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Insomnia Gaming Festival | A Celebration Of Gaming

VOLUNTEER FAQ'S

  • Photo ID to confirm your check in with your volunteer ticket 
  • Indoor camping; bring your own tent, bedding/sleeping bag and air/camp bed (but please let your team leader know if you need a camp bed, as we have a limited stock)
  • ● Catering; breakfast is provided in the Volunteer Breakfast Room (Offices 1.3-1.4) and you will be given food vouchers to subsidise for your on shift meals; feel free to bring your own snacks for when you get peckish!

Main site check-in 

When you arrive at the venue please head to the Volunteer Office (Hall 1.1). Check-in is open 12:00-22:00 on Wednesday first build day (if your shift starts earlier, your Team Leader will let you know what to do!), 07:30-22:00 on Thursday second build day, 07:30-12:00 on Friday – Sunday (if you have any requests / arrive outside of these times, please contact your Team Leader) and 16:00-20:00 both Sunday and Monday evening break down. 

The volunteer campsite does not open until Wednesday at 4pm, so please make sure to make your own arrangements if you arrive prior to that time. Always ensure that your arrival at the venue has been agreed by your team lead. 

In the office: 

  • You will register your arrival with the Volunteer Team 
  • You will need a photo ID for checking-in 
  • You will receive the following:
    • Build & Break wristband – your security access on build & break days
    • Volunteer wristband – your security access on live days
    • Parking permit – if requested during sign up
    • Volunteer tshirt – to wear on shift only
    • Food vouchers – you have to check in every day between 07:30 – 10:00 to collect these for each shift (If your shift begins after 10am, your vouchers will be allocated to your team leader to give to you.)

Please attend all your shifts and look after your vouchers, as P1E WILL NOT be able to replace any misplaced food vouchers. 

Volunteers are required to check in daily at the volunteer office to receive their food vouchers and to make the volunteer management team aware that they are onsite. If your shift starts after the volunteer office closes, your vouchers for the day will be handed to your team leader to allocate to you and ensure that you are onsite, happy and safe.

Your Team Leader will provide all the information needed for your position, before or during site, depending on the role requirements. If you have any queries that are not addressed by your Team Leader, please talk to the Volunteer Coordinator on site.

There will be a rota for each area of the show, which will be explained to you on site by your Team Leader. 

You will have meal breaks, so you can go grab something to eat and recharge your batteries. The rota will include a lunch break of 30 mins, and two coffee breaks of 15 mins (the specifics can be arranged with your Team Leader on site, depending on your role’s needs). 

There are Volunteer Break Rooms (Offices 1.5-1.6), providing a relaxing set up; there will also be seating available to escape the crowds in the Piazza outside the Halls. 

Breakfast is served in the Volunteer Breakfast Room (Offices 1.3-1.4), 07:00-09:00 each morning. 

Additionally, each volunteer is allocated food vouchers for lunch and dinner, but this time will be split into smaller amounts, to be used for coffee and drinks as well as full meals. You receive your vouchers when checking in. If you lose your food vouchers, Player1 Events will not be able to re-issue you new ones, so please look after them.

Vouchers can be used in a variety of outlets on site, the full list of outlets along with what you can and can’t use them for can be found on the reverse of your food vouchers. Vouchers cannot be used for alcohol.

We are encouraging volunteers to spend time at the show and enjoy their favourite games and activities. The timetables vary from team to team, but make sure to use your breaks and time off as allocated by your Team Leader to explore your favourite zones!

*You are expected to turn up promptly for all allocated shifts. Failure to do so will be addressed on site by the Volunteer Coordinator.

On shift: During Volunteer Sign-in you will be issued branded t-shirts to wear on shift, you will have chosen your sizes when claiming your volunteer ticket. We stock UK sizes S – 5XL. If you have clothing requirements outside of this, please speak to your team leader prior to the event. 

At the end of the event, you will need to fold and sign the t-shirts back in so they can be washed for the next event. 

