Grey Fox Festival Volunteer Opportunities

To help create the welcoming, safe, and well-run festival that Grey Fox is known for, volunteers agree to:

• Arrive on time and sober for each assigned shift
• Complete all assigned shifts
• Wear the volunteer staff T-shirt and required safety gear while on duty
• Follow festival safety policies and procedures
• Operate festival vehicles (including golf carts) only if licensed and authorized
• Treat patrons, artists, guests, and fellow volunteers with courtesy and respect
• Work cooperatively as part of the Grey Fox volunteer team

Failure to follow these expectations may result in revocation of volunteer status and loss of admission, camping, and meal privileges.

In appreciation for their service, Grey Fox volunteers receive:

• Festival admission and camping privileges
• Volunteer meals in the Hospitality Tent Wednesday evening through noon Sunday (for volunteers working those days)
• Grey Fox volunteer staff T-shirt
• The pleasure of working alongside fellow volunteers as part of the Grey Fox Festival Family

• One application and one $25 registration fee per person
• All volunteers—including returning volunteers—must reapply each year
• It is not adequate to contact your former crew chief or the office.
• Answer all questions completely (incomplete forms may delay placement)

Application Steps

1. Complete the online volunteer application
2. Then pay the $25 registration fee

Payment may be made by credit/debit card or mailed check or money order (which must clear before placement).

Make checks payable to Grey Fox Bluegrass Festival

Mail to:

Grey Fox Bluegrass Festival
PO Box 535
Utica, NY 13503

Refund Policy

Registration fees will be refunded in full if:

• the application is not accepted, or
• the volunteer cancels in writing by June 15

After June 15 no refunds will be made.

Questions:
Volunteer Coordinator
315-527-5707 • volunteer@greyfoxbluegrass.com

Artist Merchandise Crew

Sells artist merchandise—CDs, DVDs, T-shirts, and more—in the Grey Fox merchandise areas near the High Meadow Stage and at the Catskill Stage. Knowledge of the artists and the music is required, along with excellent people skills. Crew members remain on their feet throughout the shift, assisting music fans and providing basic retail support. Organizing and cashiering skills are a plus including the ability to make accurate change. Shifts are scheduled from one hour before music begins until one hour after it ends, Thursday through Sunday. Please bring a fun and energetic attitude!

Artist Transportation Crew

This is a preselected, veteran crew responsible for transporting artists, instruments, and equipment throughout the festival site, including between stages and to and from the Artist Parking area. This team plays a key role in keeping the performance schedule running smoothly.

Shifts run throughout the day and evening from Thursday through Sunday, aligned with performance schedules and artist needs.

Emergency Medical Services Crew

EMS crew provides first aid care at a basic life support level. The first aid station treats minor illnesses and injuries on-site and interfaces with local EMS agencies for advanced care and transport. Patients are referred to more definitive off-site care at local medical facilities when ambulance transport is not warranted. Crew members must have a medical background and be willing to help people in need. New York State licensed health care practitioners are preferred (EMT, CFR, Paramedic, Nurse and physician). Similar training will be reviewed for consideration by the crew chief with all non-NYS certified personnel who will work in a support capacity. National Ski Patrol, Outdoor Emergency Care Technicians and those with other or out-of-state credentials will be considered to provide support assistance. Expect a call from the Crew Chief to review credentials.

Family Stage Crew

Support the Program Coordinator with kids’ activities, including preparing craft materials and helping supervise children and families as they create projects. Volunteers should enjoy working with young people. Teaching, supervisory, or recreational experience with children is preferred. Adults should expect some evening hours. Family Stage activities run from Thursday morning of festival week through Sunday and include performances and film events. Qualified youth volunteers may be referred from the Teen Crew.

Front of Stage Crew

Working in the High Meadow (main) Stage area, the FOS Crew helps maintain a safe and comfortable environment for patrons. Duties include keeping aisles clear, assisting patrons with disabilities in finding seating and transportation, directing the audience to designated smoking and dancing areas, checking wristbands, and answering general questions. Knowledge of Festival Guidelines and the locations of restrooms, stages, and bus stops is required; this information can be learned after arrival from the festival program and will be reviewed by the Crew Chief. All shifts are evenings. A limited number of Wednesday shifts are available; volunteers not scheduled Wednesday will be expected to work Sunday late morning through closing.

Gate Ticketing Crew

The Gate Ticketing Crew manages ticket sales, wristband and vehicle sticker distribution, and guest entry at the main festival gate. As the first point of contact, volunteers provide a welcoming, efficient experience for all patrons. Roles: Cashiers handle transactions and issue wristbands/stickers (basic computer skills required).
Runners assist outside the booth by collecting tickets and payments and coordinating with cashiers. Must be comfortable standing for shifts. Gate operations: 7:00 AM Wednesday through 11:00 PM Saturday, with overnight shifts available.

