Georgetown County Volunteer Recognition Event Manual

Transcription

1 Georgetown County Volunteer Recognition Event Manual Planning an Appreciation Event for Our County s Volunteers Published June 3 rd, 2014 Assembled by the Georgetown County United Way AmeriCorps VISTA Collaborative Written by Andrew Peiffer and Christlove Thermidor, AmeriCorps VISTAs Georgetown County United Way 515 Front Street Georgetown, SC (843)

2 Table of Contents Part I Introduction... 1 Part II Early Planning Stage... 3 Look at Past Events... 3 Assembling Your Team... 3 Scope of Event... 4 Part III Logistical Planning Stage... 5 Date and Time of Day... 5 Venue... 6 Possible Venues in the Area... 6 Format... 7 Food... 7 Speakers... 7 Musical Performance... 8 Awards... 8 Prize/Drawing... 8 Sponsors and Donors... 9 Food Donors... 9 Other Donors Businesses Solicited (no donation) Publicity Flyer Invitations Press Release Event Volunteers Part IV Day of the Event Part V After the Event... 13

3 Part I: Introduction As of 2011, well over one in five Georgetown County residents were living in poverty, including more than one in three of the county s children (Metropolitan Studies Institute at U.S.C. Upstate). These poverty rates, higher than the state and national averages, paint the picture of a poor county in an already poor state. For this reason, many people in our area struggle to make ends meet, often relying on the kindness of others to get by. Fortunately, Georgetown County is blessed with an abundant and dedicated corps of volunteers. These individuals donate their time, knowledge, talent, and energy to strengthen our community. Together, these volunteers demonstrate a widespread commitment to helping others that is not often found in other places. Because of the strong culture of volunteering in our county, it is easy to take these volunteers for granted. Although many organizations truly appreciate the volunteers on whom they rely, organizations often lack the time or money to honor their volunteers. To give one s time is an extraordinary thing, and the residents of our county who do so to help our neighbors are deserving of much celebration. For this reason, the Georgetown County United Way AmeriCorps VISTA Collaborative has put together annual county-wide volunteer recognition events since While varying in scope and format, these events have aimed to recognize and honor Georgetown County s volunteers. By sharing resources and celebrating volunteers from numerous agencies, we hope to make such an event attainable for organizations that would not be able to do so individually. So here you will find a manual, written by the VISTAs, on how to put on a county-wide volunteer recognition event (VRE). This manual has as much information as possible about previous events to inform your decision making. We have included notes on each step in our process, with things we learned along the way, highlighted as VISTA Lessons. A print copy of this manual, which includes a Personal Contact Information List and additional materials from the last two 1

4 events, not found in the online version, is stored at the Georgetown County United Way (515 Front St., ). Now the project is yours, so use this manual as a guide, and use your talent to make the event better than it has ever been. We thank you for taking the time to honor Georgetown County s volunteers, and wish you the best of luck with your event. 2

5 Part II: Early Planning Stage Look at Past Events The task of planning a VRE can be daunting, but it may seem less so if you have a place to start. Realize that it has been done before, so you can take successful ingredients from past events and incorporate them into yours. This manual has information about previous VREs in Georgetown County, so use that information to your advantage. Assembling Your Team This type of event is probably best planned by a group. Although the size and structure of your planning group may vary, we recommend designating one person as the lead for the entire planning process. Depending on the size of your planning group we recommend having one person or a committee to take the lead in each of the following areas: Invitations/Publicity Food Entertainment/Program Venue/Logistics Coordination Sponsors Ideally, these people will possess a variety of skill sets and represent different parts of the county. Still, the most important things to consider when assembling a team are an individual s competency, dedication, and ability to follow through. We recommend putting your team together 4-6 months before the desired date of the event, as recruiting may take a month or more. Once you have assembled a viable group, even if it is not ideal, get the ball rolling with planning. It may be easier to recruit planners once you have begun the process. While recruiting individuals to plan the event, it is important to be clear about what you expect of them. We recommend meeting about once a month, with a few hours of work 3

