Volunteers - who do we know?

I would find it hard to ask friends to be up for it, without more details. I would prefer to circulate either a link to a web page with details of the event and what is being asked of volunteers, or a document with the same things. I hope Sam and Sharon as volunteer co-ordinators will produce that for us so we can help them find volunteers.

Yeah I think your right Ludi. We need something with all of the appropriate information about the event and the requirements for volunteers and also a way of collating all of the contact details in a secure way before start to ask people to sign up as volunteers as it were. I shall get on this asap so that we can start to find volunteers.

Vick, Sharon and I had quick meeting last Thursday to begin to sort out what volunteer roles we need for the day of the event and then an estimate for the number of volunteers we need. This is roughly what we discussed as a starting point but need to speak to some of you about what you think you might need from volunteers.

We had thought that we would be asking volunteers to do at least half a day but hoping that some will want to do more or hopefully the whole day. We’ve done numbers for how many people we think we will need for each team or role at any one time, assuming that people might not be doing the whole day.

DAY EVENT.

Front of House Team.

• On the door, taking and selling tickets.
• Meet and greet for people arriving,
• Directing people to the right rooms etc.
• Other normal FOH jobs.
• Team of 4 at any one time.

Room Management.

• Re-arranging the room between sessions for the requirements of each speaker or session.
• Getting people in and out rooms.
• Ensuring the sessions can start on time.
• 5 rooms = 5 people. But we talked about staggered starts to sessions which would reduce the number of people we would need but would make lots of others things very complicated. So thoughts on this and how we might be able to reduce the number of people needed.

Performer/ speaker management.

• getting the speakers to the right rooms on time.
• Ensuring they have everything they need for the session.
• Perhaps the arts coordinators could take on this role for the day? Could be a case of this person handing them over to the room managers and them doing this as well. Not sure.

Café.

• Selling tea, coffee cakes etc.
• Team of 3-4 people.
• Will be busy between sessions when people want drinks, is there anything we can do to change that?

• We discussed needing people to bake cakes etc. not sure about this though.
  Crèche

• Sue, do you want us to find volunteers for this or are you doing that.

• Obviously there are more complicated requirements for this, DBS’s and having recently worked with children.

• How many do you want/ how long are volunteers going to be in the crèche for?

EVENING EVENT.

Front of House

• separately ticketed event, so need FOH team for on the door.
• 2 people enough?

Room Management.

• same as day event.
• 2 rooms = 2 people.

Performer/Speaker Management.

• Is this something that Matt would be doing anyway on the evening?

Bar

• Selling drinks throughout the evening event.
• 2-3 people.

Security

• There was a question about whether we would need any security of the evening event.

The numbers I’ve put are how many we might need at any one time, if people are doing half a day we will need more. At the moment were looking at a team of 15 people at any one time in the day and 8 in the evening (this is not including the crèche). We can take on some of these roles of course. So that’s probably about 20 volunteers for the day excluding ourselves. Is this doable?

Please can we have your thoughts on numbers of volunteers for each team? Have we missed anything off here? Also how many people do you want for setting up the event the night before, and clearing up afterwards? We will need someone to take charge of FOH team?