Volunteering Spirit Wales Ysbryd Gwirfoddoli Cymru  www.wcva.org.uk  0800 2888 329  help@wcva.org.uk

Independent trust - 47m endowment from Big Lottery Fund Invests in projects that empower people to get out, be involved and feel better Believes in equal chances: to ensure the spirit of London 2012 is felt across the UK

Connects events to communities - investment of local, regional and national benefit Tackles isolation and disadvantage - supporting opportunities in sports, physical activity, arts and culture, volunteering and social action

Volunteering Spirit Wales objectives: Test the application of principles of good practice in volunteer management in the context of events Identify and disseminate transferable learning Develop relevant methodologies and tools Embed good practice in event volunteering through the work of the partner organisations

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Talk about six partners & pilot projects: Inclusive Futures Regional Camp – to enable volunteers to recognise & articulate skills and competences gained in relation to enhancing employability (piloting a competencies scorecard to be used with projects throughout Wales). IAAF/World Half Marathon Championships – to improve volunteer engagement through preparatory and follow up meetings for volunteers. Urdd Eisteddfod – to improve recruitment by better defining roles and developing a targeted approach and to explorte how volunteer training can bve developed and accredited. St Fagans Food Festival – to establish systems of recognition and support which are portable to future events. Goodie bag and museum discount card, volunteer hub Outdoor Partnership Festival – to explore systems of communication and the management of volunteer data e.g. Development of bilingual volunteer management software Mental Health Arts Festival – to develop from the outset, methods in volunteer involvement which are informed by best practice, particularly in relation to inculsion and equal opportunities.

Stakeholders Stakeholders feed into the VSW pasrtners meetings – worked closely with Cardiff Met Events Management students on the World Championship Half Marathon event

The plan: Delivery of six separate pilot projects across Wales involving distinct interventions Baseline Survey Pre-event and post-event surveys of volunteers in each of the six partner events Regular meetings to foster collaborative working between the partners, stakeholders and WCVA Independent evaluator

The story so far … Baseline survey complete Six events have taken place Pre and post surveys of each event Evaluation in progress Undertaken a baseline survey of volunteers who have been involved in public events to find out what worked well, and what would improve their experience Explain about making volunteer surveys accessible to all – held focus groups with DSW volunteers (some with and without learning disabilities to ensure that they were easy to understand and complete)

Inclusive Futures Regional Sport Camp Volunteer skills scorecard to measure competencies gained Accessible methodology Inclusive Futures Regional Sport Camp WCVA was delighted to be involved with the inspirational Inclusive Futures Regional event at Llandarcy Sport Academy that welcomed 120 pupils from Special Teaching Facilities (STF) across Swansea and South Powys. This event wouldn’t have been possible without the amazing team of around 50 event volunteers and the support they receive enables us to continue to breakdown barriers to sports volunteering so that young people with and without disabilities can enjoy the benefits of volunteering together.   The event was an incredible opportunity for pupils to experience different inclusive sporting activities, listen to several elite athletes who talked about their journeys in sport as well as being inspired by the volunteering journey of the three of the Inclusive Futures team members. Our work with Disability Sport Wales is specifically around inclusion to capture the experience of young volunteers with and without disabilities and we’re looking forward to sharing our learning across the sector.

Cardiff World Half Marathon Volunteers supporting volunteers Volunteer Hub Improving engagement (briefings & thank you events) There were a number of roles for volunteers to get involved in on race day from Start/Finish support to Race Guru to Banana duty and there was never a dull moment! Volunteers were encouraged to share their experiences of the day at the Volunteer Hub, based in City Hall, as well as to grab a cuppa, chat to fellow volunteers and have a well deserved sit down. One volunteer said 'I wanted to contribute to society and help in my own way - I managed to do all this as well as meet new people and see some of the best athletes in the world run in our very own city.' Along with Mo Farah around 20,000 runners completed their half marathon journey and were so thrilled at their achievement as well as their enjoyment of the day despite the weather! One runner said, 'My favourite moment was the finish line, seriously the weather was horrendous - how the volunteers kept standing there encouraging and cheering you on was incredible and motivated you to keep going. I'd definitely sign up to another running event in the future and if for any reason I can't run on that occasion I'd sign up as a volunteer without a doubt.' Volunteer Thank You Event - special event including a special guest, Christian Malcolm (Elite Welsh 200m athlete) as well as recognition of some exceptional volunteers. Events just wouldn't happen without the valuable contribution of volunteers.

