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Advance information for volunteers on the Soul Survivor Stewarding team 2008
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SOUL SURVIVOR 2008
1
A Survivors guide to..
Stewarding
SOUL SURVIVOR 2008
2
Contents
Page
Introduction: 3
Serving the Delegates 4
Health and Safety overview: 5
Manual Handling: 7
Radio Use 10
Gate Policy 13
Fire Prevention/fighting: 14
Stewards Conduct and responsibilities: 15
Dealing with Conflict: 15
Child Protection: 16
Evacuation of a Venue 17
Stewards Checklist: 18
FAQ about stewarding: 19
SOUL SURVIVOR 2008
3
Introduction
Welcome and thank you for volunteering to be on the stewarding team for
Soul Survivor!!
Whether it’s your first or fifth year volunteering, we’re thrilled to have you on
the team and looking forward to working together as we serve the young
people at the events.
We really want your experience of stewarding to be enjoyable, fun and
rewarding. You are here to work, but also to learn and grow in Jesus along with
the other delegates, so make sure you remember why you are here and make
time for Him to speak and minister to you. In essence we want to create a
culture right through the events that welcomes everyone – a culture reflected
through the way we serve and work with the young people, treating them with
dignity and respect. Stewards at times will need to give firm direction to the
delegates at the events but this should always come with courtesy and respect
for the young people.
This booklet is a basic manual for stewarding. It is not designed to be
comprehensive; rather its aim is to cover some key topics that you will find
useful.
Finally feel free to speak to your team leaders or any of the Steward
Management team if you have any questions or problems during the week.
We are here to help.
SOUL SURVIVOR 2008
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Serving the Delegates
If this is your first time at Soul Survivor then no doubt you’ll pick up pretty
quickly that first and foremost we’re into worship. Everything else flows out
from that place.
We spend lots of time in our meetings loving God through music, and we’re
committed to backing up this devotion with the whole of our lives.
Because of this, on all the teams we’re looking for more than just “workers”
– we’re looking firstly for “worshippers.” We value bible-based lifestyles,
teachable attitudes and unity in the hearts of all those involved. Whatever
team people are on we ask that they adopt our values as closely as possible
and submit to the leadership of those heading up that team.
We know that showing Jesus to others isn’t just about preaching the gospel
(though we LOVE doing that!) but also and really importantly, its about
loving and honouring those around us – sometimes in really practical and
basic ways like keeping things safe and making sure people don’t injure
themselves or get sick – right through to making friends with those on the
fringes and taking the time to hang out with people who look like they could
do with a friendly face.
In short WE LOVE OUR DELEGATES! Or to put it another way:
1. They are the most important people here.
2. They are the purpose of our work (rather than an interruption of it)
3. They are deserving of the most courteous and attentive treatment
we can provide.
“Holiness is not found in doing extraordinary things… but in doing
ordinary things extraordinarily well.” Mother Theresa
SOUL SURVIVOR 2008
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General Health and Safety Overview
I am sure that you have all come into contact with health and safety
regulations in some form or other in your everyday life. In the UK it covers
every aspect of our lives, from travelling to work on the Bus to staying in
University accommodation. This section gives an overview of Health and
Safety Regulations and how they affect you as stewards.
The UK has a dedicated government agency, which looks
after Health and Safety, they are known as the Health and
Safety Executive. They have the responsibility of policing
compliance and to give advice.
Main Laws:
• Health and Safety at work act 1974
• The Management of Health and Safety at Work Regulations 1992
The laws basically say:
• Your health and safety whilst you are at work is protected under the law.
• An Employer has a duty to protect you and keep you informed.
• Employees have a responsibility to look after yourself and others.
• If Employees have a problem they should report it.
So how does this affect Soul Survivor?
The regulations affecting Soul Survivor can be split in to two categories:
1. Soul Survivor has a duty to protect all delegates who come on to the
conference site.
2. Soul Survivor also has a responsibility to protect the health and safety of
any volunteer workers on site.
SOUL SURVIVOR 2008
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The diagram below shows this split:
Soul Survivor requires your help in protecting the delegates. From when you
steward events to when you help pick up litter this is all helping Soul Survivor
fulfil its obligation to keep a safe site.
Soul Survivor also needs you to take responsibility for part of your own health
and safety. For example:
• Wear gloves when picking up litter
• Wash hands after litter picks
• Lift properly – in a safe manner
• Act responsibly
• Use your common sense
• THINK FIRST
SOUL SURVIVOR 2008
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Another key way in which we can prevent problems and improve safety is by
monitoring and reporting any incidents and any near misses.
If you witness a near miss or an incident, which you thought was/could have
been dangerous: report it as soon as possible to Comms.
