VOLUNTEER PROGRAMME

The ZEE Jaipur Literature Festival is the world’s largest free festival of its kind. With a brilliant line up of international and national authors and speakers, it encompasses a range of readings, talks, debates, performances, children’s workshops and interactive activities, which require detailed supervision and organisation. Produced by Teamwork Arts and an initiative of the Jaipur Virasat Foundation, the ZEE Jaipur Literature Festival is considered India’s most prestigious literature event. In ten years, the scale of JLF has increased by leaps and bounds and it wouldn’t have been possible without the hard work and support of our volunteers. For the 2017 edition, we once again require an amazing army of volunteers who will be the interface between us, the audience and the authors! We primarily choose volunteers from Jaipur. So, come, carve your niche and apply for a role to help us make the 10th anniversary of the ‘greatest literary show on Earth’ a remarkable success!

Registration

Your responsibility will be to receive the audience and check identity cards/documents as well as register our delegates, authors and artists separately. There are three separate spaces allocated for registration of audiences, authors and delegates. You’ll be the ‘face’ of the Festival, making first contact with our audiences and speakers as they make their way to the venue so if you’re calm under pressure and can keep a smile on your face, this is the job for you!

Transport & Accommodation

One of the most stimulating albeit most challenging departments, this job requires meticulous time keeping and organisational skills. Our self-motivated volunteers are responsible for taking care of our authors’ travel itineraries, having them picked up and dropped to and from specific locations and making sure their accommodation is ready for their arrival. Last year, we had over 300 speakers, which is a lot of arrivals and departures! Volunteers working in this department will need to be quick on their feet, ready to tackle any problem and of course, be courteous at all times.

Information Desk

Volunteers working at the Information Desk will be required to literally know-it-all. But without the attitude of a know-it-all! You’ll need to know the venues and schedule like the back of your hand and keep up to date with any programme changes. Volunteers will also be responsible for welcoming audiences as they enter Diggi Place so we like to see friendly faces always willing to help out. You will also manage the sale of brochures as well as the lost and found.

Venue Management

Your main responsibilities will be to make sure your assigned venue is ready prior to every session and help your Venue Manager with managing the crowds and any other task that may arise. There are a total of 7 sub-venues, all with simultaneous sessions taking place. As with most other roles, you’ll need to be quick on your feet, patient and courteous. The perks are a front seat to watching some of the world’s greatest writers and thinkers, though remember to keep one eye out on the audience and venue.

Author Liaison

Volunteers in this department will receive the author(s) and ensure they are prepared and at the venue for their session. You will be based in the Authors’ Lounge, offering warmth and hospitality and ensuring the age-old Indian adage ‘Atithee Devo Bhava’ (‘the guest is God) by making sure our authors are comfortable and relaxed. You will also be responsible for maintaining the atmosphere of the Lounge.

Book Signing

Each venue has a dedicated book signing area where speakers will arrive following their session to sign books for their legions of fans. It will be your job to make sure the area is ready and equipped with everything required. You will also need to make sure orderly queues are formed and that the signings proceed calmly.

Sponsor Management Volunteers

Volunteers are assigned different venues where they will coordinate with the venue managers, technical staff and the sponsorship team to make sure that branding as promised to sponsors is displayed correctly. This is a great opportunity for Marketing students or those with similar experience.

Press & Media Volunteers

Press and media volunteers will be based at the Press Terrace where they will work closely with the Festival PR team to coordinate interviews with the speakers. You will also be responsible for assisting media persons with any festival related queries. Please note that volunteers should not represent themselves as representatives of the Festival under any circumstances. All media inquiries should be directed to the PR team. In addition, you’ll also need to make sure the Press Terrace is ready to receive authors for their interviews. Do apply if you are a Media and Communications student as you’re guaranteed to get some real hands-on experience at the media hub of an event the size of JLF.

