Volunteer Policy

VOLUNTEER POLICY OF NÆSTVED CULTURAL ASSOCIATION

Næstved Cultural Association is a voluntary association.

The association organizes cultural activities with national and international participation.

The two biggest events each year are the art fair Kunst med Sjæl and the art fair Handi-Art. Næstved Cultural Association promotes art and culture for artists with disabilities of different kinds. Næstved Cultural Association is also made visible by other activities such as the Foreningernes Dag.

Further information about the activities can be found on our website, www.kultur4700.dk or by contacting the board of directors.

Næstved Cultural Association is a non-profit cultural organization, and financial support is requested from foundations, public bodies and private companies for each event.

At the art fairs we have a café that runs independently with volunteer helpers. The profits are earmarked for the art fair Handi-Art.

What does it mean to be a volunteer in Næstved Cultural Association?

The volunteer work in Næstved Cultural Association typically consists of teamwork in different groups with collaborations across the groups.

As a volunteer you decide how you want to contribute and to which group you want to be assigned.

Membership

It is a condition of being a volunteer in the association that you are a member of Næstved Cultural Association.

Insurance

Næstved Cultural Association does not have insurance of any kind which means that you, as a volunteer, must be covered by your own leisure and accident insurance.

Training

There will be training and information about the tasks. Before each art fair a volunteer meeting will be held.

Dress code

All voluntary helpers will be provided with a T-shirt or sweater with the association’s name and logo, which must be worn at public events where the association is represented.

Rules and permissions

  • The chairman of Næstved Cultural Association obtains all permits for the art fairs.

  • Kunst med Sjæl” and “Handi-Art” are in accordance with applicable law for public events with regard to Fire & Rescue, Police and Food Authority.

  • Café Art has an approved apartment permit from the police for the sale of beer.

  • Næstved Cultural Association has an occasional license from the police for pouring of wine at the receptions. This license must be visible at the vernissage and at the finishing ceremony.

  • Applicable hygiene rules must also be visible and known by all volunteers. The rules must be followed.

  • Every morning, eight Danish flags and two beach flags are erected on the pavement. Also, a number of foreign flags are raised in the parking lot corresponding to the nationalities represented at the art fair.

  • Every day at closing time all flags are taken down and stored in a box in the information booth. This task is carried out both morning and evening by two volunteers from the information booth. This complies with Danish “flag regulations” from the Ministry of Justice.

  • All voluntary helpers in Næstved Cultural Association must, according to the legislation, have a children’s certificate. The child certificate is obtained in collaboration with the chairman.

Fire and safety

Næstved Cultural Association has a security manager at every event that the association hosts, which ensures that all work is done in a proper way. In addition, the security manager ensures that fire and safety rules are followed.

Opening of the art fair

  • The vernissage will take place at. 11.00 on the first day of the art fair.

  • The chairman of Næstved Cultural Association or another designated person welcomes you.

  • At each art fair we have a special guest who holds the opening speech and cuts the ribbon.

  • For this ceremony three participating artists are selected to hold the ribbon and to carry the scissors tray.

  • During the vernissage two of the volunteers are serving wine, water and chips at a table away from the stage. These two volunteers are by the table until the vernissage is over.

Entertainment

There is musical entertainment in the café.

Farewell ceremony

The farewell ceremony takes place on the last day of the art fair one hour before the fair closes.

  • Here, a designated person will hold a speech.

  • Then a special guest will give a thank you speech to the artists, volunteers and the audience.

  • Subsequently, participant diplomas will be issued to the exhibiting artists.

  • Last of all, the special guest will present the art awards to the selected artists.

  • To end the speeches and award ceremony, wine, water and chips will be served in the same way as at the opening of the art fair.

  • During the vernissage and closing ceremony there is also photos taken and handing over of gifts or flowers for special guests etc.

Assignments in Café Art

Café Art can be found in room 117, which is a small adjoining room to the hall, the Det Gamle Ridehus.

  • All boxes of goods and inventory are transported to the Det Gamle Ridehus and set up in the café.

  • Tables and chairs are set up in the café.

  • Tablecloths are placed on the tables and maybe decorations.

  • Refrigerators are made ready and filled with drinks.

  • A couple of tables are set up for the sale of lunch dishes etc.

In the Café there will always be an updated price list and a list of café staff. The staff will, on average, consist of 3-4 volunteers in the café at a time and they will be given different tasks. There must be at least two volunteers to run the café from the opening until the event is closed and the doors are locked.

The café itself is set up on the first working day, when the stands are also set up.

  • Every day at at 8am, there is a volunteer who takes care of the coffee brewing.

  • Coffee brewing takes place in a mini kitchen in the adjacent hallway.

