Overview: The Volunteer Coordinator should ensure that there are plenty of volunteers by promotion, through the registration portal and through the member clubs. Volunteer benefits can also be devised.
Details of all volunteers should be collected through registration via the portal or on the day as they report for duty at the Admin/Volunteers marquee. This is required for:
- Insurance purposes.
- For coordination and communication on the day in the case of an emergency.
Most volunteers are micro-managed via their team leaders but the VC&E should maintain communication with the team leaders and assist them where necessary.
The VC&E is also responsible for coordinating emergencies.
- Work with the web site manager and ensure that appropriate representation is made to attract volunteers through the web site and the registration portal.
- Check all of the volunteer instruction documentation to ensure that all necessary changes are made from the previous year’s documentation, particularly in relation to Emergency Procedures, and distribute to the Team Leaders.
- Reassess (or develop to required standard) Emergency Procedures.
- Work with the volunteer team leaders to help ensure their role in rounding up volunteers and that the team leaders have all of the resources they need. These demands will vary depending on the experience level of each team leader. Volunteer teams are:
- Course set-out – Warrandyte Cricket Club
- Marshalling – Warrandyte Netball Club
- Water and First Aid – Warrandyte Junior Football Club
- Village setout – Village Coordinator
- Bicycle lead-out and Sweep – Warrandyte Mountain Bike Club
- Assess potential growth of Group system
- Ensure that every volunteer has your phone number for emergency purposes
Volunteer (Group) Preparation
- Ascertain group leaders for next event.
- Work with the Village Organiser to make sure adequate resources (marquee, table, signage, etc) are in place for the Volunteer Marquee for event day.
- Work with the Water and First Aid Team Leader to ensure you are happy with the first aid arrangements.
- Contact individual volunteers from previous year and engage as required.
- Send preliminary Volunteer Information Packs to Leaders to enable them to start coordinating their team.
- Brief volunteers as groups
- Brief volunteers as individuals
- Send out Volunteer Information packs to registered volunteers well before the event.
- Have spare packs or information sheets available for the day if volunteers are still to be recruited.
- Brief on Emergency Procedures. It is important that every volunteer has your number in their phone as you are the central contact in the
- event of an emergency.
Volunteer (Individuals) Preparation
- Review Volunteer Packs
- Review briefing location and set-out.
- Send email to volunteers and include instructions and their volunteer packs.
Volunteer Group Meetings – 2 months before, 1 month before, 1 week before.
- Arrange to speak to each group to assist Group Leader to deliver the RW message (patience, encouragement, enthusiasm).
- Check if the Group Leader has suggestions or requires further assistance.
On the day
- Man the Volunteer marquee (this is shared with Admin).
- Coordinate own Volunteer Group for on-the-day assistance if required.
- Collect the hand written volunteer information and the preregistered volunteer information for emergency purposes.
- Identify and marshal on-the-day Volunteers as required for gaps in effort. Direct to Volunteer Stations
- Ensure adequate transport to stations (usually done by team leaders).
After the Event
- Survey to Volunteers
- Review processes