Event checklist

Checklist for involving Event Volunteers

Pre-event Checklist

Event checklistIf an Event Volunteer Manager is not provided by oursleves please name the co-ordinator of the Event Volunteers on the day. This person will need to be available for the event and should enjoy being a communicator / co-ordinator.

Liaise with the Volunteer Centre to agree the details of the event/ project. There must be a clear project and role descriptions for the work of Event Volunteers.

Ensure all the materials and equipment that Event Volunteers need are there on the day. Have a chat with our Event Volunteers Staff if you are unsure of what you’ll need.

Ensure the Health and Safety of all participants. It is important that no risks are taken and that all appropriate safety guidelines are followed. It may be neccessary to carry out a Risk Assessment, again please contact the Event Volunteers Team if you need assistance.

Prior to the day

Establish if certain members of any of the Event Volunteers have any physical considerations that may effect their participation in the project.

Confirm that you are properly insured. Normally Public Liability Insurance will cover such events but please confirm with your Insurer. Fingal Volunteer Centre will not accept any liability for claims arising from Event Volunteeers being involved.

Arrange some time before the event/project to meet with the Event Volunteers to brief them on their work (as per your role description/s). On the day is fine, or you might prefer to arrange and information session a few days beforehand.

On the day of the event:

Event Volunteers experience with your organisation will have a lasting impact and will influence their commitment in the future so please bear in mind.

Be at the event site early and ready to greet the volunteers.

Make sure everyone is expecting them to ensure a warm welcome.

Usually volunteers are keen to get started on the event but we suggest providing a cup of tea and some biscuits (perhaps while you briefly go over the project and tasks for the day.)

Some volunteers may be unsure of their roles so it is a good ides to check in with them as they begin their tasks, making sure everyone is comfortable with his or her role.

Allow the volunteers an an opportunity to get their bearings in a new environment.

Give the Event Volunteers a short tour of the site and cover “domestic” arrangements is important e.g where coats and personal items can be left, where the bathroom is, where the first aid box is located and where to get tea/ coffee, arrangements for lunch etc

Highlight any safety issues, letting volunteers know if there are areas they shouldn’t access/enter.

It is important to be on hand on the day to engage with the volunteers, oversee their work, answer any questions, offer support etc. This is important in order to maintain clarity of roles throughout the day and build a good working relationship.

Lunch and coffee should ideally be provided and these breaks in the day often provide valuable opportunities to check in with volunteers and express thanks for their efforts.

After the event

It is a good idea to send a thank-you email to volunteers, which the Volunteer Centre would be happy to circulate to those that participated