Planning the logistics of a volunteer service project

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Abstract

After you’ve secured the resources and the volunteers, it is important to verify that all the minutiae of a service project are taken care of, to help guarantee that the day or days of the project will run smoothly. Hands On Network submitted this project checklist in fall of 2006.

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Issue

Logistical concerns are as crucial to running a successful service project as are the bigger picture elements such as securing the "right" volunteers and appropriate resources.

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Action

To ensure the service project is successfully executed, consider the following:

Scheduling

  • Has a schedule for the event been developed and printed?
  • Have the other project leaders been briefed regarding the schedule?
  • Have volunteers been assigned task leaders?
  • 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 volunteers can put personal belongings?
  • Where should volunteers park?

Registration

  • Has an area been designated for volunteer check-in?
  • Have registration forms been created and printed? Do you have pens and pencils for writing? Volunteer name tags?
  • Which volunteers have been recruited to manage registration? Have they been trained on how to sign in volunteers?
  • Who can volunteers contact in case of a cancellation/emergency?

Weather and Attire

  • Have contingency plans been made (in the event of inclement weather)?
  • Have backup plans and contact information been sent to volunteers?
  • How will you contact volunteers in case of an emergency?
  • Do volunteers know how they should dress for the project? Is there organizational attire that should be worn?

Safety

  • Are there first-aid kits, a water station, phones, blank accident/incident report forms, as well as volunteer safety accessories on-site?
  • Do you have volunteer waivers that need to be signed in advance? Do you have any extra forms on site?
  • Are there any special safety concerns related to specific tools/supplies? Are there instructional handouts for any tools being utilized?
  • How can you monitor the site if there are construction tools being used?
  • How can you encourage everyone to be safe and have fun?

Food, Beverages, and Breaks

  • Will there be food/beverages at the project? If so, where will the snacks be stationed? How will everything be distributed?
  • Is there a specific place for volunteers to eat/drink or can it be anywhere on site?
  • Who will help distribute the food and drinks?
  • How can you ensure that volunteers get a break?
  • How will you monitor food/beverages and get more if necessary?
  • How will hot/cold weather affect the food station?

Evaluation and Feedback

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

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Posted On

May 30, 2007

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For More Information

Lori Jean Mantooth
Hands On Network
600 Means Street, Suite 210
Atlanta, GE 30318
Phone: (404) 979-2938
Fax: (404) 972-2901

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Resources

This effective practice is number fourteen in a series on volunteer leveraging from the Hands On Network. To read the next practice in the series, see "Ensuring safety during service projects ."

See the previous effective practices in the series:

See the following resources for more information:

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