Southwark Summer Festival 2026

We are recruiting approximately 6–10 volunteers to support the festival.

Volunteer roles may include:

• Welcome & Registration Volunteers

• Activity Support Volunteers

• Community Engagement Volunteers

• Photography & Media Volunteers

• General Event Support Volunteers

• Volunteer Team Leaders

Volunteers will help welcome visitors, support activities, assist community organisations, collect feedback and contribute to a safe, friendly and inclusive event.

Volunteers will receive:

• Volunteer briefing and guidance

• Refreshments

• Certificate of Appreciation

• Community volunteering experience

Existing EasyStepUK volunteers can contact us directly to confirm availability.

New volunteers should complete our volunteer registration form:

https://www.easystepuk.org/get-involved

All volunteers are expected to:

• Treat everyone with dignity and respect

• Be welcoming, inclusive and professional

• Follow instructions from the Event Lead

• Respect confidentiality and privacy

• Follow safeguarding and health and safety guidance

• Report concerns, incidents or accidents immediately

• Help create a positive and welcoming atmosphere

Volunteers must not:

• Be alone with a child or vulnerable adult

• Ask for unnecessary personal information

• Share participant information with others

• Take or post photographs without permission

• Consume alcohol while volunteering

This is an outdoor community event based around Nunhead Green.

We aim to make the festival as inclusive and welcoming as possible.

If you have mobility requirements or other accessibility needs, please contact us before the event and we will do our best to support your participation.

Photographs and videos may be taken during the event for:

• Event reporting

• Funding reports

• EasyStepUK website

• Social media updates

• Future community engagement activities

Please ask permission before taking close-up photographs or videos of identifiable individuals.

For children, permission should be obtained from a parent or guardian.

If someone does not wish to be photographed or recorded, their decision should always be respected.

Children, families and vulnerable adults may attend this event.

If you have any concerns regarding the safety or wellbeing of a participant, please report them immediately to the Volunteer Team Leader or Event Lead.

Volunteers should:

• Keep walkways clear

• Report hazards immediately

• Support safe movement around activity areas

• Report accidents, injuries or near misses immediately

• Follow instructions from event organisers and emergency services

Support Our Community

This event is free thanks to support from L&Q.

If you enjoy the festival, you are welcome to support EasyStepUK's ongoing community work, including wellbeing activities, English classes, cultural programmes and support for migrant and local

communities.

Follow Us

YouTube: https://www.youtube.com/@EasyStepUK

TikTok: https://www.tiktok.com/@easystepuk

Instagram: https://www.instagram.com/easystepukcharity1/

Contact Us

Email: info@easystepuk.org

We look forward to welcoming you to Southwark Summer Family Festival 2026.

Event management

Event Lead: Yao Yan

Yao will oversee the whole event, monitor every area, coordinate the programme and make final operational decisions.

Masters of Ceremonies

Ruhua Ren and Sifu Paul

• Welcome visitors and introduce activities, performers and guests

• Make programme and safety announcements

• Formally welcome the Mayor

• Coordinate announcements with Yao

Main duty allocation

Volunteer                                                         Main duty

Patty (TingTing PANG)                                  Volunteer Team Leader; coordinate duties, breaks and general support

Ashlyn Patrick                                                Welcome desk, visitor registration, directions and volunteer certificates

Ruhua Ren                                                      Co-MC, official guests and selected interviews

Ugwu Kaosisochukwu Immaculeta              Community partners, stallholders and performers

Winnie Liang                                                   Visitor engagement and primary photography/video support

John Liang                                                      Setup, venue support, equipment, pack-down and cleaning

Shared responsibility: videos and interviews

Every volunteer should take some photographs or short videos and conduct interviews when their main area is not busy.

