Volunteering at Fall Fest is Simply Grand!

This event takes thousands and thousands of hours to put together and run, and we couldn’t do it without amazing volunteers stepping up (because as much as we would like to, we can’t be in 10 places at once). Our volunteers help with everything from cache placement and adventure lab creation, to swag package assembly, to helping us run activities on site to make sure you have the best time possible. Our volunteers are the true heroes of this event and we thank everyone who steps up to help us make the event a success. 

If you would like to help us during the event, we’d love to have you. Some of the things we will require help with include: running activities such as Pick a Pony and the Kid’s Club, manning the registration table and event store, grounds maintenance (refilling drinking water stations, restocking toilet paper and paper town in the washrooms, and emptying garbage cans), handing out instant winner prizes at the prize table, setting up activities on Sept 23, tearing down activities on Sept 27, and handing out prizes during the closing ceremonies. 

You can sign up for volunteer shifts by clicking on the link HERE!

If you are local to the Brant County area, there are tons of opportunities to help us before we even get to Event HQ. Starting in May, Pasha88’s garage will turn into our event warehouse, and all of the prize packages and swag packages will be assembled, cache containers will be camouflaged and event caches will be hidden (not in Pasha88's garage, but in the area). If you’re local and want to help out ahead of time, we can discuss different options that work with your schedule. Our cache placement team for the event will be busy beavers as we plan to place caches around Brantford and Brant County prior to the event. 

If you’d rather become an Event Mountie and take on ownership of an aspect of the event, we would love to speak to you! Our Event Mounties get some pretty sweet swag to take home with them, including exclusive shirts, trackables and pathtags you can ONLY get by stepping up to become an Event Mountie. If you have an idea for something you would like to see at the event, please let us know - we will probably run with it and let you do your thing. If there is something already on the schedule (such as Pathtag Dice Game, the Silent Auction, CITO, Trackable Table, Kid’s Club or Pathtag Bucket) that you would like to take over, we will probably let you (unless someone else has already stepped up to run that activity). You do NOT need to live locally to become an Event Mountie, as long as you will be at the event during the activity you want to run. We do have a small budget for most activities, so can get what you need to run your activity without you spending money out of pocket. It's a lot of responsibility becoming an Event Mountie, but we think it's worth it if you are passionate about something and want to see it become a reality at a large-scale event. 

All of our volunteers and Event Mounties will take home extra swag (yup, more free stuff!) just for helping out. Your volunteer swag package will vary depending on how much you help out, how many shifts you sign up for, and whether you’re an Event Mountie or not, but may include things like custom t-shirts, trackable geocoins, trackable tags, Pathtags, travel mugs, cache containers, vinyl stickers, finally understanding some of the inside jokes that are scattered throughout this website, ball caps, toques, and whatever else we can find to throw into your goodie bag. 

 If you’re interested in signing up to be a volunteer, our sign up genius for all of the various tasks will go live in mid-August. Watch for announcements on the official event page, or follow us on Facebook for all the latest.

Thank you in advance for everything that YOU do for the event. We really couldn’t do it without you. 

Fall Fest 2026 Volunteer Guide

Welcome to the Stampede!

First: THANK YOU. Fall Fest simply does not happen without volunteers. There are a ridiculous number of moving pieces involved in bringing 1,500+ geocachers to Burford for a week of caching, activities and shenanigans, and our volunteers help keep those pieces moving in approximately the right direction.

Please read through this guide before your first shift. We promise there will not be a test. Probably.

THE GOLDEN RULE — USE YOUR BEST JUDGEMENT

If you're wearing a Fall Fest volunteer hat, people are going to assume you know things. Sometimes they will assume you know all the things. Answer questions to the best of your ability, but if you don't know, find someone who does rather than making up something creative and accidentally establishing a new Fall Fest policy.

Anything involving money, safety, alcohol, an upset attendee or a decision that feels above your pay grade of exactly $0 goes to a Chief of Shenanigans.

