SUNDERLAND EVENT MAKERS 2019
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SUNDERLAND EVENT MAKERS 2019
Sunderland Event Makers 2019
SUNDERLAND EVENT
MAKERS 2019
Every year Sunderland City Council delivers a broad range of sporting and cultural events across Sunderland.
Events include the Active Sunderland BIG Walk, BIG Bike Ride, BIG 3k Run, BIG Community Sports Festivals, the
Sunderland Airshow, Houghton Feast and the Festival of Light, all enjoyed by thousands of people.
The Sunderland programme of events contributes to the city being dynamic, vibrant and healthy. In particular the
event programme supports the growth of the economy in Sunderland, it maximises the cultural offer and
contributes to ensuring that Sunderland’s residents can access excellent health and wellbeing opportunities.
Under the Active Sunderland banner the city council is working hard to improve the health and wellbeing of the
city’s residents, encouraging them to be more active by participating in sport and physical activity. The Active
Sunderland team work in partnership with residents, sports clubs and community groups to make Sunderland a
place where it is easy to be active.
In recent years the city has developed a significant pool of volunteer Event Makers which has continued to
grow year on year. In 2018-19, over 300 Event Makers assisted with the delivery of the Tall Ships Races
Sunderland 2018, Active Sunderland BIG Events & Community Sports Festivals, Sunderland Airshow and
Sunderland Illuminations.
The events team plan and deliver a wide variety of events in the city but without the vital contribution of the
dedicated group of Event Makers such a comprehensive programme would not be possible.
One of the clear objectives of the city’s events programme is to engage with Event Makers in the organisation and
delivery of events, identifying the roles that can be undertaken and ensuring that they are rewarding, worthwhile,
interesting, educational, fun, and as real as they can be.
Depending on which Event Maker role is taken up, there are many benefits for those who volunteer, including:
• Gaining experience in delivering physical activity and sports initiatives
• Event management and sports development skills
• Being part of a mass participation or spectator event
• Developing PR skills through direct contact with the public
• Experiencing team work
• Experience of working in a busy office environment
• Developing general work experience in new areas
• Developing higher confidence levels
• Improving future employability prospects
This information pack contains all of the information you need to know about the upcoming volunteering
opportunities for the events on offer here in Sunderland in 2019.
Page 1Sunderland Event Makers 2019 Should you be interested in any of the Event Maker roles then please complete and return an expression of interest form at your earliest opportunity to: SunderlandEventMakers@sunderland.gov.uk. Please use the same contact for any queries. Happy Volunteering! Victoria French Head of Events, Sunderland City Council Page 2
Sunderland Event Makers 2019
FREQUENTLY
ASKED QUESTIONS
To help you with your Event Maker role, please see below some frequently asked questions and answers:
Q: What will I receive as part of my volunteering role?
A: All Event Makers will receive the key skills, knowledge and experience in a quality and meaningful
volunteering role. Depending on which event you volunteer for and which role, you may also receive a
packed lunch, event goody bag and t-shirt, and be invited to a celebration event at the end of the year. Each
event varies and this will be confirmed by the Event Manager.
Q: Will I get paid?
A: No. No monetary payment will be received for any volunteering roles. Roles are carried out on a voluntary
basis.
Q: Do I need to make my own way to my volunteering role location?
A: Yes. We request that all Event Makers are able to get to their volunteering roles independently.
Q: Can I claim for mileage/bus tickets?
A: Yes. Car mileage is reimbursed at 45p per mile. Single bus tickets can also be reimbursed. Taxi journeys may
be claimed in certain circumstances. You will receive an expenses form to complete and return within one
month of the event.
Q: How many hours will I be volunteering for?
A: Each Event Maker role has a different number of hours associated to it. For example, Registration Assistant at
the Active Sunderland BIG Bike Ride is usually around two hours. Marshalling the Active Sunderland BIG Walk
is usually around four to six hours depending on your marshal position. The Event Maker manager will
confirm all details in advance each event.
Q: If I volunteer for a full day at an event will I get a break and is lunch provided?
A: Yes, you will be given an appropriate break relevant to the length of the event. If you are working a full day
event then a packed lunch will be provided for you. All details relating to breaks/lunch breaks will be
confirmed in advance.
Q: Will I be volunteering with others?
A: Those aged 16-18 will be partnered up with another Event Maker, or may work directly with a member of
staff. Most event roles involve working as part of a team.