Suggested coverage

• Patty: Volunteer preparation, teamwork, briefing and behind-the-scenes activity

• Ashlyn: Visitor arrivals, welcome desk and general atmosphere

• Ruhua: MC moments, councillors, the Mayor and official guests

• Ugwu: Stallholders, community partners, performers and demonstrations

• Winnie: Visitors, families, activities, performances and general event highlights

• John: Venue setup, equipment, activities, pack-down and the team’s closing moments

Event story to capture

1. Volunteers arriving and preparing the venue

2. Tables, signs, equipment and stalls being set up

3. Partners and performers arriving

4. Visitors entering and joining activities

5. Workshops, performances and wellbeing activities

6. Short interviews with visitors, partners and officials

7. The Mayor’s arrival and participation

8. Volunteers working together

9. Closing, certificates, cleaning and pack-down

Simple interview introduction

“Hello, I’m a volunteer with EasyStepUK. May I ask you two short questions about today’s festival?”

For recording:

“Are you happy for this interview to be recorded and used by EasyStepUK for its

website, reports and social-media promotion?”

Only continue after receiving a clear yes.

Important media rules

• Main duties come first. Record content only when your area is under control.

• Ask permission before recording an identifiable person.

• Children require permission from their parent or carer and authorisation from Yao.

• Do not record registration forms, contact details or private conversations.

• Do not interview anyone who appears uncomfortable or unwilling.

• Do not post event content on personal accounts without EasyStepUK’s approval.

• Send original files to the designated EasyStepUK contact after the event.

• Do not apply filters, music or editing before submitting the original files.

• Record short, steady clips of approximately 10–20 seconds.

• Where possible, record vertically for social media, but capture important performances in both vertical and horizontal formats.

• Stop recording immediately if Yao or another event lead asks you to stop.

Date: Sunday 26 July 2026

Venue: Nunhead Community Centre, 5 Nunhead Green, London SE15 3QQ

Time: 12:00 pm – 3:00 pm

Supported by: L&Q

Time                                                                 Activity                                                                                      Lead

10:45                EasyStepUK core team arrives. Venue access, equipment unloading and initial set-up.                     EasyStepUK

11:00                Volunteers arrive and sign in. Community partners begin setting up stalls.                                          Volunteer Coordinator

11:10                Registration desk opens. Donation station prepared.                                                                           Registration Team

11:15                Sound system, microphone and photography/video equipment check.                                               Technical Team

11:20                Health & Safety check, emergency exits, first aid point and final venue inspection.                            Event Manager

11:30                All stalls ready. Partners complete set-up. Background music begins.                                                 All Partners

12:56                PM Refinance Agreement Review                                                                                                        Time Activity Lead

11:45                Volunteer briefing and final programme review.                                                                                    Event Manager

12:00                Festival officially opens. Welcome by MC and introduction to EasyStepUK.                                        MC

12:10                Community Tai Chi demonstration and participation session.                                                              Tai Chi Instructor

12:30–2:45       Community stalls, family activities, arts & crafts, wellbeing activities,                                                  All Partners

                          employment advice and networking continue throughout the afternoon.

Throughout     Children's activities and family games.                                                                                                 Activity Volunteers

Throughout      NHS Blood and Transplant information stall.                                                                                       NHSBT

Throughout      Connect to Work (Seetec) employment support.                                                                                 Seetec

Throughout      Bank of England Museum activities.                                                                                                    Bank of England Museum

Throughout      Braided by Christiana demonstrations.                                                                                                Braided by Christiana

Throughout      Dayou Academic Institute information stall.                                                                                         Dayou

Throughout      London Chinese Language & Culture School information stall.                                                          LCLC School

Throughout      African Dance & Drumming performances (timing flexible).                                                                Performance Team

Throughout      JOVA Artisan Cakes & Desserts refreshment stall.                                                                             JOVA

Throughout      JNG Summer Dessert Station dessert stall and refreshments.                                                           JNG

Throughout      Photography, videography and participant interviews.                                                                        Media Team

12:45 (flexible)     Community Partner Group Photo.                                                                                                       Photographer  

If available         Welcome remarks from Councillor Claire Sheppard, Mayor of Southwark                                        Mayor's Office

                           (subject to official diary commitments).

2:40                    Final community announcements.                                                                                                      MC

2:45                    Thank partners, volunteers and funders. Final opportunity for donations.                                          MC

2:55                    Closing remarks and group photo.                                                                                                      MC

3:00                    Festival closes. Pack-down begins.                                                                                                    All Teams

3:00–4:00           Equipment packed, venue cleaned, donation counted by two authorised                                          EasyStepUK

                            people, final venue inspection. 

