Single

Volunteers

of

DC

Where a single person can make a difference

SVDC Team Leader Information

So, you want to know what you can do to help keep Single Volunteers up and running, right? Great! We need the help!

Team Leaders Needed!

Team leaders are responsible for organizing & facilitating events on a one-time basis (more if they wish). Want to learn more? Please, read on! Below is the actual information given to each team leader prior to their event. Yes, you can see that team leading is no fly-by-night job. We look for well organized, fun, outgoing team leaders who are good at getting out and having a great time!

1.  Who are SVDC Teamleaders?

• SVDC team leaders serve as liaisons between the organization requesting volunteers, SVDC, and SVDC members.
• SVDC team leaders act as host or hostesses during the event, introducing SVDC members participating in the event.
• You agree to accept sign ups (see managing sign ups below) via email.
• You should expect to spend no more than 3 hours per event organizing the event (excluding the length of time of the event).

2. General Information

• SVDC prefers that team leaders participate as a volunteer in at least one SVDC event prior to leading an event.
• Co-leaders are acceptable, particularly with large groups.
• There is no maximum number of event that you can volunteer to lead
• Requests to lead an event or questions about leading an event should be sent to teamleader@singlevolunteers.org.

3.  Managing Sign ups

• Sign ups should be taken on a first-come, first-served basis.
• Events can be designated as age-specific (based upon approval of SVDC).  Age ranges are set in decades (20-something, 30-something, or a combination thereof).  However, anyone can sign up for an event and cannot be turned away due to being outside the stipulated age range.  We do not check ids.
• Please respond to everyone who writes to signup no more than 2 days of getting their email. It is important to let people know ASAP their status with regard to their sign up.  A simple "Thanks for your email.  You are in for this event.  More information will follow shortly." or "Thanks for your email.  Unfortunately, this event is full.  Please consider signing up for another open event with SVDC." is fine.
• Our volunteers groups are gender balanced.  We have found the best way to insure an even ratio of men to women is take signups from 40% men and 60% women, and take an extra 10% more signups then you think you will need. There is usually no need for a waiting list if you follow the numbers above. In the end this tends to work well, as women tend to cancel or noshow more often then men, and men get more upset then women if their gender is over-represented. :)
• When you are full for men/women/both, please send email to update@singlevolunteers.org so we can update the website
• Please do NOT agree to sign up more volunteers (even if the organizations asks for more) without checking with us first. You should never take more signups without first clearing it with the SVDC co-director who sent you the event information.
• Send complete information about the event to your volunteers no later than 5 days before the event (unless they sign up within that time frame).  Don't wait for the event to fill up before sending this information.
• Many team leaders prefer to send emails using the bcc: line.  It could be that anyone using hotmail may not receive this information.  So you may just want to send the message using the To: line.

4.  Prior to the Event

• Contact the organization we are helping to confirm the details and get any other info you might need (e.g., parking permits, passing on the volunteer names in advance, etc) ASAP.
• Do you have a social planned? If possible, please do try to have a social before, during, or after the event, and encourage everyone to attend. The socials usually provide a nice, relaxed way to wrap up the day and get to know your fellow volunteers better (especially on larger events, where you might not get to work with everyone). Many of our events are at social functions (BBQ Battle, Wine Fest, etc). Keeping the volunteers at the festival site to enjoy some time together is a great idea, and saves you from having to find a restaurant/pub for everyone!
• Have an icebreaker in mind.  Usually volunteers will talk freely but in case that everyone gets the shy all of sudden, be prepared to get everyone talking.  If you need any suggestions, let us know.

 5.  Managing the Event

• In case of emergency or problems at your event, please keep SVDC's cell phone number handy. Their number is 703/370-2872. You are welcome to call her at anytime with an emergency. If an injury occurs please call IMMEDIATELY (after taking appropriate medical actions, calling 911, etc). If there are other problems at the event you are welcome to call for advice, or a sympathetic ear.
• Please have nametags for participants.  This helps with people getting to know one another.  Please do get some from any local office store. I will reimburse you the cost of the nametags if you wish.
• Make sure that SVDC volunteers work together in a group as much as possible.  If the organization deviates from what the volunteers were requested to do, feel free to call us.  This is particularly important during large festivals when SVDC volunteers may be requested to do traffic or parking control onsite.  We do not accept these types of assignments and you should not feel compelled to perform these activities.
• Please introduce yourself to the organization coordinator when you arrive.
• Plan to arrive a little early so that you are there when the volunteers arrive.  If volunteers are late, make sure that you are easily located so that they can find you.  This help alleviate confusion and no-shows.
• If possible, switch around volunteers so that people can get to know others.  Don't force it though.  If people are having a good time, let them be.
• If an event is postponed for any reason, please do not agree to provide volunteers for the alternate date without checking with SVDC first.  Due to other commitments, we may not be able to provide volunteers for that date.

6.  Inclement Weather

• If there is a forecast for inclement weather, please make sure to contact the organization to check on their policy regarding cancellation and if there is a number that volunteers can call to check on event status.  If an event is going to be cancelled we really need to receive ample notice (before Noon the prior business day) so that we can update the website and you can contact your volunteers.
• Contact your volunteers early and let them know what the situation is with regard to cancellation.  Since many volunteers do not have email access from home, please provide a number for them to contact you if they have any questions and ask them to provide you with a phone number so that you can reach them.  Also please remind those with email to check their email before they leave.  If your event is cancelled for whatever reason, please contact us and your volunteers IMMEDIATELY.

7. Post-Event Wrap Up

• Please send out two emails after the event:
  • Send an email to the volunteers thanking them for attending, and including just the FIRST name and email of all other volunteers so they can contact one another. Please encourage them to send post-event feedback to feedback@singlevolunteers.org;
  • Send a second email to feedback@singlevolunteers.org so we know how your event went. Please include a list of no-shows/cancels with this email.

Page last updated: May 17, 2005