Soul Survivor has a responsibility to protect your safety as workers whilst on
site by training you, giving you the right equipment and by carrying out Risk
assessments.
Manual Handling
As stewards you will be expected to do a certain amount of lifting and carrying.
It is important that you do this sensibly and do not exceed your individual
physical capability.
Remember:
• It is not a race
• People are all-different and naturally will have different levels of ability.
It is not a competition
• Do not lift beyond your means
• If you need to, or if you are not sure, use two people
Team leaders have the responsibility to keep an eye on their team to ensure
that they lift sensibly.
The following pages give some advice on how to lift safely.
If you have any questions ask your team leader or one of the Steward
Management Team.
SOUL SURVIVOR 2008
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1. Stop and Think
• Plan your lift.
• Where is the load going?
• Do you need help?
• Remove obstructions
2. Position the Feet
• Feet apart, giving a balanced
and stable base for lifting
• Leading leg as far forward as
comfortable
3. Adopt a good posture
• Bend knees
• Keep back straight
• Maintain natural curve in spine
• Lean forward a little
• Keep shoulders level
And in line with hips
SOUL SURVIVOR 2008
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4. Get a Firm Grip
• Individual preferences dictate this
• Must be secure
• If you need to vary grip – do so
as smoothly as possible
5. Keep close to the load
• Heaviest part should be closest to
your body.
6. Don’t jerk
• Keep movements smooth.
• Move your feet.
• Don’t twist.
7. Put down, then adjust
• If load needs precise positioning
put down first then move it.
SOUL SURVIVOR 2008
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Radio Use
Radios are used extensively across the site. If you are given a radio please
make sure you’ve read and understood the information provided by Soul
Survivor and the Comms Team on site. Using a radio for the first time can be
quite daunting, if you are unsure talk it through with a member of the
Comms Team or a Steward Manager. They are there to help you.
Each radio is allocated a call sign (see page 7 for key team leader call signs). If
you wish to contact someone you have to state your call sign and their call
sign. For example if Joel Mitchell needed to contact Comms he’d say:
“Charlie 1 to Comms”.
You’ll be given a list of team leaders and their call signs when you collect your
radio.
Accuracy be as precise and accurate as possible with information (for
example knowing your location is essential if you require
assistance as the site is so big) also consider what you are
going to say before speaking
Brevity big word I know but it is a crucial one! Radio transmissions
should be as brief as possible, ask yourself is it necessary to
pass this message (if its can someone get me a Chinese when
they go off site - that’s not appropriate to be sending over the
radio!!)
Clarity Above all radio transmissions need to be clear, audible and
where necessary spelt out using the alpha phonetic alphabet.
SOUL SURVIVOR 2008
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There are a few key things to remember when you’re using a radio:
• Radio users must use Channel 1 at all times, unless instructed
otherwise.
• The broadcast button on a radio must be pressed a second or so
before a user starts speaking to prevent words being cut off.
• A radio broadcast should be planned in advance, to the point and
clearly spoken.
• All radio messages should end with the word "over" and all
conversations with the phrase "over and out", to indicate to other
users when they may speak.
• Be careful not to broadcast over another user. Use short
messages and leave space in between.
• Be sensitive to the current situation and avoid broadcasting
during a "Zulu Bravo" emergency.
• A double-beep sound emitting from a radio indicates that the
battery is flat. Please exchange the battery in Comms.
• Bear in mind that anyone could be listening. Never send personal
information (eg: private phone numbers) or sensitive information
(eg: that could compromise security/privacy) over the radio.
• DO NOT have a lengthy conversation. Use a phone or meet up.
• Use a phonetic alphabet to spell key words.
The Phonetic Alphabet
Here is a copy of the alpha phonetic alphabet. Using fruit and
vegetables is not professional and not advisable!!
A – alpha G - golf N – november U - uniform
B – bravo H - hotel O – oscar V - victor
C – Charlie I - india P – papa W – whiskey
D – delta J - juliet Q – quebec X – x-ray
E – echo K - kilo R – romeo Y – yankee
F – foxtrot L - lima S – sierra Z - zulu
M -mike T - tango
SOUL SURVIVOR 2008
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There are a few pro-words that are used to keep transmission as brief as
possible! These are words with a predetermined meaning, which makes
communication a great deal simpler!
OVER used at the conclusion of each transmission when an answer is needed
or expected
OUT used when all messages have been passed and nothing further needs to
be said. It also lets others know that the radio is clear for them to use it
ALL RECEIVED
used when you have received and understood the message
STAND BY/WAIT ONE used when further information is due but there may
be some unavoidable delay in passing. It is likely you will have to wait for the
person to get back to you.
NEGATIVE – used instead of no which again being so short it may not be
transmitted.
ANSWER YES / AFFIRMATIVE / YES YES used as a replacement for yes as yes
is such a short word it is sometimes not transmitted.
