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A Message from the Festival Team
C2 ✉️ Email · 488 words · about 3 min
A festival organiser writes to volunteers to explain a last-minute change of venue and what it means for their duties.
Subject: Important update — change of venue for Saturday’s opening night
Subject: Important update — change of venue for Saturday’s opening night
Dear all,
Dear all,
I am writing to let you know about a development that came to light late yesterday evening, and I would like you to hear it from me directly rather than through the rumours that are, I gather, already circulating.
I am writing to let you know about a development that came to light late yesterday evening, and I would like you to hear it from me directly rather than through the rumours that are, I gather, already circulating.
The weather forecast for Saturday has deteriorated significantly. After consulting the council and the technical crew, we have concluded that it would be unwise to hold the opening concert on the riverside lawn as originally planned. The risk of heavy rain and strong gusts is simply too high, particularly given the size of the stage and the volume of electrical equipment. We have therefore decided to move the event to the old tram depot on Mill Road.
The weather forecast for Saturday has deteriorated significantly. After consulting the council and the technical crew, we have concluded that it would be unwise to hold the opening concert on the riverside lawn as originally planned. The risk of heavy rain and strong gusts is simply too high, particularly given the size of the stage and the volume of electrical equipment. We have therefore decided to move the event to the old tram depot on Mill Road.
I appreciate that this is far from ideal. Many of you spent weeks preparing the lawn, and I am conscious of how disappointing it is to see that effort set aside. However, the depot has certain advantages. It is fully covered, it has excellent acoustics, and its capacity is only slightly lower than we had hoped for. Tickets remain valid, and we will notify everyone holding one by message this afternoon.
I appreciate that this is far from ideal. Many of you spent weeks preparing the lawn, and I am conscious of how disappointing it is to see that effort set aside. However, the depot has certain advantages. It is fully covered, it has excellent acoustics, and its capacity is only slightly lower than we had hoped for. Tickets remain valid, and we will notify everyone holding one by message this afternoon.
As for your duties, the following adjustments will apply. Those assigned to the car park will now be needed at the two entrances to the depot, where you will be handing out programmes and directing visitors. The catering team should expect a smaller kitchen but a shorter walk to the seating area, which I suspect you will welcome. Anyone who was due to help with the lanterns along the river path may be reassigned to the cloakroom, since coats and umbrellas will inevitably pile up.
As for your duties, the following adjustments will apply. Those assigned to the car park will now be needed at the two entrances to the depot, where you will be handing out programmes and directing visitors. The catering team should expect a smaller kitchen but a shorter walk to the seating area, which I suspect you will welcome. Anyone who was due to help with the lanterns along the river path may be reassigned to the cloakroom, since coats and umbrellas will inevitably pile up.
Please note that the depot becomes available to us only at noon on Friday. The stage, lighting and sound equipment will therefore have to be installed in under twenty-four hours, which is an ambitious timetable by any standard. I would be extremely grateful if as many of you as possible could come on Friday afternoon, even for an hour or two. Heavy lifting is not required of everyone; we also need people to sort cables, label boxes and, above all, keep the technicians supplied with tea.
Please note that the depot becomes available to us only at noon on Friday. The stage, lighting and sound equipment will therefore have to be installed in under twenty-four hours, which is an ambitious timetable by any standard. I would be extremely grateful if as many of you as possible could come on Friday afternoon, even for an hour or two. Heavy lifting is not required of everyone; we also need people to sort cables, label boxes and, above all, keep the technicians supplied with tea.
I would like to thank you in advance for your flexibility. Events of this kind rarely proceed exactly as planned, and the real measure of a team is how it responds when circumstances change. Judging by the commitment you have shown so far, I have no doubt we will manage splendidly.
I would like to thank you in advance for your flexibility. Events of this kind rarely proceed exactly as planned, and the real measure of a team is how it responds when circumstances change. Judging by the commitment you have shown so far, I have no doubt we will manage splendidly.
If you cannot attend on Friday or have concerns about your new role, please reply to this message by Thursday evening and I will do my best to find a suitable alternative. A map of the depot and an updated schedule are attached. Please print them out and bring them along, since mobile signal inside the building is unreliable.
If you cannot attend on Friday or have concerns about your new role, please reply to this message by Thursday evening and I will do my best to find a suitable alternative. A map of the depot and an updated schedule are attached. Please print them out and bring them along, since mobile signal inside the building is unreliable.
With sincere thanks,
With sincere thanks,
Beatrice Lang
Beatrice Lang
Volunteer Coordinator
Volunteer Coordinator