Q: What is the minimum age for a volunteer?
A: The minimum age for Event Makers is 16, with the exception of those who volunteer as part of a group
(such as the cadets/brownies), where you would be supervised by your group leader, or, if you attend with a
parent/guardian.
Page 3Sunderland Event Makers 2019
Q: Can I volunteer more than once?
A: Yes. You can volunteer for as many, or as few, of the Event Maker roles as you like.
Q: Can I volunteer at an event as part of an organised group?
A: Yes. We encourage groups such as the Scouts, Brownies, Duke of Edinburgh, and Air/Army Cadets to
volunteer. All of those under the age of 16 will need to be supervised by one of your group leaders and
partnered or grouped up on the day. A group expression of interest form can be sent via your group leader
to save time.
Q: On the day of the event, who do I report to?
A: On most occasions a dedicated Event Maker manager will be your general point of contact on the day. Each
event also has its own event manager and on some occasions they may be your point of contact. This will
be communicated to you ahead of the event.
Q: When should I arrive?
A: You will be given the event running order and a briefing in advance of the event day, all relevant timings will
be confirmed at this time.
Q: What is expected of me as an Event Maker?
A: All Event Makers are required to be polite, courteous, friendly and approachable and will assist in providing an
excellent service to members of the public. With regard to the detail of duties on the day this will be fully
covered in your pre-event briefing.
Q: Will someone sign off my college workbook/volunteering record/proof of hours?
A: Yes. After you have completed your role(s) the Event Maker manager will sign any relevant documentation
for you.
Q: Will someone be able to give me a reference?
A: Yes. Following completion of your role(s), the Event Maker manager will provide a reference on request.
Q: What if I am poorly on the day or an emergency happens?
A: Please contact the Event Maker manager at the earliest opportunity to advise accordingly. If you
cannot attend the event for any reason please contact by telephone as a number/s will be provided for
you in advance.
Q: What should I wear?
A: Ideally if you are working on an outdoor event you should dress accordingly for the weather that day
and bring suitable items should the weather change. Event maker t-shirts and/or high-visibility clothing will
be provided where appropriate for certain roles. More detailed information will be provided in advance of
each event.
Q: Can I apply to volunteer at an event at short notice?
A: Event maker roles are assigned in the weeks leading up to an event and are confirmed at least two weeks
prior to an event. Ideally, all expressions of interest are received one month before an event. You can still
apply at a later stage; however roles may be already taken and are allocated on a first come first served basis.
Page 4Sunderland Event Makers 2019
Q: Do I need to take part in any training?
A: Generally Event Makers don’t need any specific training, but will be offered an induction and may need to
attend pre-event briefings where all necessary instructions will be given. Should there be any need to attend
anything more detailed than this then Event Makers will be advised in advance.
Q: Who do I speak to if I have a complaint
A: Please direct all complaints to the Event Maker manager, this can be done in person, or by telephone
or email.
Q: Are there any social aspects to volunteering:
A: Event makers are invited to an annual ‘thank you’ event which is an excellent chance to network and re-
unite with staff and other Event Makers. In addition to this an Event Makers Facebook group has been
created as both an information share point and as a social platform.
Q: Where else can I volunteer?
A: Many other volunteering opportunities are available across the city. Some of these include some of our
partners: Great Run Local, Park Run, and local sports clubs and groups. We advise that you contact these
organisations individually to request their current volunteering opportunities. The www.do-it.org website
also lists local volunteering opportunities available to you from wider organisations and is a national
volunteering website.
Page 5Sunderland Event Makers 2019
SUNDERLAND EVENTS 2019
Please visit www.activesunderland.org.uk for further information on all of the events listed below and the latest
news and opportunities on the 2019 events programme.
You will also find links to other opportunities such as the Sunderland 5K, 10K, Half Marathon events and the 2019
World Transplant Games to be held in the North East region including Sunderland.
PENSHAW BOWL
Thursday 18 April - Herrington Country Park, 12noon-4pm
The extremely popular annual family Easter egg rolling event.
ACTIVE SUNDERLAND BIG 3k RUN
Sunday 12 May, Keel Square, 8-11am
The first event of the ‘Sunderland City Runs’ weekend, the Active Sunderland Big 3K takes place within the
city centre.
HOUGHTON FOOD AND DRINK FESTIVAL
Friday 17 to Sunday 19 May
A new family event for 2019.