Commitment: Volunteers complete four (4) four-hour shifts and one (1) two-hour shift. All volunteers must work a mandatory Wednesday 7:00 AM “Rodeo” shift, our busiest entry period. The additional 2-hour shift may be scheduled anytime during gate hours. Some volunteers may be scheduled for two shifts on Wednesday. Training: Mandatory 1-hour training Tuesday at 7:00 PM. Overnight Option: 11:00 PM–7:00 AM (counts as two shifts). Note: Shifts are assigned based on operational need. Teamwork, reliability, and clear communication are essential to keeping gate operations running smoothly.

Hospitality Crew

This crew prepares and serves meals for all volunteers and guests from Wednesday dinner through Sunday breakfast during the festival, operating three shifts per day: breakfast, lunch, and dinner. All Hospitality volunteers must work 4 shifts during the festival.

Hospitality Crew volunteers work the same shift for the entire festival:
Breakfast: 6:00–10:30 am (Thursday–Sunday)
Lunch: 10:30 am–3:30 pm (Thursday–Sunday)
Dinner: 3:30–8:30 pm (Wednesday–Saturday)

Meal Crews (breakfast, lunch, dinner) are assigned by July 1 by request and seniority. You must be available for all 4 shifts during the festival. We cannot accommodate late arrivals. If you are a returning volunteer with special circumstances, please contact the crew chief in advance of signing up at cmattsonvt@gmail.comAll hospitality volunteers, new and returning, must check in with Chris at the Farmhouse Hospitality Tent after arriving and settling in on site. New volunteers will receive orientation during their first shift. Traditionally, many new volunteers are assigned to the dinner shift.

Information Booth Crew

Information Booth volunteers answer questions, provide information about the festival site and surrounding community, and manage Lost & Found. This team also connects patrons with festival services and gathers suggestions and concerns. Volunteers should be resourceful, patient, friendly, and good communicators with a “can-do” attitude. The booth operates from Wednesday morning of festival week through Sunday afternoon. Shifts begin early morning and run until one hour after the final performance each day. All volunteers work either Wednesday or Sunday. Prior volunteer experience and/or knowledge of the local area is preferred.

Massage Crew

The Massage Crew provides short wellness sessions for Artists, VIPs, Staff, and Volunteers backstage during the festival. Sessions are offered on a first-come, first-served basis, with guests signing up in advance for available time slots. All team members must be New York State Certified Licensed Massage Therapists (LMTs). Credentials are reviewed and approved exclusively by the LMT Crew Chief.

Shifts run Wednesday through Sunday, and therapists should expect to work between 4-6 hours daily and provide 15-minute micro-sessions throughout their shift, with scheduled breaks. We set up our wellness space Wednesday and begin sessions Thursday with two shifts a day AM and PM — typically we break down Saturday after dinner as there’s limited work Sunday but in the event it is requested, we will accommodate the demand.

All work is performed fully clothed and focuses on a fun, supportive style of bodywork including stretching, compression, energy work, and Traditional Chinese Medicine (TCM) pressure point techniques.

Once your application is received, the Crew Chief will contact you to review your credentials. If you have already been pre-approved for this crew, please indicate who approved you.

Media Crew

Captures the “full vibe” of Grey Fox—day and night—through digital photography and video from Thursday through Sunday. Crew members provide a wide range of images and/or video each day and submit “best-of” selections according to Grey Fox Media Crew guidelines for use across marketing platforms. Some crew members will also provide images or short clips daily for social media and updates to the Grey Fox app.

Volunteers must work in digital formats and be familiar with resizing, renaming, and adding metadata to comply with Media Crew guidelines. In addition to general shooting, crew members will receive specific assignments. Videographers may also be asked to conduct brief interviews with festival participants.

All images and videos must be submitted within 15 days of the festival (preferably sooner). This is a highly requested crew with a waiting list, so please apply only if you can meet these requirements.

Raffle Crew

Sells raffle tickets for custom-made stringed instruments and other prize packages benefiting the Grey Fox Educational Fund (GFEF). GFEF supports annual college scholarships, the Bluegrass Academy for Kids, Grass Roots Stage workshops, and Music in the Schools programs in nearby elementary schools. Organizational skills, the ability to make change, and an upbeat, positive attitude are required. Two booth locations will operate: near the High Meadow Night Stage and near the Catskill Dance Stage.

Shower Crew

Monitors and maintains showers and shower area. Sells shower access to festival patrons. Cashiering skills a must including the ability to make change. Required skills & ablities: Excellent people skills, welcoming nature, and the ability to perform light cleaning duties in the shower house, which requires going up and down steps. Shifts run Wednesday though late Sunday afternoon.