YOUR CHIEFS OF SHENANIGANS

Your COS are Amanda (Pasha88), Shannon (M0M0f5), Ally (Ally&Joe), Nate (igator210), Matt (bigguy14760), Joe (Ally&Joe) and Nicole (Buckeye_360). You'll see us floating around the Fairgrounds wearing bright orange throughout the week, occasionally even in the places we're actually supposed to be.

The COS have overall responsibility for the event and can make decisions involving operations, safety, money, attendee issues and exceptions to established policies. 

Shannon (M0M0f5) is our Volunteer Coordinator COS and Alice (farm.girl) is our Volunteer Coordinator Mountie. Schedule changes, missed shifts, extra availability and volunteer questions should go through Shannon and/or Alice. Your area may also have a designated Mountie responsible for day-to-day operations, so start with them for normal questions and escalate the weird stuff to a COS.

IN AN EMERGENCY — CALL 911 FIRST

Do not waste time trying to locate a COS or Mountie before calling for emergency assistance. Once 911 has been called, notify a COS or Mountie so we can assist as we are able - meet emergency services at the gate and deal with everything else happening around the situation.

Burford Fairgrounds is a big property, so be specific about your location. "Somewhere near a cowboy hat" is unlikely to help.

And yes, if it's 3 a.m. and there is a fire, flood, severe injury or another genuine emergency, WAKE US UP. We would much rather be dragged out of bed unnecessarily than find out at breakfast that something serious happened overnight and nobody wanted to bother us.

That said, please apply a little 3 a.m. judgment. A porta-potty running out of toilet paper, someone losing their phone charger or a camper wondering what time the Event Store opens are not emergencies. Unless there is an immediate safety concern, make a note, go back to bed and let us deal with it when the sun comes up.

IF YOU SEE SOMETHING, SAY SOMETHING

Garbage overflowing? Someone completely lost? Registration suddenly getting slammed? Bathroom problem? Something broken? Suspiciously unattended pumpkin? If it's simple, safe and within your area, help. Otherwise, tell somebody.

Have an idea that might make the event even 0.5% better? TELL US. We would much rather hear a suggestion and adjust than discover three hours later that everyone noticed the same problem but assumed it was part of our incredibly elaborate master plan. Spoiler: sometimes there is no master plan.

YOUR SHIFT

Please arrive a few minutes before your scheduled shift so the person you're replacing can pass along anything you need to know before escaping into the Stampede. If something comes up and you cannot make your shift, contact Shannon or Alice as soon as possible rather than simply disappearing into the prairie.

If you're not scheduled but suddenly find yourself with some free time and a desire to be useful, check with Shannon or Alice. There is almost always somewhere we can use another set of hands.

We absolutely want you to enjoy Fall Fest too. Go caching, do the Adventure Labs, participate in activities, shop, socialize and cause reasonable amounts of shenanigans. Nobody needs to prove their dedication by volunteering eight straight hours and missing the event, so take breaks, eat something, drink water and sit down occasionally.

THE RULES THAT APPLY EVERYWHERE

Rather than repeating these under every volunteer position, assume these rules apply everywhere:

  • Be friendly and welcoming.

  • Keep your area reasonably tidy and organized.

  • Help attendees with basic directions when you can.

  • Don't invent policies, refunds, replacements or exceptions.

  • Don't argue with attendees.

  • Don't put yourself at risk to protect merchandise, prizes or equipment.

  • If you're unsure, ask your Mountie or a COS.

RADIOS

If you're assigned a radio, keep it with you, keep it turned on and use the earpiece so everyone within a 200-metre radius doesn't need to hear what's happening. Keep transmissions brief and useful, and remember that lots of other people can hear you.

Please use the radio for event operations rather than your developing podcast career. If you don't get a response immediately, try again; during busy periods the COS may be dealing with twelve things simultaneously and wrestling an inflatable moose.