ACTIVE SUNDERLAND BIG BIKE RIDE
Big Family Bike Ride – Saturday 15 June, Herrington Country Park, 8am-12noon
BIG Bike Ride, Sunday 16 June, St. Peter’s Riverside, 8am-3pm
The annual Active Sunderland BIG Bike Rides covering distances of 5, 20 and 35 miles.
CITY CENTRE FOOD FESTIVAL
Friday 21 to Sunday 23 June
A new family event for 2019.
ACTIVE SUNDERLAND BIG WALK
Sunday 30 June, Herrington Country Park, 8am-3pm
The annual Active Sunderland BIG Walk covering distances of 3, 7 and 11 miles.
SUNDERLAND AIRSHOW
Friday 26 to Sunday 28 July 2019, Seaburn and Roker Seafront
The biggest annual event in the city with a three day programme of activity in the air and on the ground.
Page 7Sunderland Event Makers 2019 ACTIVE SUNDERLAND BIG COMMUNITY SPORTS FESTIVALS Every Wednesday afternoon, 11am-4pm during the schools summer holiday break, starting 24 July and ending 21 August A great way to get active, the BIG Community Sports Festivals take place at various locations across the city. SAND SCULPTURE FESTIVAL Saturday 18 August, Seaburn Beach, 11am-3pm A new family event for 2019. RIVERSIDE FESTIVAL Saturday 31 August and Sunday 1 September, St Peters Riverside A new family event for 2019. WASHINGTON CARNIVAL Saturday 14 September, Albany Park, Washington, 10am-4pm An Active Sunderland Community Sports Festival will be held as part of this popular annual event. CITY CENTRE MUSIC FESTIVAL Friday 27 to Sunday 29 September A new family event for 2019. HOUGHTON FEAST Friday 4 October to Monday 7 October, Houghton The popular annual community festival with a wide variety of activitiesPlease check www.activesunderland.org.uk for further information. REMEMBRANCE SUNDAY Sunday 10 November, Burdon Road, City Centre CHRISTMAS SWITCH-ON Thursday 21 November, Keel Square, City Centre FESTIVAL OF LIGHT/WINTER WONDERLAND Thursday 21 October to Sunday 22 December 2019, Mowbray Park Page 8
Sunderland Event Makers 2019
EVENT ROLES MATRIX 2019
Please note: Dark grey boxes mean no roles available.
Event/Activities
Administrative
Event Marshal
and Research
Registration
Promotions
Pre Event
Assistant
Assistant
Assistant
Assistant
EVENT MAKER ROLE PROFILE NO:
Support
Event
Event
001
002
003
004
005
VOLUNTEERING ROLE & DETAILS
Penshaw Bowl
Thursday 18 April 2019, Herrington Country Park
Active Sunderland BIG 3k Run
Sunday 12 May 2019, Keel Square
Houghton Food and Drink Festival
Friday 17 to Sunday 19 May
Active Sunderland BIG Bike Ride
Saturday 15 June 2019, Herrington Country Park
Sunday 16 June 2019, St. Peter’s Riverside
City Centre Food Festival
Friday 21 to Sunday 23 June
Active Sunderland BIG Walk
Sunday 30 June 2018, Herrington Country Park
Sunderland Airshow
Friday 26 to Sunday 28 July 2019, Seaburn and Roker Seafront
Active Sunderland BIG Community Sports Festivals
Every Wednesday from 24 July to 28 August
Various locations across the City
Sand Sculpture Event
Saturday 18 August, Seaburn Beach
Riverside Festival
Saturday 31 August and Sunday 1 September, St Peters Riverside
Washington Carnival
Saturday 14 September, Albany Park, Washington
City Centre Music Festival
Friday 27 to Sunday 29 September
Houghton Feast
Friday 4 October to Monday 7 October, Houghton
Remembrance Sunday
Sunday 10 November, Burdon Road, City Centre
Christmas Switch On
Thursday 21 November, Keel Square, City Centre
Festival of Light/Winter Wonderland
Thursday 21 October to Sunday 22 December 2019, Mowbray Park
Page 9Sunderland Event Makers 2019
SUNDERLAND EVENT MAKERS
PERSON REQUIREMENTS
PRE EVENT ADMINISTRATION SUPPORT ASSISTANT
(Ref: 001)
What does the role involve?
