Guidelines for Volunteer Planning, Involvement and Training
Summary of guidelines with full version available below the text
Planning
Assess needs for the event and define detailed volunteer roles.
Develop an online task list to ensure accessibility and flexibility for volunteers with special needs or tight schedules.
Establish a comprehensive recruitment timeline (8 weeks prior event for planning, 6 weeks for active recruitment, 4 weeks for finalising roles).
Volunteer Recruitment
Use diverse platforms such as schools, community centres, and social media to attract potential volunteers (students, elderly, people with less opportunities…).
Highlight the personal and community benefits of volunteering.
Tailor recruitment messages to promote inclusion, focusing on individuals with disabilities, special needs, or from marginalised backgrounds.
Engage local networks, apply internal databases, and personal connections to widen the reach.
Training
Ensure volunteers receive role-specific and inclusive training.
Cover key areas such as first aid, conflict resolution, and scenario-based exercises.
Provide training in flexible formats to accommodate different learning needs.
Support and Engagement
Offer flexible schedules, group opportunities, and travel/parking support.
Encourage open dialogue with volunteers to address their needs and barriers.
Maintain engagement through regular updates, social media groups, and pre-event team-building activities.
At the event, offer support to volunteers, provide healthy snacks and potential gifts.
Feedback and Recognition
After the event collect volunteer feedback to identify areas for improvement and refine future strategies.
Recognise contributions through certificates, public acknowledgment, and other incentives.
Tips and Recommendations:
Create Accessible Roles – ensure that tasks are adaptable for volunteers with different abilities.
Foster Inclusion in Messaging – use diverse imagery and inclusive language to attract all groups.
Use Clear Communication – simplify expectations and schedules.
Provide Support and Mentoring – adapt it to all types of volunteers and their needs.
Celebrate Volunteer Contributions – acknowledge efforts openly to build a strong volunteer community.