Volunteer Coordinator: Difference between revisions

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== Motto ==

Always Be Thanking. Everyone you work with is a volunteer and can walk away at any time.

== Timeline ==

=== January: prepare to fill lead roles ===

* Email planning@fireflyartscollective.org. Ask:

** Are you continuing as a lead this year, stepping down, or not sure yet?

** Do you need a co-lead or a replacement, and if so, do you want our help finding one?

** If you’re not sure yet, when should we check back?

* Put the answers in the Leads Spreadsheet.

* When our help is needed finding new leads, ask them to fill out the lead role description form.

=== February: fill lead roles ===

* Submit an announcement to Communications inviting people to fill out the lead volunteer interest form. Name some of the roles we know are needed.

* Start matching lead volunteers with lead roles.

** Check with the people the new volunteer will be working with first, in case of any incompatibility.

** Then ask the candidate if they’re interested in the position. Note that you can ask people to fill a position other than the one they were hoping for if it’s a good fit.

** Then get the candidate to tell tech@fireflyartscollective.org what Firefly email name they would like.

** Then give the new volunteer the Volunteer Handbook and ask them to do the onboarding steps at the top and look through the rest.

** Their co-leads or cluster lead can give them their core or cluster-specific onboarding, and you may need to put them in touch with the lead they’re replacing for further info.

=== March to mid-April: prepare to fill shift roles ===

* Make the new Volunteer Role Finder and ask planning@fireflyartscollective.org to review and update it as needed.

* Ask planning@fireflyartscollective.org to review their On-Site Volunteering Instructions page and update it as needed.

* Ask planning@fireflyartscollective.org to update their core’s volunteer shifts on the website. If anyone doesn’t have permissions to do that, Presley can grant it.

* Write any calls for volunteers that we want to be able to send as soon as the lottery opens. See the past versions here.

* Coordinate with ticketing@fireflyartscollective.org as needed.

** Ideally, the email that announces the lottery will direct people to the Volunteer Role Finder and explain that they can snag volunteer shifts now. This email is sent out automatically so they need to edit it in advance.

** Will we allow people to sign up for volunteer shifts when the lottery opens or only when they buy a ticket?

** When will we close online volunteer sign-ups?

=== Lottery Opening Day (as early as April 15th) ===

* Submit promotions emails/posts to Comms about signing up for volunteer shifts. Include the Volunteer Role Finder.

=== Ticket sales open ===

* Continue promoting volunteer shifts, especially for the cores that are lagging in volunteers.

=== Mid-May to Early June ===

* Core and cluster leads will receive DGS codes, which they can give to volunteers who haven’t gotten off of the ticket wait list yet.

* Make sure leads understand how to use these codes and use them before The Purge.

=== Mid June ===

* Ticketing team will purge unticketed volunteers from volunteer shifts.

* Announce that new volunteer shifts have opened up.

=== Late June ===

* Promote the last day of signups heavily to get a last wave of volunteers.

* Close online signups.

* Help Gnomes format and print volunteer instructions from the [[Main Page|wiki]].

=== Shortly before the event ===

* Remind people to write down their shift info and take it with them.

* Remind people that they can sign up for shifts and get instructions at Gnomes/Center Camp.

@@ Line 24: / Line 24: @@
 == Motto ==
 Always Be Thanking. Everyone you work with is a volunteer and can walk away at any time.
+== Timeline ==
+=== January: prepare to fill lead roles ===
+* Email planning@fireflyartscollective.org. Ask:
+** Are you continuing as a lead this year, stepping down, or not sure yet?
+** Do you need a co-lead or a replacement, and if so, do you want our help finding one?
+** If you’re not sure yet, when should we check back?
+* Put the answers in the Leads Spreadsheet.
+* When our help is needed finding new leads, ask them to fill out the lead role description form.
+=== February: fill lead roles ===
+* Submit an announcement to Communications inviting people to fill out the lead volunteer interest form. Name some of the roles we know are needed.
+* Start matching lead volunteers with lead roles.
+** Check with the people the new volunteer will be working with first, in case of any incompatibility.
+** Then ask the candidate if they’re interested in the position. Note that you can ask people to fill a position other than the one they were hoping for if it’s a good fit.
+** Then get the candidate to tell tech@fireflyartscollective.org what Firefly email name they would like.
+** Then give the new volunteer the Volunteer Handbook and ask them to do the onboarding steps at the top and look through the rest.
+** Their co-leads or cluster lead can give them their core or cluster-specific onboarding, and you may need to put them in touch with the lead they’re replacing for further info.
+=== March to mid-April: prepare to fill shift roles ===
+* Make the new Volunteer Role Finder and ask planning@fireflyartscollective.org to review and update it as needed.
+* Ask planning@fireflyartscollective.org to review their On-Site Volunteering Instructions page and update it as needed.
+* Ask planning@fireflyartscollective.org to update their core’s volunteer shifts on the website. If anyone doesn’t have permissions to do that, Presley can grant it.
+* Write any calls for volunteers that we want to be able to send as soon as the lottery opens. See the past versions here.
+* Coordinate with ticketing@fireflyartscollective.org as needed.
+** Ideally, the email that announces the lottery will direct people to the Volunteer Role Finder and explain that they can snag volunteer shifts now. This email is sent out automatically so they need to edit it in advance.
+** Will we allow people to sign up for volunteer shifts when the lottery opens or only when they buy a ticket?
+** When will we close online volunteer sign-ups?
+=== Lottery Opening Day (as early as April 15th) ===
+* Submit promotions emails/posts to Comms about signing up for volunteer shifts. Include the Volunteer Role Finder.
+=== Ticket sales open ===
+* Continue promoting volunteer shifts, especially for the cores that are lagging in volunteers.
+=== Mid-May to Early June ===
+* Core and cluster leads will receive DGS codes, which they can give to volunteers who haven’t gotten off of the ticket wait list yet.
+* Make sure leads understand how to use these codes and use them before The Purge.
+=== Mid June ===
+* Ticketing team will purge unticketed volunteers from volunteer shifts.
+* Announce that new volunteer shifts have opened up.
+=== Late June ===
+* Promote the last day of signups heavily to get a last wave of volunteers.
+* Close online signups.
+* Help Gnomes format and print volunteer instructions from the [[Main Page|wiki]].
+=== Shortly before the event ===
+* Remind people to write down their shift info and take it with them.
+* Remind people that they can sign up for shifts and get instructions at Gnomes/Center Camp.