SVA Event Leader Guidelines

PREPARATION BEFORE THE EVENT:

  • Gather Information - Once you have been confirmed as the event leader, the Volunteer Events Coordinator will send you the contact name, phone number, and email address of the agency/charity, as well as send your information to them.

    • Contact the Agency - Contact the agency ASAP to introduce yourself, confirm the information about the event, and ask any questions that you may have, (such as parking, attire, beverages/food to be provided to volunteers, etc).  Keep this information on hand.

    • Scout Out the Location - If the event is being held in a large venue such as a park or stadium, make arrangements to scout out the place ahead of time and establish a meeting place for your team of volunteers.

  • Write Announcements - Write announcements for the emailed newsletter and the SVA Yahoo! Group.  In the description, include your name as the Event Leader, along with your email address.  Ask volunteers to send an email to you; ask that they include their name, email address, and if they feel comfortable, their phone number.

  • Acknowledge Sign-ups - Acknowledge each sign-up for the event as soon as possible.  Confirm that the member can volunteer for the event, or if too many members responded, write them back and ask if they would be willing to be placed on a waiting list.  For members on the volunteer list, include in your note a reminder of all of the event information - name of event, charity, date, time, number of volunteers, etc.  For each person that is on the waiting list, ask them to keep the date open in case of cancellations, if at all possible.

  • Create Sign-up List - Create a document (using Excel, Word, or Notepad, for example) containing a list of the names and email addresses of those that signed up.  Also include the order in which they had signed up.  There are usually a few dropouts, so a waiting list is created before we stop the sign-ups completely.  Otherwise, without a waiting list to draw from, you may have to scramble for replacements at the last minute.

  • Send Reminder Email - About 3-5 days before the event, send out an email reminder to your volunteers.  Include any details you have put together - parking, volunteer assignments, where to meet, what to bring, attire, location of social after, as well as a list of volunteers by name.  Include how they will be able to recognize you - an SVA T-shirt, balloons, colored hat, etc. Also request that the volunteers inform you ASAP if they cannot attend.  In that case, you will need to contact people on your waiting list to backfill.  Keep in mind that some people only have email access at work, so be sure you provide enough advance notice, especially before a weekend or holiday.

  • Email Address Confidentiality - When you mail the group as a whole, be sure to use only the BCC field in the email to keep members' email addresses confidential.

  • Prepare Materials to Bring - Prepare the following to bring to the event: The list of volunteers (for attendance), name tags, a marker, and any other items required.  You can get name tags at any office supply store (Office Depot, OfficeMax), or at the school supplies/office supplies section of a Wal-Mart or Target.  If you'd prefer to use name tags with the SVA logo on them, you may print them out from our website.  These are located under the "Other / Documents" section, or you may find them here.

AT THE EVENT:

  • Introduce Volunteers - Be at the event a few minutes early and ensure that you are at the specified meeting place.  Introduce yourself as the Event Leader and welcome everyone.  Continue to make introductions until everyone has arrived and have met.  Encourage veteran members to interact with new members.  Note who is in attendance, and give each volunteer a name tag.  Request that they write their first name only on the tag and place it where it will be visible.

  • The Event Leader's Role at Small Events - At smaller events, such as ones of 10 or fewer participants, and where the entire group is working in close proximity, the Event Leader will be performing the same duties as other participants.

  • The Event Leader's Role at Large Events - At larger events, such as ones with 10 or more participants, or where the group may have different kinds of assigned tasks or be more spread out, the Event Leader will most likely serve as a coordinator.  Instead, the Event Leader will make sure each of the groups are clear on their assigned tasks, to rebalance the number of members working in each group, and possible rotate volunteers so that they may have more variety in the work they are performing.  You may have to ask veteran members of SVA to help coordinate groups.

FOLLOWING THE EVENT (WITHIN 48 HOURS):

  • Send Thank-you Notes - Send a thank-you email to your volunteers.  Again, be sure to use only the BCC field in the email.  Encourage them to fill out the feedback survey (click on "Feedback" on the SVA website) to provide comments on the event.  Provide them the direct link to the form: http://singlevolunteers.org/austin/forms/feedback.html

  • Post Note on Message Board - Post an event summary on the SVA Yahoo! Group's Message Board to let everyone know what kind of fun the volunteers had!  This will help encourage participation by other members.

  • File Event Leader Report - Complete an Event Leader Report (click on "Event Leader Report" on the SVA website.)  Here is a direct link to the form: http://singlevolunteers.org/austin/forms/report.html

Event Leader Guidelines - Rev. 06/20/2006 AJR

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