Community Partners

• L&Q

• Southwark Council

• NHS Blood and Transplant

• Connect to Work (Seetec)

• Bank of England Museum

• Braided by Christiana

• African Dance & Drumming

• JOVA Artisan Cakes & Desserts

• JNG Summer Dessert Station

• Dayou Academic Institute

• LCLC Learning & Support Community Interest Company

Important Notes

• The programme is intentionally flexible and may be adjusted depending on attendance, performances and the Mayor's arrival.

• Photography and filming will take place throughout the event.

• Please arrive between 11:00 am and 11:30 am to allow sufficient time for set-up.

• If you require electricity or additional equipment, please inform EasyStepUK before the event.

• Donations are entirely voluntary and will support EasyStepUK's community programmes.

Purpose: Collect short, authentic feedback for EasyStepUK's impact reporting, website, social media and future event promotion.

Interview length: Approximately 30-60 seconds. Select 3-4 relevant questions; do not ask every question.

Interview team: Only volunteers assigned by the Event Manager may conduct or record interviews.

1. Before recording: consent

Use this introduction:

"Hello, I am [name], a volunteer with EasyStepUK. We are collecting short feedback about today's festival. With your permission, we would like to record your response and may use it on EasyStepUK's website, social media, funding reports and promotional materials. Are you happy to take part?"

Confirm that the person has completed the EasyStepUK media consent form before recording.

For anyone under 18, obtain permission from their parent or carer and approval from the EasyStepUK Event Manager.

Participation is voluntary. Never pressure anyone, and stop immediately if consent is withdrawn.

2. Questions for stallholders

Please introduce yourself and your stall or business.

• What products, activities or experiences are you offering today?

• What makes your work or products distinctive?

• Why did you decide to take part in the Southwark Summer Festival?

• How has the response from visitors been today?

• How can people find or contact you after the event?

3. Questions for community partners

Please introduce yourself and your organisation.

• What support, service or opportunity are you sharing today?

• Who can benefit from your organisation's work?

• Why is it valuable to meet local residents at an event like this?

• Why is collaboration between community organisations important?

• How would you describe your experience of working with EasyStepUK?

• How can people contact or get involved with your organisation?

4. Questions for councillors and invited guests

• What are your impressions of today's Southwark Summer Festival?

• Why are inclusive community events important for Southwark residents?

• What role can local charities play in strengthening local communities?

• What value do you see in bringing residents, public services, charities and cultural organisations together?

• Is there a message you would like to share with EasyStepUK's volunteers, partners and participants?

5. Questions for visitors

• What brought you to the Southwark Summer Festival today?

• What have you enjoyed most about the event?

• Which activity, performance or stall did you find most interesting?

• Have you discovered any useful service, organisation or opportunity today?

• How has the event helped you feel connected to the local community?

• Why do you think free community events like this are important?

• Would you attend another EasyStepUK event? Why?

• What would you like to see at a future EasyStepUK event?

6. Quick questions for short social-media clips

• Describe today's festival in three words.

• What has been your favourite part of today?

• Why are community events like this important?

• What would you tell someone thinking about attending an EasyStepUK event?

Ask for a complete answer

If someone answers only "the Tai Chi" or "it was great", politely ask them to begin again using a complete sentence, for example: "My favourite part of the Southwark Summer Festival was the Tai Chi session because..."

7. Recording checklist

• Use a quiet, well-lit location. Avoid loudspeakers, strong backlighting and crowded backgrounds.

• Record vertically for Instagram, TikTok and short-form video unless the Event Manager requests landscape format.

• Hold the device steadily at eye level and check that the person's voice is clear.

• Keep each answer concise. One strong 30-second response is better than a long interview.

• Do not record sensitive personal information, including immigration status, medical information, financial hardship or traumatic experiences.

• Do not publish content from a personal account. Transfer recordings to the designated EasyStepUK device, folder or Event Manager.

• Record the interviewee's name or organisation only if they have agreed to be identified.

