Thank you for signing up to be a volunteer with us at Winterfest – we’re looking forward to a fantastic event!

To ensure a safe and fun event for all please carefully review all the information below. If you have any questions and/or need any clarifications, please reach out to Shanna at shanna@drinkin.beer or by phone/text at 206.661.6478. Please not that I will be limited on all communication after Thursday so please get any major request in asap and I’ll get to you asap!  Please read thoroughly before reaching out!

DATE

Saturday, February 10, 2024

1pm Early Entry Ticketholders  |   2-6 pm General Admission Ticketholders

2023 Attendees: 5380 not including volunteers/vendors/staff

LOCATION

West Pavilion at the Indiana State Fairgrounds.

1202 E. 38th Street, Indianapolis, IN 46205

TICKETS

Volunteers:  Your earned comp tickets will all be sent to your registration email.  If you are redeeming your ticket for another guest and want it sent to them you can just forward it.  They’re transferrable as long as the person has 21+ ID. Please feel free to email me if you’d like to redeem or transfer past earnings as well!

Please sign in and confirm your shirt size and add your alcohol serving permit number if needed. If you have not filled out a waiver, please do so upon check in.  If you are a captain please check out your radio.  The golf carts are labeled this year, if you need to check one out please check with the person in charge of it.  Your festival boss lady broke her toe 2.5 weeks ago so you wont see me walking as fast this round.

Volunteer Check-in/Check-out: The volunteer check in office will be located just inside of the North entrance of the West Pavilion building. You MUST check-in and check-out (and sign)for your assigned volunteer shift(s).   You will not receive your complimentary GA ticket to a future event unless you complete your full shift without incident.  Please select your shirt proper shirt size- you’ll receive the size you selected upon sign up.

Brewers/Volunteer Hideout: Ensure that only volunteers, brewers and those with the appropriate color-coded wristbands are enjoying food & beverages.  Help keep area clean, be pleasant and aware.  ONLY BREWERS & VOLUNTEERS HAVE ACCESS TO THE HIDEOUT, NO EXCEPTIONS!

Brewery Check In: Check-in brewers and vendors as they arrive collecting a ticket from everyone attempting to enter the grounds.  Direct them to appropriate tent & call for golf cart/hand cart assistance depending upon location. Apply wristbands to each person and provide brewer designated taster glass.  Remind them of the clean-up requirements which includes breaking down and stacking tables and chairs. Distribute trash bags for easy cleanup.

Volunteer Check IN: Check-in volunteers, provide wristbands, direct volunteers to assignment areas.  Sign-out radios to designated persons.  Be well informed of all things festival, as this will be festival headquarters.  Must be able to answer questions and above all things must be pleasant.  Sign-out volunteers at end of shift.  Serve as lost and found area.

FRI & SAT Set UP/Runners: Help load supplies from the storage unit, lots of boxes, heavy equipment, and lifting.  All things festival, setting tables, chairs, pipe & drape, hanging signage, delivering equipment and assist brewers with load-in, ice, and additional supplies during the festival.  Must be physically fit to lift heavy items.

Brewery Services (Permit needed)  You must have a pouring permit to work in this area and are required to have it with you while volunteering.

• Assist brewers with unloading trucks, provide direction during load-in, help set-up booth and get ice.
• Ensure brewer areas are kept safe, clean, and that trash is removed during event.
• Assist with tear down, breaking down and stacking all tables and chairs in your area in two piles maximum.
• Keep watch to ensure only festival approved glassware is being used.
• Ensure that individuals behind brewery tables are those with the correct wristbands and volunteers only.
• Be alert and aware of attendee conditions/behavior.  Alert appropriate Guild staff or your area Captain of unruly guests and designated drivers drinking beer; they will be escorted out.  PLEASE BE ALERT!
• Must be physically fit to lift heavy items

Gates (no permit needed) As a gate volunteer, you are the face of Winterfest. Your interaction, reaction, and demeanor plays an important role in the experience of attendees.  This assignment requires that you are flexible as you may be called upon to be outside in the elements with attendees, please DRESS accordingly.