WATER, FOOD & BREAKS

Water will be available in each building and at the Main Gate. If your station is running low, tell us.

September weather in Ontario could reasonably include sunshine, frost, rain, wind and 30°C temperatures before lunch, so stay hydrated, eat something and take a break when you need one. Nobody gets bonus points for passing out at their post.

MONEY

Unless you are specifically assigned to an authorized payment location — such as the Event Store, Pathtag Toss Exchange or Toonie Toss Exchange — do not accept money from attendees. Purchases, outstanding balances and payment issues should be directed to the Event Store in Ag Hall.

Don't lend money from a cash box, make unofficial change, create your own IOU system or barter a geocoin for a goat. Anything involving a questionable payment, refund, missing order or disagreement gets referred to a COS.

WILL CALL — IMPORTANT!

Will Call pickup closes at 2:00 p.m. Saturday. Anything remaining after that time will be shipped at the attendee's expense. Please do not give an unclaimed package to somebody else to take home just because it's still sitting there at 2:01.

Will Call pickup is all or nothing. Do not break apart packages, change sizes, substitute merchandise, promise a later pickup, promise refunds or create exceptions. If someone cannot take their complete package, they may purchase available items individually from the Event Store at event pricing and we will deal with the original order and any appropriate adjustment after Fall Fest.

We know there will be compelling stories. If a compelling story genuinely requires an exception, find a COS.

"BUT I PAID!"

If we don't have a record of an attendee's payment or purchase, they need to provide proof of payment. Do not hand out merchandise because someone is certain they paid, remembers paying, knows they paid or has a cousin who distinctly remembers watching them pay.

If payment cannot be verified at the event, they may purchase available merchandise normally and we will investigate the original transaction afterward. If we don't have a record of their order, chances are we also don't have merchandise magically sitting somewhere with their name on it.

When in doubt, don't improvise. Get a COS.

SMOKING, VAPING & CANNABIS

Smoking, vaping and cannabis use are not permitted inside any Fairgrounds buildings. They are permitted only at registered campsites and our three designated smoking areas: west side of the Lion's Building, west side of Ag Hall, and the far end of the Grandstand near parking.

Please politely redirect attendees if needed. If polite redirection turns into an argument, get a COS.

ALCOHOL

Alcohol may only be consumed at a registered campsite or when purchased and consumed at Royal Canadian Legion Branch #543. It is not permitted inside event buildings or throughout the general Fairgrounds.

If you encounter an alcohol-related problem, don't get into an argument with the attendee. Contact a COS and let us deal with it.

KEEP THE FAIRGROUNDS HAPPY

Burford Fairgrounds is our host and we'd like them to still like us when this is all over. Pick up garbage when practical, report anything damaged, and if you see someone doing something likely to damage the property, politely intervene if appropriate or contact a COS.

Please remember that Fairgrounds staff, Legion members, vendors, community partners and surrounding residents are not part of our event staff. Treat them kindly. We're guests here — very loud, GPS-carrying guests, but guests nonetheless.

DEALING WITH ATTENDEES

Most people are wonderful. Occasionally somebody will be tired, frustrated, confused or deeply emotionally invested in a $3 pathtag, so stay friendly and don't get drawn into an argument.

You are not expected to absorb abuse or deal with someone who is becoming aggressive, and you do not have to "win" a disagreement. If a conversation is going nowhere, get a Mountie or COS involved.

KIDS

There will be lots of families and children around the Fairgrounds, and children remain the responsibility of their parent/guardian. Please be especially careful around them when moving equipment or working near vehicle areas.

If you find a lost child, stay with them and immediately contact a COS.

LOST & FOUND

Anything found around the Fairgrounds should be brought to Registration rather than kept at your station. If somebody has lost a phone, wallet, keys, trackable, child, spouse or sense of direction, send them there too.

We make no guarantees regarding spouses.

