How to run Sanctuary: Difference between revisions
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==Proposed structure== | ==Proposed structure== | ||
Running Firefly Sanctuary to its full potential is a ton of work. However, with enough forethought, it could be spread out over a large group of volunteers and several months, instead of the usual situation where most of the work falls to one or two people in the last month before Firefly. | '''Problem statement''' | ||
Running Firefly Sanctuary to its full potential is a ton of work. However, with enough forethought, it could be spread out over a large group of volunteers and several months, instead of the usual situation where most of the work falls to one or two people in the last month before Firefly. However, it doesn't do any good just to enlist a lot of people to help, if there aren't clearly delineated responsibilities: You end up with a bad situation where people are frustrated and not working because they're always waiting to be told what to do, or they're always stepping on the toes of someone else with an overlapping role. | |||
'''Proposal''' | |||
One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people. | One vision is to have one or several people signed up for each of the roles articulated below, and also have a backup person for each role, since inevitably ''someone'' always ends up being too busy, having a life crisis, or burning out. If all of the people in these roles pick a weekly meeting time starting in April, it would set aside a certain amount of time each week to get work done, it would eliminate the hassle of trying to work with everyone's schedules ad-hoc for in-person meetings, and it would create a social element that is appealing to many people. | ||
===Lead=== | ===Role 1: Lead=== | ||
1 person | 1 person | ||
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Someone should keep track of each email (in a spreadsheet? With labels in gmail?) and make sure they got followed up on in a timely manner by the right person | Someone should keep track of each email (in a spreadsheet? With labels in gmail?) and make sure they got followed up on in a timely manner by the right person | ||
===Policies and procedures=== | ===Role 2: Policies and procedures=== | ||
1 - 2 people | 1 - 2 people | ||
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*Child response guidance sheet | *Child response guidance sheet | ||
*Suicidality guidance sheet | *Suicidality guidance sheet | ||
*Zendo | |||
*Extra readings | *Extra readings | ||
*What to do when someone visits and is looking for someone | *What to do when someone visits and is looking for someone | ||
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You must practice | You must practice | ||
There were six trainings this year, maybe one person doesn't have to do all six? | There were six trainings this year, maybe they can be split up so one person doesn't have to do all six? | ||
===Volunteer | ===Role 3: Volunteer liaison=== | ||
2 - 5 people | 2 - 5 people | ||
====Track individual volunteers==== | ====Track individual volunteers==== | ||
I think we should keep a file (probably a Google Doc template) for each individual volunteer. This would help us get people caught up if they're coming into the process late, and help us remember a volunteer's context when they reach out to us for information. The file would keep track of: | |||
*What training is this person signed up for? | *What training is this person signed up for? | ||
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*Are they interested in doing an LS shift? | *Are they interested in doing an LS shift? | ||
*Are they signed up for shifts? | *Are they signed up for shifts? | ||
*Do they have signup permissions? | *Do they have signup permissions in the schedule system? | ||
*Do they have a ticket? | *Do they have a ticket to Firefly? | ||
*Do they have any flexibility to move their shift to an understaffed time, or to take on more shifts? | *Do they have any flexibility to move their shift to an understaffed time, or to take on more shifts? | ||
*Are they in the Boston area and should be invited to the picnic or other social events? | *Are they in the Boston area and should be invited to the picnic or other social events? | ||
This year we have 73 volunteers; I think it would be nice to have a Volunteer Liaison for every 20 people | |||
====Sign people up for trainings and create a waitlist==== | ====Sign people up for trainings and create a waitlist==== | ||
We're very happy we used a waitlist | We're very happy we used a waitlist: About half of the people confirmed for each training showed up; it's good to have a backlog and send several reminders. | ||