• Assisting the Event Lead with pre event duties and day to day support within the office
• Promotion of the event and distributing materials by hand at events and electronically
• Packing goody bags and sourcing items for goody bags
• Organising event equipment
• Updating hospitality and participant lists
• Sending out hospitality and participants packs
• Producing event materials
• Engaging with exhibitors/activity providers
• Dealing with general telephone enquiries and emails regarding the event
What skills do I need to undertake the role?
• Good communication skills
• Good organisation skills
• Good listening skills
• Customer service skills
• Ability to work at a fast pace
• Good numeracy and literacy skills
• A cheerful disposition
Role related circumstances
• Access to travel/transport in order to reach event team office independently
• Willingness to volunteer evening and weekends on occasion
Please note: All duties, number of hours and positions available, vary depending on each event
Page 11Sunderland Event Makers 2019 EVENT REGISTRATION ASSISTANT (Ref: 002) What does the role involve? • Assisting in the set-up of the registration area/desk on the day • Assisting in the organisation of the registration system on the day • Registering participants who have pre-booked their place online • Registering guests who have accepted invitation for the event • Registering participants who ‘pay on the day’ • Handing out name badges and/or registration numbers • Cash handling • Issuing event numbers, wrist bands, t-shirts and event information to participants • Finalising registration lists • Ensuring all participants return safe after the event • Direct guests to hospitality area when required • Providing general information and answering queries What skills do I need to undertake the role? • Good communication skills • Good organisation skills • Good listening skills • Customer service skills • Ability to operate at a fast pace • A cheerful disposition Event related circumstances • Access to travel/transport in order to reach event locations independently • Willingness to volunteer evening and weekends • Be able to work outside in all weather conditions Please note: All duties, number of hours and positions available, vary depending on each event Page 12
Sunderland Event Makers 2019
EVENT PROMOTIONS AND RESEARCH ASSISTANT
(Ref: 003)
What does the role involve?
• Approaching and talking to participants and guests at events, to give out information and promotional items
for future events and/or asking them to complete a short survey (either electronically or hard copy) in order
to gather valuable feedback, opinions and statistics to help to plan and shape future events
• Interpret the results and feedback to the Event Manager
What skills do I need to undertake the role?
• Good communication skills
• Good listening skills
• Customer service skills
• Ability to operate at a fast pace
• A cheerful disposition
Event related circumstances
• Access to travel/transport in order to reach event locations independently
• Willingness to volunteer evening and weekends
• Be able to work outside in all weather conditions
Please note: All duties, number of hours and positions available, vary depending on each event
Page 13Sunderland Event Makers 2019
EVENT MARSHAL
(Ref: 004)
What does the role involve?
• Direct event participants and ensure they are heading in the right direction
• Monitor participant health and safety in accordance with the event and report any issues to the
Event Manager
• Give relevant advice and information if required to event participants
• Wear the event marshal uniform and carry a first aid kit
• Being positioned in one or more marshal points as the event takes place
What skills do I need to undertake the role?
• Good communication skills
• Good listening skills
• Customer service skills
• Ability to operate at a fast pace
• A cheerful disposition
Event related circumstances
• Access to travel/transport in order to reach event locations independently
• Willingness to volunteer evening and weekends
• Be able to work outside in all weather conditions
Please note: All duties, number of hours and positions available, vary depending on each event
Page 14Sunderland Event Makers 2019
EVENT/ACTIVITIES ASSISTANT
(Ref: 005)
What does the role involve?
• Deliver activities as part of the event with other Event Makers and assist other activity providers in delivering
their activities as and when needed
• Work with the Event Team to ensure information point/tables/equipment/signage is set up and operational
prior to the event opening
• Ensure the event area is kept clean and tidy at all times and any risks are dealt with appropriately
• Direct participants/public/guests to the correct location(s) and ensure enquiries are dealt with efficiently
• Work alongside the event manager to ensure performers/sports clubs are met and briefed with regard to
event programme and timings
• Distribution of programmes/leaflets (if required)
• Assistance to de-rig post event with the wider team
What skills do I need to undertake the role?
• Good communication skills
• Good organisation skills
• Good listening skills
• Customer service skills
• Ability to operate at a fast pace
• Good numeracy and literacy skills
• A cheerful disposition
Event related circumstances
• Access to travel/transport in order to reach event locations independently
• Willingness to volunteer evening and weekends
• Be able to work outside in all weather conditions
Please note: All duties, number of hours and positions available, vary depending on each event
Page 15Sunderland Event Makers 2019 Page 16
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