Suggested Volunteer Guidelines for PSK Community Events

Before the event:

  • Planning Team:: Build Your Planning Team with neighbors, friends, community members, and volunteers and collectively decide who will do what. Here are some common roles that can be fulfilled by the Planning Team. If your team is small, one person can handle more than one role. 

    • Event Lead/Coordinator – keeps everything on track.

    • Outreach/Engagement – spreads the word and invites people.

    • Activities Coordinator – plans the fun.

    • Volunteer Manager – organizes helpers.

    • Logistics/Supplies – makes sure you have what you need.

  • Volunteer Roles: Make a list of the volunteer roles you need. For example: set up or clean up, activity/games helpers, safety monitors, greeters, etc.

    • How much help is needed? Think about how many volunteers you’ll need. This depends on how long the event is, how many people are coming, and what kinds of activities or games you will have.  (For your reference: our best practices include keeping volunteers for no more than 4 hours, 1 per activity or game that requires constant supervision and/or is expected to draw more attention; or 1 or 2 per station or set of games that requires light supervision.)  

  • Keep everyone safe: Each event organizer is responsible for vetting volunteers and planning team, and ensuring the safety and well-being of both the volunteers and the communities they serve. 

  • Let them prepare: Let volunteers know at least one week in advance the event details, what they will do, and what is expected. 

During the event: 

  • When volunteers arrive, check them in using a simple list. 

  • Give volunteers a schedule for the day and the layout of the event.

  • Tell volunteers what their jobs are and, if possible, give them name tags or something to wear so people can recognize them. 

  • Have a short on-site briefing to

    • Provide guidelines for proper use of equipment and materials.

    • Explain how to handle tricky or difficult situations.

    • Tell them who to talk to in case of a safety or emergency concern.

    • Let them know about taking breaks, water and food, shade,etc.

    • Encourage a friendly, active, and inclusive attitude that welcomes everyone and all ability levels, ages, and skills.  

    • Keep supervising activities, support your volunteers, and communicate to them any changes or updates during the event. 

After the event: 

  • Thank your volunteers: A mahalo message goes a long way! 

  • Share notes about how the event went and ask for their thoughts or ideas on how to make it better next time. See some ideas HERE.