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A Survivors guide to..

Stewarding

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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

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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.

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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

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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.

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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

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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.

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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

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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.

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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.

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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

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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

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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

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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

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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.

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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.

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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.

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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.

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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)

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Notes

Use this space to write notes or useful information down like phone

Numbers.

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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.

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Site Map 2008

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Soul Survivor B & C:::: Venue closeup Momentum:::: Venue closeup