(Proposal) Volunteers Coordination - New Sign Up System
Hi im vero, I've made this proposal in 2021 and I couldn't implement it because of the short time we had to organize the event. I researched three platforms that could potentially serve Kiez Burn and makes life easier for Realizers, volunteers and the volunteer coordinator.
I won't be carrying out this proposal myself anymore as time passed and my attention is elsewhere. If you find this material interesting and consider moving forward from here you have half work done! feel free to go through it and update new prices if needed, introduce yourself and shape the role.
You have my support! Im happy to guide you from here on. Thank you!
@Veroca R. Sala Volunteer Coordinator 2021 - Board Member -
The advice process
Here I recycle part of the thread that was presented last year which didn't go through since the event got canceled due to the pandemic.
What follows is basically the same proposal as Q1 2020 but with some updates and my clear willingness to perform this role using a new sign-up system for volunteers.
People Roles most affected by this proposal
Tickets ( the sign up should be in sync with tickets purchase process ideally)
Information gathered before posting:
I have done some research on different platforms to set up the signup, based on my knowledge and experience as a volunteer coordinator in 2019 .
People/roles with most knowledge and experience relevant to this proposal:
@Veroca R. Sala
How was done in 2019
Unfortunately, there isn't any good thread to link to 2019, but here an overview:
Volunteers Coordination 2019 used the same system as the previous year ( 2018)
Gathering the number 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
The 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 in 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 a 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
The proposal contains in essence two things.
One is a new sign up system that enables decentralization, is affordable and easy to use
The other one is to reserve 4 direct tickets for shifts hard to fulfill. I will explain this.
DIRECT TICKETS RESERVED
ONSITE SHIFTS HARD TO FULFILL
In 2019 there we has some struggles to fulfill important strike/general build/Ranger Leads shifts
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 four direct tickets for volunteers that at the last minute are missing a ticket because are sold out and are willing to volunteer on important unfilled shifts during the event, build or Strike.
How would this be implemented?
The volunteer will still have to pay for 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 because are sold out.
The mentioned direct ticket would be available ONLY if the Volunteer coordinator ( in communication with Realizers) 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
What are the disadvantages of having direct tickets reserved?
Controversies, some might say this is trading and it is not aligned with our principles?
What are the advantages of direct tickets reserved?
bring in to the event people that are willing to participate,
avoid stress on-site! Especially for the beloved strikers!
VOLUNTEERS SIGN UP SYSTEM
I have gone through different platforms to organize volunteer shifts and came down to the following options: VOMO; Volunteers Mark &Timecounts,
Volunteer - platform options: here this doc
How would be the proposal be implemented?
What Volunteers Coordination would DO:
Research and Find a signup system adjusted to our needs
Ensure the payment to any of the platforms is done on time before the signup period starts.
Communicate with comms to align how to “promote” the new system (Links and instructions on newsletters or/and Social Media)
Set up the platform with basic information about the Organization and its components ( Lead areas - Welfare, Build, strike, Gate etc.).
Give Admin licenses to the platform to the Realizers so they can complete the set up with descriptions and stuff.
Guide, support, and help Realizers to schedule the available shifts for volunteers on the Portal. ( maybe give a workshop or make tutorials)
Manage the Volunteer’s email account forwarding lost hippies to the right clicks for signup on their shifts.
Support recruiting volunteers especially for General Build & Strike (musts)
Make sure there is a Volunteer's plan sheet onsite up for consultation for the participants and Realizers.
What Volunteers Coordination would NOT DO
Coordinate volunteers onsite
Coordinate comms between Realizers and Volunteers for pre-event training
Exclusively be the only recruiting source to fulfill shifts.
Kitchen for Volunteers:
More likely Deine Mudda camp will be feeding volunteers during build and strike. The decision hasn’t been made yet.
Who would implement this proposal?
Myself and whoever wants to help (?)
When would this proposal be implemented?
There is not such a timeline for Volunteers 2021 until Tickets sale dates are defined but:
In the past: the sign-up period started in early April along with ticket sales.
What would be ideal, this depends actually on when is the event gonna take place. Considering the usual date of Kiez Burn in the summer solstice:
The signup platform portal would be ideally paid in March to allow some prep time for all Realizers and Volunteers Coordinator, navigate the platform, do the setup and solve potential issues in communication with the help center provided.
In April It would hopefully start the signup period, running up until middle June
The Volunteer signup platform would still be available until the end of June to allow exporting data for future census and stuff. Not talking about personal data.
What would be the cost (time, money, effort, etc.) of this proposal
Time: I'm not sure, it depends on the platform I guess
Money: depending on which plan/platform we choose; something close to 300 euros. (for 4 months subscription)
Advantages of this proposal:
we will be primarily keeping personal data secured
we will experiment with how decentralization would work from the perspective of the volunteer coordination and potentially dissolving/minimizing the tasks of this role for the future. If the platform works fine, next year we could use all guidelines from this year so Realizers can set it up themselves. The volunteer coordinator will be the enabler cause it will only have to liaise with the company and ensure it is paid + handover all guidelines and passwords once Realizerers take on their roles.
Opportunity to more efficiently gather and export info from participants for a future census.
Disadvantages of this proposal
Implementing a new sign up system will require money investing and the risk of failure ( as it's unknown how the tool can work with our organization),
We might have to deal with terminology not adjusted to our organization. Words like “Department” or “project Lead” instead of Realizer.