Volunteer Handbook Trailwalker 23-24 March, 2019

Volunteer contact numbers Pre-event: 09 358 5902 Event week: 0800 420 023 thank you

HELLO AND Welcome to THE Oxfam Trailwalker volunteer team!

On behalf of the whole team at Oxfam , I’d like to express my gratitude for the mahi and aroha you have committed to put to this incredible event. You are part of a team of over 300 volunteers that will undoubtedly help make Oxfam Trailwalker 2019 a huge success.

By joining the volunteer crew, you are playing an essential part in making Oxfam Trailwalker a suc- cessful, safe, positive and meaningful experience for all involved. This is Oxfam New Zealand’s biggest annual fundraiser and we simply could not do it without you.

This Volunteer Handbook contains everything you need to know to prepare yourself for the event. Please read it through carefully and keep it with you during your shift, so you can refer to it when needed. If you have any questions that are not covered in this Handbook, please don’t hesitate to contact us.

A massive THANK YOU to all of you for showing up and helping us campaign for a fair and just world. I wish you an amazing volunteering experience at Oxfam Trailwalker 2019!

Ngā mihi nui,

Olga & the Oxfam Trailwalker team

1 haere mai

Oxfam New Zealand, Whakatāne District Council and local iwi Ngāti Awa warmly welcome you to Whakatāne, the sunshine and kiwi capital of New Zealand, for the fourth Oxfam Trailwaker in the beautiful Bay of Plenty.

The 2019 trail once again showcases the very best of eastern Bay of Plenty, passing through stunning native bush, private farmland, places of special significance for local Iwi and the one and only Ōhope Beach. What’s more, we have a new start line: Edgecumbe.

After the Edgecumbe flooding in April 2017, a lot of the township was wiped away, including houses and the community spirit.

The course starting in Edgecumbe in 2019 is an opportunity for Oxfam NZ and Edgecumbe to support each other, by bringing the community together, raising awareness on climate change, and raising vital funds for communities in the Pacific and South East Asia. the 2019 trail

2 Event Weekend essentials

You are a vital part of the smooth running of Oxfam Trailwalker and we rely on you to attend your assigned shift(s).

If you can’t make your shift, please let the Signing in/out before and after Volunteer Coordinator know as soon as your shift possible. Prior to event week call 09 358 5902 or, during the event week (March 23- All volunteers must sign in at the 24), call 0800 420 023. Please do this as Volunteer Coordinator’s office before every soon as possible. shift, unless you’re volunteering at a check- point or are part of a service-based group. Please arrive to your shift 15 minutes early If your shift location is not in Whakatāne, for a proper handover and induction. you can sign in over the phone. You also need to sign out at the end of your shift. Be aware of the times and locations of your shifts. It can be particularly cold at night, so come prepared and dress appropriately.

When interacting with Oxfam Trailwalker participants, particularly in the later stag- es of the event, please remember that they will be tired. Be encouraging, supportive Oxfam ambassador and cheer walkers on as they pass you. A large number of stakeholders support Volunteer Registration Oxfam Trailwalker including emergency services, local businesses, sponsors, land- All volunteers must register in person at owners as well as participants and support the Volunteer Lounge on Friday 22 March, crew. As an Oxfam Trailwalker volunteer, 3-9pm or on Saturday 6am and onwards, you will be seen as a representative of prior to their first shift. You will receive your Oxfam New Zealand. We ask that you act in volunteer pack as well as any equipment an appropriate manner that upholds our necessary for your role. good-standing in the community.

Volunteer Lounge Media

The volunteer lounge is located at the Please do not speak to any media Whakatāne War Memorial Hall. It is there representatives during the event, for you to enjoy anytime between 3pm on regardless of the circumstances. The Event Friday to 7pm on Sunday. Feel free to relax Controller and the Media Coordinator at the here between shifts; come get snacks, Event Control Centre are the only people coffee or tea and to say hello and meet authorised to speak with the media. Any other volunteers. media personnel must be referred to the Event Control Centre.

