The purpose of this Volunteer Policy is to provide all staff and volunteers with clear guidelines, to prescribe limits of behaviour, assign responsibilities and explain Volunteer management systems and operating standards. It supplements other Event Volunteers policies & procedures. Click on any headline in the white to reveal more information on that topic.
The Volunteer Policy does not constitute a binding contract. We reserve the right to change the policy and to expect adherence to the changed policy. Volunteers and staff are expected to act in accordance with all event policies and procedures as outlined by this policy.
Section 1: Why We Involve Volunteers
Event Volunteers aim to have a reciprocal and mutually beneficial relationship with our volunteers. In line with this mission, we seek to involve volunteers to:
* Deliver a professional and successful event programme
* Provide a helpful and efficient information and stewarding service to the public at the event
* Engage volunteers with the activities and ethos of the event
* Foster relationships between people from Ireland and overseas
Who Can Volunteer With Us
Definition of a ‘Volunteer’
“Volunteering is the commitment of time and energy, for the benefit of society, local communities, individuals outside the immediate family, the environment or other causes. Voluntary activities are undertaken of a person’s own free will, without payment.”
The White Paper Supporting Voluntary Activity (2000)
As a volunteer with Event Volunteers you can expect to:
* be involved and managed in accordance with equal opportunity laws and best practice
* be given accurate information about the organisation
* be given a role description and agreed working hours
* be offered training appropriate to tasks
* receive supervision and support
* have access to a grievance procedure
* work in a safe environment
* be adequately covered by insurance
* have your voluntary contribution recognised
* have your personal information dealt with in accordance with the Data Protection Acts
Section 2: Recruitment and Selection of Volunteers
* The volunteer must complete the online volunteer application form which is then checked to ensure all details are present and correct
* The applications are screened and the volunteer is assigned to a team
* The volunteer is informed by email which team they are assigned to
* The volunteer is informed of their specific role and is sent the role description
* The volunteer must attend the induction, training and orientation sessions
Each volunteer position will have a ‘Role Description’ that lays out the specific tasks involved in the position, the qualities and skills required to fill the position and any other relevant details of the role. Volunteers are selected for roles based on the requirements of the Event and the volunteer’s experience, skills, availability and interest.
The selection decision will be communicated by email to the applicant. The decision will be recorded in writing on the volunteer database. Without meeting the above criteria, volunteers will be ineligible to volunteer at the event.
Induction, Orientation and Training
Section 3: Code of Conduct
Event Volunteers expects volunteers to abide by the following practices:
Volunteers are expected to act in a professional and respectful manner at all times. Aggressive, domineering and oppressive behaviour are not tolerated and must be reported to the Volunteer Manager or your immediate supervisor immediately.
People under the influence of drugs (including alcohol) will not be permitted to volunteer and will immediately be asked to leave. Any suspicion of substance abuse should be immediately reported to the Volunteer Manager or team leader.
Working times are negotiated between the Volunteer Manager, Team Leader and the volunteer and are as flexible as each role allows. On arrival at the Event each volunteer must immediately report to the Volunteer Manager to register their attendance. All absences must be notified as soon as possible to the Volunteer Manager so that alternative arrangements can be made.
Regular lateness or absence may result in ending your involvement as a volunteer with the event.
Co-operation and teamwork amongst the volunteers, staff and clients is required and encouraged.
Neat Dress & Personal Hygiene
All volunteers must wear the uniform provided to them when working at the event. You may wear clothes appropriate to your responsibilities, but they must be kept clean and tidy at all times. Dress warmly.
Representation of an Event or Event Volunteers
Relationships with Paid Staff
Section 4: Management of Volunteers
Support and Supervision
The Volunteer Manager will advise the volunteer of their designated supervisor whose role it is to provide day-to-day advice and guidance relating to the voluntary work, provide support and supervision, and identify training needs for consideration by the Volunteer Manager.
All volunteers are allocated a designated supervisor when volunteering with the event.
It is the role of the designated supervisor to provide advice and guidance relating to the voluntary work, provide support and supervision for the duration of the event. The purpose and benefits of supervision are to:
* Clarify priorities
* Share information, answer questions
* Discuss any issues the volunteer may have
* Identify and meet support needs
* Recognise and deal with existing and potential problems
* Monitor and evaluate performance
Personal Information and Confidentiality
Arrangements for Resolving Difficulties
Ending the Volunteer Relationship
Grounds for being asked to leave include, but are not limited to, the following:
* Gross misconduct
* Being under the influence of drugs or alcohol
* Misuse of equipment and materials
* Abuse of clients and co-workers
* Breaches of confidentiality
* Failure to abide by policies and procedures
* Failure to complete duties to a satisfactory standard
When a volunteer is asked to leave this will be communicated both in person and in writing. If a volunteer is deemed to have behaved with extreme detriment to the event and its reputation and to the health and safety of others involved in the event, the event reserves the right to end its relationship with the volunteer immediately.
Section 5: Health and Safety
All volunteers must abide event Health & Safety Guidelines as presented on the volunteer training days.
* Assist the Security & Gardaí when necessary
* Facilitate immediate access for emergency services when necessary
* Advise your supervisor immediately if your area is becoming congested
* Assist in the direction of patrons both entering and leaving the venue
* Inform your supervisor if you note anything likely to cause injury or danger to persons
Child Protection Statement & policy
It is the policy to
* Acknowledge the rights of children to be protected, treated with respect, listened to, and have their own views taken into consideration.
* Recognise the welfare of children must always come first, regardless of other considerations.
* Adopt the safest possible practices to minimise the possibility of harm or accidents happening to children and protect workers from the necessity to take risks and leave themselves open to accusations of abuse or neglect.
* Develop procedures for responding to accidents and complaints. Volunteers and Staff are expected to
* Always be polite and courteous around children
* Follow procedures in relation to lost children
* Do not touch or carry any child even if they are by themselves. It may be required to hold a child’s hand to bring them to safety but this should be the only contact necessary.
* Report any incidences or accidents to your supervisor
* Never be left alone with a child – always have a fellow volunteer or staff member with you
Volunteer Feedback Survey
Reimbursement of expenses
Evaluation & Feedback
Keep up to date
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