REPEAT MESSAGE usually said if your message or the message you are
receiving has not been completely understood or heard
ZULU BRAVO emergency call issued by either Comms or Steward Managers
you must not use your radio if hear this. Wait for clearance from Comms
unless you yourself need urgent assistance or come across an emergency
situation e.g an unconscious person
SOUL SURVIVOR 2008
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Gate Policy
GATE OPENING TIMES: Main (deliveries) Gate 24hr
Blue Gate 8am – 10pm
Pink Gate 2.30pm – 6.30pm
Please note the following rules for people entering site (after Day 1)
NO PASSES REQUIRED
NO ENTITLEMENT TO ENTER VENUES
Delivery drivers in marked vehicles
(Send directly to location on site if they know where to go or to Comms if further
help required)
Bath & West Showground Staff (Will have B&W Logo sticker in the car
windscreen)
Guests & Speakers (See daily guest list for names and send to information to
collect their passes)
WHITE ‘EXEMPTION’ PASSES (always put entry time on wristband)
NO ENTITLEMENT TO ENTER VENUES
No charge
Customer for on-site businesses or anyone with a valid reason to be on
site but not falling into any other category
£ 5 refundable fee (refund if off site within 2 hours only)
Visitors wishing to see delegates / deliver items / stay overnight*
(Either must be met by a valid pass holder or able to answer security questions) * if a delegate has a 1 day pass then the white wristband will allow them to stay onsite overnight on the night of
the day pass or to arrive the evening before the day pass begins.
DAY PASSES (7 am – Midnight)
Passes available on the gate are for ONE DAY ONLY.
Delegates wishing to enter the site for longer than one day need to
go to information, open 9 – 7 daily (At Momentum Info will close at 5.30pm )
to upgrade to a multi-day pass (further discounts available)
Adult 12+ £ 25
Children 5 – 11 years (No access to kids work) £ 15
Children 3 – 4 years (No access to kids work) £ 10
Children 0-2 years (No access to kids work) Free
A record of all day pass sales will be made on the sheets provided
SOUL SURVIVOR 2008
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Fire Prevention/fighting
As stewards you play an integral role in the prevention of fire.
We do not expect you to take undue risks, in the event of fire help and
encourage delegates to leave the venue. Once out of the venue it is important
to ensure that everyone moves as far away as possible and do not allow
anyone to re-enter until the venue has been cleared as safe by a member of
the Steward Management Team.
Stewards should:
• Check fire exits regularly – to ensure they are clear and in working order
• Don’t allow piles of rubbish to build up, in or around venues
• Make sure that fire extinguishers are available in the venue
• Familiarise yourself with the location of fire extinguishers
• Encourage delegates to be sensible with fire
• Help enforce rules regarding smoking.
• Help enforce the no camp fire rule
There are different types of Fire extinguishers to be used on different types of
fire.
Due to EU regulations all Fire Extinguishers are now the same colour.
Type Label For use on Do not use on
Water
RED
Wood, paper,
textiles etc
Flammable liquids,
Electrical equipment
CO2 BLACK Flammable liquids,
Electrical equipment
Do not use in a
confined space
Dry Powder BLUE Suitable for all Classes of Fire
Foam CREAM Wood, paper,
textiles etc
Flammable liquids,
Electrical equipment
SOUL SURVIVOR 2008
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Stewards Conduct
When on duty it is important that you remember that you are here to work,
serve delegates and each other.
Therefore we expect you:
• Not to smoke whilst on duty
• Not to drink alcohol whilst on duty
• Not to wear your steward jacket when not on duty
• To listen to your team leader for instructions and if you do not
understand, to ask for clarification.
• To work as a team.
• To be polite to delegates at all times
• Not to physically restrain delegates
• To always treat delegates with respect
Dealing with conflict
The best way of dealing with conflict is to avoid it in the first place!
You may find the following tips useful if you find yourself in a situation that
potentially could involve conflict.
• Be as polite as you can. People are much more likely to co-operate
with you if you show them respect.
• Expect a positive result. Your body language will be good if you are
expecting someone to do as you have asked them. If you expect a
negative reaction from a person, you'll probably get one.
• A person will often relate to you in the same way that you relate to
them. I.e. if you are polite and respectful to someone, they are likely to
be polite and respectful to you. If you are short and aggressive to
someone, they are likely to speak to you in the same way.
• Finally, if you feel out of your depth, get some help. We are not
expecting you to have to deal with people who won't co-operate with
you. At least one member of the Steward Management Team will be
on duty right round the clock. They are there to help you and will
respond straight away if you feel you need someone.
SOUL SURVIVOR 2008
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10:10 Emergency
In the event of an emergency – you can call for assistance on the radio. A
member of the Steward Management Team will come to your assistance
immediately.
