Checklist for involving the Volunteer Corps

Pre – event check list
  • Please name the co-ordinator of the corps 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.   
  • Make sure there are clear project and role descriptions for the work of the Corps. 
  • Ensure all the materials and equipment that you need are there on the day.
  • Ensure the Health and Safety of all participants. It is important that no risks are taken and that all appropriate safety guidelines are followed.
  • Prior to the day, establish if certain members of the corps  have any physical considerations that may effect their participation in the project.   Undertake a risk assessment if necessary.
  • Confirm that you are properly insured.  Normally Public Liability Insurance will cover such events but please confirm with your Insurer.  South Dublin County Council and South Dublin County Volunteer Centre will not accept any liability for claims arising from the Corps being involved.
  • Arrange some time before the event/project to meet with the Corps 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

The Corps’ experience with your organisation will have a lasting impact and will influence their commitment in the future so please bear in this mind.

Welcome

Be at the project site early and ready to greet the volunteers.   Make sure your team is expecting the Corps to ensure a warm welcome. 

Usually volunteers are keen to get started on the project 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.

Familiarise

Allow the volunteers an opportunity to get their bearings in a new environment. A short tour to point out workspaces 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...

Health and Safety

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

Support and Supervision

It is important to be available on the day of the event 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 to build a good working relationship.  Lunch and coffee should ideally be provided during the day 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.  The Volunteer Centre would be happy to circulate a message to those that participated on the day.
  • Fill in the feedback survey from the volunteer centre which helps us plan future events