Thank you for agreeing to support our Christmas Tree Recycling event as a Volunteer and for giving up your time to support Pilgrims Hospices. Last year, more than £57,000 was raised through Christmas Tree collections across east Kent.
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 a safe event to take place.
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, which is your Volunteer Information Pack with instructions and safety information.
2. Volunteer T&Cs relating to your participation in the event.
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.
Collections will take place on Saturday 13th with any follow up routes, missed trees or those we couldn’t complete collected on the Sunday by a handful of volunteer crews. The biggest routes will be completed on Saturday. With Monday also for any rounds that we didn’t manage to finish or trees we’re unable to find to be picked up by staff in the subsequent days.
New route mapping technology
In 2022 and 2023 we trialled new technology software, which enabled us to collect over 3,200 trees within two weekends. For 2023, all of Ashford will use this route mapping technology. This is to alleviate the heavy reliance on two wonderful volunteers (Sally and Barbara) who previously spent days and days planning the routes. After 11 years Sally finally gets a Tree Recycling week off! We can’t thank Sally, Richard and Barbara enough - for all their hard work on this event over so many years, thank you!
This year you will be given pre-assigned route(s) for you and your crew via an online link, which arrives to you as a text message. PH staff will be on hand to help with guidance on how to use the software and to help with any questions.
Each vehicle will be issued with full PPE and safety kit. Your safety kit includes a high visibility vest, gloves, goggles and first-aid kit. Further, hard hats must be worn within the Household Waste Recycling Centre (HWRC) non-public areas. Plus, missed tree slips, posters for vehicle windows and donation envelopes. Additionally, paper copies of your routes, a clip-board and pens will also be given.
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. All crews are reminded to follow safety procedures at all times, including driving regulations and the drivers are not to use handheld mobile phones when driving. Ideally, crew mates should be navigating throughout and using the technology. Please take care driving into and around the Household Waste Recycling Centre (HWRC), following instructions given by site crew.
2. Wear the hi-vis vests and gloves provided at all times when handling trees. Goggles are provided if needed.
3. Please wear sensible clothing and footwear for the weather and time of year; bearing in mind it could be wind, rain, snow or sunshine. No open-toed or heeled 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 Louise Newman on 07749 400257.
5. Safe storage of personal items and valuables is not available.
6. Please do not leave vans unlocked while unattended.
7. Please follow all venue fire safety procedures as instructed when at the event base. Staff members will be on-hand to direct you.
8. In the event of an incident either on foot or in a vehicle (either your own, hired or Pilgrims vehicle) please complete the incident form provided (in your vehicle crew pack). Please collect as much information on the form as possible. Please collect witness details and take photos of the issue/area and as many as possible and from different angles. Please inform the Event Manager as soon as possible.
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. Do not enter houses or back gardens.
12. For more information regarding manual handling, please visit www.hse.gov.uk
Trees over 8ft 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 8ft tall or 4ft wide have been asked to cut them in half or into smaller reasonably-sized pieces. A maximum of 2 trees can be collected per household. If you collect extra trees, you may not be able to fit your full round on the vehicle as routes are planned based on the number of tree we are told. Please do not use saws or chainsaws under any circumstances.
Event Instructions
Please begin your collections from 7:30am on either Saturday 13th and Sunday 14th, all supporters have been asked to leave trees out by this time. Monday will be a mop-up day for trees we couldn’t find/reach/get to.
The routes will officially start at 7:30am and finish at 4pm (daylight hours only - please make sure you can complete your round and drop off the trees before the Recycling Centre shuts at 4:30pm).
We know you will be courteous to our supporters and members of the general public. Should any queries arise, please contact Lou on 07749 400257.
- You will be texted an online link with your routes. You will be given guidance on how to use this. Staff will be on hand to help and answer any questions. This online link will link to map software to navigate and guide you to the next tree. Please ensure you are using this handsfree or ask your crew mate to direct you. Tip: during rounds when beginning to collect subsequent trees, check which direction your vehicle is facing. The tree may simply be over the road or on a corner. However, the software will direct you to drive to the tree, which may mean a short drive round the block, even when the tree is on the other side of the road. Round sheets are self-explanatory - please call us if you have questions. Please contact Robert in the first instance on 07710 854029.
- Please make sure you do use the online link when you have collected (or missed a tree) – this is a live link and the base team can live track and see how your collections are going.
