Woodfordia Inc.

Volunteer Management Internship

Work alongside the Volunteers Administration team and learn all aspects of the volunteer management cycle, as well as gain an understanding of the whole organisation as it relates to people and the roles they play within the festival. This internship will provide experience in administering a volunteer programme for 3000 volunteers and organisers.

 

Skills Developed

  • Human resourcefulness management

  • Database management

  • Safety, support and recognition of volunteers

  • Rostering

  • Writing Manuals/Guidelines

  • Small events production (Build Social programme, Volunteers Welcome and Volunteers Party)

  • Reporting

  • Confidentiality

 

Training possibilities include:

  • Mental Health First Aid

  • RSA

  • Basic First Aid

  • CRM use

  • Volunteer management software training

 

Experience Gained

  • Reviewing and distributing applications to relevant departments

  • Updating position descriptions to accurately reflect the needs of the various departments

  • Screening of volunteers by reviewing role history or completing reference checks

  • Daily record keeping, monitoring recruitment progress

  • Updating annual comparison study of volunteer programme, Volunteer Coordinator manual

  • Drafting rosters

  • Assisting with the review of the annual safety induction for volunteers

  • Assisting with the development of the volunteers’ guide

  • Handling inquiries from potential and confirmed volunteers

  • Providing support to department heads with their volunteer needs

  • Creating report based on volunteer survey results

 

Essential Skills (these are skills we require of any interns in this area)

  • Experience with Microsoft Office products, mainly Word and Excel at an intermediate to advanced level

  • Excellent written and oral communications skills

  • Excellent attention to detail

  • Ability to maintain a calm and friendly attitude in a busy environment

  • Strong desire to learn about volunteer management and festivals

  • Valid open driver’s licence

  • Previous volunteer experience at festivals and events

 

Desirables (these are skills we would like in any interns in this area)

  • Some experience with Adobe InDesign and/or Photoshop

  • Some experience in a leadership role

  • Ability to keep track of a large number of people and details

 

We work in a Mac-based office environment. It is preferable that the intern is able to do so as well, or is willing to learn (on their own time.) Being proficient in both Mac and PC is a plus.

 

Internship Timeline

1 & 2 October

Welcome and Orientation including

  • Bill’ Welcome, Uncle Noel Welcome

  • History of Woodfordia*

  • Time for getting to know one another – each intern asked to prepare a 3 – 5 min presentation about themselves to give to the group

  • Site Tour

  • Safety induction

  • Organisation and its culture

  • Review of important dates*

  • Dinner at Festival Hall (1st evening)

*documents provided prior, interns expected to read through them before arriving on site

3 – 7 October

  • VENUS (Woodfordia’s volunteer management software) training

  • Reporting and monitoring progress of recruitment drive

  • Reading and reviewing position descriptions

  • Communications – email protocols and procedures

  • Logistics Form review

  • Time allocated for Mental Health First Aid study

8 – 12 October

  • Citizens’ Day and programme launch preparation

  • Logistics Form testing

  • Communications – start drafting replies to emails

  • Time allocated for Mental Health First Aid study

13 October

Citizens’ Day, including MHFA course in the morning, venue prep in the afternoon; assist with the programme launch

15 – 19 October

  • Survey Monkey – survey development, creating survey to send to Citizens

  • Communications – draft email to accompany survey

  • Manual writing – review and begin updating Volunteer Coordinator manual

22 October

Formal review of progress to date – go through ‘curriculum’ and skills proficiencies; provide feedback for improving

22 – 26 October

  • Handling inquiries, replying to emails

  • Screening and referrals, including how to do reference checks (managing the “I will do anything” list)

  • Reviewing safety induction

  • Developing Volunteers Guide, The Only Planet

29 October – 2 November

  • Work on comparison study from WFF 2017/18 to current

  • Complete first draft of The Only Planet

  • Volunteer ticketing preparation – review associated emails, test system

  • Ongoing handling of volunteer inquiries

5 – 9 November

  • Supporting department heads with ensuring position descriptions (especially ‘first shift start time/date’ and ‘last shift finish time/date’ are updated correctly)

  • Time allocated for comparison study, manual writing

  • Finalise The Only Planet

  • Ongoing handling of volunteer inquiries

12 – 16 November

  • Launch volunteer ticketing

  • Supporting department heads with ticketing, logistics form (due 17th November), finding replacements for cancellations

  • Time allocated for comparison study, manual writing

  • Ongoing handling of volunteer inquiries

19 – 23 November

  • Volunteers Kitchen catering preparations – review meals tally

  • Volunteers Welcome and Party planning

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

23 November

Check in and review progress

25 – 29 November

  • Develop social program for the Build period

  • Work on Build Launch party preparations

  • RSA training

  • Prepare Vollywood venue to be ready for pre-festival ‘Shangrila’ (wellness centre)

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

3 – 7 December

  • Build launch party preparation week

  • Volunteers Kitchen opens – meals management and reporting

  • Prepare for Build Social programme of events – create schedule of events, organise necessary equipment, signage

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

8 December

Build Launch Party and Organisers meeting

10 – 14 December

  • Producing the Build Social programme

  • Volunteers Kitchen – meals management and reporting

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

16 – 20 December

  • Volunteer registrations crew – rostering, preparing training guide

  • Producing the Build Social programme

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

  • Volunteers Kitchen – meals management and reporting

22 December

Move out of Half Star Hilton

22 – 24 December

  • Prepare for Volunteer Registration crew training (ensure venue/tech/database is ready)

  • Prepare for Volunteers Welcome

  • Producing the Build Social programme

  • Ongoing handling of volunteer inquiries

  • Supporting department heads with ticketing, finding replacements for cancellations

  • Volunteers Kitchen – meals management and reporting

24 December

  • Volunteer Registration training and orientation

25 – 27 December

Assisting with Volunteer Registration at the gates

26 December

Assisting with Volunteer Welcome at Bills Bar

27 December – 1 Jan

  • Work alongside Vollywood and assist with volunteer support, medallion distribution

  • Experience the festival

31 December

  • Volunteers Party planning meeting with Lanterneering crew

1 January

Assisting with Volunteers Party at the Grande

2 – 4 January

  • Wrap up report

  • Manual completion

4 January

Internship finale including:

  • De-brief with Area Manager

  • Group presentation on what was the key learnings, highlights, challenges

  • Goodbye dinner and ceremony, presented with certificate of completion and letter of reference