Job Description and Agreement:

Reports To: Festival Director Employment Type: Project-based voluntary Contract unless otherwise stated

Role Overview: The Festival Volunteer Coordinator is responsible for recruiting, training, scheduling, and managing the volunteers. This position requires excellent communication skills, strong organisational abilities, and the capacity to inspire and motivate volunteers to ensure they deliver an exceptional experience.

This is a vital role that ensures the seamless integration of volunteers into the Winter Magic’s operations. This position supports the festival’s mission by fostering a collaborative, enthusiastic, and well-organised volunteer community.

Key Responsibilities:

1. Volunteer Recruitment and Retention: • Develop and implement a volunteer recruitment strategy, ensuring diverse representation. • Advertise volunteer opportunities via local networks, social media, and other community organisations. • Build and maintain a database of volunteers, keeping accurate records of skills, availability, and preferences.

2. Volunteer Induction and Training: • Organise and deliver volunteer orientation sessions, including festival policies, safety protocols, and role expectations. No need to touch on the association unless asked, and if so keep it brief as it is largely irrelevant to a festival meeting. • Ensure they sign the Volunteer Application with the Code of Conduct and pay their $2. • Provide training tailored to specific volunteer roles (e.g., stall management, traffic coordination, artist liaison). • Ensure all volunteers understand the values and mission of the Katoomba Winter Magic Festival Inc.

3. Reporting • Provide a written Agenda to the volunteers not less than 48 hours prior to a meeting. • Generate minutes for all volunteer meetings • To empower our grant data, estimate each participant’s hours in a spreadsheet. • Estimate and inform upstream of any required budgetary costs. • Store a copy of all relevant documents on the G Drive, including Agendas and Minutes.

4. Scheduling and Role Assignment: • List the expertise of each person in the volunteer pool …what value do they bring? • Create detailed schedules to allocate volunteers across various roles and locations during the festival. • Match volunteer skills and preferences to appropriate tasks. Where possible, take into consideration their preferred roles. • Communicate schedules and updates clearly to all volunteers.

5. Volunteer Management During the Festival: • Act as the main point of contact for all volunteers during the festival. • Monitor volunteer performance and provide support, guidance, and troubleshooting as needed. • Manage on-the-day check-ins and ensure volunteers have the tools and information required to perform their roles effectively.

6. Volunteer Welfare: • Ensure volunteers feel valued and appreciated for their contributions. • Address any concerns or issues raised by volunteers promptly and professionally. • Provide refreshments and rest breaks for volunteers during their shifts.

7. Post-Festival Evaluation and Recognition: • Ensure all volunteers are invited to the afterparty as a thank-you and recognition for their participation. Having volunteers return next year will help with smooth festival continuity. • Gather feedback from volunteers through an online survey and a debrief session so they feel listened to and that things will be even better next year. • Maintain relationships with volunteers for future events.