DOC Project CheckList Draft

Project Checklist for Agencies

PROJECT PREPARATION 

• Project is safe for a novice volunteer
• Proper tools & supplies are available and have been tested
• Pre-event prep has been outlined and will be complete prior to Day of Caring
• Number of volunteers requested matches work load
• Project completion time is accurate (many projects are completed quicker than anticipated; be sure there is plenty to do)
• First-Aid kit is available and on each project site to treat minor injuries  
• Water, refreshments and lunch (if providing) has been determined and purchased
• Site Visits are complete- beginning the week of August 1^st, a Day of Caring Site Review volunteer will be calling you to arrange a visit to your agency’s project site(s). Visits will be August 10-14. These meetings usually take about 15 minutes and assist you in ensuring your project and project site are fully prepared for Day of Caring.
• Kickoff Breakfast RSVPs – due August 13^th. Complimentary Kick-off Breakfast (7:30 am at Washburn University)
• Current copy of Liability Insurance covering volunteers has been provided to United Way

WELCOMING VOLUNTEERS - PRE-EVENT

• Contact the company(ies) coordinators who sign up for  your projects
• Communicate parking instructions and any special instructions (limited parking or street parking
• Make any extra requests for additional tools needed or supplies requested prior to the event – volunteers and companies often appreciate knowing what they can bring to help with projects beforehand, but do not expect volunteers to bring everything (for example:  work gloves, hammer, paint brushes, buckets… etc…)
• Communicate any refreshments and /or meals provided to by agency

WELCOMING VOLUNTEERS – DAY OF 

• Greet volunteers upon arrival with a well-marked table and volunteer sign in sheet
• Provide a Volunteer Packet for every volunteer which includes a Welcome Letter from a director or board chair and agency literature
• Provide a brief (3-5 minute) overview of your agency and its mission and how it works with United Way or plan a presentation during the volunteers’ lunch break
• Detail the project(s) and your expectations
• Provide the day’s agenda and explain when any breaks will be and what refreshments/meals are provided
• Provide a short tour and point out restrooms locations 
• Make the day FUN! Circulate, be involved, take pictures and be a part of the day!

THANK YOUs

• Send a Thank You note to each company coordinator you worked with after the event.  Include copies of or email digital pictures to company coordinators if available