SITE MANAGEMENT

Site Management oversees the on site operational sides of LYS, contributing to an efficient flow and well-being of participants from arrival to departure. Including key sub-departments like Gate & Greeters, Rangers, Logistics, and Leave no Trace. Together, Site Management ensures a well-organized, welcoming, and safe environment for all participants throughout the LYS event 🌟🌈

GATE & GREETERS

Gate & Greeter ensures a warm welcome and smooth departures at LYS. Managing recruitment, training, and logistics coordination, they create engaging arrival procedures, procure equipment, and maintain an organized setup. Committed to providing essential information and a positive atmosphere, Gate & Greeter contributes to the event's vibrant spirit. 🌈🚪

  • Recruit enough people for both gate & greeting, arrival and departure days, posts to encourage sign up for shifts

  • Create a training plan, manual or video. (What, Who, How, Shift preparations). Communication with volunteers

  • Create or use current shift schedule and ensure all slots are filled, handling all questions, inquiries or issues regarding shifts

  • In coordination with logistics team; ensure smooth drop off traffic flow on arrival & departure days

  • In coordination with logistics team; set the gate hours

  • Set up the procedure for participants arriving outside of gate hours (with logistics team). Ensure this information reaches the rangers or site lead.

  • Set up & procure/source necessary equipment for gate and greeting, both on island and on main land.

  • Set up a fun greeting procedure for participants.

  • Ensure all necessary information is in place for all gate crew, such as placement, maps, logistic plans etc

  • Procure fluff stuff; food, hot drinks, etc for gate crew

  • Ensure all necessary equipment is both procured and/or picked up at storage, and put back in an tidy order. Take inventory and update.

LOGISTICS

Logistics handles crucial tasks to streamline participant arrivals and departures and parking. From recruiting and training volunteers to possibly organizing express buses and shuttles this department helps making the arriving and departing part of Vårlys a good experience. 🚍🚗

  • Recruit enough people for logistics, posts to encourage sign up for shifts

  • Onboarding, training and communication with volunteers

  • Create or use current shift schedule and ensure all slots are filled, handling all questions, inquiries or issues regarding shifts

  • Layout parking - ensure we have enough parking and/or set up shuttles. Organize parking- if limited parking at location - create and distribute vehicle passes to necessary vehicles. Ensure that the events parking spaces are clearly marked and that wrongly parked vehicles are removed.

  • Set up drop off procedures. In coordination with gate; ensure smooth drop off traffic flow on arrival and departure days

  • Gather needs/information and possibly book production vehicles

  • Set up the procedure for participants arriving outside of gate hours (with gate team). Ensure this information reaches the rangers or site lead.

  • Organize the express bus from Oslo. Recruit bus-guides

  • Book & operate the shuttle between parking and event site. Recruit shuttle drivers

  • Create a system and promote ride-shares

SITE LEADS

Site Leads are trusted and experienced participants who ensure event safety and success. They make crucial decisions in exceptional events, act as immediate responders in emergencies, and support Rangers to foster a responsive and safe community. Focused on safety and community, Site Leads contribute to a memorable LYS experience! ⚖️🛡️

  • Recruit site leads. Preferably hand picked, bonus to have reoccurring lys members

  • Create a training plan, manual or video. (What, Who, How, Shift preparations)

  • Create or use current shift schedule and ensure all slots are filled, handling all questions, inquiries or issues regarding shifts

  • Update the current EAC and/or handbook and ensure this information is distributed, coordinate with rangers

  • Procure and set up the site lead phone.

  • In coordination with rangers/ranger lead, set up a logbook system for all site leads and rangers.

  • Check functionality, procure more if needed, ensure these are on and off site. Create a easy how to protocol and ensure this is distributed to all users

SOUND

Sound creates policies, conducts tests, and communicates with camps and participants to ensure a harmonious auditory experience. Working with location, the municipality, and participant needs, they balance the volume for everyone's enjoyment! 🎶🔊

  • Creating sound policy in coordination with land owner, municipality & needs

  • Rounds with loud content on site to be sure the policy is withheld

  • Test the sound at camps before opening.

    Optional: set up sound meters with live feed to app from mainland.

  • Communication regarding sound with camps and content pre-event

RANGERS

Rangers play a vital role in ensuring a positive and safe experience at LYS, ensuring smooth communication and support. Tasks include crafting training materials, schedules, and maintaining a logbook system, contributing to the well-being of our welcoming community! 🌲⚖️👥

  • Recruit Rangers, posts to encourage sign up for shifts

  • Create a training plan, manual or video. (What, Who, How, Shift preparations). Communication with volunteers

  • Create or use current shift schedule and ensure all slots are filled, handling all questions, inquiries or issues regarding shifts

  • Create or modify the "how to be a ranger" handbook- be sure to coordinate with Site lead/EAC

  • Ensure there is clear overview of the island, ensure reporting on locations is made easy

  • Set up/take down ranger station

  • In coordination with site leads, set up a logbook system for all site leads and rangers.

  • Procure fluff stuff; food, hot drinks, etc for rangers on shift

  • Ensure all necessary equipment is both procured and/or picked up at storage, and put back in an tidy order. Take inventory and update.

MEDICAL  & WELFARE

Medical & Welfare contributes to LYS participants' well-being with careful planning. Managing medical inventory, updating health plans, and maintaining equipment. Optional recruitment of medical advisors and possibly creating a sanctuary space, the focus is on fostering a healthy and safe LYS community! 🌡️🌿

  • Check current inventory and procure/source necessary. Ensure all necessary equipment is both procured and/or picked up at storage, and put back in an tidy order. Take inventory and update.

  • Update the current plan and ensure this is printed and distributed to those who need.

  • Recruit enough people for Medic, posts to encourage sign up for shifts

  • Create a training plan, manual or video. (What, Who, How, Shift preparations). Communication with volunteers

  • Create a shift schedule and ensure all slots are filled, handling all questions, inquiries or issues regarding shifts

  • Create a sanctuary space with people on shifts for people who need to take a breather. Do the necessary pre-planning, recruiting and onboarding of volunteers to ensure the necessary knowledge is in place to hold such a space.