  • The coffee is made with the same measuring unit, so that every pitcher of coffee is the same.

  • Tablecloths and ornaments are placed on the tables.

  • Sale of coffee, tea, beer, water, spring water and cake.

  • Coffee and tea are sold in cardboard cups.

  • Coffee and water for the tea are also sold in pots.

  • Beer and water are served in plastic cups or cans.

  • Spring water is served in the bottle, the bottle being plastic. This is according to current rules.

  • Coffee and teapots must be returned to Café Art after use.

  • Gloves, tongs or spatulas are used to grab the cake for hygienic reasons.

  • There are both small and large trays that can be used for serving.

The main responsible, Lena Gonzalez, ensures that change is deposited in the cash box and that bills are taken out throughout the day, so that there are not too many bills in the box. Cash payment as well as MobilePay is accepted.

Trash

  • All garbage bags must be brought into the containers in the garbage house which is opened and closed with a key.

  • The key is retrieved at the info booth or from the chairman from time to time.

  • If a volunteer needs help and support of some kind from other volunteers this is said to the one in charge or in the info stand.

Setting up stands

On the first working day, the chairman picks up the keys to the office premises at Grønnegades Kaserne Cultural Center.

Orientation meeting for volunteers

All registered volunteers meet at 1 p.m.
Here is a brief introduction on the setup plan, number and size of stands, as well as other relevant information before setting up stands.

  • First, 16-18 stands are set up according to the setup plan.

  • The workforce for setting up stands must consist of at least eight people.

  • It must consist of several persons with a height above 1.75 m, who are in good physical shape.

  • Then the stand numbers are put on and a table and two chairs are placed in each stand.

  • In addition to the 16 stands, the association itself has its own stand called the info stand.

  • There are café tables and chairs in the middle of the hall.

  • In addition, a table is set in the middle of the hall to be used for vernissage serving and for workshops.

  • A banner is set up at the stage.

Removal of stands

Removal of stands takes place in the following two ways, but at two different times:

  • At the art fair Kunst med Sjæl, all stands must be taken down on Sunday after the end of the art fair.

  • Tables, chairs and café tables are put in place, and everything else is packed down and stored.

  • The floor is swept and all garbage bags are emptied and put into the garbage house.

  • Also bags from the toilets are emptied.

At the art fair Handi-Art, the above work schedule is followed, though on Saturdays before noon.

Removal of Café Art

  • Refrigerators are emptied, possibly cleaned.

  • All items and inventory are packed.

  • All items and inventory are brought to the storage area.

  • Tablecloths are collected in a sack.

  • Tables are wiped off.

  • The floor is swept.

  • All tables and chairs are put in place according to the Cultural Center’s plan.

Catering for the foreign guests at the art fairs

Næstved Cultural Association ensures that foreign guests have a light lunch with drinks as well as coffee/tea/cake morning and afternoon.

  • Caring for voluntary helpers and special guests at the art fairs.

  • Næstved Cultural Association provides a light lunch as well as coffee, tea or water and cake to all volunteers who make an effort at the art fair.

  • This also applies to special guests.

  • Information meeting on the setup day for all exhibiting artists.

  • An information meeting will be held over dinner on set-up day.

  • Here, participants can present themselves to each other.

  • Drinks are offered.

Restroom facilities

  • The toilets are inspected for defects and cleaned a few times a day.

  • This task is carried out by volunteers from the information stand.

Tasks performed by volunteers in the information stand

  • The information stand is set up on the first working day when the other stands are set up.

  • The stand will be ready with all material for the next day when the artists come and put up their works.

  • Here, the artists and audience are welcomed and support, guidance and information are provided.

  • Registration of the artists.

  • The day before the art fair opens all artists arrive in the morning and contact the information stand.

  • Here, there must be at least two volunteers in the position to help and guide.

  • Name tags and metal hooks are provided and you will get the number of the stand assigned to you.

  • Flags on the sidewalk and in the parking lot.

  • Danish flags and beach flags are put on the sidewalk in front of the building, and foreign flags are placed in the parking lot.

Other assignments in Næstved Cultural Association

  • Work on planning the art fairs.

  • Distribution of posters and booklets in Næstved municipality and surrounding areas.

  • Translations into other languages such as English, German, Spanish, etc.

  • Lectures on the art fairs.

  • Fundraising and bookkeeping.

  • PR.

  • Work to find new artists and collaborators.

  • Participate in the planning of Foreningernes Dag.

  • Arrange participation at Folkemøde Møn.

  • Arrange general meetings.

  • Christmas lunch for all volunteers in Næstved Cultural Association.

  • Attend volunteer meetings where things are planned.

  • Cleaning of premises rented by Næstved Cultural Association for storage of furniture and other inventory.

  • Draw new members to the association.