Coordinator Information

For Coordinators

Hey Crew Coordinators,

Find links to forms, as well as deadlines, below. The Volunteer Calendar is available in the Current Volunteers section of the website (scroll down to the appropriate tab).

As always, contact us with questions.

T-shirt orders

Deadline: End of Day - June 2, 2023

We created this document to help you pull your crews t-shirt sizes from Better Impact. 

Parking and Temporary Access Requests

Deadline: June 27, 2023

*Please note that 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 in Telus Field.

Site Requests

Deadline: June 27, 2023 (Complete this form for all recurring and new requests)

*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 Gilbert at

Purchase Requests

Purchase Requests - June 27, 2023

Communications Requests

If you need to make changes to last years radio requests please contact the Site Office directly (

We accept limited requests for crew cellphones. Contact the Volunteer Office at or 780-466-3669 to reorder or for any questions. 

Platter Request Form

The Festival Kitchen has limited resources. Platters should only be requested if absolutely necessary, and must be approved by the Kitchen Manager!

Please email completed forms to Glenda at

Signage Requests

Deadline: June 16, 2023

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.

Crew Meeting Planner and Handout

Use this as needed. It is suggested but not required, and is simply a template.

Planner and Handout (Word DocPDF)

Teardown sign up

Please sign up and encourage volunteers to sign up prior to the Festival!

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!

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Coordinator Reports

Let us know how things went, and what you anticipate in 2024. 

Deadline: Friday, October 13, 2023.