Thank you for agreeing to support Christmas Tree Recycling event as a Volunteer and for giving up your time to support Pilgrims Hospices. The COVID-19 pandemic has had a profound impact on all of our lives and we want you to feel safe in your role and a lot of work has been undertaken to protect our patients, visitors, staff, volunteers and supporters.

The essential information is listed below to ensure that you have a safe and enjoyable experience and to help Pilgrims raise money for the next family that need our clinical care. Supporter, volunteer and staff safety is our highest priority and we hope that you understand that these measures have been instated to enable the event to still take place under current circumstances and ensure the safety of everyone involved.

As part of our approach, we also need to ensure you understand the specific requirements of volunteering at this time, so we would ask you to read the following very carefully.

This online form will feature two parts:

1. The specific event details, including terms and conditions and instructions.

2. A volunteer self-declaration for supporting the hospice during COVID-19

Safety Briefing

Your safety is our main priority, below are some points for you to be aware of to make the event as safe as possible.

1. Extended collection days from one to four days, to reduce time pressure and due to a limited number of crew members (maximum 2 per vehicle), allowing for safe operation within government guidance. The biggest routes will be completed over the weekend with any smaller routes or trees we’re unable to find to be picked up in the subsequent days by staff.

2. Reduced crew members per vehicle, as a driver and drivers mate. Each vehicle will be deemed COVID-safe and all vehicles will be issued with full PPE and safety kit. Crews can only take part who are in family bubbles or those that work together. Any solo volunteers will be paired with a Pilgrims staff member.

3. All crew members must wear a facemask for a maximum of 4 hours before changing for a new one. Outbreaks occur in low ventilated areas, therefore, it is essential to keep the vehicle well ventilated by having the windows open whilst travelling to allow air circulation. The air in the cab should be set to fresh air mode and not set on re-circulation. The Risk Assessment for this event includes an image of how a vehicles air circulation should be set.

4. Remote event management and the base will have limited representatives present for the returned completed routes to be handed back to and PPE/vehicles to be dropped off. Toilet facilities will also be available. All representatives will remain socially distanced throughout and will need to wear a mandatory facemask and use antibacterial gel on entry to the base.

5. Due to limitations brought into effect by the pandemic, the event will not have the same variety of catering as usual at our events. This is to protect the health of crews during this unprecedented time. Crews will be asked to bring packed lunches and drinks, including flasks from home. Hot drinks and snacks will be provided at the base.

6. All crews, when stopping to eat, must do so outside of the vehicle and use hand sanitiser before and after eating, making sure hands are fully dry. Drinks can be consumed inside, when safe to do, whilst in the vehicle.

In advance of the event you will be given pre-assigned route(s) for you and your crew via an online link, you will also be given the following:

1. Standard kit - high-vis vests, goggles, gloves, a first aid kit, missed tree slips, posters for vehicle windows and donation envelopes.

2. 2022 COVID Kit - PPE (masks, gloves, wipes, antibacterial gel, bin bags for used PPE, which will be safely disposed of at the hospice after the event).

The safety of yourself and others is our main priority and certain procedures need to be followed to comply with our insurance.

Safety Notes

1. Familiarise yourself with your vehicle. Please drive and park safely whilst in transit and on the routes, please take care driving into and around the Household Waste Recycling Centre following instructions given by site crew.

2. Wear the hi-vis vests and PPE provided at all times with the gloves and goggles (if needed) when handling trees.

3. Please wear sensible clothing and footwear for the weather and time of year, bearing in mind vehicle windows must remain open. No open toed shoes.

4. First aid kits will be provided, one per crew. In the event of an injury, accident, theft, emergency or other concerns please contact the emergency services, if needed, and then inform Karen Kenward on 07738 851355.

5. Safe storage of personal items and valuables is not available.

6. Please do not leave vans unlocked while unattended.

7. For insurance purposes, people aged under 18 years old are not permitted to assist with this event.

8. Please follow all venue fire safety procedures as instructed when at the base.

When loading and unloading Christmas trees, please follow these instructions at all times.

1. Use safe pavements and walkways.

2. Only collect during daylight hours.

3. Park as close to the tree as is safely possible, you may need to safely park and walk a short distance to the household, especially on busy residential streets.

4. Take special care when opening vehicle doors, entering and exiting vehicles.

5. Think before lifting. Assess the load and reduce it if necessary by asking your fellow crew member for help.

6. Do not lift trees if you are not comfortably able to do so.

7. Adopt a stable position and make sure your feet are apart and placed safely, with one leg slightly forward to maintain balance.

8. Bend at the knee and look after your back. A slight bend to back, hips and knees is advised rather than fully flexing. Avoid twisting or leaning sideways. Keep your head up and move smoothly.

9. Get a good hold and keep the load close to your waist with the heaviest part closest to your body.

10. Do not lift or lower whilst standing on uneven or unduly slippery surfaces.

11. Do not collect trees if it's unsafe to do so. Supporters have been asked to leave trees in a safe and visible place.

12. For more information regarding manual handling, please visit www.hse.gov.uk

Trees over 8 ft tall, trees in pots, decorations and general garden waste are not to be collected. Supporters have been made aware of this. Owners of trees over 8 ft tall or 4ft wide have been asked to cut them into smaller pieces. A maximum of 2 trees can be collected per household. Please do not use saws or chainsaws under any circumstances.

