2023 Gulavit Jakarta E-Prix Volunteer Program: HOW?
- perkymoonlight
- Jul 13, 2023
- 6 min read
Sometimes opportunities come when you least expect it.
I mean, which version of me had ever expected that I would volunteer at an international racing event?
But that’s what happened.
Last June, I participated in the 2023 Gulavit Jakarta E-Prix. For round 10 and 11, this ABB FIA Formula E World Championship was held at AGI Jakarta International E-Prix Circuit, and I was there as one of their volunteers…
…that’s a mouthful explanation. Basically, it’s a motorsport championship for electric cars.
"International racing event? You?? How???"
I know. Unbelievable. But thank you for asking.
Because now, I’m going to share with you HOW I could get this precious opportunity, and HOW you can get it too. Who knows? Maybe for next year event (yes, round 14 of the next Formula E Season 10 is said to be held in Jakarta) you can join as volunteer too.
Save your time and get the information you want to know:
Application Process
1. Registration
A friend asked me how I got the information about this Jakarta E-Prix volunteer opportunity. Well, I was sent an Instagram post uploaded by Jakarta E-Prix Official, saying they were opening registration for those who wanted to join their volunteer program. So, I signed up.
TIP#1 Follow Jakarta E-Prix Official Instagram account so you won’t miss any update if they open another volunteer program
The registration was done online and there were some rules I had to follow. From following several accounts that were related to the event and sending the proofs, to recording myself answering some questions in English. The other parts were rather easy. However, the video part took quite a long time, since I wanted to 1) make sure I look good on camera, 2) introduce myself and deliver my answers in English clearly, and 3) look energetic because, after all, they’re looking for volunteers for a sport event.
TIP#2 The information was posted on Instagram, but the registration was done through a Google form link. There I had to fill several information and submit some things. HOWEVER, the requirements asked there were not as many as the ones I saw on their Instagram post. So, check the Google form first to know what you’re asked for. Therefore, you’ll save your times, instead of wasting them doing things that won’t be taken into consideration anyway.
2. Interview
Interview Invitation
Two days later, I received a Whatsapp message from the Formula E team, telling me I was invited to their interview that would be held on the next day at their place at Ancol. That night, I prepared everything I needed. I prepared the documents I should bring, which included copy of ID, copy of family card, pen, and duty stamp. I also prepared my outfit. I went with a formal fit, to be safe. Although during the interview day, other interviewees wore anything, from extra formal clothes, to business casual, to outfit you wear to campus, and even t-shirt. Last but CERTAINLY not least, I prepared the content. I read a lot of things that night and practiced my answer.
TIP #3 Make the most of your preparation. Prepare all the requirements they ask you to bring. Don’t sweat over what to wear. Just wear something proper, neat, and polite. Get to know about the event and about yourself. But STAY CHILL 😉
The Day of the Interview
There were quite a lot of participants. Varied from students to workers. Some had participated in the program the year before and some were new. After filling the arrival absence, we were gathered, asked to fill application form, and then called one by one to enter the interview ‘room’ based on our arrival order. It took quite a long time. So, as we wait, we just got to know and chatted with each other.
The interview itself was held twice. The first one was interview in Bahasa Indonesia. The questions here were pretty general, like “do you know what the event is about?”, “have you ever had volunteering experiences?”, “do you have any international event participation experience?”, “do you speak English actively?”, and some others yes or no questions. The second one was interview in English. I was asked to introduce myself and the interviewer asked some questions related to things I wrote in my application form.
After we finished our interview, we had to wait until we were told that we could go home and that the result would be announced through Whatsapp. The result was announced 2 days later. I got the congratulatory message 😊
TIP#4 Be confident in your English skill. Even if it’s not perfect yet. Since it’s an international event, I think they really value it.
Event Introduction
Now you get the idea on how to get this opportunity. But this might raise another question, such as, “but still, it’s a racing event. How did you know anything about that field??”. Well, thankfully, after we got in, we got some crash course about the event.
On-Site Tour
The day after I got the announcement, I had to come back to Ancol to learn more about the event. There were so many people that days. Volunteers and other teams I didn’t know. Even the volunteers themselves were varied from External volunteers (me and the others who got in through the previous selection process) to Internal volunteers (those who were related to the Artha Graha group). But at the end, we had to gather based on our group and the External stuck together.
We started that day schedule by doing some warmup at the field. After that, following those who were in charge, we made our way to the event venue. The moment we arrived at the location, we were briefed regarding to safety matters. Then, we each got bracelet as a sign that we already got the safety information.
Next up, it's time for circuit tour! We were given a map of the entire venue, showing places like circuit, seats, booths, and even places like toilets, medics, etc. At first, we only listened to the grand image explanation that was told by the Event Organizer team. But after that, they took us around the place to see each spot with our own eyes. Finished the tour, we wrapped it up by eating lunchboxes that were given to us.
Off-Site Briefing
Around two weeks after the on-site introduction, we came back there to listen to the explanation delivered by the Event Organizer team and the Formula E people. The first one was delivered in Indonesia, while the second one was delivered in English. Overall, we were told about matters like visitors’ journey, glimpse of Formula E, rundown, each team’s jobdesc, etc. We even got to do fun games to test our understanding.
At the end, we had to gather with our team. The team itself was announced the night before, so we only got to know who were in our team at that time. We were then asked to fill our data and get our uniform tee.
My team? I was in the Way Finder team. We were the front-of-house information staffs who helped fans have a great experience by engaging with them positively. Basically, during the event day, we were assigned to several different locations inside the venue to greet the visitors and help them if they had any questions regarding the event or where to go.
I had to remember the map and everything else about the event. Just in case visitors come to ask (which they did). So, the night before the race day, after our final online briefing, I read the slides all over again.
And with that, the whole preparation was done! From on site tour, event explanation, and final briefing from so many people, local and international, to learning the map and the slides. I got all the information I needed. That’s my answer to your HOW question.
Now you know the what, who, when, where, and how of the 2023 Gulavit Jakarta E-Prix’s. BUT the whole 5W+1H formula isn’t complete without its why, right? So here comes the last question,
“Inez, why do you want to join this event in the first place? And why should we join this event when the opportunity come?”
Let me know in the comment below if you want to know the answer!
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