Shaping Volunteers Coordination 2020
Veronica Rodriguez Sala
Volunteer Coordinator 2019 & 2020,Documentation 2019 Co-Lead, Event Coordination Team 2020; Realities Set up 2020
This thread is to:
gather opinion and define the role/tasks of the General volunteer coordinator 2020
Gather opinion/ input about the volunteers sign up system 2020
Discuss how can we reinforce the “voluntelling” to have more people interested in volunteering.
Realistically discuss how do we wanna avoid last-minute stress and potentially make a proposal after the opinion is gathered
Areas to get input from
Info from the past
How was done 2019
Unfortunately, there isn't any good thread to link to, but here an overview:
Volunteers Coordination 2019 used the same system than the previous year ( 2018)
Gathering the amount of volunteers needed in each area, by asking the Leads of each Need for the event ( using google forms)
Creating an open Spreadsheet on a drive
Spreadsheet was open for volunteers to take on their shifts
using Facebook & newsletter for recruiting
Using a survey filled in by Ticket holders for recruiting
How did it work the recruitment and coordination 2019:
Leads were clear and precise about the number of volunteers.
Communication with Leads was great.
Many Leads would get in touch with the volunteers to confirm shifts, give specific info
Many Leads like Rangers have recruited big part of their crew
Shifts were taken quite quickly although we did have some empty spots for Ranger Leads, Strike, that were very hard to fulfill.
There was not such a big pile of work for the Volunteer Coordinator since the decentralized model divided the work among the Leads.
It wasn't any General Volunteer Coordination onsite and it was not needed.
Kitchen for volunteers 2019
Deine mudda camp, fed volunteers only on Build and Strike
How did the sign-up System Work in 2019?
The open Spreadsheet document looked like this And it raised some controversy about the data/ contact info from volunteers being public.
It was possible to sign up for a shift without giving any contact information. Given this, the Leads were not able to contact some volunteers
Defining Volunteer Coordination role 2020
Sign up system
There was an initiative of a new sign up platform with many advantages. This came from @Erin Jeavons-Fellows @Callum Macdonald if I'm not wrong.
Eventually, we would need some update in that matter. If this happens, the role of Volunteer Coordinator might get reduced to a voluntelling work
If the new platform for sign up is not a go. Im happy to proceed with the previous 2019 / 2018 sign up system, since I lack resources to create a better system. ( If someone wants to volunteer and co-create, Iam also happy to co create., leave a comment!)
update: Erin communicate the new platform is not gonna be possible this year at least.
we could use the old system: the public spreadsheet as described above
or researching an already existing system that could adjust to our needs. This Might require money from Budget
Kitchen for Volunteers:
We would be offering food as last year
food for volunteers on build and strike. Also for security during the event
We are not yet confirmed how / which kitchen will host volunteers
We know Talk is very wide ( and yet getting wider)
Here there is a post where we can link people to, from Facebook . When someone is interested in volunteering and sign up is not yet open; still, they can have a brief overview or perhaps, on early-stage, get involved in the pre-event stuff.
here we are creating fun video tutorials
open to more suggestions on how can we get better at voluntelling
How can we avoid last-minute stress?
gathering opinion about this: @Otto
Given the last-minute stress we have to face last year to fulfill important strike/general build/Ranger Leads volunteers
And because important unfilled shifts would mean a plus load of unfair work onsite, for the people that are leading and volunteering onsite
I suggest sparing with transparency four or five direct tickets for volunteers that at last minute are missing a ticket and are willing to volunteer on important unfilled shifts during the event.
How would it work?
The volunteer will still have to pay the ticket
we wouldn't be promoting this emergency resource, but only consider those who VOLUNTARILY offer themselves ( on Facebook e.g. or meetings.) to actively participate but are missing tickets.
The mentioned direct ticket would be available ONLY if the Volunteer coordinator ( in communication with Leads) sees the real need.
The mentioned direct ticket would be handled only by the volunteer coordinator in communication with Tickets.
What "last minute" means 2 days before Build starts
to gather cons with the community
bring in to the event people that are willing to participate and help
avoid stress on-site! Especially for the beloved strikers!
There is not such a timeline for Volunteers 2020 until Tickets sales are defined