Volunteer interviewer: 

Assigned device:

Briefed by: 

Time:

For Ruhua Ren, Sifu Paul and Yao Yan | Sunday 26 July 2026

Guest: The Worshipful the Mayor of Southwark, Councillor Claire Sheppard

Timing: Arrival approximately 2:00 pm • Remarks approximately 2:10 pm (about 3 minutes) • Departure 3:00 pm

Arrival route: Main entrance on Nunhead Green → private preparation area → Willow Hall

Host contact: Yao Yan, Programme Manager • 07888 729208

ALLERGY ALERT: The Mayor is allergic to BANANA and MUSHROOM. Do not offer either ingredient.  Refreshments must be clearly checked and labelled.

1. Correct protocol language

Printed/formal title: “The Worshipful the Mayor of Southwark, Councillor Claire Sheppard.”

When speaking directly to her: “Madam Mayor.”

After the first full introduction, “the Mayor” is acceptable in general narration.

The Mayor is the senior civic guest. Do not introduce another guest as taking precedence.

2. Agreed visit sequence

Time                                                                   Action

1:50 pm                   Yao waits at the main entrance. Ruhua and Sifu Paul confirm the PA and pause point.

Approx. 2:00 pm     Yao greets the Mayor and any accompanying officer, then escorts the Mayoral party to the private preparation area.

Before entry            Yao gives a one-minute briefing: programme position, speaking cue, route, photographs and any timing change.

Approx. 2:05 pm     When the Mayor confirms she is ready, Yao alerts the MCs. The MCs pause activity and begin the formal welcome.

Approx. 2:10 pm     The Mayor gives brief remarks of approximately three minutes.

After remarks          Thank the Mayor; proceed to an agreed photograph, introductions and a short tour of stalls/activities.

By 2:50 pm               Yao checks timing with the Mayor or accompanying officer and begins moving towards the exit.

3:00 pm                     Yao escorts the Mayor to the main entrance and remains with her until she has safely departed.

MC SCRIPT

Use only after Yao confirms that the Mayor is ready to enter Willow Hall.

A. Prepare the room

Ruhua | Get the audience’s attention

“Good afternoon, everyone. May I have your attention, please? We are about to welcome our special civic guest. Please help us keep the central area clear.”

Sifu Paul | Allow Yao and the Mayor to enter and reach the agreed position

“Thank you. Please remain with us for the official welcome.”

B. Formal welcome

Ruhua | Formal introduction

“Ladies and gentlemen, EasyStepUK is honoured to welcome The Worshipful the Mayor of Southwark, Councillor Claire Sheppard, to the EasyStepUK Southwark Summer Festival. Please join us in giving  Madam Mayor a very warm welcome.”

Sifu Paul | After applause

“Today’s free festival brings together local residents, families, charities, community organisations, local  services, performers and volunteers for an afternoon of wellbeing, creativity and cultural celebration.”

Ruhua | Brief organisational introduction

“EasyStepUK is a registered charity supporting migrants, refugees and local communities through  education, wellbeing and community engagement. We are grateful to L&Q for supporting this festival, and to every partner, performer, volunteer and resident taking part today.”

C. Invite the Mayor to speak

Sifu Paul | Invite remarks

“Madam Mayor, we are delighted that you could join us. We would now be honoured if you would say a few  words.”

[MAYOR’S REMARKS — approximately 3 minutes]

D. Thank the Mayor and continue the visit

Ruhua | After the Mayor finishes

“Thank you, Madam Mayor, for those kind words and for joining our community today.”

Sifu Paul | Move to photograph/tour only after Yao’s signal

“We will now take an official photograph, after which Madam Mayor will meet some of our community partners, volunteers and participants.”

If the photograph or tour is not ready, omit Sifu Paul’s second sentence and continue with the next scheduled activity.

E. Optional public farewell

Use only if Yao confirms that a public farewell is appropriate and will not interrupt the programme.

Ruhua | Near 3:00 pm, if requested

“Before Madam Mayor leaves, EasyStepUK would like to thank her once again for visiting the Southwark Summer Festival and supporting our community. Thank you, Madam Mayor.”

MC contingency lines

Either MC | If arrival is delayed

“Our programme will continue, and we will welcome our special guest a little later this afternoon.”

Either MC | If the programme needs a short pause

“Thank you for your patience. We will continue in just a moment.”

ARRIVAL CHECKS BY PERSON

Complete these checks before 1:50 pm.