Music Stage

Volunteers will be responsible for ensuring the set up of the Music Stage and sound checks are carried out according to schedule. Music Stage Volunteers will also be the Artist Liaisons for the ZEE Jaipur Literature Festival. They will manage the artists and the venue as well as make sure the backstage area is neatly maintained and operating smoothly.

Security

This is a crucial department for the Festival and you will be the eyes and ears of JLF by ensuring there is smooth coordination and interaction between the security guards, bouncers and the audience attending the Festival and the Music stage where artist security will take prime precedence. The Security Volunteers will assist their team members and Teamwork Arts Security Head during VVIP visits and be aware of any unwanted or anti-social activities.

Book Store

Every year at the ZEE Jaipur Literature Festival, we showcase our very own library and bookstore. Book inventory, helping the audience located their next read, manning the bookstore as well as making sales will be your responsibility. Volunteers in this department will also be required to sell books at the book signing events.

Lounge Management

These volunteers will make sure that the author, delegate and sponsor lounges are well maintained and stocked with refreshments at all times. Volunteers will also need to help manage crowds during peak hours.

Merchandise

Volunteers will be responsible for managing the merchandise store, which includes recording inventory and sales, setting up the store, showcasing products and making sales. This is a great opportunity for people with a design and/or marketing background.

Fringe Events

In addition to sessions at the main festival venue (Diggi Palace) and the Music Stage, there are additional events hosted by the Festival, which in the past have included performances at Amber Fort and Albert Hall. Volunteers assigned to this role will need to get the venue ready, usher people in and help manage crowds and invites.

Social Media

Do you live and breathe social media? Love all things literary? This is a great opportunity for you to work alongside our digital team and hone in your photography and content writing skills. Volunteers will be required to work on ground to capture the ambience of the Festival, behind the scenes activities and key sessions to generate online content for the Festival.

Food and Beverage

Volunteers in the department will need to ensure our lounges are stocked with refreshments, venues provided with adequate bottles of waters and meals laid out on time. This is an ideal role for hotel management and hospitality students or people with a related background.

Terms & Conditions

Registration for volunteering is open till 10AM, 31 OCTOBER, 2016

  • Please note that if we meet our volunteer requirement on or before 31 October, 2016, we will cease accepting applications for positions for the 2017 edition of JLF
  • Only applicants OVER 18 years old will be accepted. Applicants that have not turned 18 on or before December 31, 2016 will NOT be considered.
  • Please ensure the details you have entered are correct and read through the form thoroughly before submitting
  • Please check your spelling and do not use abbreviations or informal SMS language when filling out the form

For example: I wanna wrk 4 Teamwrk cos its amzng n i wl get 2 c a lot n do gud wrk. Tnk u

This is NOT ACCEPTABLE and will jeopardise your application. Remember you are applying to volunteer at a literature festival!

  • A group interview will take place following the first round of selection. Shortlisted applicants will be requested to go through the Festival’s history, previous programmes, directors and organiser.
  • Interviews with shortlisted applicants will take place between NOVEMBER-DECEMBER 2016
  • All key communication will be done via email. Applicants who fail to respond to emails/phone calls from organisers during the selection process and training will NOT be considered
  • There will be a MANDATORY 3-4 day training programme for all successful applicants
  • Once selected, you will be asked to sign an undertaking
  • Lunch will be provided to all volunteers at the festival venue (Diggi Palace). Volunteers are advised to carry basic refreshments like biscuits and fruits from home.
  • First preference when selecting volunteers goes to those residing in Jaipur. Chosen volunteers from other cities will have to manage their own accommodation, travel and transport.
  • We would appreciate a 10 DAY NOTICE PERIOD if you wish to back out following selection
  • There is NO FINANCIAL RENUMERATION for volunteering although we will provide a certificate crediting you for your efforts. Volunteers will receive access passes to attend concerts at the Music Stage.

