Hospitality guidelines and information for volunteers at the April 27, 2013 Green-N-Fit National Rebuilding Day Cluster Rebuild, on Tyler Street in Springfield, MA. Visit us: www.RebuildingTogetherSpringfield.org
6. Set-up
• Hospitality Manager is Charlene Valentin. Area Site Manager is John
Christopher.
• Please arrive by 7:00am
• Tables and Tents delivered and set up by Day & Night Rentals and place a
piece of blue painter’s tape under the tables and chairs.
• Add plastic Rebuilding Together plastic table covers to registration tables.
Place 6-8 bouquets of balloons around area. 2 bouquets in front of 163 Tyler.
• Supplies include clipboards, sharpies, t-shirts, painter’s tape, registration list
and pens
• Dunkin Donuts Iced Coffee Truck and car to park along side Chase Glass on
Hancock. We will also be bringing hot coffee.
• One First Aid Tent managed by AIC
• One Media/VIP/Donation Tent
7. Registration
• Registration Signs – “A-M” and “N-Z” to hang from tent w/clips
• There should be 4-6 tables at registration with 8-10 people
checking in ALL volunteers
• There will be volunteer waiver forms, clip boards, sharpies,
painters tape and pens.
• Volunteer list will be sorted by company name and then by last
name. Make a check mark. There will be people who have not
registered. That is OK. Have them sign the form.
• Ask all volunteers to sign the waiver forms even if they did on-
line. Ask them to please print CLEARLY.
• Assign them their House Number or specific assignment.
9. Registration
• After they have registered ask them to move to the side and tell
registration what size t-shirt they need. Anyone working at 171
and 201 Tyler will receive a “Heroes at Home” t-shirt. All others
receive the regular Rebuilding Together t-shirt. Extra t-shirts
should be put away under the tables. VOLUNTEERS – White Ts,
HOUSE CAPTAINS – Green Ts, EVENT STAFF – Yellow Ts.
• Give the volunteers painter’s tape to write their names and
house number with a Sharpie. Have them put the name tags on
the t-shirt, not covering the Rebuilding Together logo.
• Ask them to then have coffee, munchkins until the welcome
introduction. Some will receive street maps or direct them to
large posted map. Volunteers may go to their assigned home-
site or project after welcome introduction.
10. After Registration
• After the bulk of the volunteers have left for their
assignments. Consolidate volunteer check-in to two tables.
• Transition tables and chairs for volunteers creating house
numbers, painting flower pots and face painting.
• Direct media and VIPs to appropriate tent.
• Clean-up volunteers should be continuously picking up
garbage at home sites and putting into garbage dumpsters.
• Water bottles should be put in the Recycle Dumpster.
• Check that volunteers are practicing safety. Direct any to
First Aid Tent if need be.
11. After Registration
• Keep food stations replenished all day. 5-gallon Sherwin
Williams paint drums will have ice and bottled water. There
will also be another 5-gallon Sherwin Williams paint drum for
power bars.
• The American Red Cross will have a Hydration Truck in the
Volunteer Check-in area to replenish the tables.
• Please replenish food station tables throughout the day.
• Building material supplies are at each home site or at one of
the 4 Lowe’s 1-800-Pack Rat Pods. If volunteers need
something that we do not have. Lowe’s will have runners to
go to the store.
12. Lunch
• Various church groups will be delivering brown bag
lunches (sandwiches & chips) at 11:30am. Event staff
will distribute to each food station on the street. Some
lunches will be held in the Volunteer Check-in area.
• The volunteers can get water from the food stations or
American Red Cross Hydration Truck.
• Remind volunteers there is one garbage can for trash
and another for plastic bottles.
• Event staff clean-up and place items in appropriate
dumpsters.
13. Cleanup
• Dunkin Donuts Iced Coffee Truck and Car will depart at 1:00pm
• At about 2:00pm – clean up food stations. Bring all left-overs
to 154 Tyler Street. Return all tables and/or chairs to
Volunteer Check-in area.
• Pack up Volunteer Check-in area and bring to 154 Tyler.
Volunteer Registration forms will ALL be given to Charlene
Valentin.
• Close up Media/VIP tent and Red Cross Hydration Truck. First
Aid can close up at 3:00pm
• Remind House Captains to have their volunteers cleanup if
they are done or close to done. Bring ALL materials at each
house back to 154 Tyler.
14. Goals for National Rebuilding Day
• Engage media, government officials, and civic
leaders in Rebuilding Together’s message
• Share our need for support, 1-gallon Sherwin
Williams paint cans will hold any donation.
• Tell the homeowner’s story and why our work is
important
15. • Media List
• Press Release
• Follow Up Phone calls
• Photos
Media
16. What kind of photos should I take?
Capturing the day’s events is a critical component of any
good project.
Photos should include:
– Groups of volunteers at work
– Individual volunteers at work
– Shots that include signs and branding with volunteers at work
– Shots of the homeowner
– Shots of the home with the homeowner
– Before shots of specific work areas
– After shots of work areas
– Volunteers with the Homeowner
– Key attending Government officials or Sponsor Reps
– Group photo with homeowner, volunteers, RT banner in front of home!
17. Examples of Good Photos…
Homeowner hugging volunteer
with proper signage, home in
the background…
22. What should be in my event day press kits?
Good Idea to include:
Copy of the press release
Copy of the Fact Sheet
Compelling Homeowner Bio
Participating Sponsor Info
Basic information about your affiliate
Contact information to reach you should the reporter have questions
23. What should I tell my volunteers?
Morning Pep Rally and Safety Briefing
• Tell the volunteers a bit about your local Rebuilding Together and that you are
part of Rebuilding Together, a national non-profit with 200 affiliates and 21 years
in the city of Springfield
• Also, a good time to remind them to engage in social media – Facebook
“Rebuilding Together Springfield” & Twitter: @RT_Spfld #GreenNFit
24. How can social media help on National Rebuilding Day?
• Drive fans to projects and build excitement for the big day
– Post/tweet before photos “this is what you will be fixing…”
• Twitpic.com – good if you have a blackberry or iphone
• Post information on what your Affiliate is doing and how you are helping
– Number of homes
– The neighborhood
• Information about your sponsors
– “Did you know that Sears is helping to rebuild our community…”
• Post event follow up
– “Look what we did…”
26. THANK YOU!!!
Without all of YOU…we could not improve the quality of life
for homeowners and their families in need!
A Safe & Healthy Home for Everyone!