Yao Yan — Event Lead and Mayoral Escort

☐ Confirm the private preparation room is clean, quiet, unlocked and available.

☐ Keep the route from the main entrance to the private room and Willow Hall clear.

☐ Wait at the main entrance from 1:50 pm with a charged phone.

☐ Greet the Mayor and accompanying officer; use “Madam Mayor”.

☐ Brief the Mayor privately on the speaking time, route, photography and current programme position.

☐ Ask the accompanying officer before arranging any interview or additional activity.

☐ Remain with the Mayor throughout the visit and escort her safely to the exit.

☐ Handle any press enquiry: community@easystepuk.org | 07888 729208.

Ruhua Ren — Co-MC

☐ Keep the printed script and confirm the pronunciation of all names.

☐ Test the microphone and agree the MC handover cues with Sifu Paul.

☐ Wait for Yao’s clear signal before announcing the Mayor.

☐ Use the full formal title for the first introduction and “Madam Mayor” thereafter.

☐ Keep the introduction concise so the Mayor’s remarks begin at approximately 2:10 pm.

☐ Do not request an interview, speech extension or presentation that has not been agreed with Yao.

Sifu Paul — Co-MC and Programme Support

☐ Test the microphone/PA and keep a spare microphone ready if available.

☐ Ensure performers and activities pause at the agreed cue.

☐ Help clear a safe central route and prevent crowding around the Mayor.

☐ Deliver the short festival introduction and invite the Mayor to speak.

☐ Watch Yao for signals to shorten, pause or move to the photograph/tour.

☐ Restart the programme promptly after the formal segment.

Shared non-negotiable checks

☐ BANANA AND MUSHROOM ALLERGY: check refreshments before anything is offered.

☐ No surprise interview, presentation, certificate or prolonged photo session.

☐ Ask permission before close-up photographs or video; do not obstruct the official route.

☐ Keep the introduction non-political. The Mayor’s office is apolitical.

☐ If timings change, follow the Mayor’s accompanying officer and Yao—not the printed schedule.

Date and venue:  Sunday 26 July 2026 • Nunhead Community Centre, 5 Nunhead Green, London SE15 3QQ

Festival hours:  12:00 pm–3:00 pm • Free entry • Suggested voluntary donation £5

Your visit:  Approx. 2:00 pm arrival and private briefing • 2:05 pm official welcome • 2:10 pm brief remarks • photograph and short tour • 3:00 pm departure

Hosts and MCs:  Host: Yao Yan, Programme Manager • Co-MCs: Ruhua Ren and Sifu Paul • Timings can be adjusted to suit the Mayor’s requirements

About EasyStepUK

EasyStepUK is a registered charity supporting migrants, refugees and local communities through education, wellbeing and community engagement. Our work helps people build confidence, reduce isolation, access useful services and participate  more fully in community life.

About the festival

This free, family-friendly festival brings together residents, families, charities, community organisations, local services, performers and community-based businesses. It is supported by L&Q and celebrates Southwark’s diversity while improving access to practical information, wellbeing activities and local support.

Programme highlights

Family and creative activities: Games, arts and crafts, children’s workshops and interactive activities

Wellbeing and support: Tai Chi, health information, employment support and community advice

Culture and performance: African performance, lion dance, calligraphy, paper-cutting and cultural exchange

Community connections: Opportunities to meet charities, services, volunteers, partners and local residents

Background points that may be helpful for the Mayor’s remarks

• Welcome local residents and recognise Southwark’s diverse communities.

• Acknowledge the contribution of volunteers, community partners, performers and local services.

• Highlight the value of inclusive community events in reducing isolation and strengthening local connections.

• Encourage residents to participate in community activities and seek support when needed.

Community partners, performers and exhibitors

NHS Blood and Transplant • Bank of England Museum • Seetec – Connect to Work • Braided by Christiana • AkomaAsa Performing Arts Academy • JNG Summer Dessert Station • JOVA Artisan Cakes & Desserts • Dayou Academic Institute • LCLC Learning & Support Community Interest Company • Zhu Lin Hidden Village • SOW London • L&Q

Host and event contact: Yao Yan, Programme Manager • 07888 729208 • community@easystepuk.org

The official photographs should take place immediately after the Mayor’s remarks and before the tour of the stalls. This is the easiest point at which to organise everyone without delaying the Mayor’s departure.