Event Instructions

Please begin your collections from 7:30am on Saturday 8th and Sunday 9th January 2022, all supporters have been asked to leave trees out by this time.

The routes will officially start at 7:30am and finish at 4pm (daylight hours only - please make sure you can complete your round before the Recycling Centre shuts at 4pm).

We know you will be courteous to our supporters and members of the general public. Should any queries arise, please contact Karen at the event base on 07738 851355.

- The Routific link and round sheets are self-explanatory - call us if you have questions. Please contact Karen in the first instance on 07738 851355

- Please mark on the sheets whether the collection has been completed or not and please do call supporters if you can't find the tree. The information you put on the round sheets is vital in following up should a tree not be found. Pilgrims do not expect you to be collecting cash donations on the day, but if someone does want to give a small cash donation, please mark it on the round sheet and add the donation with the donors details into the donation envelopes provided.

- Round sheets must be returned to Karen at the Thanet base at Tivoli Brooks Warehouse, Unit C Tivoli Brooks, Margate when they are completed (or at the end of the day) please plan your afternoon collections accordingly - please don't do the big rounds last, as you may not finish them before darkness. The details you add to the round sheets help with any missed trees or supporter enquiries over the next few days.

- Please help us by taking action shots and staged photos, but please bear in mind that you are socially distanced & wearing PPE & a hi-vis vest at all times.

All trees must be disposed of at: Margate Refuse & Recycling Centre, 19 Manston Road, Margate, CT9 4LZ.

Please do not accept additional trees.

Recycling Centre (FCC) Safety Instructions

The following rules and procedures apply to ALL users of FCC Waste Transfer Sites. They must be complied with to ensure the Health & Safety of all site users.

ALL CREWS MUST…

• Have appropriate PPE including high vis top, gloves and hard hat (for site access TBC).

• Crews must stay in close proximity to their vehicle at all times. Vehicle & Plant engines are not to be left running unattended or with the keys still in the ignition or left in the vehicle.

• Maintain a 5 metre (1 ½ vehicles width) distance between themselves and other vehicles or mobile plant.

• All drivers are to abort off-loading if problems occur, sound their horns and, seek visual acknowledgement from FCC personnel and await advice.

• Never stand or walk on a load. Never walk under an un-propped body or hopper. Pedestrians must follow designated walkways.

• Fire - if the fire alarms sound you will be instructed to vacate your vehicle and proceed to the muster point which is located by the entrance to the Transfer Station. DO NOT attempt to take your vehicle off site (it will become a hazard to other pedestrians). Only when it is deemed safe to do so, can you return to your vehicle.

• The use of mobile phones is not permitted whilst driving, including Bluetooth headsets. Pedestrians must only use mobiles in the office or when in safe pedestrian areas (such as on a walkway/pavement).

Potential cancellation due to national/local restrictions or inclement weather

In the event of inclement weather, the event will be postponed until Monday 10th - Tuesday 11th January, if you're unable to help on these reserve dates please let us know.

If this is the case, you will be informed by 7am on 8th January. We will keep you updated on the Government guidance should there be a local/national lockdown or tier restrictions.

Phone number for queries and emergencies:

Event Manager: Karen: 07738 851355

Emergency Services: 999

Useful addresses:

- Base: Pilgrims Hospices Tivoli Brooks Warehouse, Unit C Tivoli Brooks, Margate CT9 5FG

- Recycling drop-off: Margate Refuse & Recycling Centre, 19 Manston Road, Margate CT9 4LZ

- Nearest A&E: QEQM Hospital, Ramsgate Road, Margate CT9 4AN

COVID-19 Volunteer Support Declaration

Whilst you will not be coming into contact with any supporters, other volunteers or event staff who have suspected or confirmed COVID-19, there is still a risk that you may unknowingly come into contact with the virus whilst undertaking your volunteering role - in the same way there is this with going into any public place.

Please carefully read the following

- Please take a lateral flow test the night prior, to ensure the safety of other volunteers and staff.

- If you, or anyone you live with, are presenting with any symptoms of COVID-19, you must not leave your home and must not attend the event.

- At the time of writing, government advice includes the following as COVID-19 symptoms:

• A high temperature

• Any kind of new continuous cough

• A loss or change to your sense of smell or taste

• Please ensure you keep up to date with government advice which can be found here: NHS symptoms and what to do.

- You will need to read and confirm understanding of the Volunteering Information Pack, including the risk assessment relating to your volunteering role.

- You must adhere to social distancing and safety measures in place at the event.

- You must follow the directions of the organising team and act in accordance with your role as an event support at all times.

- You must adhere to all infection control policies and procedures and wear appropriate personal protective equipment.

- You must feedback any incidents, concerns or anxieties to your line manager or a member of staff as soon as you become aware of them.

- You agree to this activity of volunteering for and on behalf of Pilgrims Hospices as part of this fundraising activity. You have the right to withdraw your volunteering commitment at any time.

If you know of any medical condition that you suffer from which might affect or prevent your volunteering in this event, or results in harm to yourself or others, you must please make Pilgrims Hospices aware of this prior to Wednesday 5th January 2022.

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