 12-2pm and 9-10pm
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Duties required:
Prior to the event ensure that stall holder have all the required information.
Meet the stall holders prior to the event for set up and allocate spaces as they arrive.
Collect fee from stall holders if required.
Ensure that all cars are off the field prior to the event and only re-enter after the event and it is safe to do so.
Time expectation:
Coordination of stall holders as needed between September and December
On the day of Carols, arrive at approx. 3pm.
Depart at the conclusion of Carols – approx. 9pm.
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Duties required:
Coordinate the overall request for Volunteers
Maintain the sign-up sheets for all volunteer roles
Coordinate people to attend at required time.
Facilitate and lead at least one Volunteers briefing via Zoom in the week preceding Carols
At the start of each shift, meet the volunteers at the First Aid station to give them hi-vis vests and instructions.
Time expectation:
Coordination of volunteers and roles as needed between September and December
1-2 weeknight evenings to lead Zoom session
Arrive at approx. 3pm.
Depart with the final volunteers (approx. 10pm)
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Duties required:
Hold Licence for event if needed
At start of day mark out the field for setting of stage, stalls and food trucks. Often a 7AM start.
Hold keys for the gate throughout the event and allow access to the field as required.
Have an overall view on the site safety and be a point of escalation for any issues, including calling emergency services if required.
Direct the stage delivery (including LED screen and generator) to the correct location in consultation with the stage manager.
Direct delivery of toilets and bins to correct locations. Delivery may be completed before the day of the event.
Laying out of safety barriers and safety cones as per plan.
Pick up chairs from church auditorium if needed.
Allow access to field for stalls to set up and packed down.
Ensure that First Aid Station is set up on the field as per map, including other safety equipment like fire extinguisher, sunscreen and safety vests for the volunteers.
At end of event turn on the field lights to enable pack up.
Return chairs to church as required.
Ensure all rubbish is put into the bins and bins are put in the carpark for collection.
Clear away safety gear.
Ensure that once all equipment has left the field that it is locked up.
Ensure that bins and toilets are picked up, potentially on day after the event.
Time expectation:
Organisation and planning of Carols as required between March and December.
On the day of Carols, arrive at 7am
Depart after stage pack-up is completed (usually 10:30pm)
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Duties required:
Plan run sheet for the Carols event
Coordinate Carols band, arrange rehearsal
Engage and finalise entertainment – school bands, other bands, performers, etc
Manages the activity on the stage throughout the day.
Key engagement point for stage, audio, lighting contractors.
Co-ordinates the sound check with the band members.
Briefs MC and ensures that they give updates as needed.
Works with school bands and other performers to ensure everyone understands timings.
Keep the event on time, ensuring a finish before 9PM.
Looks after any special guests, including MPs.
Time expectation:
Organisation and planning of Carols as required between March and December.
On the day of Carols, arrive at 7am
Minimal requirement to be on-site between 7:30am and 11am.
Depart after stage pack-up is completed (usually 10:30pm)