Posted by sdudley

Developing Volunteer Projects Toolkit: Sample Checklist

If you plan your service event well beforehand, you can expect things to run pretty smoothly during the actual service. But we all know that sometimes things don’t go as expected. Here is a checklist to help you manage logistics for your service event:

Scheduling

• Do you have a printed schedule for the event?
• Have you assigned volunteers to serve as task leaders to work with specific parts of the event?
• Has time been allotted for set up, breaks, lunch, clean-up, reflection and evaluation?
• Are volunteers aware of their scheduled volunteer time?

Access to Event Site

• Do volunteers have directions to the event?
• Is the project site accessible to people with disabilities?
• If the site is normally closed/secured, who will be available to provide access to the facilities?
• Is there a place where can volunteers put personal belongings?
• Do you know where should volunteers park?
• Do you have a way to tell volunteers where to park (sign, other volunteers to direct traffic, etc.)?

Registration

• Has an area been designated for volunteer check-in?
• Have registration forms been created and printed?
• Do you have writing utensils?
• Do you have volunteer name tags?
• Do you have volunteers to manage registration?
• Have they been trained on how to sign in volunteers?
• Do volunteers know whom to contact in case of a cancellation/emergency?

Weather and Attire

• Have you made contingency plans in the event of bad weather?
• Do volunteers know how to find out about a change in plans?
• Do you have a way to contact volunteers in case of an emergency?
• Do volunteers know how they should dress for the project?

Safety

• Are there first-aid kits, a water station, phones, as well as volunteer safety accessories on-site?
• Are there any special safety concerns for the use of special tools/supplies being used? Do you have instructional handouts for any tools being utilized?
• Do you have a plan for monitoring the site if there are construction tools being used?
• Do you know how you can encourage everyone to be safe and have fun?

Food, Beverages and Breaks

• Do you have a food/beverage station?
• Do you know if there is a specific place for volunteers to eat/drink or can it be anywhere on site?
• Do you have a volunteer who will help distribute the food and drinks?
• Do you have a plan to ensure that volunteers get a break?
• Do you have a volunteer who will monitor food/beverages and get more if necessary?

Evaluation and Feedback

• Has an evaluation form been developed and printed?
• Has a feedback form been developed and printed?
• Do you have a volunteer to manage evaluations?
• Do you have pens and extra evaluation forms?

Back to the Developing Volunteer Projects Toolkit.