Please ensure that you also bring a pair of comfortable shoes, remember you will be on your feet for extended periods of time. 

Things to remember: 

  • Footwear should be suitable for work (No heels, Ugg boots or open toe shoes) 
  • Jeans/ trousers should be clean and presentable (no rips or damage) 
  • Skirts are acceptable, but make sure they allow you to move flexibly 
  • Accreditation should be worn at all times when on shift (security wristbands)
  • Appearance must be presentable, we know you’re all individuals but remember you represent Player1 Events. 

Off shift:  your time is yours to spend as you wish. Please take off your volunteer uniform if you’re off-shift: we need to ensure the public & staff know who’s working, and who’s not. 

There are evening festivities that you are welcome to take part in (depending on your shift pattern). All activities have limited spaces, so please speak to your Team Leader about allocations and tickets, however please be mindful that as an event volunteer, even when off shift you are representing both Player1 Events and the Insomnia event as a whole).

By Train – The NEC is right next to Birmingham International rail station. You can get to any of our halls quickly and conveniently, without having to step outside! The NEC entrance is on the right-hand side as you exit the station, and clearly signposted. Many services run directly to Birmingham International. If yours doesn’t, you can catch a connecting train at Birmingham New Street. There are regular services, and the journey only takes 10-15 minutes. Buses to the NEC can be caught at Birmingham Moor Street and Solihull stations. For further information call National Rail enquiries on 08457 484950. 

By Bus & Coach – Coach services are operated by National Express and Megabus, with over 120 daily services from across the UK to Birmingham Airport. From here you can get to the NEC in minutes on the free air-rail link. Regular local buses depart from Birmingham City Centre. The 900 service runs every 15 mins during the day taking approximately 30 mins. The 97 service operates every 30 mins, 24hrs a day taking approximately 45 mins. Local bus services also run every 30 minutes throughout the day to Solihull (service 966) and Coventry (service 900). 

By Car – The NEC is in the perfect location for car travel – 8 miles east of Birmingham city centre, and at the heart of the UK motorway network. Postcode – B40 1NT 

Follow the electronic signage or directions provided by our traffic team to get you to the right car park area for your event. Once you’ve parked you can either take a free shuttle bus or walk to the halls using our signposted footpaths. 

Parking 

There is allocated parking available free of charge for Volunteers located in the East Car parks (East 1). Once you’ve parked your car, you can walk to the halls using our signposted footpaths (or use the shuttle bus on live days, Friday-Sunday, 9am to 7pm and Monday 9am to 5pm). You will need to pick up parking permits from the Volunteer office when you arrive at the venue, to be displayed in your windscreen for free exit. 

Parking is only available if you pre-book a space with Player1 Events. Please let your Team Leader know in advance if you’re aiming to bring a car. 

Please note that no travel expenses are available for Volunteers.

Indoor Camping is an area located within the main halls onsite, where volunteers can create a sleeping space for the duration of the festival. Volunteer indoor sleeping is separate from regular customer camping, and has separate showers available. 

What do I need to bring? 

  • A camp bed or inflatable mattress (if you need a camp bed, please get in touch with your team leader as we have a limited stock available for volunteers)
  • Bedding 
  • Eye mask and earplugs 
  • A towel 
  • A tent if you wish (size of tent should be relative to the number of occupants: i.e. 1 person to have a tent no larger than a 2-person tent) 

Player1 Events take no responsibility for any lost or damaged items while staying in the indoor sleeping area. 

The lights will be out in the campsite from 21:00 – 09:00, please keep noise to a minimum during this period. Anyone that does not respect the other volunteers, or customers, in the area will be asked to leave. The whole campsite must adhere to the ‘no alcohol’ rule. 

There will be camp beds available from Player1 Events, however the number is limited, so please express your interest while registering for the event (a question will be available in the registration form you will complete as a successful volunteer).

Volunteers will not be allowed into the halls until they have completed the Health and Safety Induction online; we will be sending the link to the training portal closer to the event – with enough time available to go through all the documents and short Q&A’s! 

