GUTSY WALK 2019

1. GUTSY WALK 2019

2. GoToWebinar Control Panel Use the Control Panel to manage your session. • Audio Pane: Use the Audio pane to switch between Telephone and Mic & Speakers • Grab Tab: To free up space on your desktop, you can collapse the Control Panel and use the Grab Tab to continue to manage your session. From the Grab Tab, you can hide the Control Panel, mute yourself (if you have been unmuted by the organizer), view the webinar in full screen and raise your hand. • Questions Pane: Ask questions for the staff.to

3. Agenda • Walk with me • Step right up • Next steps • Hit the ground walking • Walk the talk • Q & A

4. $3.4 Million GUTSY WALK 2019 goal:

5. Walk with me Getting from here To there

6. What motivates volunteers? Graphics from volunteer.ca

7. What do volunteers bring to us? Graphics from volunteer.ca

8. Step Right Up – Recruitment….A little bit like Hide ‘n Seek. A lot like Tag. • Personal Networks • Professional Networks • Community • Not just yours – engage your committees • Bulletin boards – Online/Off line • Cause connection • Targetted skill set

10. What you can do • Connect with your committee • Think of new ways volunteers can add value to the event • Get a list of past year’s Gutsy Walk event day volunteers • Find local places to post volunteer needs • Direct interested people to our online Volunteer Application Form

11. How we can help We’re a team! Together, we’ll make 2019 the best year ever. Here’s how we can help you as a Volunteer Captain: • Position descriptions for Gutsy Walk committee member roles are available under “Volunteer Tool” on our Website • Online posting on Charity Village for event day for all sites • Social media- Twitter and Facebook posts about Gutsy Walk • Event day waiver for any surprise volunteers! (Note: anyone 17 or under needs to bring a signed waiver with them in order to volunteer)

12. Recruitment cont’d

13. Next StepsTools and Resources • Waiver – only if new volunteer or waiver not on file • 17 and under • Communication Plan and Scripts • Event Day one pager • Role description one pager • Orientation plan and scripts • Volunteer Thank You wording • All of these sample documents can be found on our CCC website – Volunteer with us, Volunteer Tools • http://crohnsandcolitis.ca/Get-Involved/Volunteer-with-us/Volunteer-tools

14. Scheduling • Anticipate a 10-25% drop off rate from recruited event day people • Guideline for number of volunteers needed at your event: S: Use your judgementM: ($20K+) 30-40 volunteersL: ($75K+)-50-60 volunteersXL: ($100K)-100 volunteers • Allow friends & family to volunteer together- it’s more fun! Consider having an incentive for the top word of mouth recruiter (person who brings the most people out to volunteer with them) • Don’t forget about transition times if people are moving from one area to another or on break • Consider scheduling a few ‘floaters’ who can jump in where needed and can also act as “Volunteer Experience Ambassadors” to give volunteers water, snacks and cover breaks, etc.

15. Sample Volunteer Schedule

16. Free online scheduling tool: SignUp.com https://signup.com

17. User Testimonials “I thought it worked fantastic and I also had several of the new volunteers remark on how easy it was to use, get reminders, etc. I would use it again!” “I didn’t want to like it because there are so many different things we need to already be proficient in as DCs and I thought it would be another overly complicated program that under delivers. But I am happy to admit that I was 100% wrong!” “I definitely think it’s a great resource! It is very user friendly and easy to navigate. It takes you through step by step how to create the SignUp and includes a tutorial video online if you have never used it before. When creating the SignUp the organizer can also pick whether or not you want to allow participants to see who else has signed up for a particular shift (I would suggest allowing them to see who else has signed up as I know many volunteers like to sign up for shifts with someone they already know). Another great thing about it is as a volunteer after you sign up for a particular volunteer shift it will send you a reminder email the day before you volunteer which saves the organizer time in having to email all the volunteers to remind them.” • “The number one thing I love is that it helps eliminate a lot of back-and-forth emails. I didn’t have to repeat the same information to every volunteer about the different roles available, role descriptions, time commitments/shifts, etc. • Mostly everything was automated. It was very easy to set up for one-day events or events with several days. • The tool is flexible and easy to use and our volunteers can see which roles are available rather than contacting us for an update. Volunteers don’t have to create an account on Signup.com, as well. • Overall it makes it easier for all parties and eliminates a lot of admin/manual work to schedule volunteers.” https://signup.com

18. User Testimonials Continued… • “Very simple and not time-consuming to enter details for 72 shifts and position descriptions • Sign Up Link made it simple to email the event sign up to volunteers, add to newsletters, and post on social media • 46 individuals signed up through the link; each received automatic shift sign up confirmation emails and automatic reminders a couple of days before the event. • I was able to easily see who had signed up for which shifts and which shifts still needed attention. • I could easily run reports to get contact details and shift check in lists. • I could easily run a report to share names of volunteers with the concession company to facilitate their own volunteer check-in procedure to ensure our volunteers had no trouble entering the grounds (can download to excel and remove contact information). • Users told me it was very easy to sign up, very easy to switch shifts or exit their participation, and very convenient, saving them lots of back and forth emails. • You can choose to receive a notification each time someone signs up, or not. • You can add your logo or the event jpg • It is easy for the admin to sign up a volunteer who does not have access to email (using own email) so that the admin gets the reminder and is cued to follow up with that volunteer by phone. • You can describe each shift and event exactly as you want. • The reporting made it simple for me to follow up with any new event volunteers to see if they would like to sign up for CCC volunteering or attend upcoming event.   • There is lots of functionality I did not use but will explore for future events. • I’ve used them for a couple smaller events as well, but using it for this event was the one that sold me on it. “ https://signup.com