About half of the people confirmed for each training showed up; it's good to have a backlog and send several reminders. | |||
We can probably use volunteer.fireflyartscollective.org better as a training signup system than a shift signup system | We can probably use volunteer.fireflyartscollective.org better as a training signup system than a shift signup system | ||
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====Deciding who should be Subject Matter Expert On-Call==== | ====Deciding who should be Subject Matter Expert On-Call==== | ||
One person should do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs they pluck from the pool | |||
Record their credentials in the "Profiles of the people on call" | Record their credentials in the "Profiles of the people on call" | ||
===Communications=== | ===Role 4: Communications=== | ||
1 person | 1 person | ||
Write the updates to the webpage and the emails that will go out to many people. The main task here is to write really clearly and concisely. | |||
=== | ===Role 5: Event planning=== | ||
1 person | 1 person | ||
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Can you make the bathrooms gender neutral? | Can you make the bathrooms gender neutral? | ||
====Organizing | ====Organizing another picnic or other social events==== | ||
Let's make Sanctuary a social thing! | Let's make Sanctuary a social thing! | ||
===Sanctuary setup=== | ===Role 6: Sanctuary setup=== | ||
1 - 2 people | 1 - 2 people | ||
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Requires a car | Requires a car | ||
===Planning the space=== | ===Role 7: Planning the space=== | ||
1 - 2 people | 1 - 2 people | ||
====Design the space==== | ====Design the space==== | ||
How can we create privacy, coziness, etc, with how things are laid out and what is available in the space? | How can we create privacy, coziness, etc, with how things are laid out and what is available in the space? | ||
At least one participant refused to enter sanctuary because they didn't like the vibe, it didn't feel cozy. | |||
====Creating a budget and ordering new materials==== | ====Creating a budget and ordering new materials==== | ||
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We need a way to keep the case forms dry | We need a way to keep the case forms dry | ||
===Ambassador/Collaborator=== | ===Role 8: Ambassador/Collaborator/Historian=== | ||
1 person | 1 person | ||
====Ambassador: Compare notes with Sanctuaries at other Burns==== | ====Ambassador: Compare notes with Sanctuaries at other Burns==== | ||
enjoyingthedance@gmail.com was sanctuary co-lead at | enjoyingthedance@gmail.com was sanctuary co-lead at Constellation Burn | ||
mysticgreene was Sanctuary Lead at Nectr | mysticgreene was Sanctuary Lead at Nectr | ||
esd@lakesoffire.org "My name is ____ and I am the Emergency Services Lead at Lakes of Fire in Michigan" | |||
====Collaborator==== | ====Collaborator==== | ||
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*Accessibility | *Accessibility | ||
*Touchpoints | *Touchpoints | ||
'''Historian: Read through materials from previous years to find ways to improve the present year''' | |||
*AARs | |||
*Case logs | |||
*Feedback form responses | |||
*Extra credit: Old emails to sanctuary@fireflyartscollective.org | |||
==Other ideas to consider== | ==Other ideas to consider== | ||
#Creating shifts where Sanctuary volunteers wander, with or without Rangers | #Creating shifts where Sanctuary volunteers wander, perhaps with or perhaps without Rangers | ||
#Use the online volunteer system for TRAININGS signups, and use a Google Doc for the schedule. | #Use the online volunteer system for TRAININGS signups, and use a Google Doc for the schedule. | ||
#Set up weekly "Sanctuary Committee" meetings right from the start (April) | #Set up weekly "Sanctuary Committee" meetings right from the start (April) | ||
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#Have accessibility info: "At Sanctuary you can sit, here's how you get up there, if you're on call we want you to be able to head straight to Sanctuary..." | #Have accessibility info: "At Sanctuary you can sit, here's how you get up there, if you're on call we want you to be able to head straight to Sanctuary..." | ||
#Anyone who helps--especially overnight--with a case of psychosis or mania, should be dismissed from all Sanctuary duties for the rest of the event. Otherwise it creates burnout. | #Anyone who helps--especially overnight--with a case of psychosis or mania, should be dismissed from all Sanctuary duties for the rest of the event. Otherwise it creates burnout. | ||
#Have comfort food, in a cooler | |||
==Other mistakes to learn from== | ==Other mistakes to learn from== | ||