❤️ Volunteer Hub ❤️

Gala organisers will be providing guidance but if you don't see an organiser upon arrival, please just join in with one of the tasks below. 

👉 Be sure to view our helpful How-To Videos below.

** F R I D A Y **

Supplies and equipment will be delivered to Lauriston Castle by Clockwork Removals & Storage by 1:00 pm.

Set Up Garage Tents

• Find and assemble white garage tents (white canvas without windows)
• Secure the tents to the ground with guy wires 

Set Up Queen's Tent 

• Find and assemble the Queen's tent (white with windows)
• Secure the tent to the ground with guy wires

Set Up Fencing & Bunting

• Set up a fence/barrier for the foot races by using bunting and/or orange fencing hung along the metal poles with hooks
• Once tents are built, wind bunting around all guy wires and along  tops of tents.  This is important for health and safety requirements to avoid trips and falls.

Overnight Storage

• Once tents are assembled, stow all gazebos, tables and chairs inside the tents and under the lorry, if required.

** S A T U R D A Y **

Assemble Gazebos

• We will use an SUV or a van to deliver gazebos to the appropriate locations
• Most of gazebos go to market area around the big tree
• 1 double gazebo goes to the front gate
• 1 single tent to the left side of the lorry.
• For each gazebo a team of 4 to 6 people is required.  
  1. Open and raise the gazebo about 1/3 of the way
  2. Secure the fabric cover to the top of the gazebo
  3. Finish opening the gazebo to it's full width and click the roof sliders into place.
  4. The raise the each gazebo leg to the desired height and click the sliders in place.
  5. Attach fabric back and sides via the integrated velcro and zips

Set Up Entry

• Set up tables for ticket takers
• Set up lanes with the large plastic barriers crowd management for ticket sales (a Gala organiser will advise on the layout)

Place Signage

• Business/organisation names onto stalls
• Informational signs at entrance
• Reserved signs for front row at the stage for Court parents.
• Please eat and vacate signs on tables by Scout food stall (one of the white garage tents)

A  team of stewards will help guide the parade from front, back and sides and ensure the safety of both those in the parade and those watching  from the pavement.  Police will be on hand to assist with the event so this is really just walking along with the parade and  following basic safety precautions.

Your job is to:

• Please meet at The Green at 11:00 am to receive your high visibility vest.  
• Ensure onlookers stay on the pavement
• When the parade ends, as everyone begins to enter the road and walk along to Lauriston Castle, ensure onlookers stay BEHIND the parade
• Notify an organiser (orange high visibility vest) if there are any issues requiring our attention such as a need for first aid.  We will have walkie-talkies and will be able to call for assistance, if required.
• After the parade, please return your vest to the Volunteer Hub located near the Gala entrance gate.

This is an ideal job for 2 friends to do together.  While it can be busy with turning away cars, it can also be slow so it's nice to have a pal to either help with the job or with whom you have a chat.

So you can sell wristbands before and during the parade we will provide you with a volunteer pack containing a high visibility vest and a small cash float. To allow you to take card payments we will set you up with a login for our card payment processing app (SumUp) which you will need to access from your phone. 

BEFORE Gala day:

• Download the SumUp app to your phone and login.  (Instructions)

ON Gala day

• Ensure your phone is FULLY charged before arriving
• Bring an extra battery pack for your phone if you have one.
• At 11:00 am, please meet our Treasurer, Nikki, at The Green in Davidson's Mains. She will provide you with your volunteer pack.  She will also advise which area of the parade route you will be selling wristbands. Nikki's contact details are included in the SumUp instructions should you have any issues with your SumUp App during setup, alternatively she will also be at Lauriston Castle grounds on the Friday afternoon.

There will be two entrance areas at the gate.  

You will either:

1. Wave in those attendees wearing prepaid wristbands, and direct others go to the payment queue, or,
2. Take payment from those who need to purchase wristbands.  

So you can sell wristbands at the gate we will provide you with a volunteer pack containing a high visibility vest and a small cash float. To allow you to take card payments we will set you up with a login for our card payment processing app (SumUp) which you will need to access from your phone. 

BEFORE Gala day:

• Download the SumUp app to your phone and login.  (Instructions)

ON Gala day

• Ensure your phone is FULLY charged before arriving
• Bring an extra battery pack for your phone if you have one.

Key Tasks on This Stall

• Taking payment
• Running the game with your ‘customers’
• Keeping the prize spaces stocked, and,
• Keeping the back stock of prizes organised to make replenishing the prize spaces easy.

Supplies

• 2 spinning wheels 
• 2 bags of tokens (should be 100 in each with 20 of those having black dots so that odds are 1 in 5)
• 2 sets of coloured squares (1 set for each wheel) that correspond with each colour on the wheel 
• Stock of prizes
• Card machine or SumUp app on your phone to take card payment (we will provide a Gala login for SumUp)

Please download the SumUp app to your phone before Gala day.