Site Crew

Volunteers age 18 and over work in all phases of the event—pre-festival setup, festival operations, and post-festival teardown and cleanup—helping build and maintain the festival infrastructure. Skills in mechanics and small engine repair, plumbing, HVAC, carpentry, and electrical work are welcome. However, most volunteers should be prepared for labor-intensive work in summer conditions, including lifting and general site work.

Pre-festival volunteering begins well before the gates open. Please describe your availability and any relevant experience in the application notes. Applicants should expect a call to review their application. If you have been pre-approved for this crew, please indicate by whom. Post-festival availability is also of great interest.

Site Kitchen Crew (Pre- and Post-Festival)

Pre-Fest Site Kitchen —
This crew prepares and serves meals for Site Crew volunteers during the pre-festival work period, from Friday, July 10 through Wednesday, July 15. The kitchen is scheduled individually and flexibly  based on volunteer arrival.

The work commitment for this crew is demanding – roughly 50 hours across 5-6 days – but the benefits are well worth it: early pick of camping spots, no work during the actual festival, and the satisfaction of providing premium meals for the hard-working Site Crew as you watch them transform 600 acres of hayfield to a bustling city.

This is a high-value crew, and most members have put in years or decades of regular volunteer experience just to be considered for it. Admission is first come first serve by seniority by: previous participation on this crew, history as a Grey Fox volunteer, and particularly previous participation as a member of Hospitality and/or Site Crew.

Post-fest Site Kitchen —
This crew works from Sunday morning July 19 through Wednesday July 22 and is responsible for providing meal service to staff and volunteers breaking down the festival. It involves some long days and heavy cleaning work as well as preparing donations of food to local foodbanks and organizing and storing all the kitchen gear safely for next year.

Stage Crews

Volunteers working at the Catskill and High Meadow stages fill many roles. In addition to keeping the backstage areas tidy and secure, and assisting with moving equipment on and off stages, you will provide physical support to the sound company before, during and after the show.

Volunteers should be able to lift 40 lbs, and be willing to work sound load out on Sunday morning, as well as shifts during the festival. Volunteers who have not previously worked on these crews should expect a phone call from the crew chief to discuss expectations before being assigned. Prior sound and stage experience NOT required, but ability to work as part of a team and follow directions is essential.

Please use the note section to say which stage you’ve worked before or which stage you prefer (if you have a preference).

Tee Shirt Crew

The Tee Shirt Crew manages one of the busiest and most visible hubs of the festival, offering official Grey Fox merchandise to attendees. Responsibilities include setting up and maintaining an organized, welcoming sales space; assisting customers with purchases; handling cash and point-of-sale transactions; tracking inventory; and restocking items as needed throughout the day. Crew members should be friendly, efficient, and comfortable working in a fast-paced environment with high customer interaction. Shifts run throughout the festival (Wed-Sun), and teamwork is essential to keep lines moving and booth running smoothly. There are two locations: Near High Meadow stage and near Catskill Stage.

Teen Crew

While the minimum age to volunteer at  Grey Fox is 18, a limited number of responsible teens age 15-16 may be accepted on a case-by-case basis. Teens must be accompanied by a parent or adult guardian who must submit a Parental Release form. Forms may be downloaded from the main Volunteer page and forwarded in advance, or signed at the Festival during Volunteer/Staff Check-In by the parent or guardian. The form must include the parent’s name and contact information for the festival period. The Volunteer Coordinator will contact the parent prior to acceptance. Please include parental contact information on the online application.

New Teen Crew volunteers may be assigned to work alongside an adult family member or guardian who is volunteering on a crew. Veteran Teen Crew volunteers may be assigned a variety of tasks, including general maintenance and cleanup, assisting the Family Stage team, courier duties, and other support roles. Teen Crew volunteers are expected to follow the same Volunteer Guidelines as adult volunteers.

Traffic & Safety Crew

Maintains safe traffic flow, parks cars, and ensures general safety throughout the Festival site. T&S Crew members serve as eyes and ears for Festival Security. Most of the crew works on foot, but there is also a small Mountain Bike Patrol. T&S operates 24-hours, so a night schedule is available. T&S begins Wednesday Festival week at 8 AM. Volunteers should arrive by Tuesday for check-in and assignment. The pre-Festival T&S team begins the Friday before gates open and is populated by Veteran Volunteers. Local residents with a broad knowledge of the surroundings are also welcome to apply for the early team. Minimum age is 18 for this crew.

Trash/Recycling Crew

Collects trash and recycling all over the festival — you can choose between twice-daily runs through the campground or single daily 4-hour shifts in the concert and concession areas. Must be able to lift 40 lbs. and be on your feet for four hours. Bring work gloves, work shoes, rain gear, sunscreen, and a great sense of humor, because trash is fun! This crew gets free hot showers! One Sunday shift required for all crew members. Shift sign-ups will be done online in advance and, when you check in on-site, we’ll post times for brief get-acquainted meetings at the backstage hospitality tent.