- Please do call supporters if you can't find the tree. Write any notes in the online link or on the round sheets. The information you give us 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.
After your rounds/end of day
- Round sheets must be returned to the event base (along with any kit provided) 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 delete the text link for the app after your day of collections. Please do not use the data for any other reason than participation in the event collections. The entire participant data will be deleted immediately after the collections.
- Please help us by taking action shots and staged photos, but please bear in mind that you are wearing PPE & a hi-vis vest at all times.
Main drop off: Ashford Household and Waste Recycling Centre, Brunswick Road, TN23 1EL.
Please do not accept additional trees. The routes have been planned based on number per household, approximate size and if you accept extras – you may not fit your entire round in your van.
Recycling Centre (FCC) Safety Instructions
The following rules and procedures apply to ALL users of FCC Waste Transfer Sites (HWRC). They must be complied with to ensure the Health & Safety of all site users.
ALL CREWS WITHIN HWRC MUST…
• Ashford Crew: Cobbs Wood Recycling Centre (address below).
- Enter and exit via the weighbridge off Brunswick Road (just past the Stagecoach Bus Depot). Do not enter via the public entrance. Depot staff are aware of the event. Follow instructions given by staff. The height barrier may need to be lifted on your way out.
Have appropriate PPE including high vis vest, and gloves for site access.
Weighbridge instructions:
1. Adhere to the 10-mph site speed limit.
2. Turn your engine off whilst your vehicle details are entered at the weighbridge.
3. Wait for the green light before entering the area/tipping hall.
4. Use dipped headlights on site.
5. Remain in the vehicle after it has left the weighbridge.
6. Never leave their vehicle when moving through the weighbridge, unless given permission by site staff or traffic marshal. You can offload the vehicle once in the public area.
7. 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.
8. Maintain a 5 metre (1 ½ vehicles width) distance between themselves and other vehicles or mobile plant.
9. All drivers are to abort off-loading if problems occur, sound their horns and seek visual acknowledgement from FCC personnel and await advice.
10. Never stand or walk on a load. Never walk under an un-propped body or hopper. Pedestrians must follow designated walkways.
11. 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.
12. 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).
Tenterden Crew: Bridewell Lane Car Park (address below) where they will be loaded into another large vehicle and driven by a volunteer to Cobbswood. Dave Lowe will collect specified Tenterden trees for wood chipping.
Shadoxhurst Crew: Village Hall Car Park, Shadoxhurst, TN26 1HZ.
These will be chipped by a chipper lorry. Please have appropriate PPE including high vis vest, and gloves for site access.
Potential cancellation due to national/local restrictions or inclement weather
In the event of inclement weather, the event will be postponed until safe to do so. If this is the case, you will be informed by 7am on 13th or 14th January.
Driver insurance declaration
All drivers of Pilgrims vehicles are required to sign a declaration form to confirm that they have a full and valid UK driving licence and undergo a driving licence check, which will be carried out by Pilgrims staff. Please note: if you completed this last year, you do not need to complete it again.
All drivers bringing their own vehicle, by completing this form, you confirm that you have a suitable vehicle to transport trees (if using own/company vehicle) and adequate insurance which covers you for this activity. If you are in vehicle hired by Pilgrims Hospices, you will be advised of any processes, requirements and/or forms to complete for the hire company.
Phone number for queries and emergencies:
Event Manager: Lou Newman: 07749 400257 or Route and Base Contact: Robert Grew: 07710 854029
Emergency Services: 999
Useful addresses:
- Base: Pneuma Church (formerly Ashford Vineyard), Brunswick Road, Cobbswood Industrial Estate, Ashford Works, Brunswick Road, TN23 1EH.
- Recycling drop-off: Ashford Household Waste Recycling Centre, Brunswick Road, Ashford, TN23 1EL
- Tenterden Crew: Bridewell Lane Car Park, Tenterden, TN30 6RA
- Shadoxhurst Crew: Village Hall Car Park, Tally Ho Road, Shadoxhurst, TN26 1HZ
- Nearest A&E: William Harvey, Kennington Road, Ashford, TN24 0LZ
Volunteer Support Declaration
- 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 10th January 2024.
Your details
Contact details
Must be checked regularly (this is the most effective way for us to communicate with you)
This must be the mobile number that you will have on you on the day. Please ensure that your number is provided including a space as per the following format: 00000 000000