Coordinator Information
Manage your crew online with Better Impact!
Need to speak to the Volunteer Office? Book your Coordinator One on One here:
Resources
Follow the volunteer calendar for upcoming deadlines and important dates!
Deadline: Tuesday, September 29, 2026
Fill out your NEW & IMPROVED Post-Festival Crew Report - let us know how things went, your successes and challenges, and what you anticipate for 2027! The updated report also includes space to record items that require repair or replacement for the next festival AND a space to include all items needed to set up your area for the festival.
Please ensure you complete the following steps before emailing your report to the Volunteer Office:
- Update the document title to include the year and your crew name
- Include a copy of your current Schedule (with names is ok. BONUS POINTS for including hours for each role)
- Include a copy of your Current Crew Manual
Once you have all your documents, please email them to volunteers@edmontonfolkfest.org with 2026 (Crew Name) Crew Report in the subject line.
Fill out any expenses using this form only
- Any larger items must be approved by the Volunteer Office
- GST must be broken out. Confirm totals before submitting. Retain a copy for your records.
- Provide your name, address and phone number. Indicate if you would prefer to pick up your cheque.
- Claims must be submitted by September 30th.
- Submit forms and receipts to volunteers@edmontonfolkfest.org
Our Teardown portal will open on July 1st each year. Volunteers must sign up for shifts in advance. This will ensure that you receive a meal and that balanced crews. You are encouraged to sign up early to ensure the best selection of dates and times.
Teardown Shifts are available from 9am-9pm, 7 days a week, for 15 days post-festival. We have duties to accommodate all abilities. If you require modified duties, please contact our Teardown coordinator by emailing teardown@edmontonfolkfest.org with MODIFIED DUTIES in the subject line.
REMINDER: ALL New Volunteers must complete a 4-hour teardown shift during their first year, and ALL Returning Volunteers should complete a teardown shift every THIRD year.
Here is how to sign up:
Login to your Volunteer Profile, click on the "Opportunities" menu, select "Opportunity List" from the dropdown and scroll down to click on the Teardown. Select a date that works for you!
Pre-festival Requests
Deadline: May 26, 2026
Fill out the T-Shirt Order Form and submit your crew t-shirt numbers/ sizes.
Follow the instructions in this document to help you pull t-shirt sizes from Better Impact.
Deadline: June 10, 2026
Fill out the Signage Request Form for crew area signage.
Be as descriptive as you can with your signage requests. Remember that signage in your area - specific to your crew - is your responsibility. Ensure you arrange for pick up and post-festival storage with the Signage Installation crew. Please keep inventory of your signage year to year.
Deadline: June 10, 2026
Fill out the Site Request Form for all things related to the build/ maintenance of your crew area. Please detail EVERYTHING needed for your workspace, with as much detail as possible.
*If you require an item to be built or repaired by site crew, please request as early as possible.
Any questions can be sent to the Site Manager at pm@edmontonfolkfest.org.
Deadline: June 23, 2025
Fill out the Purchase Request Form for the required supplies for your crew. Please only order what is necessary, using your inventory sheets from the previous year as a guide. This will help the festival minimize costs.
Please be as detailed as possible. Include size, style and use where possible to ensure we purchase the correct items.
Examples:
- 2 - 5 packs of whiteboard pens - wide tip, including black
- 5 - 500 ml hand sanitizer with pumps
- 2 x 25-foot extension cords
- 100 feet of orange flag tape 1.5 inches wide, for marking rope border
- 20 clickable ballpoint pens
Deadline: End of Day - June 23, 2024
Fill out the Parking & Temporary Access Form to request parking near the festival site on the festival weekend.
Note: Cloverdale parking and vehicle access passes are issued at the discretion of the Access Manager and will ONLY be granted if absolutely necessary. Volunteer parking is available at RE/MAX Field.
Deadline: July 8th, 2026
Fill out the Communication Request & Coordinator Contact Form to make yearly radio and cell phone requests, and to set up your coordinator contact on our Communications List (this goes out to coordinators/shift leaders during the festival).
Any questions related to radio requests can be directed to the Site Office (site@edmontonfolkfest.org).
We accept limited requests for crew cellphones. Contact the Volunteer Office at volunteers@edmontonfolkfest.org or 780-466-3669 for any questions.
Deadline: Monday, July 20, 2026
The Platter Request Form for crew food platters will be posted here in the next week. Not all crews are eligible for platters; if you are, you'll know.
The Platter Order Form will be posted here by June 1st.
Please remember that the festival kitchen has a limited number of volunteers and resources for this team. To help the festival avoid food waste, please only order the platters you need for the weekend.
If your order will be picked up by another crew, please include that on your order form in the comments section.
Once your order form is complete, please email it to platters@edmontonfolkfest.org
Platter orders will , and must be approved by the Kitchen Manager.
