EVENT MAKER PROGRAMME FREQUENTLY ASKED QUESTIONS
Q: Do the volunteers have a particular group name?
A: Yes, the volunteers for Sunderland events are called Event Makers
EVENT MAKER CONDITIONS
Q: How old do I have to be to become a Tall ShipsEvent Maker?
A: Minimum of 18, unless involved with a specifically tasked organisation of younger volunteers.
Q: Will children be permitted to volunteer at the event, and would they need to go through the interview process as well?
A: Organised bodies of young volunteers that have not been through the Event Maker programme will be volunteering at the event under the supervision and safeguarding of group leaders; e.g. Scouts, Sea Cadets,Combined Cadet Force etc. These volunteers will be the responsibility of the third party organisation, and the young people will not wear the branded clothing of the Tall Ships Event Makers.
Q: I’d like to volunteer, but I am only available on certain dates of the event – can I still volunteer?
A: Unfortunately the workforce of 300 volunteers makes managing individual availability requirements difficult, therefore all volunteers must be available every day from 11-14 July 2018. The event site will also be open to the public and there will be ships in port on 10 July; so anyone that is available for that day is asked to be there for that day too.
Q: Can you choose which hours you volunteer?
A: Generally speaking no, however some roles will conclude early in the evening, such as City Greeting roles. You should discuss availability on your working day at your interview.
Q: What dates and hours will I be required to work as an event volunteer?
A: The event zones will be operational and supported by volunteers from 10-14 July (inclusive)..11-14 July all Event Makers will need to be in place for 0900hrs until 2200hrs, individual shifts will be confirmed.
Q: Do I need to bring my own food/drink?
A: Volunteers will be provided with meal tickets to be used at the Event Maker canteen. Please also bring along anything you may feel you need such as extra food/snacks and water. Please also advise us of any specific dietary needs you may have.
Q: Will I be with someone else during my Event Maker duty?
A: Most event roles are team work, but individuals may be given specific tasks to complete that require short periods of lone working. Duties will be shared to enable all volunteers have time to enjoy the event.
Q: Will I get paid?
A: No. All volunteering roles are carried out on an unpaid voluntary basis.
Q: Is there any child care for volunteers?
A: No, unfortunately we are unable to provide childcare for Event Makers, this must be organised externally.
EVENT MAKER SELECTION
Q: Can we have copy of the slides used at the Event Maker Programme briefing session?
A: A set of slides will be published in the Event Makers’ private area on the event website – access to this will be granted once you have been allocated a role.
Q: Can I volunteer for more than one role?
A: Yes, you can express an interest on the application form for all of the roles if you are not sure which one you would like to do.
Q: What will the interview process consist of?
A: The Event Maker interviews are aimed at selecting people into roles that they are best suited to doing, will enjoy and will benefit from in terms of personal development. The interviewers will ask questions about each role that the potential Event Maker has expressed an interest in, and will help to steer the applicant into the best post for them, and therefore the programme.
Q: If you have expressed an interest in a particular role, can you change your mind?
A: Yes, we want to keep our Event Makers happy, which involves making sure that they are doing avolunteering role that they enjoy wherever possible. Some roles will be over-subscribed and we may ask people to take up a role of their second or even third choice, but this will be avoided wherever possible.
Q: Will there be any alternative dates for interviews and training?
A: Three options for each stage of the process have been offered, but inevitably there will always be a small proportion of people that are unable to make any of them. Therefore sweep-up sessions will be planned for each stage of the induction and training process to maximise the opportunity for everyone.
Q: Will it be possible to have a telephone interview?
A: Telephone interviews will only be permitted by exception for people living considerable distances away from Sunderland.
Q: Can I apply to be a Tall Ships Event Maker if I have a criminal record?
A: Yes, but a standard DBS check will be made and anyone found to have convictions that are judged to be incompatible with the programme will be excluded on a case-by-case basis.
DBS CHECK
Q: Will I need to be DBS checked?
A: Yes, every Event Maker will be subject to a DBS enhanced check. This is carried out by Sunderland City Council there is no cost to the Event Maker.
Q: I have been DBS checked; will I need to go through this process again?
A: If you hold a current enhanced DBS for work with adults and children issued by Sunderland City Council or that is compatible with the ‘DBS Update Service’ you will not need to go through the full process, and will just have to bring your DBS documentation to the interview. If you are in any doubt; please contact a member of the Council’s team HR team on 0191 561 7225 or email .
TRAINING
Q: What training will I receive as a volunteer?
A: There will be a briefing session, selection interviews and then three separate training sessions for general customer service training, role specific training and city orientation, (each period will be between an hour and six hours and there will be three opportunities to attend each; two at weekends, and one mid-week). –
Q: Is the training accredited?
A: The customer service training that all Event Makers will receive is accredited to a NVQ Level 1 in Volunteering. All potential Event Makers may apply for a NVQ Level 2 in Customer Service via the Event Maker page of the website:
Q: Will all training be at Sunderland College?
A: Most, but not all of the training will be completed at Sunderland College. City orientation training events will take place at venues around the city. Technical Liaison Officers will complete their role specific training at South Tyneside College.
Q: Will it be possible to participate and complete any of thetraining via distance learning?
A: Unfortunately not, however Event Makers traveling from outside of the North East of England may be offered a consolidated package in certain roles.
Q: I already have Customer Service qualifications. Will I need to complete that aspect of the training?
A: Yes. The training will be specific to Sunderland, and meets all of our requirements and the duty of care that we have, to ensure that you have been trained to a standard for your own safety
Q: Is there any foreign language refresher training?
