Volunteer manager

Materials 

• Role cards

• Pens

• Volunteer & Participant Seating sheet to Data Manager 

• Moderator 1-pagers

• Scribe 1-pagers

Process

Setup

• Check with Event planner how many tables to setup (then add 1-2 extra) 

• Arrange tables

• Setup easels & flip charts

• Distribute folders on tables

• Setup sign in table

30 minutes before & Introduction

• Sit at sign-in table 

• Assign other volunteers roles in following order: 

  • Greeter (if needed)

  • Moderator, if they are trained 

  • Scribe 

  • [Keep assigning moderators and scribes until enough tables are filled, then go back to assigning the remaining roles] 

• Assign table

  • Make sure there are 5-6 participants, 1 moderator & 1 scribe per table. 

  • Fill out tables in order (from 1, to 2, to 3 and so on) with 2 volunteers on each table 

  • Be flexible: some volunteers want to sit together with their friends and family. If possible, assign volunteers to tables based on their preferences 

• Record name, role and table on the Volunteers & Participant Seating Sheet 

• For moderators and scribes

  • Give them a moderator 1-pager or scribe 1-pager

  • Tell them Volunteer Coach can answer questions

• Direct to table

Small group brainstorm

• Take pictures of ideas on flip charts

Share out

• Take pictures of ideas of top 3 ideas on flip charts

Wrap up

• Remind scribes to digitize, or moderators, or staff

Tear down

• Collect posters & give to Data Manager

• Give Volunteer & Participant Seating sheet to Data Manager 

• Clean up