TTC Village Toolkit interactive FINAL v9.2

Introducing the Time to Change Village

1. Introducing the Village• AboutthisGuide Page3

• WhatistheTimetoChangeVillage? Page4

• HowdoestheTimetoChangeVillagework? Page4

• TimetoChangeCommunityEvents Page4

2. Planning your Time to Change Village• PlanningyourTimetoChangeCommunityVillage Page5

• VolunteerCo-ordinators Page6

• Venue/Location Page6

• Timeline Page7

• OtherThingstoConsider Page8

3. Individual Elements of the Village• TheCinema Page9

• TheTeaRoom Page11

• TheVillageStore Page13

• ThePostOffice/Newsagent Page14

• TheSurgery Page16

• TheVillageGreen Page17

• VolunteerRegistrationTent/QuietSpace Page19

4. Building a Village• Marquees-howtoputthemup Page20

• ChairsandTables;PavementsSigns;ParkBenches;Flags;Post-box Page22

• ArtificialTurf;ElectricCablingandCasing;SafetyandSecurity;Powersource Page23

5. Unlocking the potential of the Time to Change Village Page24

Contents

Introducing the Time to Change Village –

Introducing the Village

About this Guide

This guide provides basic information needed to set

up and run a Time to Change Village. It will also help

you decide whether this is something that you want

to do. After reading it you should be familiar with

the following:

• The Village idea and how it is used for social

contact

• The process of planning a Village, including

the number of volunteers you will need

• The individual elements of the Village kit

• How to ‘build’ a Village

The guide is designed to complement our Community

Event Toolkit which covers everything you will need

to know about running a public event as part of the

Time to Change campaign. The Community Event

Toolkit can be found at www.time-to-change.org.uk.

We advise that you familiarise yourself with the

Community Event Toolkit before reading this guide.

It contains important information such as what

we mean by ‘Social Contact’, how to promote and

evaluate your event, volunteer recruitment, risk

assessments and insurance.

In this guide we will explain how each element

of the Village may be used to start conversations.

However, if you need any further information on

the principles behind social contact, please see the

Time to Change website www.time-to-change.org.uk.


http://www.time-to-change.org.uk/sites/default/files/community-event-toolkit.pdf

http://www.time-to-change.org.uk/sites/default/files/community-event-toolkit.pdf

http://www.time-to-change.org.uk

What is the Time to Change Village?

The Time to Change Village is a large-scale

community engagement event idea that facilitates

conversation around mental health issues (social

contact). It consists of several marquees that are used

to facilitate social contact between Time to Change

volunteers and the public. It encourages people to

talk to one another!

How does the Time to Change Village work?

The Time to Change Village is just like any other

village or community where you might find amenities

such as a post office, a shop, tea room, cinema,

village green or surgery. However, in the Time to

Change Village these are housed in pop-up marquees

which are used as tools to get people talking about

mental health.

Social Contact

At a Time to Change Village, Social Contact happens

when someone with experience of a mental health

problem comes together with someone who doesn’t

have, or isn’t aware that they have, this experience.

Information is exchanged, experiences shared,

and people get to know each other. In this context,

disclosure around mental health can lead to an increase

in knowledge, a shift in perception, or even a complete

change in beliefs, as this person reassesses their

attitude towards people with mental health problems.

Conversations are the most important activity at Time

to Change Villages to break down stigma about mental

health. These conversations are had between volunteers

and members of the public.

The advantage of the Village format is that there

are a lot of activities that volunteers can use to start

conversations which can be the first step in disclosing

their own experience of mental health problems.

Time to Change Community events

In the past few years’ Time to Change Villages have

popped-up in city centres, African and Caribbean

carnivals, LGBT pride festivals, the Queen Elizabeth

Olympic Park, an agricultural show and even a

rugby match at Twickenham!

The marquee element of Time to Change Village events

is where all activities take place. The advantage of using

marquees is their flexibility:

• They can ‘pop-up’ almost anywhere, meaning

we can reach out to people from a wide variety

of communities

• The number of marquees used can be varied,

meaning that they can all be used as a stand-alone

event or just one or two of them can pop-up

in smaller spaces or as part of another event

• The activities inside the marquees can be varied

depending upon what works best for the local

community. At past events we have had a yoga

zone, a youth club, accessible sports, circus skills

a DJ shack and many more innovative activities.

