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Fantasy Forest Festival

Volunteers

The lifeblood of our festival

A unique look behind the scenes​

Volunteers are the heart and soul of Fantasy Forest. Without them, the festival would simply not exist, and so volunteers can come to the festival for free as a thank you for their time and aid support. It is hard work, but very enjoyable and rewarding!

They are provided with a dedicated crew area where they can set up camp and share a drink at night around the campfire. During the day, all volunteers have access to the crew tent, where all meals are provided for free as well as snacks and drinks

A unique look behind the scenes

Volunteers are the heart and soul of Fantasy Forest. Without them, the festival would simply not exist. And they are treated as such. Volunteers are granted free access to the festival in exchange for their time and aid.

 

They are provided with a dedicated area where they can set up camp and share a drink at night around the campfire. During the day, all volunteers have access to the crew tent. Here they can take breakfast, lunch, dinner or a drink completely free of charge!

Become a 'Purple Shirt'!

Are you 18 or older and would you like to help create the magical realm of Fantasy Forest? Find the perfect role in the job descriptions below!

 

If you have any questions or require more information, do not hesitate to contact jantien@fantasyforest.co.uk

Application form can be found below the job descriptions.

Setup and takedown

Construction Crew

Monday 8AM – Friday 5PM (before the festival)
Physical role

The build team prepares the site for the visitors and guests. The team starts one week before the event.

The build team will put down the track mats, place the fences and the crowd barriers, distribute the tables and benches, assist the contractors when needed and perform any other task necessary to transform the event site into a festival site.

The construction crew works closely with the decoration crew, and you might be asked to assist in some of their tasks. This is a physically demanding position and is less suitable for people who are not physically fit.

Over the weekend you can enjoy the festival. But you are also welcome to sign up for another team during the festival if you like to keep busy.

Decoration Crew

Monday 8AM – Friday 5PM (before the festival)

Physical role

The decoration crew turn the castle grounds into a magical realm.

The decoration crew will place all decorations, such as banners, decorative lighting, blackboards and much more. While plenty of decorations are pre-made and prepared, you’ll also need to prepare and paint some during the construction week. A creative mind is expected. DIY skills and experiencing using hand and low level power tools is desirable.

The decoration crew works closely with the construction crew, and you might be asked to assist in some of their tasks. This is a physically demanding position and is less suitable for people who are not physically fit.

Over the weekend you can enjoy the festival. But you are also welcome to sign up for another team during the festival if you like to keep busy.

Crew Catering

Monday 6am – Thursday 9pm during construction week

Standing Role – During the construction week a small, dedicated team is working to prepare the site for the festival. We are looking for some support in the kitchen to help keep everybody well fed and hydrated.  Being part of this team may involve some or all of the following:

  • Helping with the build and set up of the crew kitchen/crew tent area
  • Assisting with cooking
  • Early morning (6am) shift starts for breakfast preparation
  • Late evening (8/9pm) shift finishes for post dinner clean-down

Having a food hygiene certificate/Allergy awareness certificate is advantageous but is not essential as training will be provided.

Weekend roles

Friday only

Friday 8AM – 12AM, 12-14 hours

Physical role – You’ll be assigned where ever you are needed. This can be anything from sitting down to walking miles and lifting stuff.

On Friday, we have a lot of jobs that need doing to ensure our festival is up and ready to go to receive visitors. You may be asked to help staff a gate, scan tickets, put the finishing touches on our construction or decorations. There will always be a job for you.

As we normally ask our volunteers to work 12-18 hours across the entire festival weekend (Fri-Sat-Sun), those who wish to work on Friday only, will do a 12-14 hour day on Friday and get the weekend off while enjoying all other perks offered to volunteers.

Camping Crew

Friday 8AM – Monday 1PM, 6-8 hours per day

Walking role – Due to the size of the campsite, this role requires a lot of walking. Bring your walking boots!

As a member of the camping team, you are responsible for the visitor campsite. You will help keep the campsite clean and in the evening you will take care of setting up and controlling the official campfire(s) on the campsite.

When the guests arrive you check their tickets, give them their wristbands, explain the campsite rules, and help them get settled in. You will also make sure only people with camping wristbands access the campsite.

Stage Crew

Friday 2PM – Sunday 8PM 6-8 hours per day

Physical role Most team members need to be physically able, as they may be required to move musical equipment, as well as traverse stage steps.

The stage team’s role is to generally make the artists feel welcome. This includes helping them move their instruments to/from their assigned green room and moving to/from the stage, if they request assistance. During changeovers the team helps as required, to ensure a smooth quick switch between bands, on stage and off stage. The stage team is split over several green rooms, which are in the backstage area of each stage. They are responsible for keeping their stage and backstage areas tidy and in an appropriate working condition. They are to make sure that no unauthorised people enter the area. Each stage is run by an experienced stage lead and a group of stagehands, with the whole team being overseen by one or two stage managers. 

On the larger stages the team liaises with the professional AV technicians who run the audio-visual equipment, but on the smaller stages the team members who have prior technical AV experience operate the mixing console for each performance.

Artist Liaison Team

Friday 8AM – Sunday 8PM, 6-8 hours per day

Walking role – Due to the nature of this team, you will be on all parts of the large site, this role requires a lot of walking and does not have a guaranteed schedule as you react to what the groups on site need.

As a member of the artist liaison team, you are responsible for all off-stage entertainment. You will make sure our guests and entertainment groups are well looked after, making sure they have all the equipment they need in the right place and making sure the entertainers with scheduled performance times arrive and start at the agreed time. You may be asked to pick up guests at the gate and bring them to their location or assist re-enactment groups when they have questions/requests. You will also be assisting to execute and run the Costume Show and Wicker fire ceremony.

