Fillable Welcome Toolkit Welcome Events Guide (Girlguiding UK)

Fill Online, Printable, Fillable, Blank Welcome Toolkit Welcome Events Guide (Girlguiding UK) Form

Use Fill to complete blank online GIRLGUIDING UK pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

Welcome Toolkit Welcome Events Guide (Girlguiding UK)

On average this form takes 9 minutes to complete

The Welcome Toolkit Welcome Events Guide (Girlguiding UK) form is 9 pages long and contains:

  • 0 signatures
  • 44 check-boxes
  • 16 other fields

Country of origin: UK
File type: PDF

Use our library of forms to quickly fill and sign your Girlguiding UK forms online.

BROWSE GIRLGUIDING UK FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
Introduction
Do you have new or potential volunteers in your area? Running
a welcome event is a great way to show them what guiding is all
about, and it will make them feel welcomed and appreciated
from the start.
There are a various different kinds of events that you could run. Which one you choose will
depend on who you’re reaching out to and how much they are already involved with Girlguiding.
This pack gives you some ideas for possible events, including:
• Drop-in events
• Taster sessions
• Welcome meetings.
Don’t feel you have to stick to these suggestions though – you may have lots
of other ideas too!
This pack will help you choose and deliver the most suitable welcome event for
your new or potential volunteers. On pages 7–8 are some checklists and planning
tools to help you prepare, and on page 9 you’ll nd a sample feedback form
that you can adapt for your event.
A guide to running
welcome events
1
Registered charity number 306016.
2
What is
a welcome event?
A welcome event is different from a recruitment event
or an induction event.
Sometimes an event will involve both
recruitment and welcome – like a session
for girls and their parents, where parents
know they will also have a chance to hear
about volunteering. Other events will
cover both welcome and induction, for
example if new volunteers have already
decided to get involved.
Think about the people you want
to engage and what stage of the
volunteering journey they are at.
This will help you decide on the most
appropriate event for your area.
• At a recruitment event,
we go out into the community
to make rst contact with
potential new volunteers
(for example, a stall at a fair).
• At a welcome event, we are inviting
people to a Girlguiding-led event or
meeting. We let them know in advance
that they can nd out more about
volunteering at the event.
• An induction event is the next step:
it is for people who have already
decided they want to volunteer
and are ready to hear
more details.
3
What are
drop-in events?
Drop-in events are a great, informal way to connect with new and potential volunteers.
They give you a chance to meet volunteers who have recently registered their interest online
– why not run one instead of one-to-one meetings with commissioners? You can also advertise
drop-ins openly to parents or to anyone who might want to nd out more about volunteering.
Try combining a drop-in welcome event with an opportunity for leaders in training to submit
recruitment checks or get support with their Leadership qualication (LQ). Having a multi-
purpose event will help create a bustling atmosphere.
General public
If you are planning a public recruitment campaign, it’s good to be able to advertise a
welcome event. This gives potential volunteers a specic date and time when they can come
and nd out more. And existing volunteers will have a chance to prepare a great welcome!
Parents
Parents are a great source of potential volunteers. Make a drop-in event convenient for them
by holding it in or near their daughter’s unit meeting place, during or after the meeting.
This could also be a good option for meeting parents of girls on your local waiting list, to talk
about opening a new group.
New volunteers/enquirers
If you have a group of new volunteers who have signed up online, think about inviting them to
a drop-in event as an alternative to a one-to-one meeting. Commissioners can meet their new
volunteers; new volunteers can meet their commissioners and also get to know other new and
existing volunteers in the area.
Who
are they for?
Brentwood West district ran a drop-in event aimed
at potential volunteers, and combined it with
recruitment checks and LQ sign-offs. The event
was advertised through Girlguiding channels and
externally. It ran for two hours, and the district
team and volunteers from all sections came along.
The team had planned presentations and talks, but
decided on the day that a more informal approach
felt appropriate. This allowed everyone to mingle
in a relaxed environment over refreshments.
Potential volunteers, girls doing their Young
Leader qualication, leaders in training doing their
LQ and a leader who needed to submit a DBS
renewal check all attended the event. Everyone
gave positive feedback and the existing volunteers
said the style worked well. They agreed they
would run something similar again.
Case study: Brentwood West
Example timetable
Time of drop-in event: 7:30–9:30pm
6:30pm – Arrive and set up tables,