We welcome creative thinking about how you use

the spaces within the Village to best attract

your audience

• The marquees provide cover during inclement

weather. When it rains your activities may become

even more enticing as people shelter in the marquee


Planning your Time to Change Village

Villages take a lot of preparation and planning to

ensure that everything is in place prior to the event.

However, as they may be such large events with

so many different activities going on, things are

bound to come up on the day that you have not

prepared for.

Your Village size depends space available & amount of volunteers

The size of your Village should be determined by:

i. the number of volunteers you realistically

think you can recruit

ii. the amount of space that you have

Volunteers

An event using all of the marquees would require

approximately 26-36 volunteers per shift and

a shift should not be longer than around three

or four hours.

We have estimated how many volunteers you would

need per marquee. Please find this information below

under each marquee section (i.e. the Cinema, the

Tea Room).

However, there are many factors that can influence

how many volunteers are on site at any one time:

• Some volunteers may decide to remain for more

than one shift

• Some volunteers may realise that the experience

is not for them and may leave early

• All volunteers should be provided with the

opportunity to take regular breaks, which will

affect the number of volunteers on site at any

one time

• There can be dropout rates of up to 50% between

registration and the event date

For a full Village with six marquees we would

therefore recommend trying to recruit around

80 – 100 volunteers to cover the whole day.


Volunteer Co-ordinators

Volunteer Co-ordinators are responsible for

managing the volunteers at a Village event.

It is key to ensure that you have enough support

from experienced Volunteer Co-ordinators and

other staff to ensure that you are able to cope with

any difficulties on the day, and that your volunteers

are being looked after at the same time.

Volunteer Co-ordinators are more experienced

volunteers who should be DBS checked and can

provide support to the volunteers within the area

of the village to which they are assigned.

We recommend that Volunteer Co-ordinators get

to know the volunteers in their section of the village

and are able to step in to help with any difficult

conversations with members of the public.

Volunteer Co-ordinators should also take practical

steps to ensure that the volunteers in their area

are safe and comfortable, including reminding them

to take breaks and drink plenty of water.

Venue/Location

When choosing your venue for the Village you may

wish to consider the following:

• Footfall: the success of the event depends very

much on members of the public coming into the

Village so you should choose a location that

gets busy

• It is easier to request to join in with an existing

event that will attract ‘passing trade’ rather than

to set up your own event and try to encourage an

audience to attend. We call this piggy-backing

• Indoors versus outdoors: the weather can make

or break a Village but indoor venues such as

shopping centres can also bring problems such

as limitations on the heights of marquees

• For indoor events we can provide Time to Change

branded barrier systems as an alternative to

marquees. These barriers can be used to divide

your event into zones, however, please be aware

that only a limited number of barriers will

be available


4 months before

the event • Determine your budget

• Decide where your event will be taking place

• Decide what partner organisations you would like to include and approach them

3 months before the event • Set up an Advisory Panel of local partners and meet with them to discuss

details of the event

• Set the event date

• Decide on and book a venue/location

• Decide what elements you would like to include in your Village and how many

volunteers you will need

• Order any materials you will need for volunteer recruitment e.g. posters,

leaflets

• Order any materials that you will need from the central Time to Change Team

e.g. Village Passports, leaflets (explained later in the guide)

• Seek the involvement of any local celebrities who might help to draw publicity

2 months before the event • Book venues for volunteer training

• Open volunteer recruitment

• Advertise for volunteers on social media and your website. Post your event on

the Time to Change website

• Put up any volunteer recruitment posters

• Book any activities that you will be including as part of the village

• Book a photographer if needed or find a volunteer to do the photography

• Complete a risk assessment and a method statement*

• Check if any other Health and Safety documents are required by the venue

• Recruit volunteer coordinators and ensure that they have been DBS checked

and approved to work with adults, and that at least two have been DBS

checked and approved to work with children

Timeline

We recommend that you start the preparation for your village around four months before it takes place.