Eisteddfod yr Urdd Sir Fflint Volunteer roles descriptions to improve recruitment Developing training

Saint Fagans Food Festival Recognition for volunteers – goody bags, volunteer hub

The Outdoor Festival, Gwynedd Recruitment, communication and managing volunteer data with bilingual software

Walls Muriau. Mental Health Arts Festival Including and supporting people with experience of mental ill-health Getting it right ‘from the start’

Outputs to date… Stories and articles published Case studies in progress Event volunteering certificate Event Skills scorecard Bilingual volunteer management software Undertaken a baseline survey of volunteers who have been involved in public events to find out what worked well, and what would improve their experience Explain about making volunteer surveys accessible to all – held focus groups with DSW volunteers (some with and without learning disabilities to ensure that they were easy to understand and complete)

VSW YGC The Aims Widen access to event volunteering in Wales Professionalise standards in the involvement of volunteers at events Build networks of support for organisations to learn from each other’s experiences of managing event volunteers

VSW YGC The Themes An Overarching Volunteering Theme: management structures, policies, procedures and resources in place for event volunteer involvement Five specific Themes each with related indicators Theme 1 Recruitment and Diversity Theme 2 Management and Communication Theme 3 Training and Communication Theme 4 Recognition Theme 5 Follow up and referral

Overarching VSW YGC Volunteering Theme THEME 1 Recruitment and diversity Baseline 50% did not have any written role descriptions for the roles they had identified Only a fifth of respondents said they had a recruitment and selection policy regarding event volunteers Just over half of respondents (55 percent) said they monitored equal opportunities Just over 4 in 5 organisations recruit event volunteers from existing volunteers or supporters. Half of organisations recruit from the general public Overarching VSW YGC Volunteering Theme that appropriate management structure, policies and procedures and resources for volunteer involvement are in place e.g. volunteering policy in place setting out the organisation’s commitments, expectations, roles and responsibilities and referring to other relevant documents such as: data protection; risk assessment; safeguarding procedures; health and safety; insurance.

THEME 2 Management & communication Baseline Tools used to help manage event volunteers

THEME 3 Training and communication Baseline How do you brief event volunteers?

THEME 4 Recognition Baseline 94 % of organisations recognised the contribution of volunteers in some way Methods vary - most common one is personal thanks A fifth of respondents said they held a post event celebration 22 % said their volunteers received a record of their achievements

THEME 5 Follow up and referral Baseline Do you gather feedback on volunteers’ experience of the event? Making event volunteers aware of other opportunities to support the organisation ‘One national organisation notes that their team would have a review, but local volunteers were not formally involved.’ ‘Another noted ‘We do not specifically request feedback - but we do get it regularly’.’ Have you sought advice or information on event volunteering? 27% within organisation / almost 50% had not sought advice or information Receiving feedback on the volunteering experience Many different methods: some formal, many informal

Access to and sharing of information and best practice cross sector An increasing role for events and event volunteering in the voluntary sector? Access to and sharing of information and best practice cross sector A Wales wide ‘gateway’: signpost opportunities for potential event volunteers and provide an event volunteer management system? Transferability of skills and experience gained by event volunteers between events and into wider social contexts e.g. the ‘Goals’ of the Wellbeing of Future Generations SM to introduce the group session – info on tables re the themes and some examples of the learning – invite people to circulate and add their comments to the tables using the table ‘sheet’ or the post its – e.g. where they feel they have existing examples of good practice/info sheets or other practical material that might be good to share with others in the sector; where they have specific issues that they want to learn more about or have access to information on’ and so on.

#VolSpiritWales #YsbrydGwirCymru Fiona Liddell WCVA Volunteering Development Manager fliddell@wcva.org.uk