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Planning Volunteer Events: A Timeline for Success
Twelve to Four Months Before the Event
1. Identify Goals and Develop a Plan for the Year
Successful planning starts with a clear vision of what tasks your group wants to accomplish. Write your goals and create a blueprint and timeline. Build a partnership with the land managers and agencies you'll work with. Brainstorm which local clubs or service organizations are potential partners. The projects you tackle should be matched to experience level, manpower, need and visibility.
2. Set Dates Early
Avoid conflicts with holidays, school schedules, popular local events and races. Promote your schedule and cultivate supporters such as outdoor retailers, local businesses, bike shops and other user groups. Feature the event dates prominently in your club newsletter and website.
3. Designate Point People for the Land Management Agency
You'll need one or two club members to be direct contacts to the relevant land agency for each project. They will help develop realistic options for different sized groups, arrange liability waivers and coordinate insurance and permitting.
Four Months to Two Weeks Before the Event
4. Secure Sponsorship
Your event is the sort of community gathering that can attract a variety of sponsors to provide food, supplies, funding or other benefits. Recognize them generously in promotional materials and at the event.
5. Get the Word Out
Create materials to advertise the year's volunteer events. Include dates, times, locations, contact information and logos of all supporters. Ask newspapers and television stations to publicize the event in a community calendar, or in a story. In interviews, convey the "who, what, why, where, when and how" so interested people can get involved.
6. Pre-Register Volunteers
RSVP-ing can help with estimating the workgroup size, but it shouldn't be required. If you decide to use pre-registration, post forms on your club's website. Collect contact information so you can invite volunteers to future events.
7. Identify and Train Project Leaders
Throwing your volunteers into the field with insufficient leadership is a recipe for disaster. Identify a group of suitable club members and agency staff to lead different aspects of the event and provide appropriate training. If your club is inexperienced, ask the land agency to conduct training - or contact IMBA for training resources.
Two Weeks Before the Event
8. Match Leaders and Project to the Expected Turnout
Finalize project specs and make sure you have the right people and resources. Leaders should plan on arriving early to prepare the site and answer questions. Remind the team of their integral role in enhancing the safety, fun and service of the event.
9. Final Project Preparations
Assure the logistics have all been addressed. For trailwork, use tightly-spaced flagging where you'll be working to assure the final product matches the design. Where needed, write field notes directly on flags. Confirm with the land management agency that parking, gates, restrooms and staging areas are ready and that the time and duration are agreed upon.
10. Coordinate Social Aspects of the Event
Make sure lunch is ordered or prepared on time. You can never have too many beverages - they keep volunteers hydrated and extras can be stored for the next event. Collect prizes and gifts. Leave time for a social event following the work.
