Thornleigh Community Carols depends on volunteers who selflessly donate their time and energy each year. Their dedication and effort are crucial for Carols to succeed!
Would you like to join us? Thornleigh Community Carols is on Sunday 15th December, 2024.
Below are all the different roles that are needed this year. You’ll see a role description that includes the responsibilities and expectations, as well as the expected time commitment.
Once you know how you’d love to help, head to our SignUp.com page to put your name against one of the Individual roles, and your preferred time slot, and our Volunteer Coordinator will be in touch with you soon. Thanks!
Note: All volunteers are expected to attend a short Volunteer Briefing in the week prior to Carols. This will be held one or two weeknights via Zoom.
Individual roles
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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 1-2 hour shift between 3pm and 9pm.
Shift length may be dependent on volunteer numbers
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Duties required:
Be available throughout the event (or on shift) to help in case of injury
Provide advice or support as required.
Time expectation:
On the day of Carols, First Aid Officers are required between 4pm and 9pm
Shift length is dependent on volunteer numbers
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Duties required:
Assist with assembling stage decorations, as directed by Stage Decorations organiser
Provide any required assistance with transporting stage decorations
Be available between 12pm-2pm and/or 9pm and 10pm
Time expectation:
On the day of Carols, between 12pm and 2pm and/or 9pm and 10pm
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Duties required:
Assists with stage transitions during sound check (3pm to 5pm), and during Entertainment (5pm to 7:30pm)
Getting equipment on and off stage
Ensuring the next performers are ready
During Carols, assist with ensuring Carols leader and MCs are aware of timings throughout the evening
Communication to Sound/PA team as required
At conclusion of evening, assist with pack down of Carols band equipment as required to clear the stage for PA crew to pack up.
Any additional support to the Stage Manager, as required during the afternoon/evening.
Time expectation:
On the day of Carols, arrive at 3pm
Depart at the conclusion of Carols – approx. 9pm.
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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.
Coordinator roles
Note: these roles aren’t available on the SignUp page. If you feel you would love to assist Thornleigh Carols in one of these roles, please reach out to one of the Thornleigh Carols Organising team if you know them personally, 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 holders 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 a hi-vis jackets 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 or truck, 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.
Facilitates and 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)