How to Deliver a Successful Corporate Volunteering Day Dominic Pinkney & Catherine Evans Team UP Volunteer Centre Camden

This Workshop will Cover the Following What sort of activities should I organise? Commercial considerations What Corporates Expect - Communication Planning an Event: Pre-Event On the Day Post-Event Tips, Tricks and Recommendations Your Director has already arranged for a corporate volunteering day with 10 high-flying professionals. You are tasked with managing the event.

What sort of activities should I organise? A whole range of possibilities: painting and decorating; gardening and landscaping; meeting and supporting service users; delivering workshops; fundraising; employability; healthy living/eating; enterprise The activity must be suitable for the number of volunteers and the time they have available Common mistakes or issues: not all volunteers show up, over- estimating how much work can get done or under-estimating it How to plan effectively – break the volunteering time down into realistic sections/activities, e.g. allow for introductions, briefing, break time, lunch, packing up, etc. (More on this very shortly) Exercise: Think of an activity or activities that you could do for your or a partner organisation

Have the Commercials been Finalised? Ask you Director or equivalent about the following: What budget/payment has been agreed? When will you receive this? Will payment be received up front? We recommend 50% on sign-off of the activity and 50% on completion What is your budget to complete this activity? Is there a written agreement or trail confirming the volunteers will definitely arrive on a set day? i.e. if they change their mind and/or back out will you still recover your costs? Will your Trustees be okay with it?

Planning the Event – What Corporates Expect Communication What the volunteering activity is? What to do they need to do? Why is it important? What is the expected difference or impact? Where do they need to go? What time does it start and finish? Is there parking? What do they need to wear? Will there be refreshments/lunch/toilets? Information presented in a professional manner To be treated well and their effort to be considered special

Group Activity – Planning an Event You are organising the group of 10 business volunteers to paint a run-down office or room that should take a whole day to complete. The event will take place on 12 th April. Split into teams to list the activities. Think about things that “can” go wrong: Pre-Event Planning The Day of the Event Post-Event (After volunteers have left)

Group Feedback Pre-Event Planning The Day of the Event Post-Event (After volunteers have left)

Pre-Event Planning Health & Safety/Risk Assessment Check (First Aid) Is there a rail strike or major event that day that might cause transport issues? Confirm access and usage to area/building with others Confirm Volunteers are still coming to Event Invite someone from the business to do a pre-event visit Paint – Colour, Type, Quantity, Supplier, Delivery Other materials: wiping walls, paint brushes, rollers, extended handles, dust sheets, masking tape, gloves, face masks, step ladders Ensure all materials and equipment have been secured before the event and are safely stored away Send volunteers information about the event, include photos, map etc. Make sure you have contact numbers for people you may need to contact (volunteers, caretaker, neighbours, etc.) Insurance DBS

The Day of the Event Set up all materials and equipment to be used Arrive before volunteers Introduction (You, Director?) Volunteer Briefing – what is the work needed to be done, will the team be split into groups, confirm timetable for the day, health & safety, refreshments, lunch, toilets Photos throughout (before & after shots) + team photo together Social media (Twitter and Facebook) Give practical and motivational support to volunteers (help where needed for them to carry out their volunteering) Talk to do volunteers, get to know them better (individuals and company), let them get to know you Tidy and clean up Evaluation Forms

Post-Event Write an impact report with photos Contact volunteers to thank them and send impact report Give lead volunteer organiser/contact a small present Put article or information about their support on your website and further mentions on social media Add volunteers to your marketing list(s) Offer them more volunteering opportunities or other ways to engage with your organisation in the future Nominate them for a volunteering award

Final Tips, Tricks and Recommendations Based on experience, evaluation and mistakes! Always have tea and coffee ready for volunteers before they begin Always have contact numbers of anyone you might need to contact (e.g. volunteers, caretakers, etc.) Have you evaluation forms on paper Put a box for addresses on your volunteer sign-in sheet Get twice as much masking tape as you think you need Keep in regular contact, but do not over do it (some sort of contact once a month is about right)

Thank you – hope this was helpful?