FAQs

Application Process

 

  1. What are the steps involved in the volunteering process?

After filling out the application form on the website, individuals are shortlisted and contacted for a group interview session. If selected, roles and departments are assigned by the volunteer coordinator and communicated via email. Volunteers are then required to attend a training session. Some departments will have two sessions – one in December and another right before JLF. Once training is complete, the team leader assigns duties and the hard work (and fun) begins.

 

  1. Why should I apply?

Volunteering boosts a person’s profile. The volunteers at JLF are exposed to a wide array of people ranging from the speakers to festival organisers to fellow volunteers who come from different backgrounds. It also provides an opportunity to understand the logistics behind putting together a festival the size and scale of JLF.

 

  1. Where will the interviews take place?

The interviews take place in Jaipur. Details on the exact venue, date and time will be provided closer to the time of the Festival.

 

  1. Can people from outside India also volunteer?

Yes, we accept applicants from across the globe. The interviews will be carried out over Skype. However, if chosen, the volunteer will have to take care of their own travel, visa, local transport and accommodation, medical and travel insurance. They will have to be present for all festival training and orientation.

 

  1. Will I get to choose my department ?

The volunteers will be assigned departments on the basis of their interviews at the discretion of the organisers and this will not be changed unless required. Please note that certain volunteer roles are outside the main festival venue ( Diggi Palace) such as the Transport Desk, which is located at the airport and festival hotels.

 

  1. I have no past volunteering experience. Will this affect my application?

No, this will not affect your application. We recruit volunteers both with and without experience as long as you impress us with why you want to volunteer, any skills or attributes that would be beneficial and what you’re looking to gain from the experience.

 

  1. Do I need specific qualifications?

There is no specific formal qualification required in order to volunteer. We are looking for highly motivated individuals who like working in a challenging and dynamic environment. However, if for example you are a Media/Communications student and keen to work as a Press Volunteer, then highlight this during your interview and why you would be suitable.

 

  1. I have applied to volunteer but have not been invited to an interview session. What should I do?

Due to the large amount of volunteer applications we receive, it may take some time to process them. If you haven’t heard from us yet (don’t forget to check your junk mail inbox too!) please be patient. We will get in touch as soon as we can. The applications are received on a first come-first served basis and hence applying closer to the deadline could result in your application not being processed. If you do not hear from us by the end of December, it should be assumed that your application has not been selected.

Please keep in mind that a large number of applications do not meet our requirements/expectations and are rejected. Please read the roles and responsibilities carefully before applying.

 

  1. How many volunteers are recruited?

We recruit 300 volunteers that work across 26 departments.

 

  1. Will I be asked to upload my CV during the registration process?

No, you will only be required to fill out an appliction form. Please make sure you read through it before submitting.

 

  1. What is the age limit to apply?

Only applicants above the age of 18 will be accepted. Any applicant that has not turned 18 years old on or before December 31, 2016 will not be considered. There is no restriction on a maximum age limit though working on a festival such as JLF requires a lot of running around and some heavy lifting so volunteers are expected to be reasonably fit.

 

  1. Do I need to know any local language for volunteering?

It is preferred that volunteers be fluent in English and/or Hindi. Knowledge of an additional language, Indian or international, is a bonus.

 

  1. Is there an application fee?

No, you just need to complete the online application form in order to apply.

 

  1. Will I get a letter of appointment or a separate letter for my college authorities to show that I am volunteering for the festival?

No, the department/role confirmation email sent to you from Teamwork Arts will serve as a formal confirmation of your volunteer application. Please note that any requests to make exceptions on this account will not be entertained. The certificate provided after the completion of your volunteering period will be proof of the activity undertaken.

 

Volunteering

  1. What are my working hours?

Volunteers will be required for the duration of the festival from 8am to 8pm. Music Stage Volunteers will be required until 11pm. Volunteers for fringe events will be required from 2-11pm. Volunteers for Jaipur BookMark will be required for the duration of the event. Similarly, the volunteers for fringe events will be required only on the days of the event. They will not be assigned any alternative roles at the main festival venue.