You might like to consider the following elements when planning your activity although this is not an

exhaustive list:


1 month before

the event • Start to draft your press release*

• Decide who will act in ’loco parentis’ for any under 18 year olds taking part

• Check through volunteer registration forms for any issues e.g. accessibility

requirements

• Send a confirmation email to volunteers to let them know that they have

been accepted

• Confirm to volunteers which training session they will be attending

• Make volunteers aware of any travel expenses limit

• Order the elements of the Village Kit that you will need using our

Inventory Order Form*

• Check the timings during which the venue will allow you to set up

• Finalise activities program and make any advance payments needed

2 weeks before the event • Send out the Volunteer Briefing pack*

• Book any First Aid cover required

1 week before the event • Ensure that you have printed the necessary paperwork*

• Send out your press release

• Print any name badges and signing-in sheets, being sure to keep any sensitive

information on a separate sheet

• Print pledge cards if this is an element you are using

• Ensure you have enough petty cash to cover any expenses on the day

Other things to consider

• You may wish to dedicate a marquee or other area as a quiet space for volunteers

• You may wish to consider ensuring that there is mental health support available at the

event or ensure that you have the phone numbers for local services in the event of a crisis

• Please also see the Social Contact Event Toolkit for other tips on planning your event and

supporting volunteers

*an asterisk denotes forms or materials that are available on our website


The following is a breakdown of what each element

of the Village is and how it may be used to facilitate

conversations. Equipment items in italics are not

included in our inventory and you will have to source

these yourself.

The Cinema

How it WorksWe have put together two short film compilations that

last between 10-15 minutes in total. These consist of short

Time to Change films, adverts and interviews that have

been used throughout the campaign. Usually we run

these on a continuous loop so that the public can drop

in at any time and watch them.

You are welcome to use these compilations or to use

(or produce) your own. If you do produce your own

material, we would strongly suggest that you consider

the cost and organisation implications of showing your

own mental health films. You should also bear the

following in mind

• We recommend that the compilations are

no longer than 15 minutes and individual films

no longer than five minutes

• It’s also important for the picture and sound

quality to be as high as possible for projecting

• A continuous loop is much easier to manage than

showing separate films from DVDs, but we have

occasionally had discussion workshops based

around a single longer film. This worked very

well but required much more planning

Top Tip: You could consider hiring a popcorn machine to add a ‘real cinema’ fun experience element to your cinema.

Using the Cinema for Social ContactThere is also a good opportunity to engage the public

in conversation by asking them if they would like to

watch some films – the cinema looks very striking and

interesting when people are not expecting it so it’s

a great conversation starter!

When someone has watched the films you have another

opportunity to engage them in conversation when

they come out, just by asking ’what did you think of

the films?’. As they have already expressed an interest

in the campaign, they are much more likely to chat

openly after watching a video.

Social contacts are recorded using the tally charts

outlined in the event guide and we attach two of these

to the outside of the marquee, one to record the virtual

contacts and one for the face to face conversations.

Individual Elements of the Village


Number of Volunteers4-6 is the ideal number of people to be stationed

at the cinema at any time

Other things to think aboutIt’s important to be able to hear the films and if your

event has live music or other loud activity elsewhere,

think about the positioning of your marquees so that

one doesn’t drown out the other.

Power source

Think about your source of electricity. Where possible

run cables where they will not cause a trip hazard.

If this is not possible, lay matting over any cables. If

cables are on wheels, they need to be fully unwound

as the cable can overheat and become a fire hazard.

If there is no permanent source of electricity you

will need to hire a generator to power the equipment

used in the cinema. Check with the landowner

what type of generator is allowed. Diesel is usually

acceptable whereas there are restrictions on

the use of petrol powered generators. These are

best avoided.

Fire extinguishers

We can also provide a fire extinguisher for use on

electrical fires – remember to book this on the inventory

if required.

Resources

Marquee: Black, 6m x 3m x 3.25m; (m = metres)

with a roof, 4 walls and a zipped doorway. ‘Cinema’

wording on the two long sides.

Equipment: 16 chairs, laptop, speaker, projector,

screen and projector hide, 4 socket extension lead,

anti-surge adaptor, weights to help weigh down

marquee legs (2 for each corner leg). An electrical supply is required.


