LONDON SUMMER FESTIVAL - VOLUNTEER HANDBOOK

Welcome to the TURF GAMES SUMMER FESTIVAL 2024!

We are so excited to have you join us at our biggest London Summer Festival ever!

We have over 4800 athletes competing across the weekend.

We know without you, the event would not be possible, and we appreciate your support, time and commitment. We really hope you have a fun experience and we will do our best to ensure you have a memorable time!

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This document contains all the information you will need for the event. Please make sure you read through everything and don’t hesitate to ask any questions if you need to.

JUDGES ONLINE BRIEFING

JUDGES/CREW WHATSAPP GROUP

Please could you join this group so that we can communicate with you across the weekend.

GENERAL INFORMATION

Dates: Saturday 15th & Sunday 16th June 2024

Times: Crew (6.45am-5pm) Judges (7.15am-6pm)

Location: Ealing Trailfinders Rugby Club, Vallis Way, W13 0DD

TIMINGS

Start and end times for each day are listed as a general outline, there will be breaks and adjustments made day to day by your Master Judge or Head Crew and depending on your role. Each team varies slightly in start and completion times.

Saturday 15th June - DAY 1

Arrival Time: Crew (7am) Judges (7.15-7.30am)

Judges Briefing: 8.15am

First Heat: 9.00am

Breaks: these vary depending on which workout you are on so check with your Master Judge on the day

Last Heat: 6.20pm

Sunday 16th June - DAY 2

Arrival Time: Crew (7am) Judges (7.15-7.30am)

Judges Briefing: 8.15am

First Heat: 9.00am

Lunch Break: these vary depending on which workout you are on so check with your Master Judge on the day

Last Heat: 5.04pm

VENUE MAP

ARRIVAL

• If you are arriving on foot, please pass through the main entrance and walk towards the registration tents to your right. Pass through these and walk directly across the field towards the container bar and Jubel. Once here keep walking past the food vendors to the Pavilion. Inside here is the Volunteer room where you can base yourself throughout the weekend.
• If you are arriving by car, please drive through the entrance and follow the directions to park given by the security team. Depending on where you park you will then need to make your way to the same building as above on the edge of the main pitch where you will find the Volunteer room.
• The Volunteer Room will be marked on the Venue Map above.
• Here you can find a place to leave your bags - the room will be attended throughout the day so it is safe to leave them in here.
• You will need to have your name checked off the list and receive your Volunteer uniform.
• Please give your name and clothing size to the Turf Crew and they will check you off and allocate your clothing.
• Once checked off and in your uniform you can wait here to be collected by your Master Judge or sent to your Crew role.

TURF TEAM ROOM

This room is for all volunteers only throughout the weekend. This is your space to leave your bags and relax in your breaks. Your meals and snacks will also be delivered to this room.

UNIFORM & GOODIES

As part of your volunteer package you will receive the following:

• Top
• Turf Games socks
• Drinks, snacks and food
• Goody bag
• 20% discount on Turf merchandise and other vendors at the event (TBC on brands)
• Discount on SunGod sunglasses - voucher will be provided in your goody bag
• 20% discount all weekend at Ted's Coffee in the Food Village - your top will get you the discount on your drink
• £60 voucher for a future Turf Games event of your choice (issued post-event) on request to caroline@turfgames.com once you have decided which event you want to take part in
• Turf training programme
  

We require all volunteers to wear the top provided as this will identify you as part of the volunteer team throughout the weekend. Please wear black bottoms of your choice and comfortable shoes.

The event is all outside, we hope to have good weather however please monitor the weather conditions and bring appropriate extras such as a hat and sunscreen or a jacket, jumper or long sleeve top to wear underneath your top provided.

If you are volunteering on both days then we will have allocated you a second uniform for your second day however we suggest bringing your Day 1 top back just in case for any reason we have run out of your size… however we hope this will not be necessary.

Please wear comfortable footwear of your choice.

Feel free to bring a bum bag or similar if you’d like to carry any personal possessions around with you throughout the event. You will not be able to have your bags/backpacks in the arenas with you.

