Setup crew information form

Please read the following information carefully, and then enter your personal information into the form below, so that we can build our database of volunteers. We wipe out the setup/takedown database every year, so even if you have worked on the setup crew in past years. Thanks so much!

HOW TO JOIN THE SETUP CREW

Individuals who want to work on Setup/Takedown crews must fill out the form linked at the end of this document.

Once your information is received, the Setup Co-Coordinators will confirm your contact information. Only names received by this method will be posted to the database and considered. Volunteers who do not have an email may use anyone with an email to submit their data.

Other members of the festival staff who receive these requests for volunteers should remember that names will be considered only when they are processed by the Setup Co-Coordinators. This is the only way to ensure that volunteers are considered in a first-come/first-served fashion. Also, this ensures that the Director of Site Operations has a complete list to consider and approve. Other staff members of the festival are not to approve setup volunteers external to the established process.

SETUP/TAKEDOWN CREW SHIFTS AND DATES

There are two setup/takedown shifts: Tuesday setup and Sunday takedown. In order to be considered for setup/takedown crew, you must be able to work both shifts.

Tuesday setup shift takes place on Tuesday, August 8, starting at noon.
Sunday takedown shift takes place on Sunday, August 13, starting after the festival ends (immediately after the Giving Tree Ritual). This is usually around noon.

SETUP CREW SELECTION

Confirmation of assignment to the setup crew will be with the approval of the Site Facilities lead staff. During July, the Setup Co-Coordinators will communicate with the registrar to determine registration status of setup volunteers. Also, the Setup Co-Coordinator will inform the volunteers that their names were received and confirm their availability for setup and/or takedown.

Performance of setup/takedown volunteers at prior festivals will be considered in the selection criteria. Volunteers who are "no-shows" for any assigned shift will be considered ineligible for future assignment to the Setup crew.

The crews will be filled using the following criteria.

* Volunteers must be physically able to perform setup/takedown tasks. This includes lifting up to approx. 40 pounds, carrying, mobility at the festival site, and setting up shelters, tables, and chairs.

* Volunteers must complete festival registration (including payment) to be considered. This registration and payment must be completed when the list is processed for approval on July 1st.

* Setup/Takedown crew should be onsite and ready to work no later than 11 a.m. on Tuesday morning. Setup shift begins at noon on Tuesday. Volunteers on the takedown shift should be prepared to remain onsite until late Sunday afternoon or early Sunday evening. Takedown shift begins immediately after the festival ends, after the final ritual (Giving Tree ritual), usually around noon.

* Setup and takedown both occur rain or shine. Please come prepared for all possible weather. It is your responsibility to bring: appropriate clothing including rain gear, sunscreen, water, snacks, insect repellant, workgloves if you have them. Wear sturdy shoes.

The Setup Co-Coordinator will communicate with setup volunteers to keep them advised of their acceptance status, and other information relevant to setup/takedown.

APPROVAL AND NOTIFICATION

On July 1st, the Setup Co-Coordinators will send the Director of Site Operations a spreadsheet listing the proposed setup/takedown volunteers. This list will include the recommended crews based on the planned number of volunteers, and will also include the names of all others who requested to join setup. The Site Facilities Team Leader will review this list and respond to the Setup Coordinator with approval and modifications (if any). The Setup Coordinator(s) will then send status to all volunteers to advise them if they are on the crew or not.

SITE PRESERVATION CREW
There will be a Monday morning site preservation crew, which will sweep the site and do a final cleanup of all areas, removing anything left behind. Volunteering for this crew is a separate process than volunteering for setup crew. Information about volunteering for this shift is available on the dragonfest.org website.

BEFORE YOU COMPLETE THIS FORM, PLEASE SCROLL UP AND READ THE INSTRUCTIONS AND INFORMATION ABOUT THE SETUP/TAKEDOWN SHIFTS !!!

SETUP/TAKEDOWN VOLUNTEER FORM:
To volunteer for setup/takedown, please complete this form.

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