A: No, there are too many languages to contend with, and while hosting other nationalities with people that speak their language is a welcoming thing to do; there should be English speakers on all vessels.
TRAVEL AND TRANSPORTATION
Q: Do I need to make my own way to my volunteering role?
A: Yes. We request that all Event Makers are able to get to their volunteering roles independently.
Q: What will be the best way to get to the event site?
A: Sunderland has fantastic public transport access via the Metro, trains and buses. For those that cannot make public transport work for them; car-sharing will be strongly encouraged and an Event Maker Team Leader will be selected to lead the coordination of this.Volunteers will be offered free Park andRide.. More information to follow, and will be briefed at the training sessions.
Q: Can I claim for mileage/bus tickets?
A: Yes. Mileage will be paid and single/returnbus tickets can be reimbursed. A travel expenses form will be given to you by your Team Leader, which you need to complete and return within two weeks of the event either by email or post.
Q: Will there be any other routes across the river for volunteers?
A: The only way between the North and South banks of the river are walking across the bridge or using the amended public bus service. There may be access to small water craft or vehicles for specific volunteer tasks.
UNIFORM
Q: What will I have to wear as an Event Maker?
A: Event Makers will be issued with branded and colour coded polo/t-shirts. Those working outdoors will be provided with suitable branded outdoor clothing. Lanyards with passes will also be issued to identify you as an Event Maker. Black/dark bottoms are to be worn and footwear suitable for the weather/type of event. Please note what to wear will be discussed/highlighted inpre-event briefings.
Q: When will I receive my uniform?
A: Event Maker uniforms will be distributed at the Role Specific Training in June.
Q: Is it possible for Ship Liaison Officers (SLO) to request assignment to a specific Tall Ship?
A: Once all SLOs have been selected they will be asked for any preferences of ship and the Deputy Chief Liaison Officer (Fleet) will work with Quay Leaders to assign SLOs to ships meeting these requests as best they can.
Q: Will every ship be assigned a SLO?
A: Every Tall Ship will have at least one SLO, the larger Class A vessels might have two or even three depending on their specific needs. SLOs should be mindful that some ships will be very demanding, others will be less so, and might not even want their SLO around all of the time.
Q: I’ve been allocated a Quay as an SLO that I don’t know the location of, where is it?
A: Manor, Greenwells, Corporation, Transit Shed, Warehouse, Jubilee Quays and QE2 Berth are in use for the event. A temporary pontoon will be commissioned between Jubilee Quay and QE2 Berth – this will be known as Hudson West Pontoon
ACCOMMODATION
Q: I do not live locally; will it be possible to secure accommodation?
A: There are currently no plans for free Event Maker accommodation, however some locally based Event Makers have already made it known that they have spare bedrooms that they might be willing to offer to Event Makers traveling from outside of Tyne & Wear. A discussion thread will be initiated once the Event Makers’ chatroom is established on the website in due course. Affordable and modest rooms are available in the Sunderland University student accommodation and may be booked by contacting – this is strictly for Event Makers and event contractors, and is not to be booked for families, friends or other event visitors.
SECURITY
Q: Is security going to be a high priority at the event and is there any training re security?
A: Security is the responsibility of the emergency services, the site managers and stewards. Volunteers will not have a role in security, but will receive a brief on what to do in certain situations.
Q: Is there a secure locker to store your valuables whilst volunteering?
A: There is no secure locker facility for Event Makers. Please only bring the necessary items with you that you need for your volunteering role, and keep them with you at all times.
MISCELLANEOUS
Q: Will there be a volunteers’ party?
A: Yes, there will be a party for volunteers on the evening of 14 July 2018 – following the spectacular Parade of Sail.
Q: Will someone be able to give me a reference after the event?
A: Yes. Following the event, Team Leaders or the Chief Liaison Officer will provide a reference on request.
Q: Can I volunteer at other events and activities in Sunderland?
A: Many other volunteering opportunities are available across the city. Please contact – to find out more about future city events.
Other opportunities exist with some of our partners: Sustrans, Great Run Local, Park Run, and local sports clubs and groups. We advise that you contact these organisations individually to request their current volunteering opportunities. The also lists local volunteering opportunities available to you from wider organisations and is a national volunteering website.
Q: What if I am poorly on the day or have an emergency which means I am unable to volunteer?
A: You will be provided with contact details for your Team Leader. Make sure that you let us know at your earliest opportunity, as we will be worried about you!
Q: What happens if I need to drop out as an Event Maker before the event?
A: Please let the Chief Liaison Officer know as soon as possible, this is not a problem at all, but we do need to know for planning purposes.
EVENT QUESTIONS
Q: Will disability access issues be publicised well in advance?
A: Accessibilities information is included in the Event FAQ sheet on the website
Q: Where is Event Admin based?
A: Event Admin posts are in fixed locations associated with the specific roles. The Event Admin Lead will be based in the Volunteer Centre (South) in Event Zone A, but will be continuously roaming between their team locations.
Q: Have local contractors been made aware of the event to be able to help/take advantage of any opportunities?
A: Business engagement has been on-going through multiple channels over the past two years.
Q: Who is the main sponsor of The Tall Ships Races Sunderland 2018?
A: There is no main sponsor at the moment, but we have several smaller sponsors – these are credited on the event website in the footer. See at
Q: Will I be able to buy Tall Ships memorabilia at the event?
A: Yes, and they will sell such official merchandise as mugs, tee-shirts etc.
Q: Is the port locked and so not affected by the rise and fall of the tide?
A: This is correct, the lock gates only open two hours before high tide to re-fil and then is closed. The gates are used to lock ships in and out when required.
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