- Assign
an alternate staff member or regular volunteer to be the project
manager in the event the project coordinator or assigned
person cannot carry out their responsibility.
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- If
your event is weather dependent, have an alternate plan. The
Day of Caring does not have a "rain
date" because many projects are indoors and not affected
by the weather. It is up to the agency and team to decide
on an alternate date in the event of inclement weather.
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- Have
a contingency plan if too many or too few volunteers
show up or if the project takes more or less time than you
estimated.
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- Prepare
nametags for your Day of Caring volunteers and staff
working with them, using the list of names that will be provided
to you prior to the Day of Caring.
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- Assign
staff members to greet volunteers, provide orientation, conduct
a tour, take pictures and assist the media.
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- Be
prepared for the media by having photo release forms and/or
waiver-of-liability forms for Day of Caring volunteers
and clients ready/signed. Photo release forms will be particularly
important for children and other agency clients. It is up
to each agency or school to determine whether or not to use
photo release and waiver-of-liability forms.
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- Make
sure sufficient supplies and equipment are available
and ready to use. Seek donations for supplies, when necessary,
and ask the Volunteer Center for ideas if you have trouble
securing donations. Please use this worksheet
as
a tool for securing appropriate supplies and equipment. Remember
to inform the Volunteer Center of all donations so that those
companies will be recognized as Day of Caring Sponsors.
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- Create
a task list or instruction sheet for volunteers so
that the project is as clear as possible, and you'll have
fewer questions to answer.
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- Plan
ahead to provide water or other refreshments for your
volunteers.
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- Plan
how you will interact, supervise and work with your volunteers.
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- Remind
clients and staff of the day's activities. Be certain everyone
is aware of the plans, to avoid unpleasant surprises.
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- Post
important phone numbers (fire, police, rescue squads)
at the site.
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- Have
a First Aid Kit on site (including a bee sting kit,
band-aids, aspirin, and ice packs).
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