It boils down to KNOW YOUR VOLUNTEERS. I’m not a big fan of the new volunteer website sign-ups. It’s not personal enough.
DD was a volunteer coordinator for years. She had a spreadsheet that she gave each chair that was to die for. She knew every volunteer, stated their experience and preferences, notes if someone had to leave early, needed shade, had kids with them etc. and all contact info. It really helped me with fence assignments. I put a ‘new’ mother and the grandmother in under the shade grove so they could set the bassinet and spend a delightful day together. The following yr the mom was back riding and grandma and the 1yr old where back in the same spot! When DD passed the baton she shared that spreadsheet, and it was never used.
When I was a chair I spent time at the event speaking with everyone, personal stories and experience. I knew who needed to be called, a personal contact that some older folks preferred. Strange, huh. But they showed up every year and both days! I sent a group email out to everyone and shared educational job training documents (USEA and ones I created) so they could read, review before they arrived. I shared photos and fun stories after the event in a group personal email thank you.
An example: my first yr doing xc coordinator I was doing fence assignments and I put the nice older couple in the shade by an easy fence … turns out they had fence judged at Rolex for eternity and had fence judged at both U.S. Olympics. We turned this situation into a good laugh and became close friends they shared many a good story with me - but I was offput that no one told me! I keep records after this. I could switch people so they would have different viewpts each yr. No one wants to be in the back 40 yr after yr.
I extended a welcome to come help with cleanup and storage after the event and an opportunity to meet the other volunteers. We often ended up at the picnic tables by the campers afterward! wink. For the noncompetitors it’s a real treat to feel included in that other circle.
Here’s some examples of what I learned - important to find out how far someone has traveled to volunteer their time. Some have to arrange farm care for the animals they left, so if they have made the commitment to that degree be sure to use them all day. And I’ve made sure they get recognized treatment if not preferential job positions to make their sacrifice worthwhile and repeated yr to yr. Sending them home early is not what they had in mind. To this point make sure they always have a job when they do arrive! I can’t tell you the disappointment I’ve felt at some HTs being turned away after I had made the trip and planned the time commitment.
For some people find out who likes to be switched up. Some like a comfort place they already know others need challenges - and the event needs people who can switch hit. Relying on one person for especially a big job yr to yr will be a problem the yr that person can’t do it. Let experienced people mentor others. It’s a compliment.
When I am out on a golf cart, and I tell score runners the same, between rounds! - offer to sit at a fence and let them use the cart for a porta potty run. LIkewise for the warm up, starter and gate people.
Dietary concerns has become a major necessity. Need to know if vegetarian, gluten free etc.
These are my major sticky points. I’ll think of others.