MEALS AND BREAKS

• Judges will receive 3 breaks throughout the day - 2 shorter breaks and one longer lunch break
• Crew will be on a different rotation system and will have regular breaks throughout the day
• Tea and coffee will be provided in the Crew Room all day
• A selection of snacks and fruit will also be provided
• You will receive lunch
• You will receive a voucher for a Heck meal in your goody bag
• 20% off at Ted's Coffee all weekend
• Vegan, vegetarian, dairy-free, and gluten-free options will be available however if you have other diet restrictions, we recommend you bring additional meals and/or snacks with you.

VOLUNTEER COMMUNICATIONS

In the lead up to the competition, all communication will be sent to volunteers via email from caroline@turfgames.com. Please make sure you are subscribed to receive these emails.

During the event days we will move to Whatsapp for easier and faster communication while on site - link to join the group is above.

SPECTATOR TICKETS

If you are volunteering on one of the days and would like to spectate on the other then we can issue you with a spectator ticket. Please let caroline@turfgames.com know if you need one. Otherwise for friends and families spectator tickets can be purchased HERE.

VOLUNTEER ETIQUETTE

As a volunteer for Turf Games, we see you as part of the team and hope that you also see yourself as integral to the running of a great event. As such you will have a direct impact on the success of the competition. Therefore we ask that you:

• Show up on time and be ready to help out
• Follow protocol, rules, and procedures for your role and listen to directions from your Master Judge or Head Crew
• Dress according to the dress code
• Keep a positive attitude and level head even when things become heated on the competition floor (particularly with athletes)
• Be confident and bold in your role - if there is anything you are unsure about please ask so we can solve it
• Communicate with the team about anything you want to flag whether its personal or something you’ve noticed
• Be flexible, you may be asked to do something else as it may be needed or to cover for someone
• Provide the best service possible! As part of the Turf Games team, our goal is to deliver great service and a great event to all athletes, spectators, and everyone else involved
• Smile and have fun!

GETTING THERE

Address: Vallis Way, Ealing W13 0DD

DRIVING/PARKING

Please use the address above to find the venue if you are arriving by car. If you would like a parking space please add your name to THIS FORM.

Uber/Taxi

Head towards Ealing Trailfinders, down Vallis Way and you can get dropped off by the entrance before making your way to athlete check in

Train

Ealing Broadway overground and underground is 1.7 miles away. We suggest getting a taxi or bus from here which will be around 7 minutes in a taxi. Walking will take circa 30 minutes.

Bus

There are several buses including the 297, E2, E7, E9 and E10 which will take circa 20 mins from Ealing Broadway tube/overground, but please check current timetables closer to the time.

MEDICAL TREATMENT

We have a medical team on site throughout the weekend to assist with any injuries or situations related to athletes or volunteers. In the first instance please speak to your Master Judge if you see an injury occur or you are feeling unwell or experience an injury and they will assist you in contacting medical staff where needed.

ROLE DESCRIPTIONS

JUDGE ROLES

You will be assigned a workout ahead of the event and supplied with the workout details and the videos to watch to familiarize yourself with the movement standards.

You will be assigned to your role ahead of the event. All crew will work in teams and rotate in pairs throughout the day.

• Registration - you are responsible for checking teams/athletes in from first thing in the morning. Once all athletes are in you will be checking Spectator Tickets if they have pre bought and selling if they haven't. All attendees need to be wristbanded so you will need to check this as people move in and out of the venue past the registration point.
• Crew Room - this is where all volunteers will leave their bags/belongings and we need it manned throughout the day. You will need to check volunteers' names off as they come in and give them their uniform. There will be food and snacks provided which need to be laid out and replenished.
• Warm Up Area - We have 3 warm up areas at this event and your job will be to ensure they do not get too busy. You will need to ask athletes to replace weights and put equipment back after it is used and remove their own rubbish.
• Marshalls - you will be needed on various workouts to ensure athletes run the right way and are safe crossing paths etc. You will be directed to your position by the judging team