TheTeaRoomHow it WorksThe Tea Room is always a popular feature of the

Time to Change Village and it serves a double

purpose. As well as a social contact facilitator it is

where your volunteers can get a hard-earned cuppa!

Hot drinks are served to anyone approaching the Tea

Room and asking for one. Some seats are positioned

inside and more outside if the weather allows. Having

some small tables available is also useful but not

essential. A sign is placed on the Tea Room with

‘Free Hot Drinks Here’ to encourage people to come

along and volunteers can tell people that the ‘cost’

of a cuppa is a conversation!

Top Tip: Check with the venue that it is okay to serve drinks to visitors to your Village. There may be businesses who may lose

out on custom near your pitch.

Using the Tea Room for Social ContactThe main purpose of the Tea Room is as another

space where social contact happens. Volunteers

from anywhere in the Village can, when they are

having a particularly good conversation, ask the

person they’re talking to if they’d like to continue

the conversation over a hot drink. Also, if you’ve

advertised that there are free hot drinks available,

it’s likely that people will queue for them, meaning

volunteers can approach them and chat while

they’re waiting to be served.

Finally, your Tea Room staff will also be trained

volunteers and can have plenty of conversations

while they’re serving. Social contacts are recorded

on a tally chart attached to the marquee.


Number of Volunteers 4-6 is the ideal number of people, with 2 or 3 serving

and the others talking!

Other things to think aboutKeep the water boiler topped up regularly – if it runs

out before you fill it, you will have a long wait until

you’re ready to serve again!

You might want to consider providing herbal and

decaffeinated tea, hot chocolate or Cuppa Soup.

Hot and cold Vimto and Ribena also go down well

on chilly or warmer days. Biscuits and homemade

cakes are additional items you might want to include

if you have the budget.

Power source



If this is not possible, lay matting over any cables. If

cables are on wheels, they need to be fully unwound

as the cable can overheat and become a fire hazard.



used in the Tea room. Check with the landowner


acceptable whereas there are restrictions on

the use of petrol powered generators. These are

best avoided.

Fire extinguishers

We can also provide a fire extinguisher for use

on electrical fires – remember to book this on

the inventory if required.

Resources

Marquee: Pink, 6m x 3m (m = metres) with a roof,

3 walls and an open front. There is a second

marquee of the same design which can be used

for a larger, covered seating area.

Equipment: 2 trestle tables, 12 chairs, hot water

boiler, 8 12.5kg weights to weigh down marquee legs

(2 for each corner leg), disposable cups, spoons and stirrers, tea, coffee, hot chocolate, sugar, milk, bin liners. An electrical supply is required, along with a supply of water.


TheVillageStoreHow it WorksThe Village Store was introduced as a way to help

collect email addresses so that we can follow

up people’s experiences at our events with a

questionnaire. In the Tea Shop various Time to

Change materials are available to anyone who

has had a conversation with a volunteer and the

‘currency’ is an email address!

The Village Store staff simply explain that someone

will email them within a couple of weeks with a

questionnaire, record the ‘customer’s’ email address

on the relevant sheet and let the customer have

what they request from the display. After the event,

the email addresses are sent to the Time to Change

Evaluation & Research team.

Top Tip: Ensure that volunteers tell members of the public that we do not provide their contact details to third parties and that they will only be contacted in relation to Time to Change and the evaluation it is conducting.

Using the Village Store for Social ContactAlthough the main purpose of the Village Store is for

email collection staff can use the opportunity to have

conversations about mental health.

Number of Volunteers 2-4 is the ideal number of people to staff the

Village Store.

Other things to think aboutWe’ve found that the Village Store works really well

alongside the Tea Room at events; this means that

the two pink 6 x 3m marquees can be used together

to maximize the space for both activities, and to

create a visually striking element of the event.

Resources

Marquee: Pink, 6m x 3m (m = metres) with a roof,

3 walls and an open front.

Equipment: 2 trestle tables, 2 chairs, 8 12.5kg

weights to weigh down marquee legs (2 for each

corner leg), Time to Change print materials.


ThePostOffice/NewsagentHow it WorksThe Post Office/Newsagent enables people to get

talking, find out the latest news from the campaign,

make a photo pledge and spread the word beyond

the Village!

