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Work Exchange Team!
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2013 Volunteer FAQ
Wakarusa Festival
Applications, Deposits and Scheduling
What do I get for volunteering?
You will receive a full event pass, an event t-shirt (supplies limiting), a spot to camp, and the chance to work at this amazing Event!
Can I work with my friends?
Once you put down your deposit, you will be able to select up to 3 friends to work with. Your friends must accept your request in order for you to work with them. This work with friends feature is only available to those who have connected their account to facebook. Keep in mind that we put more emphasis on you getting to work with your friends (i.e. same time slots) than missing your top bands. Working with your friends may mean that you are in different departments, but will have the same time free to enjoy the festival!
How can I guarantee that I work in some department?
You can’t. However, the better you complete your work in ANY department, the higher your Credential Level, the better your chances of special privileges such as working your desired department. Also, earn lots of stars in any department to show us your expertise in that area!
Can I request not to miss a band?
As you fill out your application, you will be able to select your top bands (number of band choices depends on event) that you do not want to miss the most. We will do our best to schedule you around these time slots, especially the top choice, but the integrity of the festival comes first, of course. Please note that many night shifts are located inside the music festival concert area.
When do I get my schedule?
If possible, we will release schedules in your My Events section of your home page. In the event that we are not able to release schedules prior to the festival, we will let you know your schedule when you sign in to the WET tent onsite.
How much time must a Volunteer commit?
The average minimum requirement for Wakarusa is 15 hours for volunteers working during the event. Prefestival volunteers must commit an average minimum of 25 hours and Postfestival volunteers must commit an average minimum of 20 hours.
Can I work Pre/Post Festival Shifts?
Yes. Shifts are up to 10 hours in length per day. Prefestival requires that you work Tuesday, May 27th through Thursday, May 30th (3 days). Post festival requires that you work Monday June 3rd, and Tuesday June 4th. These opportunities are open to volunteers that have good ratings from past volunteer experiences.
Pre-Festival - Check in on Monday May 27th by 8:00 PM.
Post-Fesival – Check in Any Time – Work up until 9PM Tuesday June 4th
How is the schedule created?
Schedules are determined by festival labor needs, past experience, your department choice, number of stars you have per department, friend requests, band requests and any other appropriate factors. You must expect to work at least one night shift during the festival. Unless you have been requested by a specific department, please do not email us requesting certain shifts or departments.
What forms of payment are accepted?
ONLY credit cards are accepted. If you don’t have a credit card, we suggest you ask either your parents or a friend to put the deposit down for you. Hey, if they don’t trust you with their Credit Card, why should we?
Can I cancel my Volunteership?
You can cancel anytime. Cancelling MUST be done through your WET account, by clicking the “cancel deposit” link in your My Events section. You can re-enter your deposit at any time when space is still available.
• Cancelling anytime after Sunday, May 12th 11:59PM EST will result in a $25 cancellation fee.
• Cancelling anytime after Sunday, May 19th 11:59PM EST will result in a $75 cancellation fee.
• Cancelling anytime after Sunday, May 26th 11:59PM EST will result in the loss of the full deposit.
Do I need to cancel my application if I am not able to volunteer?
Cancelling your application will remove you from the email list for that event. If you do not wish to receive emails anymore for the event, cancel your application. You can fill out another application at any time without entering another application fee for that event, as long as applications are still being accepted.
Will I be mailed a ticket?
No. You will check in at the WET Credential area onsite at the event and receive a wristband credential. Check in location and details will be provided a few weeks prior to each event. Photo ID is required.
At the Event
What are the General Volunteer Responsibilities?
- You must wear closed-toed shoes such as tennis shoes (weird toe-y river shoes do not count).
- You must check in and out of all of your shifts at your WET Check In Location. You are absolutely not allowed to check in with your department staff. Upon check out with your work supervisor at your job position, you are absolutely required to get a Shift Completion Card signed by your shift supervisor. This is required for you to check out at the WET tent and you will have to go back to get it if you don’t have one!!
- Arrive early to your shift. A 10-15 minute window makes a world of difference.
- Be on top of your work obligation. It’s much easier to double check after your last shift is complete that you are all set in our system than to play e-tag after. Just ask us to verify you are all set
- Your volunteer T-shirt is to signify that you are working. Therefore, please remove it when you are not and put it on when you are. ID Badges too, pls.
- Absolutely no drugs or alcohol may be consumed during a Volunteer shift, or before, for that matter. Deposits will be absolutely forfeited. Volunteers are subject to the same vehicle search and seizure policies as the patrons attending.
- General code of conduct must be followed – no stealing, lying, selling of unauthorized merchandise, engaging in any illegal activities, or any form of disrespect or breach of conduct. If it seems like it’s might get you in trouble, it probably will. The festival and WET reserve the right to remove any volunteer from the fesival grounds at WET/the festival’s discretion.
Is accommodation provided?
