Best Preparation Practices for the Big Day

Clipboard? Check. Volunteer contact form? Check. Sanity? Kind of.

 

There are a million and one things a volunteer coordinator needs to remember the day of an event. Setting a plan, preparing for potential obstacles and keeping everything on course is just the beginning. To help our volunteer coordinators out, we’ve whipped up a few of our best practices for prepping for the big day.

 

Communication is Key

Emails, texts, Facebook groups and even old-fashioned phone trees are all great ways to communicate early and often with volunteers. Clearly stating arrival and dismissal times, expectations for behavior and dress, and other pertinent details are crucial to making sure volunteers show up informed and ready.

 

Be Realistic

Volunteer coordinators should always believe in their volunteers, but they’re not superheroes. Can three people really set up your entire event before the rest of the volunteers arrive? Probably not. Consider exactly how many people you’ll need for each shift and then add a few more to be safe. Volunteers are ready and willing to help you, so let them!

 

Know Where to Go

When you’re in the middle of managing a group of helpers, chances are you won’t have much time to direct volunteers to the bathrooms. Making a detailed map of everything a volunteer might need to find (bathrooms, water station, breakroom, etc.) will provide a quick reference point. And if they still ask you where the bathroom is, take a deep breath and kindly point to the map.

 

Self Love is the Best Love

Coordinating volunteers can be incredibly rewarding – all these people giving their time to help your organization?! – but it can also feel like herding giant, human cats. So, our biggest suggestion to help you prepare is to take care of number one. Meditate, listen to music, eat all the chocolate in your house. Do whatever you need to do to show up at your event calm, collected and ready to coordinate.

 

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Operation: Make a Difference

Photo cred: Far Reach Blog

Calling all nonprofits! Far Reach, a software, web-design and internet marketing company is hosting a contest for one nonprofit to win a free development project (website, software, or app) – custom-built and lightning fast. “Make a Difference is the first of our company’s eleven core values,” says Megan Horn, Marketing Specialist at Far Reach. “We decided it would be awesome if we could take one project and do it – from start to finish for a nonprofit organization in need.”

Interested nonprofits can submit their applications for consideration via Far Reach’s Facebook page. Applications are due by Sunday, January 26. Far Reach will choose up to five finalists, based on information submitted in the application, including project scope, potential impact, level of need, and more. Those finalists will collect votes to determine the final winning project, which will be announced February 17.

“The community gives to us and we want to give back.” – Megan Horn, Marketing Specialist, Far Reach

“It’s really open,” says Horn. “We purposefully didn’t put a lot of limits on what we’re willing to build. We want to see what’s out there and what people need.” Whatever it may be, the Far Reach team will attempt to finish the winning project in one weekend – a feat that touches on the company’s second core value: We’re a Team. “The weekend project is going to be a true test of that,” laughs Horn. “There’s no room for picking up slack!”

Operation: Make a Difference isn’t a surprising endeavor for those who are familiar with Far Reach and the active role this company takes to support and empower the greater community. Far Reach is a sponsor of the Technology Association’s networking event, Tech Brew, and many of the company’s employees participated in a kick-ball league last year. Horn adds, “a lot of our business is local, too.”

Want to apply? Throw your name in the hat before the January 26th deadline! And from all of us here at VolunteerLocal, may the odds be ever in your favor.

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