Tickets Control

Friday 5PM – Sunday 4PM, max 6 hours per day

Stationary location – This role requires you to scan tickets. During shifts seating is available. Scheduled timetable.

As part of the Festival Ticket team you will control access to the event site. You will be asked to greet visitors in a friendly way as they arrive and leave the site, keep the waiting lines short, and ensure that guests have the correct tickets for entry.  This can include the sale of tickets of on the day tickets if they are available. Ticket scanning requires an app which you will need to install on your mobile device to scan the tickets; the app is available for both iOS and Android, and wifi is available on site. Power sockets are available to charge your device between shifts. 

Information Stand & Merch

Saturday 9AM – Sunday 8PM, max 6 hours per day

Stationary location – this role requires you to sell merchandise and answer questions from the public. During shifts seating can be made available. Scheduled timetable.

As a member of the information stand, you will provide information to the visitors if they have questions about the festival, show times and anything else they can think of. You will also be distributing the information material (festival site map, schedules) to the visitors when they enter the festival grounds. It is also the location where they will turn in items they have found or will report items they have lost, you will register the found items and try to return them to the right owner.

As a member of the merchandise stall, you will sell the official Fantasy Forest merch and Fantasy Forest mead or provide visitors who pre-ordered with the correct order.

The information stand will act as the registration point for lost/found children. When someone reports a missing child, you will activate the missing child procedure.

Crew Catering / Care

Friday 8am till Monday 9am, 6-8 hours per day

Standing/Walking role – This busy role will involve a lot of standing/walking as it is all about providing meals, drinks and snacks to the volunteer crew, bands and selected VIPs throughout the whole festival.  Being part of this team may involve some or all of the following

  • Assisting with cooking
  • Early morning (7am) shift starts for breakfast preparation
  • Late evening (8/9pm) shift finishes for post dinner clean-down
  • Delivering food/drinks to volunteers/VIP’s who are unable to leave their posts during meal times

Having a food hygiene certificate/Allergy awareness certificate is advantageous but is not essential as training will be provided.

Night Watch

Friday 11pm till Sunday 6AM

Walking Role – During the night you will help keep a watchful eye on the grounds, stalls, and equipment. Your eyes will supplement the professional security guards that are also patrolling the site. Acting mainly as a deterrent, you report to security and inform them by radio if you see something unusual so they can check it out. You will then have the whole day to catch up on sleep and explore the festival!

Mobile Support

Friday 5pm – Sunday 8PM, standby crew without shifts

Physical role – Due to the nature of this team you will be on all parts of the large site, this role requires a lot of walking and other potential physical activity and does not have a guaranteed schedule as you react to what happens on site.

As a member of the mobile support team, you may be asked to assist at any location as the need arises. Maybe ticket control needs additional support in the morning, or you receive information about a broken decoration that requires fixing, or you may be involved in a missing child search. You also make sure that the rubbish bins are emptied regularly, may be asked to assist with crowd control. Basically, any task that comes up during the festival that we did not foresee and needs to be fixed or supported.

The mobile support team are a team that does not have a fixed schedule and are on stand-by which allows them to see every aspect of the festival while working!

Trader Liaison

Friday 8am till Sunday 10pm, 6-8 hours per day

Standing / walking role – Due to this nature of the team you will be on all parts of the large site, this role requires a lot of walking and does not have a guaranteed schedule as you react to what happens on site.

As trader liaison you are responsible for a specific area of the festival. On Friday you will be there to greet the traders, direct them to their location, make sure that everything they asked for is waiting for them, they unload their trucks within the given time and that they do not drive on the grass. During the weekend you are available for the traders in your area in case they have questions or requests, alert the mobile support team if rubbish bins are overflowing and keep an eye on safety and alert security/first aid if needed. On Sunday evening you assist parking and traders to make sure all traders can leave in an orderly fashion, leaving their pitch/stall as it was handed to them.

Gates & Stewards' team

Friday 5pm – Sunday 5PM, max 6 hours per day

Walking/standing– This role might require you to stand for most of your shift in the same place as well as patrol areas of the venue.

Fantasy Forest is open to everyone but for safety and security reasons some areas are off-limits to visitors. As part of the Gates and Stewards team you guard entrances to certain areas that should only be accessed by people with the correct wristbands. You patrol a designated area to assist the people in the area with any questions they have and be our eyes on the ground and help us guard against damage happening to the site. You will rotate regularly between locations and will have enough time off to enjoy the festival.

Shuttle Crew

Saturday & Sunday 8AM – 1:30PM and 5:30PM -11:30PM (Sunday until 7:30PM), 4-6 hours per day

Walking role – As you might need to escort visitors from the station to the bus, this role asks for people who can walk this distance.

We run a shuttlebus from Cheltenham train station to Sudeley and back. Your role will be to signposts our bus service, welcome visitors, and scan their bus tickets. You will also coordinate with the bus drivers to ensure a smooth-running service.

You might be stationed outside the festival during your shift.

Media Team

Friday 5pm – Sunday 7PM, as much as they are available

Walking role – Due to the nature of this team you will be on all parts of the large site, this role requires a lot of walking.

As a member of the media team, you are expected to capture the essence of the festival through photos and/or videos. You will roam around the festival continuously throughout the weekend in search of amazing moments to capture and be present for important events, working with other team members, during the weekend.

At the end of each day, you are expected to organise and back up your material in the office.

Media team members enjoy access privileges over visitor photographers which enables them to take images that would otherwise not be possible.

This volunteer function has a selection process. You are required to bring all of your own gear if selected, but a space for charging will be provided.