6 required between each meeting to complete assigned tasks. The time commitment will likely increase as the event s date draws closer. VISTA Lesson: In the beginning of our planning stage we hosted several meetings with hopes of forming a committee that would assist in planning the event. We invited representatives, including staff and volunteers, from many non-profits in the area in hopes of establishing a sustainable structure that would allow for the event to continue annually for the foreseeable future. This approach was unsuccessful. We found that although many people saw value in recognizing volunteers with this type of event, very few were willing to come to meetings and discuss it, much less join a planning committee. When we could go no further with our initial approach, our VISTA Supervisor approved our decision to plan the event ourselves. The most effective way to plan an event like this is with dedicated individuals who share a passion for recognizing volunteers. Scope of Event Georgetown County volunteers donate time to different types of organizations. Both non-profit and for-profit organizations have volunteers, as do programs that operate under government agencies. The non-profit umbrella includes charities, human services agencies, programs for the arts, religious organizations, and others. So, you need to consider the types of organizations whose volunteers you want to invite to the event. The decision you make will impact the number of attendees you can expect, which then affects considerations such as venue and format. VISTA Lesson: For the 2014 VRE, the VISTAs chose to directly invite volunteers from Georgetown County s non-profit agencies, not including churches, as we thought that the number of churches and their volunteers in the area may be too much for us to manage. Still, all volunteers who come to the event will be welcomed, as we will not actively exclude any volunteer who attends. 4

7 Part III: Logistical Planning Stage Date and Time of Day The date of the event is one of the first things that need to be considered. Although a specific day can be established during the planning process, a time of year for the event should be chosen as soon as possible. When choosing a date for an event consider other events in the community. Take into account holidays, community events, fundraisers, golf tournaments, 5K runs, non-profit board meetings, school calendars etc. Make sure to choose a date that makes sense for the venue you have selected. Also consider the time of day for your event. Keep in mind things such as: Working individuals may not be able to attend an event held during a weekday. Many volunteers do not want to be out in the later parts of the evening. The event will compete with church if it is on a Wednesday evening or Sunday. The event will compete with college football on Saturdays during the fall. If the event is held at a traditional meal time, you will likely be expected to provide food. Any time you select will conflict with something. It is important to consider as many possible conflicts a you can, and choose a day and time that works for as many volunteers as possible. VISTA Lesson: We chose spring as the time of year for the 2014 event because it fit in with the VISTA calendar, was the same time of year as the 2013 event, and lends itself to an outdoor event. We chose to have the event on a Thursday from 4-6pm. Our hope was that working individuals will be able to attend after work, without making the event too late for folks who want to get home early. 5

8 Venue When choosing a venue, do your best to estimate the number of attendees you expect. The venue should be large enough to accommodate all guests, without being unreasonably larger than needed. Consider if you want your event to be indoors or outdoors, and choose a venue that lends itself to the event format that you plan to have. Possible Venues in the Area: Indoor Beck Recreation Center 2030 Church St., Georgetown Likely free or inexpensive; the sound system is not the best; gym may not be the nicest atmosphere for this kind of event Beck Administration Board Room 2018 Church St., Georgetown Large space with adjoining room; sound system is not the best Churches are a very common event venue in Georgetown County Cultural Council of Georgetown County 922 Front St., Georgetown Fairly large room with some tables and chairs that can fit people; was used as rain location for 2014 event and worked very well Winyah Auditorium 1200 Highmarket St., Georgetown Successfully hosted the 2013 event at a cost of $300; may be able to host for free in the future Outdoor Francis Marion Park Front St., Georgetown on Harbor Walk, next to River Room; $25 fee Kaminski House Lawn 1003 Front St. Georgetown $300 fee, $200 refundable deposit Carol Ashmore Campbell Marine Complex Hwy. 17 S. at Sampit River Bridge - in Maryville, unknown cost VISTA Lesson: As a team we selected Francis Marion Park as the venue for the 2014 event. We narrowed the choices down to Francis Marion and the Kaminski House Lawn, but chose the park because it is significantly cheaper and hopefully 6