refreshments, presentations and
resources
7:25pm – Be ready to welcome people
7:30–9:30pm – Welcome attendees and
offer refreshments / provide resources
/ have discussions / run an LQ sign-off
table /run a recruitment checks table /
distribute feedback forms
9:30pm – Pack away and debrief
Drop-in events
Brentwood West district ran a taster session for
girls waiting to join Rainbows and Brownies, along
with their parents. The event took place one
afternoon during the Easter holidays, with help
from existing volunteers and girls from local units.
Activities included den making, cupcake
decorating and games.
Parents and girls got to meet and mingle with
current members. As well as informal chats during
activities, a specic period was set aside to talk to
parents about volunteering and how this could lead
to more spaces for girls.
The team afterwards contacted those parents who
showed an interest in volunteering. They were
invited to a further meeting and a taster visit
with an existing unit.
4
What are
taster sessions?
Taster sessions are a chance to show off! You can showcase all the great things volunteers
can get involved with and really give a sense of what guiding is all about. Invite girls and
adults to try out a taster Girlguiding meeting. Let the adults get stuck in with helping,
but also set aside some time to chat to them about local opportunities. Taster sessions
combine recruitment and welcome and can be a great tool for getting people interested.
Parents
Sometimes parents don’t know about the range of exible volunteering opportunities that
help make guiding happen. Give them a taster of what to expect from volunteering and how
much fun they could have; this is also a great opportunity to answer any questions.
Parents of girls on the waiting list
In this group you may have an untapped pool of potential volunteers. They may even have an
extra incentive to join, since more volunteers means more girls can get off the waiting list and
join units! Why not organise a parents’ and daughters’ taster session for those on the waiting
list? It will offer girls a chance to try out some activities and stay connected to Girlguiding
while they wait for a place. Inviting parents allows them to see what unit meetings are like,
while existing volunteers can chat to them about volunteering.
General public
Potential volunteers who are not currently involved in Girlguiding may want to nd out what it
is all about! A local taster session could be used to attract both new volunteers and new girls,
depending on local needs.
Who
are they for?
Taster sessions
Case study: Brentwood West
Example timetable
Time of taster session: 2:30–4:30pm
1:30pm – Arrive and set up tables,
refreshments, activities and resources
2:30pm – Welcome and explanation
of event
2:35–3:35pm – Activities for parents
and daughters together
3:45pm – Refreshments
4pm – Games / activities for girls.
Session on the side for parents to
nd out more about volunteering
with Girlguiding
4:20pm – Feedback opportunity
and thanks
4:30pm - Pack away and debrief
5
What are
welcome meetings?
Welcome meetings are a way to gather together people who have already expressed an
interest in volunteering. They can be formal (presentations and activities) or informal (a chat
in a coffee shop). Either way people are invited to come at a specic time, unlike drop-in
events. A local commissioner would usually organise welcome meetings, maybe instead of
one-to-one meetings. Depending how committed the new volunteers already are, these events
could include induction activities as well.
New volunteers/enquirers
This type of welcome event is ideal if several people are starting at the same time. It doesn’t
matter if they know each other or will be volunteering in the same unit. For example, you
may have a number of people who recently signed up online or at a recruitment stall. Inviting
them all to a group meeting will both save time for the commissioner and allow the new
volunteers to meet one another.
This kind of event also works well with specic groups – for example, new volunteers who
are interested in setting up a new unit together.
Who
are they for?
Welcome meetings
Thurrock East organised a welcome meeting for
three new volunteers who had agreed to open a
new Rainbow unit in the area. This meeting took
place in a café. The county commissioner and
division commissioner came, both of whom run
units locally. The meeting gave an informal space
for the new volunteers to ask questions about
their roles, what they needed to do, the training
they would need and the support they would
receive. They were given induction resources and
invited to taster visits and upcoming training.
They completed their recruitment checks at the
meeting. All three new volunteers found the event
very helpful and were grateful they could all be
there together.
Case study: Thurrock East
6
Loughton South organised a welcome meeting for a
number of people who had signed up to nd out more
at two recent recruitment stalls. The event was quite
formal, with a planned structure. The district
commissioner and other local volunteers attended.
Existing volunteers gave an introduction to
Girlguiding, including sections, volunteering roles,
