Volunteer Manual

This orientation manual has been prepared as a reference for VOLUNTEERS of the Western Fair Association. The following policies and procedures have been provided for your information.

It is the responsibility of each VOLUNTEER to learn the policies and procedures. The reputation of the Western Fair Association is earned by knowledgeable, courteous VOLUNTEERS, like you, who provide outstanding service to our patrons.

Our success in providing excellent service is dependent on teamwork.

The Western Fair Association hopes that your VOLUNTEER experience will be meaningful and enjoyable.

REMEMBER that the most important part of your job is to ensure that every patron is treated as a guest in a friendly, helpful, professional and courteous manner.


Policies & Procedures

Police Background Checks

Unfortunately, with today's society being as it is and children being so vulnerable, The Western Fair Association has been advised to adopt a new policy. All VOLUNTEERS working directly with children will be asked to complete a form to allow the VOLUNTEER Coordinator to conduct a Police Background Check. Any information obtained will be kept in the strictest confidence. The Western Fair Association and your VOLUNTEER Coordinator greatly appreciate your cooperation in this matter.

Dress Code

As representatives of the Western Fair, you are responsible for presenting a good image to our patrons and to the community. VOLUNTEERS shall dress appropriately for the conditions and performance of their duties. The show will go on rain or shine. Be prepared for all weather conditions.

Volunteer Check-In and Work Schedule

Please report to VOLUNTEER Headquarters at least 20 minutes before starting your shift. This will give ample time to sign in, receive final instructions and proceed to your area of work. In the event you are unable to work a shift, call your VOLUNTEER Coordinator immediately. Do not arrange a replacement.

Volunteer Headquarters

VOLUNTEER headquarters is open to VOLUNTEERS only. This area is to be used for check-in, breaks and relaxation. Coffee, pop and juices will be provided at no cost for VOLUNTEERS.

Vendor Interaction

Promotional items from vendors at any show are not to be accepted or solicited by any Western Fair VOLUNTEER or staff member.

First Aid

St. John’s Ambulance provides First Aid. Make sure you know where the booth is located at each event.


Report any safety concerns to your VOLUNTEER Coordinator at VOLUNTEER Headquarters immediately.

Lost Children

Children separated from their parents are reunited at the Lost Children’s Center. Make sure you know where the booth is located at each event.

Volunteer Parking

You will be provided with a parking and admission pass for the day(s) you will be working. Although every effort is made to ensure parking is available, the lots fill up fast, so make sure you leave yourself enough time to find a spot.

Disabled Parking

Disabled parking is available for patrons with a valid handicap hanger/permit. Spaces have been allocated. Western Fair will make every effort to make the disabled patron’s visit pleasurable and effortless.

Volunteer Information

Any personal information the Western Fair collects about you will remain the property of the Western Fair. We will NOT give out your personal information to any person or persons without your written authorization. It is your responsibility to notify your VOLUNTEER Coordinator if any of your information has changed (eg, address, phone, e-mail, etc.).

Unacceptable Behaviour

The following offences can lead to your VOLUNTEER privileges being terminated by the Western Fair Association:

  • Unreported absence
  • Excessive tardiness
  • Use of alcohol or drugs while on duty
  • Smoking while on duty.
  • Reporting to your shift under the influence of alcohol/drugs
  • Insubordination
  • Failure to comply with management
  • Fighting/improper conduct
  • Destruction of Western Fair Association property and/or equipment
  • Theft
  • Harassment

Volunteer Duties

Be enthusiastic in providing the patron with what they want and giving a little more. The patron is not dependent on us; we are dependent on the patron. The patron is the most important person at the Western Fair Association. Patrons are not an interruption of our work; they are the purpose of it. We are not doing them a favour by helping them; they are doing us a favour by giving us the opportunity to do so. It is important that you work well with your fellow VOLUNTEERS; that means being a good team player. If you motivate yourself, you will motivate those around you. Be kind, friendly, understanding and be very patient. A smile is a must. When you give a smile, you get a smile.

Volunteer Coordinator: Beth Sayler

Community Service Telephone: 438-7203 ext 381
Fax: 679-3124
Email: bsayler@westernfairdistrict.com

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