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Mandatory Volunteer Orientation:
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These guidelines describe the code of conduct, procedures
and policies for Nuv Yug volunteers. These procedures will help volunteers
provide a caring atmosphere of safety, spirit and family values to the
all Nuv Yug India Fest visitors.
Nuv Yug welcomes High School students (must be 14 or older) and adults to volunteer. All volunteers will receive a certificate for their work upon
request. Nuv Yug's objective is to provide a fun environment to all
volunteers to help them create everlasting memories combined with event
Please note that standing committee assignments require a significant commitment during the time leading up to the event. All committee members are also expected to be present during most of the event hours. Typically, the festival hours are all day Saturday and Sunday. It is expected that all committee members will be present during a majority of these hours. The committee members are also expected to be present during the auditions, which are held in February. Please sign up for these roles only if you are able to make the time commitment.
Procedures and Policies
On the day of the event, arrive timely and well-rested
Plan carefully to arrive 15 minutes before your assigned
time slot. Take into consideration some unexpected delays on the road and potential traffic congestion around the venue.
requested to get a good night sleep the night before. This will help
you give full attention to your job duties.
In case of sickness, inform Nuv Yug via about your unavailability
at the earliest opportunity.
Understand your responsibility
Understand the shift assigned before accepting the
responsibility. If the responsibility assigned is not clear, discuss
with the Volunteer Coordinator at Nuv Yug's booth and seek clarification.
Follow instructions from the Volunteer Coordinator.
If you think you have a better idea, feel free to share with him or
her. However, please do not engage in arguments.
Do not leave your assigned position unattended. If
you must leave for a short period of time, ensure that some other
volunteer is filling in during your absence.
If you spot any child roaming around unsupervised
and not with his/her group, please bring the child to the announcement
desk immediately. The announcement desk is located between the stage
and Nuv Yug's booth.
If you notice that some activity, planned or unplanned,
is presenting a risk to anyone’s safety, speak out immediately,
stop the activity, and bring it to the attention of the Volunteer
Coordinator. Ensure that everyone will be safe before resuming the
Always keep a calm demeanor and a firm but kind attitude,
so everyone perceives a caring, involved and respectful atmosphere.
When someone'e life may be in danger due to an accident,
please call 911 and follow the 911 operator's instructions. Inform
the volunteer coordinator as soon as possible.
Description of Volunteer Duties
Weekend before setup: To help hang festival banners around the venue. Any other type of prep work around the venue. You may need to climb a ladder.
This task usually takes place on Sunday afternoon one week before the festival weekend.
Festival Closeout Assistant: To help bring down festival banners on the wired fence around the State Fairgrounds perimeter.
May need to climb on a ladder to remove banners. May be asked to dismantle indoor setup items and load them in cars / trucks. This task takes place on Sunday after the festival ends.
Stage Setup: To help setup Nuv Yug's large festival banner on the stage backdrop. Requires climbing on a tall ladder. In addition, there may be other items such as decorative plants and other artifacts that must be setup on the stage.
Audition Coordinators: The audition coordinators make sure that the program progresses on schedule. They utilize our online workflow system to manage the audition. They check-in performer groups as they arrive, move them to the stage and off the stage using our online system. They make sure that at least three groups are ready to perform next. They also play the sound track for each item from the same computer which is used for controlling the flow of performers. A large screen displays the current schedule including who has just finished performing, who is on stage currently, and who is ready to perform. The contents of this display are automatically updated based on Audition Coordinator's input of On-Stage and Off-Stage buttons. This process is explained to volunteers in more detail before their shift.
Stage Coordinators: The stage coordinators make sure that the stage program progresses on schedule. They utilize our online workflow system to manage the stage show. They check-in performer groups as they arrive, move them to the stage and off the stage using our online system. They make sure that at least three groups are ready backstage to perform next. They also play the soundtrack for each item from the same computer which is used for controlling the flow of performers. A large screen displays the current schedule including who has just finished performing, who is on stage currently, and who is ready to perform. The contents of this display are automatically updated based on Stage Coordinator's input of On-Stage and Off-Stage buttons. This process is explained to volunteers in more detail before their shift.
Master of Ceremony: The Master of Ceremony introduces each act on the stage. They are provided a script to read from. The script is usually 50 words or less and may contain hard to pronounce Indian Dance or Music terms and names. Volunteers taking this responsibility should have prior experience of announcement or public speaking. They will be provided the script a few days ahead of time via email.
- Sign Coordinators: To place various signs inside and outside the venue as instructed. Usually takes place on Friday a day before the festival.
Vendor Setup: To help setup vendor booths, tables and chairs. Use masking tape (provided) to mark booth boundaries. Use a staple gun to secure tables covers on wooden tables as needed. This task takes place on a Friday evening or Saturday morning just before the festival starts on Saturday.
Decoration Assistant: To help decorate the stage and surrounding areas. May need to climb on the ladder to hang articles on the stage backdrop. This task usually takes place on Friday afternoon before the first festival day.
- Information Desk: The volunteers at this booth perform a variety of tasks. They may answer queries from attendees or performers. They may sort performer trophies and hand them to each group. They may be assigned to fill in for absent volunteers.
- Survey Seekers: To randomly invite festival visitors to take the online feedback survey. There will be a survey station setup with several laptops. These volunteers make sure that people are taking the survey. Each volunteer is expected to attract at least 5-6 survey takers during each hour of their shift.
- Welcome Reception: To greet visitors at the entrance
and hand out the program book. These volunteers may also be asked to manage the automated barcode based system to check-in performers holding complimentary passes.
Please note that Nuv Yug may reassign volunteers to a different duty as needed. We greatly appreciate the cooperation of our volunteers in taking care of things to provide a fun experience for all attendees.
to Volunteer Registration Page