1. Confirm arrangements in the private room

Yao should confirm the plan with the Mayor or accompanying officer:

“Madam Mayor, after your remarks, we have planned a short official photograph, followed by a brief tour of the community stalls. Would that be convenient for you?”

Yao should also confirm:

• Whether the Mayor agrees to the photographs being used by EasyStepUK on its website, social media and reports;

• Whether a larger community group photograph is acceptable;

• Whether the Mayor’s Office has any specific photography requirements;

• Whether there are any changes to the planned timing.

Do not add an unplanned interview, presentation or series of individual photographs without agreement.

2. Suggested timing

Time                                                                  Arrangement

2:05 pm                                                   Formal welcome by the MCs

2:10 pm                                                   Mayor’s remarks—approximately three minutes

2:14–2:20 pm                                          Official photographs—maximum five or six minutes

After 2:20 pm                                          Short tour of stalls and activities

2:50 pm                                                   Begin preparing for departure

3:00 pm                                                   Yao escorts the Mayor to the exit

3. Recommended photograph groups

Keep the number of groups limited. Do not arrange a long series of individual photographs.

Photograph 1: Mayor and EasyStepUK representatives

• The Mayor in the centre;

• Yao next to the Mayor;

• EasyStepUK’s Chair or another authorised representative on the other side;

• Ruhua and Sifu Paul positioned at the sides.

This should be the main official photograph.

Photograph 2: Mayor and community partners

Invite one representative from each principal community partner. Ideally, keep the group to approximately 8–12 people.

Photograph 3: Mayor and volunteers

Include the six volunteers, Yao and the Mayor. This photograph will be particularly useful for volunteer recognition, monitoring reports and future promotion.

Photograph 4: Wider community photograph

Subject to the Mayor’s agreement, include community partners, performers, volunteers and some participants.

Children must only be included where the appropriate permission has been obtained from a parent or carer.

4. Positioning

• The Mayor should stand in the centre.

• Yao should stand next to the Mayor as the host representative.

• Other participants should be arranged evenly on both sides.

• Use an EasyStepUK or festival-branded background where possible.

• Remove registration forms, food packaging, empty boxes and unnecessary furniture from the background.

• Do not place political materials, party branding or campaign messages in the photograph.

The Mayor’s Office is apolitical, so the setting must remain civic, charitable and community focused.

5. Responsibilities

• Yao: Confirm the arrangements with the Mayor or accompanying officer and manage the overall sequence.

• Patty: Gather the correct people in advance, arrange the groups and keep the area clear.

• Winnie: Act as the principal photographer.

• John: Check the background, lighting, access route and positioning.

• Ruhua and Sifu Paul: Make the necessary MC announcements.

• Other volunteers: Manage the audience and prevent crowding around the Mayor.

Use one principal photographer and, if necessary, one backup photographer. The Mayor should not be expected to look at several cameras simultaneously.

6. MC wording

After the Mayor’s remarks, Ruhua may say:

“Thank you, Madam Mayor, for those kind words and for joining our community today. We will now take a short official photograph with EasyStepUK and our community representatives.”

Sifu Paul may then say:

“May I please invite the named representatives to come forward promptly. Everyone else, please keep the central area clear. Thank you.”

After the photographs:

“Thank you, Madam Mayor. Yao Yan will now accompany you on a short tour of the festival.”

7. Photography instructions

• Clean the camera lens and check the battery and storage beforehand.

• Take two or three photographs of each group.

• Take both landscape and portrait versions.

• Use landscape orientation for the principal official photograph.

• Do not use filters or heavy editing.

• Avoid wide-angle distortion.

• Do not photograph the Mayor preparing in the private room without express permission.

• Do not repeatedly ask the Mayor to retake photographs.

• Send the original files to Yao for review.

• Do not publish any photograph from a personal account without EasyStepUK’s approval.

The key principles are: prepare the groups in advance, use one main photographer, complete the photographs within five or six minutes, and confirm everything with the Mayor or accompanying officer first.