9 just as suitable for our needs. The park also fits with our theme, Volunteers Plant the Seeds of Kindness. The park is an outdoor venue, and based on the weather forecast, one day before the event we decided to move to the rain location, which was the office of the Cultural Council of Georgetown County. Making this decision the day before the event gave us enough time to set everything up at the backup location without worrying about rain for the duration of the event. Format The format of the VRE is up to you, so consider your target demographic (volunteers) and what they would enjoy. Food: Providing food can be a good idea, as it attracts attendees and gives them something to do at the event. Try to secure food donations, as this will keep costs down. If a business donates food, display its name by the donated items. VISTA Lesson: The 2013 and 2014 events featured substantial hors d oeurves and beverages, rather than full meals. We figured this is a manageable way of providing food for attendees. Most food items were donated, and we bought a few additional foods to supplement the donations. Speakers: If you choose to feature a speaker or speakers at your event, keep your budget in mind (finding individuals to speak for free may be your best option). Look for speakers who can effectively convey a message about the value of volunteering in Georgetown County. Try to pay for the speaker s travel and lodging expenses, and present him or her with a gift of appreciation. VISTA Lesson: The keynote speaker at the 2013 event was Vince Ford, Senior Vice President of Palmetto Health. He was given a tie and gift basket, which were donated as a thank you gift. The 2014 event featured: Carol Jayroe, City Council; Lee Brockington, Hobcaw Barony; Tressa Devlin, Palmetto Project ; and Charlie Ball, Friendship Place (information for all 2014 speakers can be found on 7

10 Personal Information Contact Sheet). Each speaker had about five minutes to talk about volunteerism in our county. Musical Performance: A musical performance can serve as a central piece of the event s program. If scheduling a musical act, make sure the type of music is suitable for your audience, and that the venue is suitable for music. Scott Jacob, of The Cultural Council of Georgetown County, may be helpful in securing entertainment, as he works with many student musicians. VISTA Lesson: The 2014 event featured the Johnson Family Band, which consists of three gentlemen who played bluegrass (see Personal Contact Information List). They supplied and set up their own equipment, and played while guests ate and conversed, providing a good atmosphere for the event. Awards: The 2013 event was centered on the Distinguished Volunteer of the Year Award. Each member agency of the VISTA Collaborative nominated one volunteer, and in the weeks leading up to the event, individuals could vote on Get Connected and by calling the United Way. Each nominee was honored at the event, and the volunteer who received the most votes was presented with the Distinguished Volunteer of the Year Award. If you will be presenting anyone with a plaque, you can have it made at Wayne s Sporting Goods, 1915 Highmarket St, VISTA Lesson: In 2014, we decided to celebrate all volunteers in the county without any sort of competition or individual awards. We did so because we did not feel that a voting process does not necessarily indicate a volunteer s contribution to Georgetown County. Prize/Drawing: To encourage organization participation, the 2014 event included a drawing. Any organization that completed a pre-event survey (see Invitations, Page 10) and was represented at the event was eligible to win a $200 prize. There can be some gambling and legal issues when giving away money, so be careful about the language and structure you use to do so. 8

11 Sponsors and Donors You will likely need to obtain sponsors for the event, both in the form of funding and in-kind donations. We advise making requests in person when possible, as cold calls are unlikely to yield any results. We have attached a standard letter to be used when soliciting donations for the event. We also presented businesses with the event flyer when soliciting donations. Having a letter that affiliates this event with an organization will give you more credibility when soliciting donations. We recommend including the Tax ID number of an affiliated organization when doing so. The United Way can serve as this organization if need be. Sponsorship Suggestions: Banks International Paper Home Instead Georgetown Hospital System Law Firms Georgetown County Chamber of Jewelry Stores Commerce Doctors offices Georgetown Business Association Bunnelle Foundation Walmart Food Donors Beef O Brady s 1133 N. Fraser St., Georgetown, SC Donation: 50 pigs in a blanket Coffee Break Café 716 Front St., Georgetown, SC Contact: Ron (owner) 2013 Donation: 2 carafes of coffee, 20 homemade cookies 2014 Donation: $20 Gift Card Food Lion 9380 Ocean Hwy., Pawleys Island, SC Donation: drinks, veggie plates, hors d oeuvres plates Fresh Market Ocean Hwy., Pawleys Island, SC Contact: Al (Manager) 2013 Donation: $50 Gift Card 2014 Donation: $50 Gift Card Front Street Deli 809 Front St., Georgetown, SC Donation: One vat of pasta salad 2014 Donation: One vat of pasta salad 9

