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How to run Sanctuary: Difference between revisions
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''We are starting this page in 2019. The intent is to fill it with a bunch of information that will make running Sanctuary in 2020 much easier.'' | ''We are starting this page in 2019. The intent is to fill it with a bunch of information that will make running Sanctuary in 2020 much easier.'' | ||
== | ==Proposed structure== | ||
Running Firefly Sanctuary to its full potential is a ton of work. Delegation is key. This section will list tasks that are great candidates for delegation. It's possible to imagine us having a different person assigned to each of these tasks, possibly avoiding the usual situation where a few people end up doing a stressful amount of work! In an ideal world we'll have one person on each of these roles, one person who is "backup" should the first person get busy, and have weekly meetings starting in April where all these folks get together to work on things and share updates. | Running Firefly Sanctuary to its full potential is a ton of work. Delegation is key. This section will list tasks that are great candidates for delegation. It's possible to imagine us having a different person assigned to each of these tasks, possibly avoiding the usual situation where a few people end up doing a stressful amount of work! In an ideal world we'll have one person on each of these roles, one person who is "backup" should the first person get busy, and have weekly meetings starting in April where all these folks get together to work on things and share updates. | ||
=== | === Lead === | ||
===To Do list and deadline tracker=== | ====To Do list and deadline tracker==== | ||
This should be the person everyone (internal to Sanctuary and outside of Sanctuary) can go to to ask "What's the latest on task ___?" or "What's the latest on our question about ____?". The person in this role should be prepared to answer with "As of X days ago person Y was the one in charge of that, Y@ff.org is their email, the most recent update they gave me was Z, and I have a check-in scheduled with them about that task in W days." | This should be the person everyone (internal to Sanctuary and outside of Sanctuary) can go to to ask "What's the latest on task ___?" or "What's the latest on our question about ____?". The person in this role should be prepared to answer with "As of X days ago person Y was the one in charge of that, Y@ff.org is their email, the most recent update they gave me was Z, and I have a check-in scheduled with them about that task in W days." | ||
===Updating all the materials in the binder=== | ==== Email triage ==== | ||
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 === | |||
====Updating all the materials in the binder==== | |||
*Volunteer manual | *Volunteer manual | ||
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*Cheat sheets: For example, what to do when you arrive at the Sanctuary tent ("Sign in! See who's on the radio. Flip through the binder. Discuss strengths and weaknesses with your co-Support." | *Cheat sheets: For example, what to do when you arrive at the Sanctuary tent ("Sign in! See who's on the radio. Flip through the binder. Discuss strengths and weaknesses with your co-Support." | ||
===Lead the trainings=== | ====Lead the trainings==== | ||
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 one person doesn't have to do all six? | ||
=== | ===Volunteer liason=== | ||
==== Track individual volunteers ==== | |||
=== | |||
Keep track of individual volunteers: | Keep track of individual volunteers: | ||
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It would be awesome to be able to keep track of individuals this way, but it could be a lot of work. This year we have 73 volunteers; I think it would be nice to have a Volunteer Liason for every 20 people | It would be awesome to be able to keep track of individuals this way, but it could be a lot of work. This year we have 73 volunteers; I think it would be nice to have a Volunteer Liason for every 20 people | ||
=== | ====Sign people up for trainings and create 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. | |||
We can probably use volunteer.fireflyartscollective.org better as a training signup system than a shift signup system | |||
===Tracking shift coverage=== | ====Tracking shift coverage==== | ||
Do some math like | Do some math like | ||
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Let's hustle harder if 82/13=6 days have passed and we haven't filled another shift | Let's hustle harder if 82/13=6 days have passed and we haven't filled another shift | ||
=== | ==== Deciding who should be Subject Matter Expert On-Call ==== | ||
Do all the volunteer liaison duties listed above, but for a group of pre-selected SMEs you steal 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" | ||
===Booking training spaces=== | ===Communications=== | ||
Keep track of all the tidbits of information that need to go out, and draft them into nice emails. Make a Google Sheet to collect the emails of everyone who should get that email, and poke Volunteer Liasons to get that sheet up to date before you send out the communication. | |||
===Making space=== | |||
====Booking training spaces==== | |||
Have an accessibility contact | Have an accessibility contact | ||
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Can you make the bathrooms gender neutral? | Can you make the bathrooms gender neutral? | ||
===Organizing the picnic or other social events=== | ====Organizing the picnic or other social events==== | ||
Let's make Sanctuary a social thing! | |||
=== | ===Sanctuary setup=== | ||
==== Look over Sanctuary materials while on a work weekend ==== | |||
Requires a car | Requires a car | ||
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Determine if more bins are needed | Determine if more bins are needed | ||
===Getting the Sanctuary shelter up there and getting it set up=== | ====Getting the Sanctuary shelter up there and getting it set up==== | ||
Decide way ahead of time which work weekend this will happen on | Decide way ahead of time which work weekend this will happen on | ||
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Requires a car | Requires a car | ||
===Creating a budget and ordering new materials=== | === Planning 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? | |||
====Creating a budget and ordering new materials==== | |||
Get new bins if you buy a lot of new stuff | Get new bins if you buy a lot of new stuff | ||
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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: Compare notes with Sanctuaries at other Burns=== | === Ambassador/Collaborator === | ||
====Ambassador: Compare notes with Sanctuaries at other Burns==== | |||
enjoyingthedance@gmail.com was sanctuary co-lead at COnstellation Burn | enjoyingthedance@gmail.com was sanctuary co-lead at COnstellation Burn | ||
mysticgreene was Sanctuary Lead at Nectr | mysticgreene was Sanctuary Lead at Nectr | ||
===Collaborator=== | ====Collaborator==== | ||
We'd love to work more closely with | We'd love to work more closely with | ||
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#When people sign up ask for the minimum and maximum of what they'd like to do. For reference, give them a chart that shows "In 2019 48 people did 4 hours, 10 people did 6 hours..." etc. | #When people sign up ask for the minimum and maximum of what they'd like to do. For reference, give them a chart that shows "In 2019 48 people did 4 hours, 10 people did 6 hours..." etc. | ||
#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. | |||
==Other mistakes to learn from== | ==Other mistakes to learn from== | ||
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#We accidentally ordered enough t-shirts for everyone who had signed up for trainings, when many of them didn't need t-shirts because they didn't actually get to the point of signing up for shifts | #We accidentally ordered enough t-shirts for everyone who had signed up for trainings, when many of them didn't need t-shirts because they didn't actually get to the point of signing up for shifts | ||
#It would be nice if we could get our own webpage updated without having to email communications | #It would be nice if we could get our own webpage updated without having to email communications | ||
#If you're doing an online video conference training, make sure to check that the video conference solution doesn't have a cap that's below the number of participants you're expecting. Last year we tried to use Hangouts for a 20-40 person training, quickly hit the 10 person limit, and then had to scramble and were lucky to find out someone had a business account on Zoom. | #If you're doing an online video conference training, make sure to check that the video conference solution doesn't have a cap that's below the number of participants you're expecting. Last year we tried to use Hangouts for a 20-40 person training, quickly hit the 10 person limit, and then had to scramble and were lucky to find out someone had a business account on Zoom. | ||