3 Gear Checklists Kai (food)

What to bring: You will receive a meal voucher for each • Volunteer pack, including your shift you have signed up for, which you Volunteer Handbook with emergency can redeem at the designated dining area contact numbers, role descriptions and in the basketball court, located inside the any other role-specific instructions Whakatāne War Memorial Hall. • Reusable cup • Reusable water bottle All meals and snacks for each day • Your personal mobile phone (fully will be available from 5am–10pm on charged) Saturday, 5am–6pm on Sunday. Friday • A torch for early morning, late afternoon dinner will be available from 5pm until 10pm. and night shifts - those portaloos get dark! We are catering for a lot of wonderful • Extra layers for the evening and gloves, volunteers, so please be mindful of your if desired choices and other volunteers’ dietary • Extra socks requirements. • Sunscreen • Insect repellent *Community Groups at checkpoints are • Fancy dress! Feel free to wear a self-sufficient costume to encourage our walkers • Personal supplies – anything to make Please bring your own reusable container you comfortable on the job and cutlery, should you wish to pack a meal for your shift. What to wear, weather dependent: • Enclosed, practical footwear Rights and Responsibilities • Sun protection: sunscreen, sunglasses and hat (day shifts) Oxfam’s work to find lasting solutions to • Sweater, scarf, extra socks and a warm poverty and injustice is a partnership hat (night shift) between volunteers and staff. As a • Rain gear volunteer, the gift of your time, skills and experience is an essential part of our work. If you are a trail volunteer (Trail Marshals, When you join us as a volunteer, you have Trail Clearing Team, Tail End Charlies), wear certain rights and responsibilities. comfortable footwear and bring a back- pack along with a torch and batteries, cell Know your rights as a volunteer by visiting phone, snacks and water. www.oxfamtrailwalker.org.nz/page/ rights---responsibilities There may be long periods between walkers on some shifts. Think about bringing books, a newspaper, music, podcasts or any other entertainment you see fit.

4 sustainability

Here at Oxfam, sustainability is at the heart of Avoid single-use plastics everything we do. Single-use plastics include plastic shopping bags, Oxfam Trailwalker aims to ‘walk the talk’ when it plastic cups, straws, food packaging, comes to demonstrating Oxfam New Zealand’s coffee cups and lids - any plastic item intended to commitment to environmental sustainability. We be used once then discarded. Please don’t bring aim to minimise the negative environmental single-use plastic items to the event. effects of the event in every way possible – from minimising our energy consumption to being a Bring your own water bottle disposable-cup-free event. This year, we are particularly focusing on the major reduction of Please BYO reusable water bottle and fill it up at plastic bags and plastic packaging. Our planet is our free water stations, or purchase a reusable drowning in single use plastic, with large islands Oxfam Trailwalker bottle onsite. of plastic floating in our oceans, destroying our ecosystems and causing the extinction of species. Carpooling

We really encourage you to take some important Each year, we ask our volunteers to consider but simple steps to be part of the solution! Join us carpooling to bring less cars to Whakatāne. in making Oxfam Trailwalker a zero-waste event! Did you know that 20 percent of New Zealand’s greenhouse gas emissions come from transport? SIX STEPS TO BEING PART OF Ninety percent of us drive to work alone. THE SOLUTION What can we do to be part of the solution? Pre-cycle - Reduce waste from packaging The obvious answer is to take shared transport to Oxfam Trailwalker. “Pre-cycling” is the practice of seeking to reduce consumer waste by buying unpackaged, reusable Shop Local and Shop Fairtrade or recyclable products and using your own bags and containers to package food. When in Whakatāne, try to buy local products and give back to the community that supports our A great way to reduce waste generation at the event, while reducing food transport emissions. event is to unpack any food you’re bringing before you leave and put them into reusable containers or A basket of imported food creates more CO2 than produce bags. cooking for six months! As a general rule, you can reduce the impact of your purchasing by Don’t forget your reusable cup choosing products that are Fairtrade certified, organic or free-range. All the tea and coffee at In 2014, Oxfam Trailwalker went disposable cup the Oxfam Trailwalker start, finish line and check- free - what a success! Our teams, support crews points is certified Fairtrade. and volunteers reduced total event waste by a third! To keep a good thing going, Oxfam Trailwalk- er is now proudly disposable cup free every year.

For hot and cold drinks, everyone will need to bring their own mug or container.

5 actions for afterwards

Climate change is bigger than politics

Climate change is affecting our communities, our way for the international community. Since then, businesses, our Pacific neighbours and the world’s UK emissions have fallen by 28 percent. Denmark, poorest people. It is threatening to unwind the Finland, Mexico, Ireland, and several US states progress made over the last 60 years in the fight have followed suit. against poverty. IT’s time to PUT climate change above politics That is why last year Oxfam partnered with 15 other leading international development agencies New Zealand has committed to take urgent action demanding political parties agree on a new plan to to combat climate change, both under the tackle climate change: a Zero Carbon Act. Paris Agreement and the Sustainable Development Goals. Unless our political parties act together to Thousands of New Zealanders have already helped think beyond short term politics, and set clear us put climate change at the top of our binding goals in place for reducing pollution, these government’s agenda by backing up our plan. But plans may never become a reality. our job is not finished. We must ensure that the Zero Carbon Act we worked so hard for is robust Join thousands of New Zealanders TO demand and ensures a positive future for our children and real climate action from our government our Pacific neighbours. This means we must and Back the Plan: Back to Zero. continue fighting to gain full cross-party support for an Act that will hold our current and future leaders to account.

