DAY OF CARING

AGENCY MANAGER CHECKLIST

Thank you for being a host site for Day of Caring! Below are some suggested actions to ensure you have a meaningful and fun day!

 

WEEK BEFORE EVENT 

Contact your volunteers with any day-of logistics they need to know (i.e. parking, lunch details, what to wear, what to bring, etc.) - Here is how to find your volunteer contact information on Volunteer United:

  1. Log in
  2. Click MY AGENCY in top, right corner
  3. Click NEEDS under the Agency Manager Tool Box (salmon colored box)
  4. Click on your NEED TITLE
  5. Click RESPONSES on the top right-hand corner
  6. EXPORT the responses as an Excel file. The "Team Leader" column to the far right will display a "1" if that volunteer is the main contact person.
  7. COMMUNICATE to the team leader of each group volunteering. Email or call them to let them know the logistics of the day including: where to park, where to meet the site's volunteer coordinator, what to wear and bring, and if water/snacks/lunch will be provided. 

 

WEEK OF EVENT 

  • Send a reminder to your nonprofit agency Staff and/or Board of Directors about Day of Caring
  • Ask your Agency’s leadership to stop by and say hello to the volunteers!
  • Confirm lunch plans for your volunteers
  • Ensure you have all the supplies needed to accomplish your project (rakes, paint, mulch, etc.)
  • Prepare a few opening remarks about your Agency for your volunteer orientation.
  • Plan your volunteer gratitude (thank you email, small giveaways, etc.)
  • Get ready for the Day of Caring social media contest TBD

 

DAY OF EVENT 

  • Set up your check-in area (sign-in sheet, waivers (if needed), etc.)
  • Set up any breakfast, drinks, or lunch provided
  • Greet volunteer warmly! Have a staff member or volunteer coordinator greet each volunteer as they arrive. A warm welcome helps set a positive tone for the day. 
  • Have volunteers sign waivers. Don’t forget to have volunteers sign liability waivers and photo release forms as appropriate. 
  • Host a morning kickoff meeting: Have all the volunteers gather for a morning meeting to go over: 
    • your organization’s gratitude for the time and skills the volunteers are providing  
    • a description of the work your organization does and the impact the volunteers are helping to foster  
    • The community-wide effort they are a part of in partnership with United Way- 6,000 volunteers supporting 200 agencies across 6-counties with 1 day of service.
    • a run-down of what to expect that day in terms of timeline and projects  
    • group stretches to get everyone limber  
    • identify the ‘point-people’ or staff that volunteers can go to for questions throughout the day  
    • point out amenities such as restrooms  a run-down of what to expect in terms of timeline and projects; assign tasks around the group 
  • Take Pictures!
  • Respect Volunteer Time: It’s important to respect the commitment that volunteers have made. Do not ask them to stay late or return on another day to finish tasks. Stick to the timeline and tasks outlined in the volunteer descriptions.

 

AFTER THE EVENT

  • United Way will send all volunteers a thank you email with a survey. We recommend sending the team your own thank you notes too! *Template
  • Send volunteer data to your media team for Annual Reports, data summaries, etc.
  • Share your Day of Caring impact with your Board of Directors, staff, on your website, social media.
  • Save your volunteer list, project description, process and Volunteer United login credentials for next year. Volunteer United will save this information as well.

 

 

THANK YOU for joining United Way as one of the over 200 nonprofit agencies participating in Day of Caring!

 

NEED MORE SUPPORT?

Visit our FAQs.

Visit United Way at unitedwayrocflx.org 

Email us at Volunteer@unitedwayrocflx.org