There are several things that you can do in the Post

Office/Newsagent:

• Photo Pledge – encourage people to write

a pledge and have their photo taken with it;

then print it out and add to a live gallery, which

is created throughout the day: please visit

www.time-to-change.org.uk to download

our artwork

• Postcard from the Village – get people to choose

their favourite campaign postcard, write a

message and pop it in our lovely red post-box.

After the event all postcards are sent, meaning

our message reaches out beyond the event!

Using the Post Office for Social ContactThe post-box and the pledge photo gallery can

be very attractive features in the Village, bringing

in members of the public who want to see what’s

going on. When people are looking at the pledge

photos volunteers can ask ‘What’s your favourite

pledge’ or ‘Would you like to pledge too?’. Both

questions are great conversation starters.

Similarly, volunteers can talk through some postcards

with people and ask what they think before getting

them to write and send their messages.


http://www.time-to-change.org.uk

Number of Volunteers 1 – 2 for the photo pledging, 2 for the postcard

activity and 4 ‘floating’ with campaign materials.

Other things to think aboutHave spare batteries for your camera and plenty

of ink cartridges for your printer.

If you send completed pledge cards back to the

central team, we will ensure that these are added

to our online Pledge Wall.

You may wish to advertise that you are only able

send postcards within England (depending upon your

budget) and only Time to Change postcards to help

to avoid disappointment.

We have two post-box suits that can be worn by

volunteers to encourage people to send a postcard.

They have proved very popular, particularly on

cold days.

Resources

Marquee: Orange, 3 x 3m (m = metres) with a roof,

3 walls and an open front

Equipment: 3 trestle tables, 8 12.5kg weights to

weigh down marquee legs (2 for each corner leg),

leaflet stands, leaflets, promotional materials, postbox, postbox costume, campaign postcards.


TheSurgeryHow it WorksThe Surgery is populated with professionals

representing local services including mental health

trusts and Foundation Trusts, local Minds, Rethink

Mental Illness as well as Mental Health First Aid

and other organisations. When volunteers are talking

to people, who might ask for information about

what’s available locally, rather than just handing

out information the volunteers can take them to

the surgery and introduce them to professionals who

can talk more about what’s available in their area.

Using the Surgery for Social ContactThe Surgery is an area for local professionals

and, when engaging the public in social contact,

it is somewhere to take people for more information

about services available locally. However, it is also

useful to have a couple of volunteers stationed

there to engage with people after they have

spoken to mental health professionals and to share

their experiences.

Number of Volunteers 2 volunteers maximum, as this is mainly an area

used by external organisations.

Other things to think aboutAlways ask local services to bring along printed

resources and a pop up banner if they have one –

they will be really helpful to people and also a good

engagement tool.

The Surgery is not intended as an area to provide

counselling or specific advice to an individual.

Members of the public should be signposted to local

services, helplines or websites for further support

and information – these could include NHS, Mind,

and Rethink Mental Illness.

Time to Change often invites volunteers from Mental

Health First Aid (MHFA) to attend the Villages to

provide additional support. Red Cross, St. John or

other first aid specialists can also be invited if the

venue requires that you provide first aid cover.

Resources

Marquee: Blue, 3 x 3m (m = metres) with a roof,

3 walls and an open front.

Equipment: 3 trestle tables and 6 chairs, leaflet

racks, 8 12.5kg weights to weigh down marquee

legs (2 for each corner leg).


TheVillageGreenHow it WorksThe Village Green can be used for entertainment,

activities or both. At some Village events, the Village

Green has been used purely as a stage area for

music or poetry. In these cases it was set up with

a public address system (PA) and had a full and

timed programme. At other events it has been used

for engagement activities such as face painting

and arts and crafts, which give volunteers an

opportunity to engage in social contact through

shared experiences.

Using the Village Green for Social ContactHow you use the Village Green will determine how

it can be used to facilitate social contact. If it is

largely a performance stage you should try to have

volunteers among the audience so that after music,

poetry, or theatre performances they can start

a conversation by simply saying ‘What did you

think of that?’

