Last month we talked about using the internet program, Volunteer Spot, to help organize our volunteers for the 2016 Spring Orchid Show and Sale. This technology is not meant to take the place of personal contact with each other. It is simply a tool for us to use for the benefit of our members. Creating a volunteer database for an event this large can be an enormous undertaking. This software is meant to simplify things for everyone, reduce mistakes and confusion and provide a clear understanding of what is needed. For the first time, each job will have a description attached to it and you will know exactly what you will be volunteering to do as well as who is volunteering around you and who you are working for. I have a secondary agenda of possibly bringing in non-members who would like to see the show but are uncomfortable paying the admission fee. Since volunteering allows them to see the show without admission, I’m sure that once they see how fun we are, they will want to join us!
How do I view what volunteer opportunities are available?
Once the volunteer coordinator (me) receives information from the various chair people regarding what they each need in the way of volunteers, I will begin to enter those needed volunteer positions and the times they are needed. Once I have initiated the event and populated it with volunteer positions, I will be sending an email link to all our members. You will be able to view the positions and times that need volunteers, with the associated duties for each position. At that time, you will be able to sign up for volunteer positions and even change your selection up until the day prior to the event.
The difficult part for some of you will be that you must register with your Name, Email Address, and Phone Number in order to view the volunteer positions. I want to assure you that in a thorough test several months ago, no one was contacted by Volunteer Spot for any reason. I have researched the organization and am satisfied that using this process will not, in any way, compromise anyone in our society as it relates to identity theft or spamming of your email. “Emails and phone numbers are not used for advertising, spamming, or anything unrelated to the current event. They are accessed only by the volunteer coordinator or chairperson for the purpose of this event alone.”
You will only receive a few emails generated by the program to remind you what you have signed up for as the show approaches. These emails will stop as soon as the event is over.
For those of you who don’t use a computer or are not comfortable with this system, be assured we will develop an alternate method so that you can still volunteer. It takes all of us together to make our show a success!
– Karen Wofford (AOS Rep)