Depending on the size of your project, you may want to consider engaging volunteers. The information included in this section is based on best practices as outlined in The Canadian Code for Volunteer Involvement.
The Canadian Code for Volunteer Involvement has been updated and is currently available for review at www.volunteercanada.ca.
The Canadian Code for Volunteer Involvement is a document that outlines best practices when engaging volunteers. The document was first launched by Volunteer Canada in 2001 to mark the International Year of Volunteers.i It functions as a reference tool in support of volunteer management professionals and organizations who wish to offer meaningful volunteer opportunities to individuals interested in giving back to the communities of their choice. For more information, please visit www.volunteer.ca.
Why would I like to engage volunteers? Are there any negatives?
Why is volunteering important to the individual who is volunteering for this project? Are there any negatives?
How do I define “volunteer”?
Are there other words I would use (or would prefer using) when referring to volunteers?
Volunteers with excellent communication skills and sound judgment could assist with spreading the word about the planned production. Others may want to contribute their design skills and develop marketing materials to be distributed at community centres, cafés, galleries, theatres, and other suitable locations in a variety of neighbourhoods.
You may want volunteers to sign an agreement prior to publishing any posts about the event to ensure that they adhere to proper etiquette when using social media. In addition, you could provide them with pre-created messages you deem appropriate for sharing.
Performance art-based university and college programs may be a great resource to find volunteers who would like to gain experience in stage management and other skills associated with this field. Even if a particular task is not the most exciting, but still necessary to execute a successful event, explain to the volunteer why it is important to have someone fulfill this role. It creates meaning and context.
Please refer to the list of possible programs in Additional Resources below.
The following key policies should be considered when you onboard volunteers.
Anyone involved with the project should be supported and treated with dignity and respect.
When you set out a call for volunteers, you may receive an overwhelming number of people who are interested in volunteering their time for your organization. It is always a good idea to go through some procedures prior to engaging your volunteers. Think about how many you will need and also consider including volunteers with disabilities.
Why they are interested in supporting your project?
What skills and experiences they could contribute?
How they wish to be involved?
What is the time frame? What are the deadlines?
How many hours do you expect them to commit to the project and when?
Include how to interact with people with different disabilities with dignity and respect for independence.
As an usher and/or scanner you are responsible for welcoming audience members to the venue, scanning tickets, guiding them to their seats, and answering questions they may have about the performance or venue.
This role is suitable for anyone who is comfortable interacting with the public and possesses great customer service skills.
Please wear black trousers or skirt and black shirt or blouse.
You will receive a name tag and a brief on-site training upon arrival.
If you have fewer than 50 volunteers, you may want to use an Excel spreadsheet or use Google drive to develop forms, documents, and schedules to keep track of applicants, the shift schedule, orientation & training documents, and feedback.
During the event, it is important to offer support to the volunteers on shift. Check in on a regular basis to ensure that everyone has a positive experience. You should also be prepared to answer questions and troubleshoot. Give everyone the opportunity to provide you with feedback at the end of each event, especially if it is a multi-day event and you could apply some of what has been learned to the next day.
Thank the volunteers for their support and ask for feedback from everyone involved (volunteers, co-workers, venue staff, and audience members) so that you are able to improve systems in place in the future. The evaluation process could be based on a survey you share with everyone.
V.A.A.C.T (Volunteer Award for Arts & Culture Toronto) - This committee is managed by Volunteer Managers/Coordinators who supervise volunteer programs at different arts and culture organizations, including Arts in the Parks, Caribbean Carnival, EDIT@ Design Exchange, Fringe, Hot Docs, imagineNATIVE, Inside Out, Luminato, Pride Toronto, Reel Asian, The City of Toronto – Special Events, and TIFF. They would be happy to share a “call for volunteers” with their volunteer teams.
Theatre's around your town are always looking for new and keen volunteers! Think about where you would love to spend your time and reach out to them, they are more than likely seeking some enthusiastic volunteers to join their team!
Engaging volunteers should be functional, but also fun. It is an opportunity to establish positive relationships with individuals who contribute their skills and time at no cost in support of a successful production with the expectation that they will have a meaningful and enriched experience in return.
ii Stallings, B., (2018, January) New Year’s Resolution for Executive Directors of Volunteer-Involving Organizations. Retrieved from https://energizeinc.com/hot-topics/2018/january#.