Volunteer Roles
Thank you to you – our wonderful BCF Winter Bazaar Volunteers!
A huge thank you for signing up. Honestly, the Winter Bazaar wouldn’t happen without you, and we’re so grateful to have you on the team.
You’ll find all the volunteer roles below. It’s a super fun, relaxed day, so please just keep safety in mind as you go and we’ll all have a fab time together.
Feel free to dress up in your most festive Christmas gear, or simply wear whatever you’re comfy in. Either way, it’s the perfect excuse to sing Mariah Carey all day and smile from ear to ear.
Please check your email for your shift time and arrive promptly. Late elves go straight on the naughty list! 🎄
| Welcome vendors on Thursday 19th November from 1pm – 4pm in order to help them find their allocated stalls and unload their items. Refer any layout or equipment queries to the vendor lead. |
| Help prepare the Embassy: the activity areas, any further vendor set up, general runner before the Bazaar opens at 10am. Follow the team leader’s instructions to get everything ready for our guests. |
| Scan each guest’s ticket and check their physical QID or passport against the registration details on their Eventbrite ticket. Keep queues moving, issue wristbands, and refer ticket discrepancies to the entrance lead. |
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| Serve mulled wine or cold drinks and handle payment. Keep the stall tidy and stocked, and follow the event’s age and serving limits (3 mulled wine per person). |
| Welcome the school choir members, show them the waiting area and help them get ready for each performance. Liaise with the entertainment lead so performances start on time and the choir has everything they need. |
| Circulate around the Bazaar selling raffle tickets and telling guests about the prizes and draw. Record buyers’ details clearly and return ticket stubs and cash to the raffle team. Tickets are 50QR per strip. |
| Sell activity cards and explain how families use them at the games stands. Handle payments carefully and direct families towards the activities. 50QR for 5 games plus one free. |
| Help run the children’s games as donated by school PTAs, explain the rules and stamp activity cards. Keep queues orderly and help make each activity welcoming and fun. |
| Check regularly that food vendors and Bazaar stall holders have what they need and help guests find their way around. Keep the area tidy and report power, facilities or queue issues to the food or stalls lead. |
| Explain the craft activity and help children and parents use the materials (and remind them of allergies, etc). Reset the table between groups and let the craft lead know when supplies are running low. |
| Sell grotto tickets, allocate available visit slots and record children’s details accurately. Explain the waiting process and tell families when all slots have been filled. |
| Manage the grotto guest list and call families forward in the correct order. Liaise with ticketing and the elves to keep visits running smoothly and avoid overcrowding. |
| Welcome families and guide them into the grotto when their slot is called. Help children feel comfortable and get parents ready for their visit and photographs. |
| Help families leave after their visit so the next group can enter. Keep the exit clear and direct anyone trying to enter from the wrong direction towards the correct entrance. |
| Help children enjoy the festive crafts and letter-writing activities while waiting to see Santa Claus. Replenish materials and keep the tables tidy and ready for the next children. |
From 4 – 7pm on Friday 20th November, the wonderful Facilities team need help cleaning for the next day and rearranging the Embassy compound. On Saturday 21st November, we need some muscle power to pack away the tables and have a little cry it’s over again for one more year.