After you apply
This following list provides a brief summary of what happens after you apply.
Please ensure you have read the relevant FAQs and other information on our website so you are familiar with what your role involves. Steward FAQs, Campaigner FAQs, Festival Shop FAQs.
What happens after I apply?
Once you have successfully submitted your pre-application you should receive a confirmation email from Oxfam that thanks you for your registration to volunteer at Festivals with Oxfam.
Once you have successfully submitted your festivals application you should receive another confirmation email from Oxfam listing the festival(s) you have applied for and the deposit amount (if any) you have paid.
When you have received this second email your application to volunteer at the festival(s) stated on the email has been accepted. Keep your confirmation email safe. If you don't get your festival confirmation email, but your application went through correctly because you got a thank you page with a Transaction ID on it, please check your Junk/Trash/Spam folder.
Each year a number of emails are sent by our systems but never reach volunteers due to issues with their email provider. Unfortunately this is unavoidable so if you do not receive your confirmation email please check that your application has been successful by logging into our Volunteer Log-in instead.
You can log into our new Volunteer log-in page at any time, using the username and password created during your application to check the status of your application(s) and to add additional festivals.
Is my place confirmed?
Stewards: if you have paid the deposit due for the festival(s) you applied for, your places are confirmed provided that:
- You attend any training session(s) booked at the time of your application as stated on your email
- Your reference check is successful (if you are new to volunteering with us)
Campaigners and Shops: Confirmation of your place at a festival will come directly from the office team, after your application has been reviewed.
Please note: there is a very slim chance that a festival may be cancelled, reduce the number of stewards they ask us for, or we may have to reduce the number of stewards and campaigners we're taking for other reasons. This could happen at short notice at any time before the festival date and Oxfam may need to cancel places, even after deposits have been paid. If this does become necessary, we will let you know and where possible we will try to reallocate you, but we can't guarantee that this will be possible. This is extremely rare.
When will I hear from you again?
If you are a steward, you may not hear from us again until your pre-festival information 1-2 weeks before the festival, however you can stay up-to-date with festival news and important information updates by following the Festivals Team blog or joining us on social media.
Please remember to update your details via the volunteer log-in if you change your phone number, or postal address during the season, so we can keep in touch with you. To update your email address, please contact the office directly at email@example.com.
Your travel plans
As part of your application, you will have told us how you are travelling to each festival, for example, by car, getting a lift or by public transport. If your travel plans change (i.e. car registration, how you are coming), please let us know before the cancellation deadline for the festival you are attending.
Reference checks are sent out automatically to the email address you give on your application form. Unless you hear otherwise, you can assume your reference check has been successful. You can also assume that any relevant DBS (previously CRB) checks will be successful. We will get in touch with you if there are any issues with these.
To change your referee details after you have submitted your application you will need to contact us. Please note: these cannot be changed online. We will only contact you regarding a reference if there has been a problem.
Training is compulsory for new stewards and previous stewards who have not attended stewards training in 2014, 2015 or 2016. If you have booked yourself on to a training course during your application, this will be listed in your confirmation email. You must attend this to be able to steward with us. Information about the Training session will be sent to you around 1-2 weeks before the date, so please keep an eye out for that email.
To change your training course after you have submitted your application you will need to contact us. Please note: this cannot be changed online.
Adding additional festivals
If you have already applied to steward this year and wish to add an additional festival you will need to log into the volunteer log-in with your username and password.
For more information on logging back in and adding festivals, see the FAQ 'I've already applied but want to add another festival - how do I do that?'.
Amending your details
To amend your personal details after you have submitted your application, please go back in via the volunteer log-in and select the 'Edit my Details' option.
If you cancel your stewarding place:
- within 7 days of applying - no fee, this is a 7 day cooling off period
- before the cancellation deadline - you will lose £20 from your deposit
- after the cancellation deadline - you will lose all of your deposit
Please note: cancellations cannot be made online and can only be done by contacting us. For more information on the cancellation process, please read the FAQs for your role.
A week or two before the festival(s) you have applied for, you will receive a pre-festival email from the Festivals Team office. This email will confirm entry instructions, times of entry/registration etc. and any travel details you may need and will also be the letter you will need to bring with you to the gate in order to gain entry to the festival.
When you have received your pre-festival email, you should have all the information you need to come to the festival site. Make sure your keep an eye on your emails, the website and the blog for any late changes/updates to entry instructions. Don't forget to keep your email address up to date so you receive this email. And please make sure you add firstname.lastname@example.org to your email address book to make sure it's not filed as junk mail.
Increase your knowledge
Prepare yourself for every eventuality by browsing the FAQs for you role. Steward FAQs, Campaigner FAQs, Festival shop FAQs.
New stewards, please read through the 'what is stewarding' area of the website. Please also read the 'my downloads' section in the volunteer Log-in.
To get the latest updates from the Oxfam Festivals Team, follow us on Twitter, join our Facebook group and make sure you read our blog.