VOLUNTEER HOURS & TRAINING

Volunteer rewards are based on participation and hours worked, so make sure your shifts are properly recorded. If you jump into an extra shift or unexpectedly help somewhere, tell Shannon or Alice so it gets counted. Telepathy remains unreliable.

There is no giant Fall Fest Volunteer Academy. Most jobs are pretty straightforward and, wherever practical, we'll pair newer volunteers with someone who already knows the ropes. Check in when you arrive, learn the specifics of your station and ask questions when you have them.

Nobody expects you to magically know everything. We do, however, expect you to have read this guide.

See? There was a test.

VOLUNTEER POSITIONS

MAIN GATE

Mounties: Tom (Hid3&s33k3r) — Parking | Charles (CanThai) — Camping

You are the first people many attendees will see, so greet arriving vehicles, help people figure out where they're going and pretend we know exactly what we're doing.

  • Wednesday: All attendees park at their campsite or in General Parking. There is no VIP parking Wednesday.

  • Accessible parking is beside Ag Hall and requires a valid accessible parking permit.

  • Large vehicles/trailers/RVs should park on the grassy area against the fence in the back corner, not general parking. You might have to help them back in. 

  • Do not direct vehicles to park around the Legion or on the pavement unless they have an accessible permit. We do not have access to that area.

  • Thursday onward: VIP parking is available to vehicles displaying a VIP tag. No VIP tag = regular parking. No Exceptions. 

  • Remind everyone to drive slowly and watch for pedestrians and animals.

WILL CALL PICKUP

COS: Nicole (Buckeye_360) | Mountie: Susan (fivegk)

Greet attendees and locate their prepaid package. Remove everything from the package and check every item and quantity line-by-line with the attendee. We packed hundreds of these things, so please don't look inside, decide "that seems about right" and send it on its way.

If anything is missing, radio Amanda, Shannon, Nicole or Ally. If there is something extra, set it aside and notify one of them. Pickup is all-or-nothing, and packages should remain alphabetical as bins are condensed throughout the event.

REGISTRATION TABLE

COS: Amanda (Pasha88)

Welcome attendees who did not preregister and distribute the limited registration packages available for walk-ups. The must sign the clipboard with the human name, geocaching name and number in their party. If they aren’t willing to sign, they don’t get a package. There is a limit of one registration package per geocaching username, regardless of how many people are in the group. There aren't many packages available, and when we're out, we're out.

PRIZE TABLE

COS: Amanda (Pasha88)

Attendees place one half of their ticket into the bag for the prize they want and keep the matching half. They must write their name legibly on the submitted half and may divide their tickets among prizes however they choose. Some prize bags have multiple quantities available; the number of winners will be marked on the bag.

Keep an eye on the prizes. If somebody tries to walk off with one, a simple "Hey, please bring that back!" is appropriate. If that doesn't work, radio a COS — do not tackle anybody over a prize.

During prize pickup, compare the entire ticket number, not just the final few digits. We have tickets from multiple rolls, so matching the last three numbers means absolutely nothing. Any prize dispute or weirdness goes to a COS.

GAME CARD REDEMPTION

Mountie: Veronica (iamthenerd)

Collect completed game cards, verify that the required tasks have actually been completed and distribute the appropriate number of prize tickets or instant win prizes. Use permanent marker to mark an X on the redeemed game cards so they cannot be claimed twice, but keep the guessing-game answer and next year's theme guess readable.

Do not return completed game cards. If someone has developed a fascinating interpretation of the word "completed," find Veronica.

CITO

Mountie: Stacey (BoekMeisje)

Set up near the dumpster in the parking lot and provide attendees with garbage bags and gloves. Remind everyone not to collect unsafe objects.

A returned bag of garbage of any size earns the CITO flashtag. Have attendees place their own bag in the dumpster, thank them for helping and hand them a flashtag. Tidy the area when the CITO is finished. 

