4 Tips on Working with Volunteers - Tip 4!

4. Power of Orientation

The best incentive you can give a Volunteer is training. Because of the nature of volunteering this is not the same as job training, sometimes this can be as simple as an email with a brief description of the event and a detail of each position, and other times this can be a full run through of the production schedule as well as the policies and procedures of the company or event as was the case of the Olympics last year. Whether it’s a full day course or a quick walk through of the area, by giving the volunteers the ability to do their job with confidence and support you are ensuring that they will enjoy the experience and want to do it again.

A good orientation should touch on a few major points.

Who’s the Client? A Volunteer should always know who the client is, because although they are volunteering for you, they may have issues with the client. (Make sure you know before they get there!)

What’s the dress code? The biggest fear in Vancouver is not dressing for the occasion! The same goes for your Volunteers.

What’s the Address? And sometimes a map helps too. Remember, if you want your Volunteer to be on time make sure they know where they are going!

What’s the time and Date? It seems obvious, however sometimes it can be overlooked. (And not just start date, I have volunteered at an event that didn’t seem to end…ever!)

What are the positions? Here is the Key to great Volunteers! Make sure they have an idea of what the positions are and how they are broken down. Some positions may require on site training, and some positions may be developed in more detail during the event, but what ever they are, let the Volunteers know so they have an understanding of what might be expected of them! (This will also make it easier to prevent “Volunteer Clustering” when it happens)

Another great tool in the orientation (and one that’s often overlooked) is getting to know your Volunteers. This is usually good to do on site which is why it’s important to have your volunteers show up a little earlier. This will let you and your team get to know a little about the Volunteers working with you at the event. Find out what their strengths are, what positions they are interested in. It not only allows you to get to know them, but allows the Volunteers to get to know each other. And if you have different shifts of volunteers arriving through out the event, make sure that they each get a chance for this interaction. It helps create unity and cohesiveness for your entire event team during the event, and also makes the volunteers feel more comfortable. As a volunteer myself, I know there have been times when I have arrived on site at an event and been a little intimidated and even overwhelmed by the scope of the event.

In closing, remember to get feedback from your volunteers as well. The measure of a great event can sometimes be gauged by the volunteer experience just as well as the guest experience. It’s good to know what they thought and how they felt about the whole event. Also, be good to your volunteers, because you never know where they might end up! For instance, guess how many of The Finer Details employees started out as Volunteers at The Finer Details events?

How to stick to your diet over Easter!

Whether you're trying to lose weight, or simply maintain your current weight, Easter can present a particular challenge. With all of the tempting and fattening foods being passed around, it can prove a challenge to keep eating healthily at a party. These simple tips will help you stick to your eating plan at a party.

1. Focus on the people, not the food. Remember that parties and social functions are meant to be times to get together with friends and family. Recognize that you’re not just there for the food.

2. Prepare so you don’t arrive at a party on an empty stomach. Have a light, healthy snack shortly before leaving for the party. Choose protein rich foods, such as low-fat yogurt or cottage cheese, as the protein will stick with you and help you full longer. Alternatively, eat a small green salad as the fibber will also fill you up. By taking the edge off your hunger, you can approach the buffet table with control and be less likely to make impulsive choices at the party.

3. Eat slowly. It takes our body about 20 minutes to realize that we are full. Also, the more slowly you eat, the less food you'll eat as opposed to eating fast in the same amount of time.

4. Drink responsibly. Consider sparkling mineral water or non-alcoholic drinks, such as a "virgin Mary." If you decide to drink alcohol, choose white or red wine, rather than champagne or hard liquor. Intersperse all alcoholic drinks with water, and you can even use sparkling water added to water down alcohol.

5. Stay active at a party. Mingle, dance and do what you can to stay active (and as far away from the buffet table as possible). Keep your metabolism up by staying active and including lots of healthy exercise at a party.

4 Tips on Working with Volunteers - Tip 3

3. Active Recruiting

Active recruiting of Volunteers is crucial to ensuring you get the right Volunteers for your event. There are lots of sites out there for Volunteers in Vancouver and the Lower mainland such as:

www.thevantagepoint.ca (previously Volunteer Vancouver)

www.volunteerbc.bc.ca

www.govolunteer.ca

www.charityvillage.ca

www.craigslist.ca

And many others that can link you with people interested in volunteering.

However, as great as these sites are, there are other resources out there that may attract the more specific volunteers you are looking for your event. For instance, Vancouver has a vast amount of Universities, Colleges and Technical Institutes as well as Private Schools with specific programs in Event Management and Tourism. Each one of these programs has between 20 -80 students interested in the field and eager to get out and volunteer in the industry. The easiest way to reach out to these people is to contact the Department Heads and let them know you are looking for volunteers. And why stop there? If you are doing an art event, contact Art Schools, and programs, and if it is a film or movie event, contact the film industry schools. It may take a bit of work to find the right people to call, and set up your own database, but you will maximize the quality of Volunteers you will receive. It also increases the incentive for Volunteers to want to be a part of your event, if it’s something they are already invested in.

So what other incentive can you give Volunteers to help out at your event? Well, as much as everyone loves “swag” from an event, the easiest incentive you can offer is training and the chance to be a part of the event. Keep in mind a lot of Volunteer have ulterior motives for volunteering that can range from interest in the event, to hoping they get to network with someone there. I’ve volunteered at an event once just to see the guest speaker (I ended up out in coat check the whole night and saw nothing, but it was still a great night! I did get to meet some other volunteers who are now good colleagues of mine)

Be sure to check back for JD's FINAL tip!