VIP Check-In Crew

Greets, checks in, and provides information to staff, volunteers, sponsors, artists, media, and festival guests at the main festival entrance. Volunteers should have clear communication skills, strong knowledge of the event, plus familiarity with bluegrass artists, patience, resourcefulness, and a welcoming manner. Volunteers with prior experience and technical skills (Microsoft Excel) will be considered first. Please use the notes section of the application to describe your experience and relevant skills, including computer proficiency.

Shifts run from noon Tuesday through 11pm Saturday. During the festival, volunteers work one morning shift , one afternoon, one early evening, plus two 2-hour late night shifts (9-11pm) for a total of 16 hours.

This crew is mostly staffed by returning volunteers.

• Please review crew descriptions above carefully before applying.

  • List three crew preferences to improve placement chances
  • Volunteers listing only one crew will not be reassigned if that crew is full
  • “Lifting & Standing” questions help match volunteers to appropriate crews

  Use the notes section to tell us about skills, experience, physical limitations, allergies, or requests to work with a friend or family member. We will do our best to accommodate requests.

• Minimum volunteer age: 18
   However: A limited number of responsible volunteers ages 15–17 may be accepted
   case-by-case (see Teen Crew guidelines)
• Volunteers must be available to work at least four days during the festival

Volunteers are assigned to crews by the Volunteer Coordinator based on festival needs, Crew Chief recommendations, experience, seniority, and suitability for specific tasks.

First-year volunteers are typically placed on Traffic & Safety or Trash/Recycling crews or other areas of greatest need.

Returning volunteers are encouraged to apply early to increase the likelihood of returning to their preferred crew.

Grey Fox reserves the right to accept volunteers who reflect the values and standards of the festival. In some cases applicants may be encouraged to attend as patrons.

• Earliest volunteer arrival: 2:00 PM Tuesday of festival week
• Exception: Pre-festival crews with prior approval from the Volunteer Coordinator and Crew Chief.
• Most volunteers should plan to arrive by Wednesday morning for check-in and scheduling.
• Late arrivals are typically required to work a Sunday shift.
• Once accepted, confirm your arrival time with your Crew Chief.

Volunteers give up the right to first choice of camping areas. Prime camping is reserved for customers on opening day while staff focuses on safely getting attendees onto the site — a process we call “The Rodeo.”

All volunteers arriving before 11 AM Wednesday will camp in Quiet Staff Camping (see festival site map).

• Volunteers may not use early access to reserve campsites in General Camping
• Volunteers may NOT move into General Camping until “The Rodeo” is complete and management has given the signal
• Quiet hours in Quiet Staff Camping: 10 PM – 7 AM
• Volunteers may remain there for the duration of the festival if desired
• Non-volunteer family members may camp there with volunteers
• Volunteers wishing to move to General Camping may do so after “The Rodeo” is complete and management directs the move.
• Staff will coordinate movement from Staff Camping to General Camping

• Schedules are arranged by your Crew Chief.
• Volunteers should be flexible, and most crews require one 4–6 hour shift per day.
• Some volunteer tasks involve standing, walking, lifting, or other physical activity, so please respect your own limitations.

• Because Grey Fox takes place on a large farm, most volunteer work is outdoors.
• Be prepared for sun, rain, wind, and cool nighttime temperatures.

Volunteers should bring:
Comfortable shoes • Water bottle • Hat • Sunscreen • Flashlight (for evening shifts)

• If you bring children to the festival, please arrange supervision while you are working.
• Children may not accompany volunteers during shifts.
• Many families participate by having one parent volunteer while the other provides childcare.

• Three meals per day are provided Wednesday evening through Sunday noon.
• Volunteers must provide their own meals before Wednesday evening and after Sunday lunch unless they are part of a pre-approved early crews
• Staff wristband required to access the Hospitality Tent
• Volunteers must be in good standing with their Crew Chief
• Meals must be eaten in the Hospitality Tent — no takeout meals
• Meals are not provided for family members

All volunteers operating festival vehicles must follow safety guidelines.

• Licensed and authorized operators only
• Maximum speed: 5 mph (walking speed)
• Completely sober operation — no open alcohol containers
• Return carts and keys to Motor Pool or Crew Chief promptly

Unsafe operation or unauthorized use may result in immediate loss of volunteer privileges.

These policies apply to all volunteers and all crews, from pre-festival setup through post-festival cleanup.

Crew Chiefs generally communicate with volunteers by email, so please check your email regularly and stay in touch.

For questions concerning volunteering at Grey Fox, please reach out to:
Volunteer Coordinator • 315-527-5707 • volunteer@greyfoxbluegrass.com