12 Pawleys Island Bakery Ocean Hwy., Pawleys Island, SC Contact: Max (owner) 2013 Donation: 100 cupcakes 2014 Donation: 50 cookies Wild Fish Grill 619 Front St., Georgetown, SC Donation: Wings for 50 people Other Donors Georgetown County Parks and Recreation 2030 Church St., Georgetown, SC Donation: up to 40 chairs and 10 tables 2014 Businesses Solicited (no donation) Alfresco Bistro 812 Front St., Georgetown SC VISTA Lesson: Alfresco Bistro agreed to donate a pot of chili for the 2014 VRE. When we went to pick up the donation, they had nothing prepared, despite having the request written down. We would recommend not asking them for a donation in the future. BI-LO Ocean Hwy #4301, Litchfield, SC Sweeties 707 Front St, Georgetown, SC VISTA Lesson: We have not had to solicit funding for the 2014 event, as the United Way VISTA budget was enough to cover our expenses. We only solicited in-kind food donations and borrowed equipment from Georgetown County Parks and Recreation. Publicity Flyer: It is a good idea to make a flyer to publicize the event, which can be used in a variety of ways. The flyer for the 2014 event is attached, and gives general information including date, time, and location. Invitations: After deciding what type of organizations you want to invite, you will need to come up with invitations. For the 2014 event, we mailed a letter and flyer to the Executive Directors of the organizations we wished to invite. The letter (attached) gives general information about the event, and asks that the directors 10

13 invite their volunteers and post the attached flyer. The letter also included a brief survey, which the event planners can use to compile information about volunteer statistics to be presented and celebrated at the event. Any organization that completed the survey in time, and was represented at the event, was eligible to win a cash prize. Press Release: A press release in the Georgetown Times in the weeks leading up to the event can be a good way to get some free publicity. Newspaper Coverage: You can ask the Georgetown Times to send a reporter to cover the event. Event Volunteers You will likely need some volunteers to staff the event, including help with set up and post-event clean up. Get Connected, Georgetown County United Way s online volunteer management system, may be a good place to post your needs and recruit volunteers. Although you may contact individuals who already volunteer in our community, try to keep this to a minimum, as the event is designed to recognize Georgetown County s volunteers, not be an additional source of work for them. VISTA Lesson: While planning the 2014 event, we considered Horry Georgetown Technical College as a possible source of volunteers for the VRE, while not having to rely on the event s honorees. College students often need a certain number of volunteer hours, so it may be worth contacting them in the future, but the faculty was not interested in working with us in

14 Part IV: Day of the Event By the time that the day of the event arrives, most of your work should be done. Still, this is the time to tie up any loose ends, and some unexpected issues will likely arise. For these reasons, we recommend having a team of at least five people, preferably more, available to execute the event itself. You will likely need individuals to pick up food and any other donations from businesses. You will also need people to help set up and decorate the event s venue. When the event begins, you will need at least one person to serve as a Master of Ceremonies, introducing speakers and any entertainment as well as informing guests of the event s format. Be sure to publicly thank all sponsors and donors at some point during the event. You may want to designate one person to take photos of the event, which can be used for marketing materials later, particularly if you decide to do a press release. Afterwards, you will also need a group to help take down decorations, return the venue to its original state, and return any equipment that you may have borrowed. 12

