Volunteers Briefing Pack

Rewards for Volunteering

– Waiver
– Cancellations
– Travelling to the venue
– Directions to the venue
– Event Opening Hours
– Entrance for Volunteers
– Signing in
– Punctuality
– Signing out

Facilities at the venue

– Cash Machines
– Cloakrooms
– First Aid
– Toilets

Contingency measures

– AV Support for Volunteers
– Heckling of Speakers / Performers
– Lost Property
– Lost Kids
– No-shows from Speakers & Performers
– Power cuts
– Vegan Policy

Other Policies

– Alcohol Policy
– Bad language & aggressive behaviour
– Children
– Flyering at the event
– Pets
– Smoking

Further queries

Rewards for Volunteering

Helping VegfestUK and 200 vegan traders!

Since VegfestUK Brighton is free for the public to attend this year, one of the usual perks of volunteering with us isn’t there… Free entry to the event. 

BUT, volunteering with us for this event has a really positive knock-on effect for the vegan movement, and by helping us you’re also helping to platform the activists, speakers, personalities, performers & independent traders taking part, who in turn are creating a welcoming environment for both vegans and non-vegans alike to experience lots of positive aspects of veganism and plant-based diets together under one roof!

Working shoulder to shoulder with like minded individuals

Volunteering can be a richly rewarding experience, and one of the lovelier aspects of getting your hands dirty for the day is working with others who share the same volunteering (and vegan) mindset as you. Come along and join our wonderful volunteer team!

Meal voucher

Each volunteer who works receives 1 free meal voucher on that day. If you work Saturday and Sunday we’ll give you a food voucher each day. If you work all 3 shifts (thankyou!) then we’ll make sure you have 2 food vouchers each day you work so you don’t go hungry. Not all caterers at the event will accept vouchers, so please check the voucher itself to confirm which traders to approach for free meals.

Waiver


Each volunteer must sign a waiver before working their shift(s), which our team will have on hand at the Volunteers Desk for reading and signing. 

Cancellations

Cancellations are to be avoided if possible, as the event is run by a small team and volunteers are important to the smooth running of the show on the day. However, should cancellations be unavoidable, please take responsibility in letting the Volunteer Manager know in good time before the event and finding someone to take your place if you can. Roles will be pre-assigned and any no-shows will leave gaps for what are often important roles.

Travelling to the venue

For volunteers arriving when the event is open, please use the main visitor entrance.

For volunteers arriving before the event is open (early morning shifts) please use the loading bay entrance on Russell Road – it’s just around the back of the venue between the Brighton Centre and the NCP car park. You can’t miss it! 

Directions to the venue

We recommend that you don’t drive to the venue – but if you need to, please note we don’t have set parking available for volunteers. Parking is available to be pre-booked at the NCP car park behind the venue, or you can check out JustPark.com for possible alternatives that might prove cheaper.

Event Opening Hours

Saturday 10am – 6pm
Sunday 10am – 5pm

Entrance for Volunteers

Before event opens: Russell Road, Brighton Centre loading bay. Note: it is safest not to arrive for the first shift until 9am on Saturday, as before then vehicles could still be driving around and within the loading bay area – traders and contractors will still be getting ready for the event.
During opening hours: via the main visitor entrance at the front of the venue.

Signing in

On arrival, please sign yourselves in at the Volunteers Desk on the Ground Floor of the venue (Stall number xxxx),see the official floor plan here


After signing in, you will be given a hi-viz jacket for identification within the venue. Only wear this when on-duty, and please return this at the end of your shift to sign out.

Punctuality

Please try your best to arrive at the venue on time, as the show is run by a small team and punctuality from all staff is crucial to the smooth running of the event. But if you do arrive late, please inform our Volunteer Manager as soon as possible before the show opens, so that we will have time to come up with a contingency plan in your temporary absence. Their number will be provided nearer the event, but during the event opening hours this number can also be used to contact VegfestUK staff in the Organisers Office: 07871 572267

Signing out

After you have finished your shift, please make sure to sign out at the Volunteers Desk, so that we know that you are off duty and are therefore no longer under our supervision.

Facilities at the venue

Cash Machines

There are no cash machines available in the Brighton Centre from 2023 onwards.

However, there are multiple cash machines / ATMs in the immediate area of the Brighton Centre. See screenshot below – ATMs indicated as red pins (Brighton Centre the dark blue pin the bottom centre) and click on it to view Google Maps analysis of ATMs in the area:


In any case,
please make sure you bring and/or advise visitors who wish to shop with cash, to bring enough cash to the event to avoid disappointment.

Cloakrooms

A cloakroom is located on the Ground Floor on your right after entering the Brighton Centre. Items left here will be looked after by the venue, but are left at the visitors own risk.