19. At Work for Vancouver Gutsy Walk 2018 Best practices shared by 2018 Vancouver Gutsy Walk Volunteer Captain: • I used it last year to help me organize where everyone needed to be, identify who they would be reporting to, and to get people signed up in multiple roles. It was super helpful in seeing the way it would all unfold. • As the volunteers signed up, and Teri forwarded them to me, I sent them a “welcome to the team” email which included - the link to the signup.com to get 1st choice on positions still available, invite to the volunteer Facebook group, and a clear message that I am here for them to answer whatever questions they have. • Some signed up directly, others I registered in there so captains could see who was assigned to them, and people could see if friends wanted to volunteer and be stationed with them. And overall as a team it was no secret where we stood with volunteer support. Great program overall for communication, once people can figure it out. • I have not set up this years yet - but it will be by the end of this month, and we already have 19 volunteers from last year who have confirmed with me directly, plus whoever Teri has that I haven’t received yet. I’m looking forward to exploring more about this program already having success last year.

20. Next Steps SignUp.com Webinar training Email: srangoussis@crohnsandcolitis.ca

21. Hit the ground walking So what’s the equation for an ideal event day experience?Have FUN+ Be ACTIVE+LEARN about us and the cause =A memorable experience and positive ambassadors for us within our volunteer networks

22. Tips for the Volunteer Captain • Explain what types of volunteer positions are available and what type of person would fit best in the role • Have people confirm a week or two before the event that they still plan on attending • Assign “Captains” for each station. Typically these would be returnee volunteers • Be flexible! • Have a way volunteers can contact you throughout the day if you are not at a centralized location • Make sure they get food and water • Keep records for next year • Ask for feedback • Let promising volunteers know about other volunteer opportunities (like the Gutsy Walk Planning Committee!)

23. Orientation • We want to orient volunteers to: • Gutsy Walk • Crohn’s and Colitis Canada • The event location • Their role • Orientation helps: • The event run smoothly • Everyone stay safe • People have fun and feel good about helping

24. Creating a great event day experience for volunteers includes: • Making them feel welcome when they arrive, having a dedicated space for them to register, confirming location of washrooms, First Aid, break times, etc. • Making sure any materials or equipment needed to do their work is ready to go for them • Introducing them to their teammates for the day • Letting them know that what they are doing is important • If a student is collecting hours, signing off at the end of their shift • Being available (or introducing them to their contact) for support, answering questions, etc • Having a pre-event walk through can be really helpful! Students can get sign-off for those extra hours

25. Walk the talk Great job! Thank you! Thanks! You’re Awesome

26. What you can do Following up and saying thank you: • Ensure sign in/out sheet is complete, and confirm that we have a record for all volunteers who attended (goal: 100% volunteers have completed Volunteer Application Forms/waivers) • Be prepared to send out thank you email to volunteers 3 days after the event (or earlier) highlighting key achievements and successes (ie dollars raised, number of participants, etc)

27. Nationally, we will prepare a thank you message for all volunteers with overall event results • With the information you provide, we will track and update volunteer records • We will continue to gather tools, resources and best practices in order to improve the support we can offer!

28. Final steps • Ensure your Gutsy Walk Chair and local Development Coordinator have copies of any documents you used • Please confirm the complete list of volunteers- those who came out and those who didn’t • Flag any issues/concerns/ideas for ways to improve next year with your Gutsy Walk Chair and local Development Coordinator

29. Timelines to keep in mind

31. Q & A Q: I work at Queen's University. They have a website that they post volunteer positions available. Volunteers can go in and create a profile of their skills, time available and contact Queen's if they are interested in a position. Could CCC think about this idea? A: Yes, absolutely. We will be looking into all opportunities to post the volunteer roles of GW in as many places as possible. Q: Where can I access customizable flyers? A: This year, as in past years, there will be an editable flyer available for all walk sites. Connect with your staff partner to get these flyers. We encourage you to post them widely! Q: if a volunteer is a returning one from last year, do they still have to register again this year ? A: Returning volunteers do not need to re-apply or sign a new waiver but we do ask that all volunteers records are updated to reflect their current/most recent volunteer activity with CCC. Q: usually in March, we like to call past participants in order to inform them of the March Madness contest as well as to ask them if the 2019 Pledge form has been received. Will the pledge form be sent to old participants ? or which month is it received ? A: We are still considering the best way to reach out to past participants for March Madness as well as with pledge forms. We may move to an online format or retain the hard copy pledge forms. We will be letting everyone know the process as soon as it is updated. Q: Is there an age limit in order to volunteer? A: No, but we do have to remember that volunteers 17 years and under must have a waiver signed by a parent or guardian. Also keep in mind the types of volunteer roles that might be appropriate for families and have parents and children volunteer together. Multi-generational volunteering is great! Q: Calgary would be interested in hearing more about the signup.com but would it be possible to have the webinar earlier?? A: Yes! We are committed to making all of our training conveniently scheduled to meet your Walk needs. Please reach out and let us know what works best for your team.