15 Part V: After the Event Following the event, send a thank you letter to all donors and sponsors (see Donor Thank You Letter), expressing gratitude for their help. If no local newspaper reporters attended the event, you may want to send a press release to the Georgetown Times with an event summary, and include a photo if you have a good one. Try to schedule a final wrap-up meeting for those who were involved in planning the event, at which point you can reflect on the process and ways to make improvements for next year. At this meeting, you can gauge the interest of all attendees and see who would like to remain involved in the planning process for next year s event. Finally, write a summary of this year s planning process and event to put in this manual. The more information the better, but at the very least, please include the event details and sponsors, lessons learned, and any marketing materials. Once you have finished with all this, congratulate yourselves, as you have successfully put on an event to recognize Georgetown County s volunteers! We hope you have enjoyed this experience, and we thank you for all that you have done. 13

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17 Georgetown County United Way Serving Williamsburg & Georgetown Counties Dear [ ] Manager: [Date] We are writing on behalf of the [Georgetown County United Way VISTA (Volunteers in Service to America) Collaborative. We are a collaboration of seven individuals who are volunteering to help several Georgetown County non-profit organizations build capacity and increase services for a one-year term]. We are planning the [Third] Annual County-Wide Volunteer Recognition Event to celebrate the rich culture of volunteerism by honoring the community volunteers of Georgetown County. We have identified many organizations that are run predominantly by the generous donation of time and skill of community members. We are planning to hold an event on [May 1st at Francis Marion Park], in Georgetown, to recognize outstanding individuals. We are seeking donations to offer as refreshments and hors d oeuvres to the volunteers during our reception. We appreciated your generous donation for last year s event and hope you will consider donating again, if you are able. This donation will help us achieve our goal of honoring Georgetown County volunteers. Your generous contribution will be publicly acknowledged at our event through a company logo and prominent note in our program about our sponsors. We feel that your business will benefit from the community goodwill generated by your kind donation. Thank you for your consideration of our request, and we look forward to hearing from you in the near future. Sincerely, [Name] [Organization] [Contact Information]

18 Georgetown County United Way Serving Williamsburg & Georgetown Counties Dear [ ]: I want to express my sincere appreciation for your help with the Georgetown County Volunteer Recognition Event! Our [VISTA Collaboration] celebrated the diverse, caring spirit of volunteerism in our county with a party on [May 1 st, 2014], that included community speakers, local live music, and donations of food from local businesses. Because of your donation to our project, we were able to honor many community volunteers from various nonprofit agencies all over the county. These volunteers were delighted with the event, and very grateful to be recognized for the hard work that they do! We are grateful for your help in contributing to honoring the services these men and women of our community selflessly provide. Thank you! Thank you, [Name] [Organization] [Contact Information]

19 Georgetown County United Way Serving Williamsburg & Georgetown Counties Dear Executive Director: [Date] I m writing on behalf of the [Georgetown County United Way VISTA (Volunteers in Service to America) Collaborative. We are a collaboration of seven individuals who are volunteering to help several Georgetown County non-profit organizations build capacity and increase services for a one-year term]. We are holding the [Third] Annual County-Wide Volunteer Recognition Event on [May 1 st from 4p.m. 6p.m. at Francis Marion Park], in Georgetown. We appreciate the rich culture of volunteerism in this county and hope to give our community members the celebration and praise they deserve. As a leader in the Georgetown County non-profit community, we hope you will be in attendance and encourage your volunteers to join you. Please post the enclosed flyer to inform your volunteers of this opportunity to celebrate the meaningful impact they have. We have also enclosed a short survey that will help us to adequately measure volunteer impact on this community. Please return the survey and RSVP on behalf of your organization as soon as possible. If the attached survey is returned by [April 25 th, 2014], your organization will be eligible for a monetary prize, awarded at the event. Because this is a community event being held in a public park, you will have the opportunity to provide information about the impact of volunteerism and/or general information about your organization at the event. Do not hesitate to contact me for more information about the VISTA collaboration or our event. Thank you and we look forward to hearing from you in the near future. Sincerely, [Name] [Organization] [Contact Information]

20 Organization Survey If submitted by or mail by [date] your organization will be entered to win $200, which will be awarded to a representative of your organization at the Volunteer Recognition Event. 1. How many people volunteered at your organization in the past year? 2. Approximately how many volunteer hours were contributed to your organization in the past year? 3. Describe what volunteerism means to your organization using a quote, poem, or personal testimony.