Thank you for agreeing to support our Christmas Tree Recycling event as a Volunteer at Macknade, Faversham 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 relating to your role.

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. Two new drop-off Christmas Tree days at Macknade, which will be operated safely outside, allowing for safe operation within government guidance.

2. Limited numbers of volunteers. All volunteers will be issued with full PPE and safety kit.

3. All crew members should ideally wear a facemask for a maximum of 4 hours before changing for a new one. The Risk Assessment for this event includes further information regarding the specific site information.

4. Remote event management as the drop-off days will coincide with our main Christmas Tree recycling collections. Leila, as event manager will remain at the collections base at Pilgrims Hospices Ann Robertson Centre. Toilet facilities will be available at Macknade. All representatives will remain socially distanced throughout and will need to wear a mandatory facemask when inside the venue and use antibacterial gel on a regular basis.

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

In advance of the event you will be given the following:

1. Standard Kit - high-vis vests (please wear throughout) goggles, gloves - just in case you handle trees, although this is not expected. Other general kit will be provided.

2. 2022 COVID Kit - PPE (masks, gloves, wipes, antibacterial gel, bin bags for used PPE, which will be 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. Wear the hi-vis bests and PPE provided at all times with the gloves and goggles (if needed) when handling trees.

Please wear sensible clothing and footwear for the weather and time of year, bearing in mind you will be outside. No open toed shoes.

3. First aid kits will be provided. In the event of an injury, accident, theft, emergency or other concerns please contact the emergency services, if needed, and then inform Leila Ilkhan on 07525 235287.

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

5. Please do leave kit or cash raised unattended.

6. Please follow all venue fire safety procedures as instructed when at Macknade.

7. A Bird Tree Surgeons will be chipping the trees on site on behalf of Pilgrims. Macknade staff will be helping to move the trees.

Although not anticipated, if loading and unloading Christmas trees, please follow these instructions at all times.

1. Use safe areas; pavements and walkways.

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

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

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

5. 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.

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

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

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

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 are unable to help on these reserved 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: Leila: 07525235287

Emergency Services: 999

Useful addresses:

- Macknade Food Hall, Faversham: Selling Road, Faversham ME13 8XF

- Tree Collection Base: Ann Robertson Centre, 55 London Road, Canterbury CT2 8HQ

- Recycling drop-off: Canterbury Household Waste Recycling Centre, Vauxhall Road, Canterbury CT1 1HD (in case you get asked where all the other trees are going).

- Nearest A&E: William Harvey Hospital, Kennington Road, Willesborough, Ashford, Kent TN24 0LZ

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 Macknade 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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