CONTENTS
WORKING CHECKLIST .............................................................................................................................................. 3
PROCEDURES AND RESPONSIBILITIES FOR ORGANISING ........................ Error!
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ROLE OF VOLUNTEERS.............................................................................................................................................
5
TIPS FOR VOLUNTEERS AT AN ASSOCIATION INFORMATION STALL..................................................
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BE LOVED BY YOUR FELLOW VOLUNTEERS BY ARRIVING ON TIME.....................................................
6
CONTACTS...................................................................................................................
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FUNDRAISING............................................................................................................................................................... 9
Attachment 1a and 1b Information Material Request Form - to
be included
ATTACHMENT 4 - GUESSING COMPETITION ENTRY FORM......................................................................
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YEAR 2000 EVENTS...................................................................................................................................................
13
ATTACHMENT 5 REIMBURSEMENT FORM (to be put in)
WORKING CHECKLIST
This checklist should be used by the volunteer
coordinators. Don’t make assumptions, check with each other to make sure these
important jobs are done.
Liaison Volunteer:
non employee initiating event
Coordinator:
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TASKS
Tick if complete
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TASK
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WHO SHOULD ORGANISE TASK
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WEEKS AWAY FROM EVENT
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1
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Choose an event. Contact the event organiser and ask the
person to note your interest and send all material to
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Is it your idea?
You make the call.
Coordinator
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Week 6 or earlier
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2
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Approval to hold the event
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Volunteer to
discuss with ?
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Week 6 or earlier
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3
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Give the contact details of the event to?
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Coordinator
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Week 6 or when available
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4
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Obtain booking information, book a stall at the event and
arrange cheque
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Coordinator
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Week 5 or when available
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5
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Organise volunteers to fill roster. Advise
helpers of stall details and to contact liaison volunteer if they have any
problems.
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Coordinator (roster
will need to be filled before stall details are available).
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Week 4
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6
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All changes to the roster should be reported by helpers to
the Liaison Coordinator.
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Coordinator and
volunteer stall helpers
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Ongoing
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7
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Provide completed roster to Liaison Volunteer
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Coordinator
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Week 3
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8
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Complete and provide checklist of materials needed for the
stall to Coordinator
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Liaison volunteer
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Week 3
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9
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Pick up or arrange delivery with Coordinator
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Liaison volunteer
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Week 2
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10
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Set up stall on the day
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Liaison volunteer
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Event (week 1)
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11
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Dismantle
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Liaison volunteer
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12
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Account for the money completing the reconciliation sheet.
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As arranged by
Coordinator
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Event (week 1)
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13
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Return material to ?
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As arranged by
Coordinator
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Event (week 1)
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TASK LIST FOR LIAISON
VOLUNTEERS
Choose an event
You may have chosen an event in your local community. If
you have chosen an event it is important that you advise the
? and get approval. It may clash with another
event already planned. This should be done as soon as possible so that
planning can start.
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Provide contact
details to Coordinator
If the event is your choice, give the name of the
organisation and the person organising the community event and their contact
details to ? as soon as
possible.
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Volunteers to staff the stall
The Coordinator will organise volunteers for the stall.
However, you may get calls from volunteers wanting to help or letting you no
they can no longer help out. Depending on when you are contacted will depend
on what you do about this. If it is on the day, you may have to step in, or shorten
the time you spend at the event. This may mean finishing at 3pm rather than 4.30pm. Emergencies do happen in peoples lives.
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In this package of information you will find lists of
brochures, books, poster and so that you can take to the stall for display or
giveaway. You know your community best so tick off the items and the numbers
of copies you need??? Could we create such a list?.
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Pick up material from ? the week before the event.
Arrange to pick up material and deliver
it to the person who is setting up on the day. In special
cases.
Set up stall on the
day
You will need someone
to help you set up in the morning. Allow about an hour to set up.
Dismantle and arrange return of material to ?
This will usually be the last person who is rostered.
Materials will usually need to be returned in the following week.
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Money
At the end of the day, you will have some money from
donations, competitions or sales of books. The Association needs a list of
items and the amount for each. A form is included at the end.
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ARE YOU SETTING UP ON THE DAY?
1.
The liaison coordinator should have provided you with
the details about arrangements for the day such as when cars can access the
site (usually early in the morning), the stall number or identification, and
anything else you need to know.
ARE YOU WORKING AT THE STALL ON THE DAY?
Some of the tasks at the stall will include:
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answering questions about services and
activities;
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taking donations, writing receipts;
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selling books or other materials;
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inviting people to enter fundraising activity
such as the guessing competition;
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handing out balloons and/or fridge magnets to
passers by to encourage them to approach the stall;
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if there is an MC making announcements on a
public address system, they can be approached about making an announcement on
your fundraising activity and services available at the stall;
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making a note on the evaluation form, when
possible, on the nature of requests or inquiries;
ARE YOU ON THE LAST SHIFT?
If you are on the last shift you will need to close the
fundraising activity (if there is one). If it is a guessing competition, you
will need to determine who has won and contact the winner to make arrangements
to deliver the prize.
ARE YOU CLOSING FOR THE DAY AND RETURNING THE MATERIAL?
If you are finishing before the event officially closes, you
will not be able to drive onto the site. This is where a trolley, filled with
small boxes can be a great help. Don’t forget to count the money.
This is a list of tips developed by volunteers who have
staffed information stalls.
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Allow extra travel time, the area will be very
busy, parking will be scarce and roads probably blocked off.
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If you
can’t make it on the day call the volunteer liaison person as soon as possible.
Its difficult for someone to be on the stall on their
own.
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Bring a hat and sunscreen and a drink–even on
cloudy days. If you have one, a mobile phone to chase up late arrivals is also
useful.
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Some people are hesitant about approaching, give
them a reason by standing at the front of the stall handing out toffees or
fridge magnets and inviting them to enter the fund raising competition.
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Making up bundles of information that people can
pick up in one go – a copy of two brochures and a fridge magnet.
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Advising that membership provides regular
information in plain English.
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Keeping a binder of information for people to
look at and to refer to if someone has a specific question.
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Keeping information in community languages
appropriate to the area, eg Italian in Leichhardt.
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Don’t chat too much between yourselves behind
the counter. People don’t like to interrupt and you will miss people wanting to
make donations or make inquiries.
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At times, things may seem slow, but at the end
of the day if you tally up the number of people you spoke to, it will probably
be about 10 an hour.
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Be prepared for questions about services in
other areas
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If you can’t answer a question, refer people to?
