Agency Team Planning Guide & Application

• Why should your social service agency get involved in the Day of Caring?

• Day of Caring is an opportunity to complete much-needed projects by volunteers with a range of skills and talents: there is no limit but your imagination for possible projects.
• Day of Caring is a chance to showcase your social service agency and its services to your volunteer team and the community, a ready-made marketing opportunity!
• You will show donors and potential donors what you do and who you serve.
• Day of Caring provides an opportunity for your clients to meet and interact with new people.
• Inviting an employee volunteer team to participate is an opportunity to build relationships with local businesses.
• Your participation will demonstrate the community partnership between your social service agency and United Way of the Lower Mainland.

Developing a Project

United Way Day of Caring is an incredible opportunity to tackle large and small projects at your social service agency or facility. You might use a volunteer team to interact with your clients, paint or do repair work, or landscape your agencies' grounds. Use your imagination to develop creative, worthwhile projects that volunteers will enjoy!

There is no limit to what volunteers can do. In the past, skilled volunteers have rebuilt decks, and painted agency walls. Volunteers also enjoy working directly with clients: going on picnics, picking apples, singing and dancing with seniors, decorating pottery, and more! Others enjoy planting flowers, trimming bushes and trees, or weeding gardens.

If you can dream it, it's very possible that someone will do it! If your agency staff often say "I wish we had someone to..." then check out the list of project ideas.

Day of Caring Project Guidelines

• Project applicants must be a non-profit social service organization in the Lower Mainland
• The project can be completed in 4-8 hours on the Day of Caring.
• Occasionally, the volunteer team or other sponsor may be able to provide supplies; however, it is up to the agency to seek those resources.Please plan to secure your own supplies if possible.
• Assign a trusted and responsible project manager to plan and oversee each project. The project manager will communicate with the volunteer team.
• If your organization is operating in a unionized environment, ensure your project has support and approval of the union.
• You may complete more than one application.

Planning Details for Your Project

• The Day of Caring Coordinator will confirm the company volunteer team match.
• Short staffed? Ask a board member as the project manager, but assign an alternate staff member to be the back up project manager if the assigned person cannot carry out their responsibility.
• If your project is weather dependent, have an alternate plan It is up to the agency and team to decide on an alternate date in the event of inclement weather.
• Have a contingency plan if the project takes more or less time than you estimated.
• Ask staff members to greet volunteers, provide orientation, conduct a tour, take pictures and assist the media if necessary.
• Be prepared for the media by having Photo Release Form 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 to determine whether or not to use photo release
• Make sure sufficient supplies and equipment are available and ready to use. Seek donations for supplies, when necessary
• Create a task list or instruction sheet for volunteers so that the project is as clear as possible.
• Try to provide water or other refreshments for your volunteers.
• Remind clients and staff of the day's activities. Be certain everyone is aware of the plans.
• Post important phone numbers (fire, police, rescue squads) at the site.
• Have a First Aid Kit on site (including a bee sting kit, band-aids, aspirin, and ice packs).

Showcasing Your Social Service Agency

• Day of Caring is a "ready-made" marketing opportunity for your social service agency! Don't miss this opportunity to show off your agency to the media, potential donors, volunteers and clients. Be creative and get the message out about what your agency does.
• Welcome your volunteers and make them feel at home at your agency.
• Feature your volunteer team in your agency member/donor newsletter to report your success to the community. Other communication tools might include your web site, press releases, and Letters to the Editor (to thank your volunteers).
• Get your Board of Directors involved! This is a great way for them to see your needs first hand!
• Generate ideas to recognize your volunteer team while they are at your agency. It is one of the best ways to ensure they will return one day to help again.
• Prepare an information packet about your agency for your Day of Caring volunteers.
• Give the volunteers a brief tour of your agency and a short orientation to your programs. Remember they will be anxious to get started on their project!
• Invite the volunteers back later in the year (to see the blooming daffodils that they planted, or to participate in an activity at the recreation center they painted.

 Communicating with Your Volunteer Team

• Communication is perhaps the most important aspect of a successful Day of Caring project. Once your project is chosen, it is entirely up to the agency and team to communicate about the details.
• Encourage the company's volunteer team coordinator to visit the project site ahead of time so that the team is prepared on the day.
• Verify the number of people participating and the time they are expected.
• Confirm the supplies that the volunteers will bring if that has been confirmed, and inform the team of the plan you have to secure other needed materials.
• Describe what the volunteer team's duties will be that day and inform them if there is any heavy lifting or moving of objects.
• Inform them if they should wear particular clothing, or if they should bring a change of clothes.
• Discuss a rain plan and how to contact the volunteers the morning of the Day of Caring with the alternate plan.
• Is there ample parking for your volunteers? If not, make alternate plans.
• Remind team coordinators to leave the agency and project site phone numbers with their co-workers in the event that an emergency arises and they need to be contacted during the day.
• Confirm volunteer arrival time on the Day of Caring.
• Confirm with the Team coordinator, if you are able to provide lunch.

On the Day of Caring

• Allow time for event set up and clean up. Make sure that someone from your agency has set up the project site and will be ready when the volunteers arrive.
• Sign in Volunteers if you would like a record of who participated.
• Give your volunteers a brief orientation and tour of your agency/program
• Introduce your staff to Day of Caring volunteers.
• Describe your agency's clients and services.
• If you serve a particularly difficult or sensitive client population and they are not directly involved in the project, help the volunteers understand why.
• Explain any necessary confidentiality issues.
• Explain how your relationship with United Way helps your agency and its clients.
• Review project details with your volunteer team:
• Explain what needs to be done and why it is needed.
• Explain who the volunteers will be serving/helping and how they will help the agency make a difference in someone's life or enhance the agency.
• Review expected results and review any necessary time restraints and limitations.
• If necessary, go over health and safety concerns and procedures. Ensure volunteers are aware of the location of the First Aid Kit.
• Inform them where the bathrooms and drinks are, and when lunch will be.
• Provide any necessary training or orientation and be accessible to volunteers and answer questions as necessary.
• Arrange for a break area for volunteers.
• Have extras of things you will need the most of (hammers, scissors, masking tape, etc.)
• HAVE FUN!

 Thank you ideas

• Recognize volunteers throughout the day with smiles and kind words.
• Plan small, special tokens of appreciation (staff delivers Popsicles to volunteers on a hot day, students draw pictures for volunteers, etc.)
• Send a thank you note to the volunteer team, via the Volunteer Team Leader.
• Send a thank you note to the company's CEO to thank him or her for encouraging company employees to volunteer.
• Highlight your volunteer team on your web site or in your newsletter.
• Send Letters to the Editor to highlight your volunteer teams' efforts.
• Send pictures of the volunteers to the volunteer team leader and/or to the United Way.