local guiding, training and opportunities. Each new
volunteer was given welcome and induction resources
and the opportunity to go on a taster visit to a unit.
There was time for discussion and an opportunity
to nd out more about each volunteer,
why they were interested in Girlguiding
and what in particular they wanted
to do. Refreshments were provided.
Case study: Loughton South
Example timetable
Time of welcome meeting:
7:30–9:30pm
6:30pm – Arrive and set up refreshments,
projector, laptop, tables and resources
7:20pm – Ready to welcome volunteers and
offer refreshments
7:45pm – Welcome and introductions
8:55pm – What is Girlguiding (videos and talk)
8:05pm – Introduction to the different sections
8:25pm – Girlguiding in your area
8:45pm – Different local roles and opportunities
9:00pm – Short activity
9:20pm - Thank you and feedback / next steps
9:30pm – Pack away and debrief
Welcome meetings
7
Checklists
Use and adapt these checklists to help
you run a fantastic welcome event.
Things to take
A county-specic version of the induction booklet
(copies available from your country/region)
Display boards with local pictures or case studies
Girlguiding banner
Map of local area
Display stands
Stickers or name badges
Laptop
Projector and extension lead
Stationery (pens, pencils, sticky tack, tape, sticky notes)
Refreshments
Promotional items, such as Girlguiding pens or badges
Copy of Girlguiding videos, e.g. Welcome to Girlguiding or exible
volunteering video (search ‘toolkit for a warm welcome’ on the website)
Welcome and induction resources (all free from the online shop or
downloadable from the website – search ‘toolkit for a warm welcome’)
o Leaets
o Volunteer roles poster and handouts
o Learning and development guide
o Action plan
Copies of volunteer role descriptions (on the website)
Dates of local meetings
Dates of training opportunities
List of local volunteer needs
Activities / games
Sign-up forms
Feedback forms
8
Preparation
Set a date, time and venue for the event. Choose a venue
that is accessible and suitable for your target audience.
You can keep it low cost or free by using a unit meeting
place or meeting in a café.
Plan which existing volunteers will attend – commissioners,
leaders, unit helpers and perhaps girls.
Think about participants’ needs, such as English as a second
language or getting to the venue.
Prepare marketing materials to distribute in your local area,
set up an event page on social media and send emails to let
people know about the event. Try using Eventbrite to gather
registrations so you
know in advance how many people to expect.
Let those helping know what they will be doing and what you
will need them to bring (refreshments, activities, laptops etc).
Prepare key resources and activities.
Gather important information such as key
dates, meetings and training details.
Make a checklist of items you will
need to bring along.
Create a feedback form for gathering
comments from attendees and
their contact details.
On the day
Arrive early to make sure everything is ready.
Be open and friendly.
Listen to the new volunteers and nd out about
why they are there, what their particular skills
or interests are and what they want to do.
Provide new volunteers with key resources.
Offer them the chance to visit a unit and see
what a meeting looks like.
Have fun!
Thank new volunteers for coming and talk
about next steps.
Get more tips and tools on the
Girlguiding website: search
‘taster sessions, ‘warm welcome’
and ‘role descriptions’.
After the event
Get in touch with attendees
over the next week to
follow up.
Start planning next steps
with individuals.
Review feedback for
future events.
9
Not useful - - - - - - Useful - - - - - - Very useful
How could this event have been improved?
Session 1 2 3 4 5
How did you nd out about this event?
Contact details
I am interested in nding out more about volunteering. I understand that my details will be
kept for up to three months and shared with local lead volunteers and Girlguiding staff so they
can contact me. I understand that I can ask not to be contacted again at any time.
Other comments / questions
© Girlguiding 2018
Registered charity number 306016.
Poster Work Flyer Twitter Facebook Do-it Indeed
Friend/
Family
Other
Name Email Contact number
Please rate on a scale of 1–5 how useful you found each of this event’s sessions.
Sample feedback form
Adapt this form to use at your event so that you can
make the next event even better!
Volunteer information event questionnaire
Thank you for coming to our volunteer information event! We hope you found it interesting.
Please fill out this quick questionnaire for us, so we can see how useful this evening has been
for you and how we can improve future events.
Welcome – cakes, drinks and mingling
Info table – local Girlguiding
Info table – Who we are and what do we do
Girlguiding video
Speakers – volunteering with Girlguiding
Q&A
‘Next steps’ talk
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

Welcome Toolkit Welcome Events Guide (Girlguiding UK)

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 25 November 2020

Message

View Audit Log
Print With Audit Log
Duplicate Document