Every year we delay cutting pollution, the job gets harder for our children

A Zero Carbon Act will drive meaningful climate change action in New Zealand. The Act will commit New Zealand to zero carbon by 2050 or sooner, set a legally binding pathway to this target, and require the Government to make a plan. It will secure a positive future for our chil- dren – protecting our communities, businesses, and people across the globe from the far-reaching effects of climate change.

We’re not in uncharted territory here. To add your name to our petition, head to: In 2008, the passed a Climate bit.ly/backtheplan Change Act to establish a climate commission - future proofing their economy and leading the

6 Keeping safe

Health and Safety Personal Protective

Your personal safety is of paramount importance Equipment to Oxfam and should never be compromised. All volunteers must wear their Oxfam safety vest while on duty which will be supplied to you by your Hazards & Equipment Volunteer Coordinator. The environment, weather and mix of day and night work you may be required The nature of Trailwalker means that there to do can be trying and therefore all volunteers will be hazards and risks associated with the must come equipped with clothing and gear to event, including people, the environment, protect themselves. and the place that you are working.

Operating equipment can come with some Safety around car parks risk. While volunteering, you should always follow instructions and ensure that your actions Please be careful when moving around car parks minimise risk. and roads. Stop, look and listen! Check for reversing cars. Road Marshals should be wearing At no time should you do anything you feel a high visibility vest and closed-in shoes at all uncomfortable with. times. Children should not be near the car park unsupervised. When driving near checkpoints At all times be aware of hazards like tent ropes please be mindful that there will be a lot of and pegs, bins, cables, and any other items on pedestrian traffic. the ground. If you are walking along the trail please take care of uneven ground. Always have You are not permitted to control traffic on any a good torch when working or moving around at public road, unless you have been given a stop/ night. If you see something unsafe, please take go sign. appropriate action and inform your Checkpoint Manager or the Volunteer Coordinator Driving and fatigue immediately. In this handbook you should note down any hazards you have observed or Working at Oxfam Trailwalker may require a experienced that should be rectified to ensure a significant amount of driving to and from your safe working environment. accommodation and volunteer location. You may also be driving late at night or early in the morning Oxfam Trailwalker is a family event and children are after working your shift. Being tired significantly often playing at and around checkpoints. Please increases the risk of a crash. It makes us less alert be extra aware of any hazards, obstacles or to what is happening on the road and less able to situations that could pose a danger to children. react quickly and safely if a dangerous situation arises. Please be aware of the potential dangers of If you see any accident or incident, whether it’s driving whilst fatigued and take all precautions to major or minor, it is important that you report it to avoid putting yourself or others at risk. the Checkpoint Manager or Volunteer Coordinator who will be able to provide the help you need, but Our volunteer schedule has been designed to en- also record it in the hazard and risk register. This sure that every volunteer and staff member has a includes accidents or near misses involving em- minimum seven hour stand down period between ployees, volunteers, stakeholders, participants shifts. Please ensure you rest, relax and refuel or supporters. This allows us to record in between your shifts and do not consume any assess, rectify and manage the situation using drugs or alcohol which can impair your the best possible methods and solutions. performance when working. 7 Event specific risk factors: Safety in numbers • Don’t volunteer for a shift you know your body While we try to ensure that all volunteers are won’t be able to handle. If you have never paired up prior to leaving for your shifts, there may undertaken a ‘graveyard’ shift before (dusk be instances where you are volunteering alone. till dawn) and you think you will struggle with Please ensure that you have all that you need fatigue, then please let us know. for your shift including the contact numbers for the ECC and VC. We also ask that you ensure your • Share the driving with a fellow Checkpoint Manager or Volunteer Coordinator has volunteer so that you can help each the correct contact details for you. Please contact other stay awake, or swap drivers if necessary. us immediately in case of an emergency or if there are any supplies that you need. • Plan your drive home or between locations with regular breaks to stretch, eat and rest. Smoke-Free • Getting out of the car and moving will help reenergise your body and Oxfam Trailwalker is a smoke-free event. All event enable you to regain focus. locations, including the trail, are no-smoking zones. If you wish to smoke you must do so Common risk factors: outside the event venues and away from public view. Please dispose of your cigarette butts • Driving in the early morning (1am to 6am) responsibly, in the rubbish bins provided. when most of us would normally be sleeping

• Driving in the ‘afternoon lull’ (1pm to 5pm) No drugs or alcohol policy when our body clock makes most of us feel sleepy can impact our concentration Oxfam Trailwalker is a dry event and has a no drugs or alcohol policy. All event locations, including the • Starting a trip after a long day’s work trail and accommodation areas, are drug-free and alcohol-free. No one is permitted to work on or participate in the event under the influence.