Anyone on site during build & break periods are expected to be in appropriate PPE for the work to be done. High visibility clothing is compulsory and appropriate hard-soled footwear is strongly advised. High-viz for Volunteers will be supplied by Player1 Events. But must be signed out, and returned at the end of the event. 

Disposable ear plugs will be available from the Volunteer Office for anyone working in a noisy environment. Speak with your Team Leader for advice on your working area. 

It would be useful to familiarise yourself with the Player1 Events Site rules before coming to site: 

  • i69 Site Safety Rules
  • Venue Emergency Procedures will be on posters in volunteer areas 
  • Health and Safety at Work Act 1974 applies to both employees and volunteers. You have a duty to: 
  • Take care of your own health and safety and that of others who may be affected by your actions.
  • Cooperate with Player1 Events on all health and safety issues. 
  • Correctly use work items provided by Player1 Events in accordance with training instructions.

If you think there is a health and safety problem in your workplace, you should first of all discuss it with your Team Leader or Player1 Events staff. 

If you have any questions about Health & Safety not covered by this please consult your Team Leader, or email [email protected]

Please state on the sign up form whether you would like to be considered for a BYOC staff seat. Please note that BYOC Staff seats are time limited & can only be requested and claimed up to 4 weeks before the event goes live. When you request a seat you will be sent an email with instructions on how your seat will be allocated. Please be aware that if you apply to have a BYOC seat but do not use it during your off shift time, then you will not be allowed to use this service in the future.

All volunteers can apply for 3 free tickets for Sunday the 28th August, on the sign up form. If you’re not sure at the time of signing up, please speak to your Team Leader. If you also change your mind before getting to the event, speak to your team leader.

One of the main attractions for our younger audience is the YouTube stars at the festival. We hold different types of content around the festival from stage content to panel talks. Volunteers will be involved in various areas, and there are a few rules regarding VIPs: 

  • Please DO NOT enter the VIP room, unless you are on the VIP team. 
  • Do not enter the photo opportunity areas. 
  • No interaction or photos with the Youtubers while on shift. 
  • Do not talk about the location of the VIP Room or any planned Meet and Greet in front of the public.
  • Remain professional.

For our full policy, please go here 

https://insomniagamingfestival.com/covid-policy/

For the NEC’s full policy, please go here

https://www.necgroup.co.uk/protect/

Suspect C-19 or other respiratory infection?

Take precautions to limit contact with others and undertake a LFT test to confirm status as soon as feasible.  

Symptoms

Symptoms of COVID-19, flu and common respiratory infections include:

  • continuous cough
  • high temperature, fever or chills
  • loss of, or change in, your normal sense of taste or smell
  • shortness of breath
  • unexplained tiredness, lack of energy
  • muscle aches or pains that are not due to exercise
  • not wanting to eat or not feeling hungry
  • headache that is unusual or longer lasting than usual
  • sore throat, stuffy or runny nose
  • diarrhoea, feeling sick or being sick

Negative Test

If a negative test result but still ill with a suspected respiratory disease:

  • Inform manager
  • Take suitable precautions to reduce spreading it; such as wearing a face-covering indoors and engage in an excellent personal hygiene regime (catching sneezes in tissues, frequent hand washing, not sharing tools/equipment with others and cleaning equipment and items you may have used). 
  • Everyone should be aware of and considerate to those around that may be at increased risk.  
  • Manager to agree, with senior team, whether the person concerned should a) stay away from event site or b) be limited in their work location or activities. 

Positive Test

If positive test result, or if too ill to work due to C-19 symptoms, staff, workers and volunteers must:

  • Keep away from the event site and associated venues 
  • Isolate to try to avoid contact with others for 5 days or until well enough to work (whichever is the longer). 
  • Guidance does not comment on a positive test results after 5 days, we request a sensible and cautious approach to avoiding contact with others, in conjunction with the senior management team’s guidance.
  • Everyone should be aware of those around you that may be at increased risk.
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