First Aid

The First Aid area in the Brighton Centre is marked on the Floor Plan here: https://www.vegfest.co.uk/brighton-2023-floor-plan/

This is located up the left hand stairs after entering the venue on the Ground Floor, and through a set of double doors. Ask any venue staff of VegfestUK staff / volunteers if in doubt. Floor Plans will be provided to visitors upon entry and will be on posters dotted around the venue during the event.

Toilets

Toilets are available throughout the venue. Please refer to the floor plan for locations: https://www.vegfest.co.uk/brighton-2023-floor-plan/

Contingency measures

AV Support for Volunteers

Should you be taking care of a certain featured area (e.g. talks / cookery demos) and you need some help with AV, please contact our AV technicians on site. Contact details of our AV support team at the event will be made available to you at the event.

Heckling of Speakers / Performers

Heckling of speakers / performers is rare but it could happen.

In the case of heckling of a speaker / performer during a talk / cookery demo / performance, you should inform a VegfestUK staff member as well as security straight away. If you can, please explain to the crowd that as organisers we will not tolerate any heckling of our guest speakers, and unless the heckling stops immediately, the performance will be terminated.

Lost Property

All lost property should be handed to the venue’s welcome desk on the ground floor. If you are a victim of theft or damage of property, please report this to your nearest security personnel or steward. The organisers, however, cannot be held responsible for the loss or damage to your property.

Lost Kids

VegfestUK is a family-friendly event with an audience that includes families with children, and on occasions children can be separated from their parents during the event.

A full policy on dealing with children looking for missing parents / parents looking for missing children will be communicated to all staff and volunteers before the event.

No-shows from Speakers & Performers

If your shift involves taking care of a certain featured area (e.g. talks room), and the next guest has not arrived for their session, please wait for another 15 minutes to see if there are people attending the session. If the guest concerned still has not arrived after 15 minutes, please explain to visitors to that area that the session has been cancelled.

Power Cuts

If you are looking after a featured area (e.g. talks room) and there is a power cut affecting your area, please reach out to the AV team or a VegfestUK team member, and also explain to the guest speakers that they will have to do without any AV equipment for the time being, and that the technical staff will do their best to get the power back on as soon as possible, and please offer them our sincerest apologies.

Vegan Policy

This is a 100% vegan event, so please make sure not to bring any animal products into the venue.

Also, as many of our visitors are passionate about the vegan cause, please do not wear any non-vegan apparels at the event. This includes leather, fur, silk & wool. Thank you for your cooperation on this matter.

Should you be unsure about any issues to do with being vegan or not, please contact the VegfestUK office in advance for clarification.

Other Policies

Alcohol Policy

Volunteers

No volunteers are permitted to drink any amount of alcohol while or before working a shift at the event. Only after hi-viz jackets are returned and you have signed out for the day will you have relinquished your responsibilities as a volunteer / temporary staff member.

Visitors

Excessive alcohol consumption will not be tolerated by the organisers and the following points show the initial policy that will be used by the organisers with regards to the sale and consumption of alcohol at the event:

  • Any persons posing as a potential threat or otherwise to members of the public, staff, exhibitors etc will be removed from the event site by qualified security personnel.
  • Security will be briefed to monitor crowd behaviour and identify any persons who appear to be intoxicated and whose behaviour may cause offence or harm to other patrons.

Bad language & aggressive behaviour

  • We do not tolerate bad language or aggressive behaviour from the public (occasional) or exhibitors (very rare but has happened in the past).
  • If you encounter anyone displaying unruly/abusive behaviour, please ask your colleagues or neighbouring exhibitor to alert a member of the event organising team (security, stewards), and we will assist if required.
  • Please note that exhibitors are advised to stay calm at all times when dealing with the public, with moderate language in the very unlikely event of a hostile encounter.
  • There will be CCTV operational on site, and those displaying aggressive behaviour will be swiftly expelled from the venue, and readmittance may be refused.
  • In the case of this being from an exhibitor, no refunds may be issued.

Children

Children under the age of 16 are welcome at the event during opening times, but please note that they will not be allowed access to the venue during setup or breakdown. This is a Health & Safety requirement of the venue and is NOT negotiable. The issue is covered by law under section 4 of the Health & Safety at Work Act 1974.

Flyering at the event

Flyering to visitors at the event is only permitted for traders at their stalls. Flyering outside of stall space around the site grounds is not permitted.

Pets

Assistance dogs are permitted access to the show. No other pets will be permitted access to the venue during the open period.

Smoking

Smoking / vaping is not permitted by law anywhere within the indoor areas of the venue.

Further queries

Contact [email protected] for any further queries on volunteering.