If the Village Green is used for other activities,

it’s important to have volunteers leading or joining

in. Popular activities at past events have included:

• Face painting: which often draws a queue,

providing a great opportunity for volunteers

to talk to people

• Bracelet making: which was led by volunteers

who engaged with the public around a shared

and positive experience

• Cake, biscuit or gingerbread men decorating:

where people can create mood faces with icing

sugar and volunteers can use the experience

to start conversations about mental health

Number of Volunteers 6-10 volunteers


Other things to think aboutIf you are using the Village Green as a performance

area you will need a PA system with microphones and

other accessories.

If you are using the space for art and craft activities

think about those which can be used to encourage

conversations between volunteers and members

of the public. You will need to provide materials,

e.g. bracelet-making equipment, beads and threads,

which usually cost between £30 and £40 per event.

Other suggestions could include decoration of

gingerbread men or digestive biscuits using tubes

of icing sugar. This costs around £20 per event.

Power source



If this is not possible, lay matting over any cables.

If cables are on wheels, they need to be fully

unwound as the cable can overheat and become

a fire hazard.



used in the Tea room. Check with the landowner


acceptable whereas there are restrictions on the

use of petrol powered generators. These are

best avoided.

Fire extinguishers

We can also provide a fire extinguisher for use

on electrical fires – remember to book this on

the inventory if required.

Resources

Marquee: Green and white stripes, 6 x 3m

(m = metres) with a roof, 3 walls and an

open front.

Equipment: This depends on how the Village Green

is used – if it’s for entertainment such as music,

a PA system will be required and if it’s used

for activities it’s likely that you’ll need tables

and chairs.


Volunteerregistrationtent/quietspaceHow it WorksVolunteer Registration is where volunteers can

register their arrival, claim travel expenses and take

a break. You may wish to use this marquee as a quiet

area for volunteers if you do not have an additional

dedicated quiet space.

Social Contact in the Volunteer Registration TentThe volunteer registration tent should be placed

in a remote part of the Village where possible as

volunteers may wish to come here to take a break

from the crowd. Therefore social contact does not

usually take place in this tent. It is worth keeping

some campaign materials in the tent in case

members of the public do find their way into the

tent so that you can tell them about the campaign

and signpost them to the rest of the Village.

Number of Volunteers This should usually be run by two experienced

volunteers or members of staff. As there is a lot

of administration that may need to be carried out

including lost child forms, accident report forms

and travel expense claims. It is not advisable to

have volunteers exclusively staffing this marquee.

You may also wish to consider stationing someone,

with some counselling skills and Mental Health First

Aid training, in this marquee in case volunteers

encounter distressing situations at the event.

Floating volunteersYou may wish to position volunteers on the outskirts

of the Village or at strategic locations nearby to help

to draw members of the public in. These volunteers

should be provided with leaflets and campaign

materials to use to start conversations.

Resources

Marquee: 3m x 3m. Orange with a roof, 3 walls

and an open front.

Equipment: Two tables, a lockable cupboard, around

3 chairs, 8 12.5kg weights to weigh down marquee

legs (2 for each corner leg).


Building a Village

The previous section has detailed what you might

include in your Village and how each element can

be used to facilitate social contact. Now you know

the options for what might be included at your event

it’s time to learn how to build a Village.

It is usually best to arrange to construct your Village

the day prior to the event as it can take some time.

You will also need to help take down your Village

after the event at which point the kit will be returned

to storage.

Marquees – how to put them up

We will look at other items of Village kit, such as

flags and signs, a little later in the guide but the

main items you will need to construct are the

marquees which come in two sizes 6x3m and

3x3m (m = metres).

We recommend you allow around three hours to

construct the marquees, based upon eight people

putting up six marquees.

Each marquee comes in two bags: one containing

the metal frame and one the canvas sides – each

is clearly marked and the correct items should

be returned to the correct bags after the event.

The first step is to take the metal frame out of the

bag. The easiest way to do this is to stand it vertically

on its feet and slide the bag off over the top – this

requires two people. You then need to make sure that

the frame is loose as sometimes parts of the frame

wedge together in transport – simply pulling gently

on each leg and shaking the frame usually loosens

it sufficiently.

For the next stage of construction you will need

four people. Each should take a leg and slowly

walk backwards away from each other. As you walk

backwards the frame will expand and the central

pole will rise.