How the Play Works

• Player selects the number of tokens out of the bag they have paid for, i.e. 3 for £1 they would blindly select 3 tokens
• If the token has a black dot, they get to spin the wheel to determine which prize they win
• Each colour on the wheel corresponds to a matching coloured space
• Stock each space with a prize suitable for children and one that could be more adult, i.e. a bottle of wine
• Winner selects which prize on that colour space they want

Helpful Notes

• It makes life easier if prizes or organised at the start of the day  by type (I.e. kid friendly prizes, bottles of alcohol, ‘lower value’  prizes, etc.)
• When replenishing the table be mindful about balancing ‘high  quality’ prizes with other things so that there’s a mix of high quality  prizes on the table for people to get excited about but also so that we  don’t run out of these prizes early on.
• If children are playing, they are not permitted to take an alcoholic item unless they have a grown-up with them to collect it.

We will provide you with a high visibility vest, a small cash float and login access to our card payment processing app (SumUp) for your phone so you can accept card payments.

So you can take payment from tombola visitors we will provide you with a volunteer pack containing a high visibility vest and a small cash float will be held at the tombola stall. To allow you to take card payments we will set you up with a login for our card payment processing app (SumUp) which you will need to access from your phone. 

BEFORE Gala day:

• Download the SumUp app to your phone and login.  (Instructions)

ON Gala day

• Ensure your phone is FULLY charged before arriving
• Bring an extra battery pack for your phone if you have one.

Your job is simply to hang out with the Ponies and process payments for pony rides.

So you can take payment for pony rides, we will provide you with a volunteer pack containing a high visibility vest and a small cash float will be held at the pony stall. To allow you to take card payments we will set you up with a login for our card payment processing app (SumUp) which you will need to access from your phone. 

BEFORE Gala day:

• Download the SumUp app to your phone and login.  (Instructions)

ON Gala day

• Ensure your phone is FULLY charged before arriving
• Bring an extra battery pack for your phone if you have one.

All cars are to be turned away unless they are emergency vehicles or Blue Badge holders.  In the event these types of vehicles need access,  you will need to assert yourself and use a loud voice to advise pedestrians to move onto the grass verges to allow these vehicles to enter.  

• We will issue you with a high visibility vest and a walkie-talkie
• Please use your walkie-talkie to advise the team when a vehicle is entering so we can help guide them as they come up the driveway.
• Advise Blue Badge Holders they should drive past the car park and go Right at the fork in the road.  They may park in front of the Lauriston Castle toilets.  Please remind them to drive very slowly.  
• In the event that an emergency vehicle needs access, it is likely that a member of our First Aid team will be at to the gate to meet them.

Gala organisers will be providing guidance but if you don't see an organiser, please just join in with one of the jobs below.

• Remove and stack signage to be reused
• Remove and neatly wind up bunting
• For the more rigid plastic bunting, please stack the flags rather than wind the bunting as this cause the flags to tear away from the rope.
• Fold and stack all tables
• Stack chairs 
• Disassemble tents & gazebos
• Group items together for easy collection (where possible)
• There is no need to bring all items to the gate.  Stack them in-situ. Clockwork Removals will drive their truck around the field to collect the heavy equipment.  Yay!
• Assist removals company with loading equipment into vans at Lauriston
• Pick up as much litter as possible.

Our goal for this final cleanup is to "leave no trace."  We need to return Lauriston and the parade route to the way they looked prior to Gala.

Please bring:

•  A few bin bags, and if you like, 
• Gloves
• A litter picker, and ideally,
• Bring some children as they seem to love hunting for litter.

We have ordered more bins this year so hopefully there won't be too much litter.  There could be many of the small tabs of paper that peel off the wristband adhesive so please do pick these up.

• We will meet at the field at Lauriston Castle first and work together to pick up litter there, and,
• Repair any damaged ground (fill divots, etc.) or report to organisers on areas where ground is damaged and cannot be easily  repaired.
• We will then walk the parade route and pick up litter.
• On you way home, please collect any little that you see.

If you signed up for the "Any Job" option, closer to Gala day, we will assign you a job by changing your ticket in the booking system.  You will see your "Any Job" ticket be cancelled and transferred to your assigned job.  

If you are helping with tickets before and during the parade, our treasurer will contact you to arrange dropping off your high visibliy vest and ensure you have a small cash float and the ability to take card payments.

For all other volunteers, during setup and on Gala day, we will have an On-Site Volunteer Hub sign posted near the entrance gate. Here we will have volunteer schedules, snacks, water, and high visibility vests.  Please stop by the hub on your way to your assigned job.

For all volunteers, when you have finished your shift, please bring you high visibility vest and cash float to the volunteer hub at the Gala entrance gate.

That's ok.  Just let know us know.  We will make sure we still have volunteer coverage.

That's ok.  Obviously, it's helpful if you can wait until the end of your shift but we understand everyone has basic needs or that children might need to call and check in if they are running around the Gala.