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UAFest playbooks · Volunteersv1 · 11 steps

Volunteers and the festival day

One row per volunteer, staffing counted only from real assignments, paper sheets at the gate and an entrance count that survives a dead phone signal.

Outcome
A printed roster, signed shift sheets and an attendance figure with its method written down.
Source
Adapted from the UAFest Lanark County volunteer roster notes and the 2026 festival-day print pack.
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Before6

  1. T-60

    Festival OSOwner role: Volunteer coordinator

    Ask for availability by day: setup, festival day, teardown

    Three explicit options on the form. A profile the volunteer saves later takes precedence over the original answer.

    Source: uafest.ca/volunteerLanark working notes · What the roster shows · Data precedence

  2. T-30

    TaskOwner role: Volunteer coordinator

    Keep one row per person, matched by email

    When someone applied twice, the newest application is the main record and assignments from all of them are collected together.

    Source: uafest.ca/volunteerLanark working notes · What the roster shows

  3. T-21

    TaskOwner role: Volunteer coordinator

    Count coverage only from assignments

    A zone a volunteer picked is interest. It becomes staffing when the assignment exists.

    Source: uafest.ca/volunteerLanark working notes · Data precedence

  4. T-14

    TaskOwner role: Volunteer coordinator

    Collect an age band and leave blanks blank

    A missing age stays missing. Never read 18+ into an empty field.

    Source: uafest.ca/volunteerLanark working notes · Data precedence

  5. T-2

    TaskOwner role: Volunteer coordinator

    Print the filtered roster in landscape

    First name, last name, availability, zone, age, phone and email. Internal CRM columns stay off the paper.

    Source: uafest.ca/volunteerLanark working notes · Filtering, sorting and printing

  6. T-1

    DocumentOwner role: Volunteer coordinator

    Print the volunteer sign-in / sign-out sheet and a walk-in form

    Paper at the volunteer desk records who actually worked and for how long, including people who arrive on the day.

    Source: uafest.ca/volunteerLanark working notes · sign-in + walk-in

Festival day4

  1. DAY

    TaskOwner role: Entrance counters

    Counters ready 15 minutes before opening: one person, one entrance, one phone

    Count everyone who enters, children too. Phone charged, power bank in the pocket, paper sheet and pen beside it.

    Source: uafest.ca/volunteerLanark working notes · §1

  2. DAY

    TaskOwner role: Entrance counters

    Every hour: sync, write the running total on paper

    Paper is the mandatory backup. Ask every tenth guest whether they came from town, the nearest city or further away. Hand over a shift only after pending taps reach zero.

    Source: uafest.ca/volunteerLanark working notes · §4

  3. DAY

    TaskOwner role: Entrance counters

    Mid-afternoon: estimate how many people are on the field at once

    Split the field into similar areas, count one typical area of about 10 × 10 steps, multiply, count dense and empty areas separately, take 2–3 photos from a high point. Keep this figure apart from the entrance count.

    Source: uafest.ca/volunteerLanark working notes · §5

  4. DAY

    TaskOwner role: Entrance counters

    At closing: final sync, two screenshots, a photo of the paper sheet

    Send all three to the coordinator and keep the phone data until the next working day.

    Source: uafest.ca/volunteerLanark working notes · §7

After1

  1. T+1

    TaskOwner role: Coordinator

    Record entrance count and field estimate as separate observations

    Each observation keeps its method. Publish only the counted number.

    Source: uafest.ca/volunteerLanark working notes · coordinator note