Before the central pole rises too high you should

take the canvas roof canopy from its bag and place

it over the top of the pole and position each corner

of the roof in place. Once the roof is roughly in place

continue to pull each leg backwards until the roof fits

tightly to the corners - at this point you should hear

the clips lock into place.

By this stage, the marquee should cover the full

floor space (either 6x3m or 3x3m) and have the

roof securely in place – the full height will not yet

be realised. You can now go underneath the marquee

and secure the roof to the frame using the several

Velcro pads or ties. If the roof has ties to secure

it in place please tie bows rather than knots so that

it easier to take down at the end.

The final stage of the frame construction is for

each person to pull out the height adjustment pins

(located on every leg) and at the same time and pace

raise the legs until five holes are showing allowing

the pins to click into place on the sixth hole. The

marquee will then be erected at its full height. With

the 6x3m marquees, if you follow this guidance for

the four corner legs the two middle ones can be

released by pulling the pins and letting the legs drop

into place.

At this point move the marquee to the position in

which you require it and put a weight (supplied with

kit) on each leg. The next step is to add the sides

to the marquee. Each side has a Velcro strip along

its full length at the top which attaches to a similar

length on the inside of the roof.

There are then several Velcro ties to secure the sides

to the legs. Finally, for extra security, there are metal

eyelets in the middle of the longest walls of the 6x3m

marquees which can be attached to the leg with

cable ties. Your marquee should now be complete

and secure.

All of the marquees have three walls and an open

side with the exception of the cinema which is

completely enclosed. When all of your marquees are

built and in place you have created all of the spaces

in your Time to Change Village and it’s time for the

finishing touches!

Whilst you may have your own ideas for making your

Village as colourful and vibrant as possible these

are the main items within the kit that you’ll probably

want to use.


Chairs and Tables

We have 60 fold up chairs and 12 tables for use in the

Village – think about how many you’ll need before

ordering and refer back to the equipment section for

each element listed earlier in the guide. For example

we recommend 16 chairs in the cinema and maybe

12 for the Village Green if you’re using it for art and

craft based activities.

Pavement Signs

There are five hard plastic sign holders which

contain A1 posters which can be placed outside each

marquee to signpost what is inside. These match the

colours of the marquees. The sign holders have

a base which can be filled with water for weighting

and stability and have two screw threads onto which

a simple wing nut is tightened.

Park Benches

These are two foldable two-seater benches which

look very authentic in the Village. They are usually

located at the Village Green and have been very

effectively utilised for photo pledging.

Flags

The village kit includes three ‘wing banner’ flags

which add a festival feel to the event as they blow

in the breeze. Like the pavement signs they have

a base which needs to be weighted with water but

they are on wheels so they can be moved into place.

The poles come in three sections, which slot together

and slide through the flag which is then clipped into

place before being inserted into the base. The flags

are very effective if placed at the entrance to the

Village one at each end and one in the middle.

Post-box

The traditional red cast iron post-box adds colour

to the Village, looks great and also has a practical

function. It is heavy and requires three people to

assemble. The post-box needs to be held horizontally

by two people while a third person secures a broad

wooden base with four nuts and bolts. Once

assembled the post-box stands very securely but

needs two people to move it into place as it is heavy.


Artificial Turf

The kit contains two strips of artificial turf which

are 4m x 2m and are particularly useful for city

centre events as they add colour and effect as well

as having the practical use of concealing electric

cables. The turf is in rolls which simply need to be

laid in position. It is ideal to lay them several hours

before an event and put heavy objects on the edges

to flatten them out.

Electric Cabling and Casing

You will probably require some power for your

Village and there are 2 x 25 metre extension cables

with casing to prevent trip hazards. You will need

to work out how many power sockets you require

and make sure that the venue provides power. If you

need a generator always check with the venue what

type they allow – if they allow generators at all.

Safety and Security

If at all possible you should set your Village up the

day before the event. Once all your marquees are

in place and weighted down you could put all of the

other items inside the cinema marquee. This can

then be closed so the rest of the Village kit is not

on display. It is then all on site and ready for the

following day. You will still need to arrive on site

at least two hours before the event with your team

who will need to lay out all the tables, chairs, flags,

and other equipment.