SILENT AUCTION PICKUP

Mountie: Stacy (CodyHollowFarm)

Once the auction closes, organize items by winning bidder and confirm that payment has been received before releasing anything. Check every item against its description and photo; if it is not 100% the same item, something isn't right.

Stop and notify Stacy rather than guessing. Stacy will escalate to a COS if necessary. "Close enough" is not close enough when you're handing somebody their auction win.

PATHTAG BUCKET

Mountie: Donna (CuriousGeorge59)

Follow the printed instructions at the table and give attendees the correct number of tickets for the pathtags (or flashtags) they contribute. They keep one half of each ticket and put their name legibly on the half going into the bucket. The drawing happens during Closing Ceremonies.

Encourage people to trade pathtags and flashtags while they're there, or use the pathtag gumball machine. We know some of you take tiny pieces of metal very seriously. This is your moment.

TRACKABLE TABLE

Organize trackables by their travel goals where practical and help attendees check a trackable's mission before taking it. Encourage people to take only trackables they can genuinely help move toward their next destination.

For newer geocachers, explain how trackables work, including how to retrieve and drop them and, most importantly, that trackables are not souvenirs. Please help prevent somebody's beloved trackable from spending the next seven years in a kitchen junk drawer.

GAMES AREA

Mounties: Derik, Tara & Christopher Porter (Canuckastanianz & MapleSuckerz)

HOBBY HORSE BARREL RACING

Players race around the barrel pattern on a hobby horse and are timed; fastest time wins. After the final Saturday shift, return the barrels to their Fairgrounds location and bring the timers, remaining prizes and horses to the designated storage area.

Please resist the temptation to spend the entire shift trying to beat the leaderboard. Or at least let the attendees go first.

PONIES IN THE PADDOCK

Players choose a pony from the paddock. If they find one with a coloured tip, they win a prize and take the pony to Game Card Redemption to claim it.

After the final Saturday shift, the ponies and board can go into the dumpster. Please don't become emotionally attached to the ponies. Their fate has already been decided.

BULL HORN RING TOSS

Each player gets four rings to toss at the inflatable bull. If three rings land on the horns, they win a prize.

After the final Saturday shift, take the remaining prizes, rings and bull-horn equipment to Game Card Redemption. 

SUNDAY — THE GREAT DISAPPEARING ACT

Sunday is when an entire week of Fall Fest needs to magically disappear from Burford Fairgrounds in approximately four hours. Tables, chairs, tents, signs, games, equipment, garbage and all evidence that 1,500+ geocachers just invaded the property need to go.

If you're still around and able to help, PLEASE DO. An extra 30 minutes from a bunch of people can save a very small group of very tired organizers several hours.

TEARDOWN — BUILDINGS

COS: Nate (igator210)

Stack tables and chairs, remove garbage, sweep or blow off concrete areas and move Fall Fest equipment and belongings to the main door so they can be loaded into the trailer.

TEARDOWN — GROUNDS

COS: Nate (igator210)

Remove signage and event equipment, collect garbage, collapse tents and canopies, take down Adventure Lab materials and complete required maintenance on the Fairgrounds caches. Campsite markers may be removed from empty sites only; do not enter an occupied campsite, although you can happily accept the marker if the camper hands it to you.

Trailer #1 will need to be loaded, taken to Amanda's, unloaded and returned for the tables and chairs, so follow Nate's directions on what goes where and when. If you're unsure whether something belongs to us, ask before putting it into either a trailer or a dumpster. Both mistakes are surprisingly inconvenient.

MOST IMPORTANTLY...

Have fun. Talk to people, welcome first-timers, help somebody who's lost, share your favourite cache and laugh when things get ridiculous. Our volunteers aren't just free labour; you're part of the experience people have at Fall Fest, and for many attendees the person wearing the volunteer hat may be their first interaction with our team.

Make them feel welcome, use common sense, ask when you're unsure and don't create new policies. Get Your Stampede On!