Broadcast on radio channel 1.
“your call sign to Comms, 10:10 Your location.”
At the very least make sure you say.
10:10 and your location.
If you hear the 10:10 call announced over the radio please allow the Steward
Management Team to respond, and assess the situation. Do not attend
yourselves if more assistance is required you will be asked for.
Child Protection
You will all have read and signed the Soul Survivor child protection procedure
form. (If not see one of the Steward Managers) These rules are in place for
the protection of young people on site, as stewards you will come into
regular contact with young people and will therefore need to be extra
careful. Remember:
1. No unnecessary contact with delegates (no touching)
2. Avoid being alone with delegates especially in enclosed venues
e.g. tents or vehicles
3. Remember not all young people are nice.
SOUL SURVIVOR 2008
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Evacuation of a Venue
In an emergency it may become necessary to evacuate a venue, it is important
to remain alert and prepared for such an occurrence whilst on duty.
When you enter a venue consider how you would get delegates out in an
emergency.
Inform delegates:
This can be done in a number of ways either via the PA system, by
shouting or using the normal fire alarm system within the venue.
In the event of an evacuation:
Stay Calm
Delegates will be look to you to show how to act and react to an incident;
it is important that you remain calm and give clear guidance.
Contact Comms
Comms will be able to co-ordinate an emergency response to the incident
including calling emergency services and activating the site emergency
plans. Send a runner if you can or contact them by radio.
Be Vocal
Delegates will be confused, it is important that you give clear audible
instruction. You will need to be firm but polite.
Keep delegates moving
Once the delegates are out of the building keep them moving so that the
exits are clear for those behind them.
Stay out
Do not allow any delegates to renter the venue until it has been given the
all clear by the Steward Manager
Big Top
There is a specific and more detailed plan for the evacuation of the
big top venue, each time you steward the big top ensure that you
know what your role in the event of an evacuation should be.
SOUL SURVIVOR 2008
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Stewards Check List
� Know where the exits to the venue are.
� Check that the exit way is clear and unlocked
� Walk the routes that delegates may take in the event of an evacuation.
Check that all obstructions have been removed, that exit doors are unlocked
and clear inside and out, that all fire doors are shut and not wedged open. It
is important to walk the entire exit route right to a position clear of the
building.
� Once the event/meeting has begun ensure that the exits are checked
regularly, both inside and out.
� Know location of Fire Extinguishers.
� Think about what questions people might ask you, and seek out the answers.
� You don’t have to have great knowledge of the event program but simple
things such as start and end times, locations of toilets, exits and places to get
food and drink will help.
� Know who you report to
� Know how to get hold of First Aiders
� Ensure you understand what your role is.
� If in doubt ask questions.
� Know the event rules
� Know if you have any special needs delegates in your area. Mum’s with
babies, Disabled etc
� Once event/meeting is underway. Remain vigilant; continue to monitor your
area.
SOUL SURVIVOR 2008
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If in doubt, ASK
Frequently Asked Questions by Stewards
� Where and when do I get fed? Stewards are fed from the Catering tent (opposite the Chat Room) Meal times are: 07:30 – 09:00 Breakfast
12:00 – 14:00 Lunch
16:30 – 18:00 Dinner
� How do I know when I’m working?
Stewards rotas are posted in the stewards lounge behind Comms. Please
take note of times when you are expected to be working and arrive at that
location in plenty of time. If you have any questions ask your team leader
or a senior steward.
� Who do I report to?
The rota in the steward’s lounge will tell you whom you are directly
responsible to.
� Where can I find tools and resources?
Tools, gloves and other useful items can be collected from Comms over the
counter (using the front door) or some resources such as gloves and black
bags may also be found in the Stewards lounge
� What do I do if I need a senior steward?
Senior stewards are in radio contact at all times if you need to contact
them either go through Comms or use a radio handset.
� How can I contact First Aid?
First aid run a medical centre next to the main site gate and can be
contacted directly there or via Comms using the radio. During main
meetings a First Aid team can be found at designated First Aid point (look
for the First Aid)
SOUL SURVIVOR 2008
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Notes
Use this space to write notes or useful information down like phone
Numbers.
SOUL SURVIVOR 2008
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Notes
An anonymous author penned these words:
I’d rather see a sermon than hear one any day.
I’d rather one would walk with me than merely show the way.
The eye’s a better pupil and much sharper than the ear.
Fine counsel can confuse me, but example’s always clear.
The lectures you deliver may be very wise and true
But I'd rather get my lesson by observing what you do.
SOUL SURVIVOR 2008
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Site Map 2008
SOUL SURVIVOR 2008
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Soul Survivor B & C:::: Venue closeup Momentum:::: Venue closeup