•  You are responsible for preparing the entrances, which include table & chair placement; unbox glasses, programs, and wristbands.  Check inventory against supply list.
• You are also responsible for repacking supplies, breaking down boxes, disposing of garbage and ensuring that the gates are neat and clean.
• Please be pleasant, kind and helpful at all times and if you encounter a situation that requires staff to handle, please notify the Gate Captain immediately. 
• Each gate will have 2 captains and 8-10 staff per gate
  • Starting at 1220P we’ll start at Gate A (Southwest Gate) and security will help with ID
    • Gate A 4 ID – 4 SCAN – 4 WRISTBAND – GLASSWARE
    • PREBANDED GUESTS DO NOT GET SCANNED OR ID BUT WE NEED TO VISIBLY CHECK WRISTBANDS AND FACES & CAN ID ANYONE IN QUESTION
    • Please check Run of Show at Check in for times!
  • Starting at 120P we’ll start at both gates and security will help with ID
    • Each Gate  4 ID – 4 SCAN – 4 WRISTBAND – GLASSWARE

PARKING

Parking for the state fairgrounds is $10 per vehicle.  The State Fairgrounds have asked us to remind everyone that there is no parking on the West and South Sides of the building (including during load-in and load-out) as this is a fire lane that must be kept clear for everyone’s safety.

Winterfest 2024 Brewers MAP

Please reference this map the most up to date layout of the festival layout. This is where you’ll find your volunteer location as well as brewers hideout and ice locations for brewers.

BREWER/VENDOR LOAD IN

Friday, February 9  |  2 p.m. – 5 p.m. (vehicles must be out by 4:45 p.m.)

Saturday, February 10 |  10 a.m. – 12 p.m. (vehicles must be out by 11:45 a.m.)

• Enter the Fairgrounds through the Fall Creek entrance. The volunteer entrance to the West Pavilion is located on the North end of the building.
• The State Fairgrounds have asked us to remind everyone that there is no parking on the West and South Sides of the building (including during load-in and load-out) as this is a fire lane that must be kept clear for everyone’s safety.

To make load-in easier and to minimize confusion, please allow yourself extra time for any delays. Traffic around the Fairgrounds can be busy, and late arrival can cause difficulties for you and others. With the large number of participants, you’ll want to arrive as early as possible. 

LOADING OUT

• BREWERS & VENDORS SHOULD BREAK DOWN THEIR OWN TABLES AND CHAIRS BUT WE’LL NEED TO HELP PUT THEM IN PILES, AND GATHER UP ANY MAJOR ITEMS OF CONCERN LIKE GLASS & BIG TRASH/KEGS/BEER.  THE OFFICE NEEDS TO BE PACKED UP AND LOADED AFTER CHECK IN IS OVER AND LOADED INTO JULIA & SHANNA’S CARS.
• ATTENDEE SAFETY IS PRIORITY NUMBER ONE. NO VEHICLES WILL BE ALLOWED INTO THE BUILDING AND NO SPRINTERS WILL BE ALLOWED TO LEAVE UNTIL THE GROUNDS ARE CLEAR OF ATTENDEES.

 ADDITIONAL NOTES

• • If you need assistance at the event, or an attendee has a question which you can’t answer, reach out to one of the Volunteer Captains.
  • If there’s an emergency, immediately notify the nearest police officer or ER professional, a Volunteer Captain, or Indiana Brewers Guild staff member, or call 911.
  • Please promote yourself at #INDYWINTERFEST to keep Press alive. 🙂  We are trying to improve our festival user experience more each year, especially as we grow more stable coming back from the shutdown.  If you have any ideas please don’t hesitate to reach out.
  • Please post your attendance other fun stuff before and at the event using #IndyWinterfest on your social media channels – SEE PRESS KIT email