8 Manual Handling

During the event you may be asked to assist in moving equipment. If you are unable to assist please inform your Checkpoint Manager or the Volunteer Coordinator on arrival. Don’t be afraid to say no at any time. If you can assist, please ensure you read the following safety measures:

STEP 1: Size up the load and make sure you do it safely. Remember it is not just the weight, but also the shape and size of the load that can make lifting difficult. Check where the load is to be placed. Position the heaviest part close to the body. STEP 2: Correct position. Stand close to the load before you attempt to handle it. Position your feet to maintain balance with enough room to move. Face the direction of travel and ensure that your path is clear from hazards. STEP 3: Protect your back. Keep your back in its ‘natural’ position. This is when it is strongest. DO NOT twist. DO NOT bend. Make sure you are comfortable with the task. STEP 4: Get a good grip. Place your hands diagonally opposite for a secure and comfortable grip. Grip with your palms not your fingers. Keep your arms close to your body. STEP 5: Use your legs. The leg muscles are stronger than the back muscles - use them to your advantage. Take up the load slowly without sudden movement. Remember to ask for help if the load is too large or hard to move. Radio Communications Radio Terminology

Radios will be used to allow communication Bob making a call to “Sue, this is Bob, over.” between staff and teams managing particular Sue tasks, such as Checkpoint Managers and Tail End Sue responding to a “This is Sue, go ahead Charlies. Radios are numbered and allocated. If call from Bob Bob” you are given a radio for your shift, please keep in If Sue is too busy to “Standby Bob” the designated area and sign it in and out for each talk shift. If there is a problem with the radio or the No response Wait 5 seconds and call battery, please contact the Event Control Centre again or your Checkpoint Manager. Ensure that you stay Ending transmission Over- indicates you ex- on our allocated channel to allow staff to contact pect a response you when needed. Out – complete conver- sation Priority calls Sue, Sue this is Bob, PRI- Making a Call ORITY come in please” C O H A It may seem silly to have instructions on how to N / O N E F

use a radio but it is its own art form! Follow these F

& L S V O steps to ensure you are a clear communicator. E L L U E C M T E SIX STEPS 1. Think about what you need to say. 2. Listen to ensure there are no existing conversa- tions on your talk group, do not talk over people. 3. Press and hold in the talk button. PUSH TO TALK 4. Breathe and wait for the two beeps before you Release to listen start talking. 5. Speak holding the mic away from your mouth. 6. Release the talk button a second after you have finished your transmission. 9

Hazards log

Hazards/risks and incidents log form

Please fill out any hazards/risks you observe or experience and how you addressed them, then report it to the Volunteer Coordinator by calling 0800 562 456.

Task or Person What did you How has the Notes affected do to miti- hazard been risk/ gate risk/ addressed hazard / location hazard or and by incident? whom?

10 colouring pages from our friends in community groups

Thank you to all our community groups who have given their time to support oxfam trailwalker.

Ko Iramoko te Marae, Ko Te Tawera Ngati Pukeko Hapu, Ko Ngati Awa te iwi.

11 community groups EVENT PARTNERS

Thank you to all our sponsors, partners and stakeholders for supporting our vision of a fairer, safer, more sustainable world through Oxfam Trailwalker.

omega rental cars fast broadband anywhere you want it

fl, WHAKATANE --Httrade aid District Council �..:-..--� Steiner Ceramics � Tonkin+Taylor HandMade (I'\ 'Ylew2ea{al'ld

® Oul W•a1 NATURAL COCONUT WATER &ODlJ

� u.,v,RSIT1�����it

Tl-IE COHEE BUSINESS EST. 1990

Omnlgraphics

ELECTROLYTEDRINK osteopaths NEW ZEALAND etos4sale countdown eat wellfor less ® BLUNT

bivouac/o utcloo r C'OVMlt tr o Tr> .r,OVi N TURr &LOCUS

12 Emergency procedures When reporting an emergency situation we’ll need to know

1. Ensure that you and others are not in any 1. Your location / provide the number of nearest further danger km marker / road crossing location / checkpoint 2. Make an initial assessment of the situation and number any injuries 2. Your mobile number 3. Call the Medical Officer on 0800 198 851 3. What urgent help you need 4. If you can’t get through to the Medical Officer, 4. Your name and name of person injured / team call the Event Controller on 0800 203 931 name / name of group 5. Use First Aid to treat the injured person until 5. What injuries do they have help arrives 6. What happened 6. Remain with the injured person at all times 7. What treatments have been given already 8. Any other relevant information Important contacts Contact Phone Purpose Medical Officer 0800 198 851 Medical assistance required Event Control 0800 203 931 Non-medical event-related calls Volunteer Coordinator 0800 420 023 All volunteer enquiries Emergency 111 Non-event related emergencies

facebook.com/OxfamTrailwalkerNZ @oxfamnz @oxfamnz oxfamtrailwalker.org.nz Oxfam New Zealand PO Box 68357, Newton, Auckland 1145 oxfam.org.nz 0800 600 700 [email protected]