If you follow these guidelines, you will need

to arrange overnight security so make sure that

is factored into your budget.

Power source



If this is not possible, lay matting over any cables.

If cables are on wheels, they need to be fully

unwound as the cable can overheat and become

a fire hazard.

If there is no permanent source of electricity

you will need to hire a generator to power the

equipment used in the Tea room. Check with the

landowner what type of generator is allowed. Diesel

is usually acceptable whereas there are restrictions

on the use of petrol powered generators. These are

best avoided.

Banner Barrier System

If you want to host a smaller Village type event

indoors or outdoors, this can be achieved by using

our chrome and vinyl café banner barrier system.

The system consists of 2m lengths of branded

banners in burgundy and gold which chrome

posts, bases and hanging rails. They can be used

separately or clipped together to form a right

angle space, 2m x 2m squares or larger spaces

to accommodate activities.


In the summer of 2014, a range of organisations

including NHS Trusts and local Minds challenged

stigma and discrimination whilst raising awareness

amongst their local community with their own Time

to Change Village event. They did this with training,

support and some resources from the Community

Engagement team.

“The village came to one of our largest

festivals in Leeds in Kirkstall and we can

happily say it made an impact on the

general public. The help we received from

the national team to have the village

delivered and set up was excellent, thank

you we would not hesitate to have the

village again.”

Tricia Thorpe, Volunteer Co-ordinator, Leeds

and York NHS Partnership Foundation Trust

Contact Tricia (Leeds PFT)

[email protected]

Time to Change Village on 12 July at Kirkstall Festival, Leeds

Unlocking the potential of the Time to Change Village


Time to Change Village on 25-27 July at Sunderland Air Show

“I have worked with Time to Change

on a number of projects this year,

they are reliable, resourceful partners

with passionate staff.”

Jackie Nixon, Promoting Health

Engagement Lead, Sunderland City Council

Time to Change Village on 2 August at LGBT Pride, Brighton

Contact Helen

[email protected]

Contact Jackie

[email protected]


Time to Change Village on 16 August at Festival of Cultures, Norwich

Time to Change Village on 21 September at Running Festival, Hereford

“A super thank you to all for a fabulous

experience!

I am sure I have never seen such a lively

and committed bunch of volunteers

at any other Time to Change event”.

Paola Colombo, Inclusion Manager,

Norwich Mind

“Thank you to all at Time to Change –

both training sessions were brilliant and

set us all up nicely.

We aim to continue as an active social

contact group in Herefordshire”.

Adrian Wilcox, Business Development

Manager, Herefordshire Mind

Contact Paola

[email protected]

Contact Adrian

[email protected]


Time to Change Village on 27 September, Hillingdon

Time to Change Village on 25 October at Lemon Quay, Truro

“Our Time to Change event was a great

success - what is commonly described

as ‘awesome’!

A very big ‘thank you’ to everybody who

contributed to a wonderful occasion - and

especially to Alice who co-ordinated the

planning - and to the “Time to Change”

team at national Mind who provided the

training, equipment, and encouragement”.

Christopher Geake, Director,

Hillingdon Mind

“ Thank you for your help and support

over the last six weeks and for helping

us to pull off such a successful village

in such a short time!

We’re really keen to sign the Time to

Change pledge - so can you let me know

what I need to do to sort this... and if we

could arrange another village as part of

our county show next year... we’d be up

for that...”.

Sarah Fisher, Head of Communications

and Membership, Cornwall Partnership

NHS Foundation Trust

If you want to hear about how these events challenged mental health stigma and discrimination whilst

raising awareness amongst local communities, or you would like more information on how you can

unlock the potential of doing a Time to Change Village in your area please drop us a line at:

[email protected]

Contact Christopher

[email protected]

Contact Sarah

[email protected]


FormoreinformationabouttheTimetoChangeVillagepleaseemailvillage@time-to-change-org.uk

SocialContactTimetoChange15-19BroadwayLondonE154BQ

Photography:MattDale,MindyGoose,EdwardJackson,ChrisJepson,AnastaciaTohill,

KeithWinestein,FionaWright–thankyou.


TTC Village Toolkit interactive FINAL v9.2

Documents

Transcript of TTC Village Toolkit interactive FINAL v9.2