Volunteer Update 3/24

Last week was very important. I was able to basically finalize the volunteer schedule after I attended the directors' meeting to take notes for Chris. We decided on how we were going to have the breakfast and the desert receptions set up, which allowed me to finalize the shifts and how many volunteers we would need outside of the class and ACE. This past weekend I made a google form for the volunteers to fill out. It was meant to allow the class members to sign up for a shift that met their preference. However, as of now, less than half of the class filled it out, so I will be assigning people to a role. Tonight I am sending out the volunteer shifts/job descriptions to the non-class, non-ACE volunteers and asking them for their top three shift choices and telling them the shifts are on a first-come first-serve basis. This will let me eliminate the shifts as I go and prevent people from arguing over when position they wind up with. I will give people their preferred choice based on how soon they get back to me. I will be presenting the final volunteer shifts for class members on Wednesday, and I will also email Danielle DeVeaux with the jobs we need filled by ACE volunteers.

Volunteer Update as of the Week of 3/19

The week of the 19th I met with the rest of operations and programming at Lumina to discuss everything with Sandra. I made notes during our talk about how I am going to utilize ACE volunteers. Specifically, I will use ACE staff to monitor lines, keep track of cell phone use during the blocks and run mics. I will also make sure an ACE staff member works with Ben to keep count at the door and prevent the door from slamming as people enter and exit during the blocks. I also completed to the best of my ability a volunteer schedule with the job description, time, number of shifts, department, and volunteer type (i.e. ACE, class or regular). This will be given to Chris so he will know exactly where everyone is supposed to be the day of the event, even when not performing their departmental duties.

Volunteer Update

This past week I was finally able to give my presentation to the class. It seems as though we are now at a consensus that I can determine shift lengths based on staff availability and the amount of required volunteers, so I will try to make sure the volunteer schedule is not too demanding of them, and allow them to utilize their time, while also giving everyone the chance to attend their desired film or conference block. Also, I had prepared a form letter to send out to potential volunteers. However, there were concerns in class that it was too long and could be more brief. After Jake looked it over and made it more concise, there were still comments about it being too long, so I will look it over again and try to actually put bullet points in the letter so that the paragraphs are broken up. I will send out the initial letter before we go home for break so that people will get an introduction to what volunteering means and how they can benefit. Once I get in touch with ace, I will then go about getting specific volunteers assigned to certain jobs. I am working on a group project with Danielle DeVeaux and so I have been in direct contact with her about the impending necessity for volunteers. If anyone would like to get started on drawing up specifics of what they will need their volunteers to do, that would be great. We still have time, but it'd be nice to get a little ahead. Thanks!

Volunteer Stuff

Well, it is just about time to launch our volunteer campaign. This week I'm presenting to the class. We will go over and discuss Shannon's concern's about shift times, also, by tomorrow I'll have my list of volunteers so far for Anna. This way she'll be able to go ahead and keep track of badges for volunteers. We are having our bake sale this week, so I'll be sure to have the sign-up sheet at that first thing in the morning. I think I'm going to wait until class Wednesday before contacting ACE. We still need to hash-out the amount of volunteers a little more before I begin asking them for their people. We had a few more names add to the list at the BYOFF.

The operations team has been doing a great job. I just wanted to say good job everyone. Despite the snow day, we are still getting it done.

VISIONS Post 4: The Film Kid Mixer

So this weekend we had the Film Kid Mixer, and I'd say it went very well. There was a pretty big turnout and I think we gave many newcomers to the department a chance to get to know the various opportunities that exist within our film community at UNCW. As far as the specifics of my tasks, I think I was able to make sure the proper announcements were made the night of, giving each organization represented at the mixer and chance to discuss some of the details about what they do and how to get involved. Also, the volunteer sign-up sheet had seven names and email addresses on it at the end of the night. Considering we haven't even officially launched a volunteer campaign, I'd say that's a pretty awesome start. Most of the people wanting to volunteer are new to the university and department. This is good because that's precisely the demographic I wanted to appeal to when it comes to volunteers we get outside of ACE. I'm very excited to present this week. In addition to my presentation, I will be showing a write-up of a tentative form letter to send to our prospective volunteers. I will also be developing a shift schedule and job descriptions in the next couple of weeks.

Post 3: Snow Day Week

This week I mainly just figured out the general plan for volunteer out reach. I completed my presentation and will take into account some of the suggestions I received in feedback from the class. For example, Chris suggested having a special volunteer for registration who stayed the entire time. I thought that was a good idea and we'll discuss it in class. Perhaps a special volunteer who does this could get a swag bag and additional credit on the DVD? Below is the segment of my presentation regarding what I need from the rest of the class and the dates by which I need it. This is really the most important part of what I did this week...deciding what I need and how it effects the rest of my plan.

I need numbers...From each department head or staff member who need me to get them volunteers...Please contact me by February 12th with at the very least an approximate number of volunteers you need for the day. If you can, by then, also let me know what type of work you need your volunteers to do, so I can get a good scope of what I am asking of people.

Art department, first...I dig the new volunteer posters. Second, I’m not sure if it would be you, or the PR department, but I need a combination of the logos you’ve put together and the standard Visions letterhead on a form to have at our outreach events. So, either I need to just let you know what I need on the form, or you can somehow get me the logo, etc. to put at the top of the form I create myself. Preferably by February 10th.

Post 2: Developing Volunteer Outreach

This week the operations team met with Sandra Jackson from Lumina to discuss the happenings on the day of and get a good rundown of the technical side of things. Nick, from ACE, was there and I got his contact info as well as the other co-chair of ACE, Danielle, to make sure I can keep in touch to organize volunteers with them. I am currently developing a plan to get volunteers within the Film Studies department, working on creating a schedule for volunteers and deciding how many volunteers will be needed. Once I get a better idea of how many volunteers we will need, I will contact ACE and let them know. I will also decide at that time how many volunteers to recruit outside of ACE. Right now as far as outreach goes, I think we should have a few incentives, some of which will be inherently part of volunteering. I also have a plan for recruiting at our events coming up.

Operations is having our weekly meeting tomorrow night, after which I will know more about what tasks need to be done, how many volunteers we will need, etc. I will then create a task sheet that will have shift times and the tasks designated for each shift. I will also create a Google form, so that when we recruit and gather peoples' info, I can enter it into a form and save it in a spreadsheet. It will contain  contact info, what positions they are interested in, their availability during the day, and other relevant information.