Yes – a spot to camp is provided in a designated WET camping area. WET camping is for volunteers only. Camping with non volunteer friends is permitted as long as they have purchased a camping pass. You must provide your own camping equipment as well as food, water, etc. Vendors will be onsite during the event.
Where do I go to sign in at the festival?
We will give you the exact location within 2 weeks of the event via email, and on your WET homepage in the Event Details.
When must I sign in to the festival?
General Volunteers must be available to sign in on Wednesday May 29th, 2013 by 8:00 PM
Pre-Festival - Check in on Monday May 27th by 8:00 PM
Post-Festival – Check in Any Time – Work up until 9PM Tuesday June 4th. You will be required to move your campsite into the Work Exchange Team camping section (if you aren’t camped there) on Sunday night, prior to your first shift.
Is water or food provided while I am on shift?
We will provide water while you are working. You should come to all shifts well fed and ready to work – bring a snack and your reusable water bottle with you!
What should I bring with me to each shift?
Bring water, a snack, a hat – be sure to put on sunscreen, and bring any medication you may need. A rain jacket is a great idea, as well as warm clothing for colder-area overnight shifts. You MUST wear tennis shoes to work. You will not be able to return to your tent/car at any time during your shift.
What kinds of duties do volunteers perform?
Volunteers perform a variety of tasks to assist in the festival’s success. Departments include: Front Gate, VIP, Access, Parking, Toll Booths, Merchandise Sales, Ice and Water, and pretty much anything that might pop up at a festival! A Volunteer may be asked to switch departments as last minute changes surface. Any special medical concerns that may keep a volunteer from performing some task needs to be stated in the Medical Notes section of your Profile. All tasks will be supervised by each festival department, who will report back to WET staff – departments will “grade” your work!
How is my work “graded”?
Your department supervisor will train you and provide management for your shift. At the end of your shift, you will be required to pick up a Shift Completion Card from your direct shift supervisor. This card is absolutely required at check out at the WET tent. Your shift supervisor will mark on the card how well they thought you performed your job. This is a totally subjective rating (like getting a grade on a paper in college) and is completely at the discretion of your work supervisor. Based upon your work performance, you will be able to climb the WET ladder and unlock special privileges only available to good workers!
How do I gain a higher Credential Level with WET?
Arrive to your shifts early and ready to work! Your work ethic will help you to shine at your assigned task. We know that not every job is for every person, but if you can complete your jobs to the delight of your shift supervisor, you will be awarded a star for that department. The more starts you collect, the better! If you collect 5 stars in any combination of departments, you will go up 1 Credential Level! Get all the way to All Access for special work opportunities and more!
What happens if I am believed to be under the influence during my shift?
If a WET coordinator feels that a Volunteer is under the influence of alcohol or drugs, the Volunteer will be relieved of duties and their Event deposit will be forfeited, and they may be removed from the event. The volunteer will be blocked from future volunteer opportunities with any event utilizing WET Management. Absolutely no exceptions will be made.
Can I get a refund for a ticket I purchased before I was accepted as a Volunteer?
Unfortunately purchased tickets cannot be refunded. All Volunteers must put down a deposit. We cannot accept tickets in exchange for a deposit.
What happens if I go through the entire application process and then fail to show to the event, or fail to complete a shift?
You will forfeit your entire Event deposit.
What is the forfeiture appeals process?
The forfeiture appeals process will last only 2 weeks following the event. For Wakarusa, that means that ALL forfeiture appeals information must be received by June 17th, 2013. Any appeals received after June 17th will not be considered. All forfeiture notices will be sent via email following the event. If you receive a forfeiture appeals email, and fail to respond with an appeal before June 17th, your deposit will be forfeited.
I am coming with regular festival attendees (Non-Volunteer). How does that work?
Regular festival attendees may NOT enter the festival grounds prior to the official opening of the gates to patrons, even if accompanied by a working Volunteer. If you are scheduled for a pre festival shift, please be sure to make travel arrangements with other Volunteers, as your Non-WET friends will not be allowed to enter the festival grounds until gates open to the public.
How do I know where to go for work?
You are required to check in and out of each shift at the WET tent onsite. You will be given directions to the WET tent either via email prior to the event, or at sign in at the event. At the check in, you will be transported to your assigned work station. This is why there is a “buffer time” – 15 minutes added to each shift that is not included in your overall average minimum work hour requirement.
I am certified in the health profession, can I volunteer as a health professional?
No – events hire professional medical staff for all medical needs.
I want to vend at the event, how can I sign up?
You must use the contact on the event’s website to sign up to vend.
What happens if the festival is canceled?
In the unlikely event that the festival is canceled, your application fee will not be refunded. This fee goes directly towards paying staff that process each application. Your deposit will be entirely refunded.
Where may I direct other questions not answered by this FAQ, and where may I make any suggestions?
Please read the entire FAQ menu before sending a question to: wet@workexchangeteam.com