  1. Can I attend sessions while volunteering?

Volunteering for JLF is a full time commitment. You must seek permission from your team leaders and volunteer coordinators if you want to watch a session. If your intent to volunteer is to attend sessions, we suggest that you attend JLF as a member of the audience. Seats are not allocated for volunteers. Some volunteer roles involve being based at session venues and/or with a view of the sessions from time to time but it is important to remember that you are still working.

  1. What is the period of commitment?

Volunteers will be required to attend a 3-4 day training workshop prior to the Festival. The Festival itself takes place over 5 days. There is a closing get together for volunteers on the day after the end of JLF. In total, the commitment period will run for 9-10 days.

  1. Is there a dress code?

Volunteers are expected to wear smart casual attire. The Festival Jacket/ T-shirt and the ID/ badge must be work by all volunteers at all times during their working hours. The Festival Jackets should be returned to your volunteer coordinator on the last day. Ripped jeans, slippers, T-shirts with quotes, flashy colours will not be allowed. Practical shoes are a must as you will be on your feet. Volunteers should always be dressed in a presentable manner and maintain personal hygiene as they are the representatives of the Festival.

  1. As a volunteer what areas do I have access to?

Volunteers have access to the sub-venues at the festival venue where sessions take place. Only volunteers of certain departments (Author Liason, Lounge Management, F&B) will have access to author and delegate lounges. All volunteers are allowed at the Music Stage. However only Music Stage volunteers will have access to the back stage area. Volunteers are not allowed by the the poolside dinner area. A dedicated Volunteer Lounge will exclusively provide volunteers with meals and refreshments.

  1. Can I take a break to meet my friends during the Festival?

Volunteering for JLF is a full time commitment and thus we advise you against such actions. We can guarantee that you’ll make plenty of new friends while working at JLF.

  1. Can I take leave during the festival?

It is mandatory for all volunteers to be present during the times/dates required. Hence, we advise volunteers not to take leave during the training and festival.

  1. What meals will I be provided ?

Volunteers are provided lunch during training and the Festival. Light refreshments will also be available throughout the day. We recommend that all volunteers carry fruits, light snacks and water bottles for the training and the Festival.

  1. Can I leave if I don’t like it?

Yes, you are under no obligation to keep volunteering if you don’t enjoy the experience. However, it is always worth talking to somebody about this first. This could be a volunteer coordinator, supervisor or someone in the organisation who is responsible for you. You can discuss why you feel unhappy and what you feel would improve your time as a volunteer. It is also something you may want to talk about with other volunteers. Give yourself a chance to understand the role and work ethics. As the Festival progresses, you will be able to understand your job and develop a bond with your team. Try and give it your 100% and absorb all that you can during the volunteering experience.

  1. What will I receive after the completion of my volunteer work?

You will receive a certificate of appreciation acknowledging your work. There is no financial remuneration for volunteers.

  1. My friend is also volunteering, can we be assigned to the same department?

A key offering of volunteering at JLF is that you get to meet a variety of people from different backgrounds. The idea behind this is to get to know new people, socialise and create bonds. We usually do not assign friends and family members in the same departments unless they are best suited for the same roles.

  1. Can I smoke during my volunteer duty hours?

The venue is a no smoking zone and we do not encourage smoking or drinking during volunteering hours. The volunteer must be fully aware of his/her conduct at all times and should not indulge in any activity that could compromise the image/reputation of the Festival.

Training

1.Why do I need to attend training?
Training is essential to ensure you have the necessary skills and information to perform your assigned role effectively and safely. This will also include basic disaster management training and demonstrations. Training is also important in order to get familiar with your team members and leaders.

Training may be more extensive for some roles. Further information and individual training schedules will be communicated to successful volunteers after their role has been assigned.
2.Where will training take place?
The training will take place in Jaipur. Further information and individual training schedules will be communicated to successful volunteers once their role has been assigned.

You can contact us on : jlf@teamworkarts.com

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