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Volunteering Spirit Wales

Baseline survey report, December 2015

© WCVA Feb 2016

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Contents

Volunteering Sprirt Wales....................................................................................1Baseline survey report, December 2015..........................................................1

Contents..............................................................................................................21. Introduction.....................................................................................................3

Background......................................................................................................3Methodology.....................................................................................................3

2. Findings...........................................................................................................4A profile of those who responded.....................................................................4Event volunteering...........................................................................................7Event volunteering management...................................................................10

Process of application & recruitment..........................................................11Management & communication with volunteers.........................................12Training & support......................................................................................13Thanks & recognition..................................................................................15Follow up & information about further opportunities..................................16Sources of support used..............................................................................18

3. Conclusions...................................................................................................20The survey......................................................................................................20Event volunteering in Wales...........................................................................20Potential for evaluation of the Volunteering Spirit Cymru project..................21

Appendicies.......................................................................................................22Appendix 1: the questionnaire.......................................................................22Appendix 2: list of responding organisations.................................................28Appendix 3: responses of the partner organisations......................................29

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1. Introduction

Background

Volunteering Spirit Wales is a three year project hosted by WCVA and supported by Spirit of 2012 with the aim of improving the standards of volunteer management at public events. Working with six key partners, the project is taking an action research approach to improvement, using the Investing in Volunteers Standard as a starting point. The project partners are:

Disability Sport Wales, Run4Wales, National Museum of Wales, The Outdoor Partnership, Urdd and Voluntary Arts Wales.

The projects will be trying out different approaches to improve the recruitment, communication, recognition and support for volunteers as well as follow up and referral on to further volunteering, at each of the six events so that volunteers get the best out of their experience.

Part of the evaluation strategy for the project is to determine the current state of volunteer management practice in public events in Wales. Thus a baseline survey was planned, with the aim of repeating the survey in 3-5 years time to determine any change that could be attributed to the project activity.

Partners & stakeholders will be able to access anonymous data and the full, raw data can be used by WCVA, Cardiff Metropolitan University and Spirit of 2012.

Methodology

The survey needed to go to organisations that run public events using volunteers, so WCVA included some questions in a survey sent to 7,481 organisations in Wales in January 2015. There were 526 responses, of which 172 responses (33 percent) indicated that they ran public events using volunteers. To this list, the six partner organisations were added where they had not responded to the earlier survey, leading to 177 organisations being sent the survey.

The questionnaire was developed in June 2015, based on discussions with the six partner organisations and Spirit of 2012.

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http://www.wcva.org.uk/volunteering/investing-in-volunteers

The survey was loaded onto Survey monkey and the sample contacted by email on 6th July. Reminder emails were sent weekly and the survey closed on 27th July.

There were 56 valid responses, giving a 32 percent response rate.

The responses were downloaded into Excel and validated (sense checked). Any responses that held no data at all were excluded and if responses were unclear, the contact was telephoned for clarification.

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2. Findings

A profile of those who responded

The organisations that responded came from a variety of areas of activity (Table 1). The most common responses were from community organisations and from arts, culture and heritage organisations. There were no responses from organisations that work with specific ethnic minorities or that have an interest in housing. There were responses from organisations based in every local authority area (Table 2). The largest number of responses was from Cardiff, where seven national organisations responded. The organisations were a mix of national, regional and local organisations (Figure 1), with the majority being local organisations. This is reflected in the income distribution of respondents, where almost 2 in 5 respondents had an annual income of less than £10,000 (Figure 2). However, 5 large organisations responded, with incomes over £1 million. The majority of responding organisations were registered charities (Table 3). Three responses were received through the medium of Welsh

Table 1: Responding organisations: areas of interest

Forum Responses

Number of organisations on IDRIS*

Responses per 1,000

Advice and advocacy 6 1,099 5Animal welfare 4 552 7Arts, culture, heritage 15 3,233 5Benevolent organisations 8 3,922 2Children and Families 1 3,310 0Community 21 6,433 3Community justice 1 304 3Disability 6 1,440 4Education and training 8 1,173 7Employment 1 230 4Environment 6 1,794 3Ethnic minorities 0 405 0Gender 1 1,436 1Health and social care 3 3,393 1Housing 0 1,008 0Intermediaries 6 152 39International aid and emergency relief 2 1,057 2Religion 2 4,499 0Sport and recreation 8 7,223 1Volunteering 1 250 4Youth 1 2,520 0Other categories, not in above 3 806 4

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Grand Total 55 32,555 2*IDRIS is WCVA’s knowledge system, holding basic details of all known third sector organisation working in Wales.

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Table 2: Responding organisations: county the organisation is based in

County Responses

Number of organisations on IDRIS

Number per

1,000Isle of Anglesey 1 796 1Gwynedd 2 2,163 1Conwy 3 1,253 2Denbighshire 1 1,263 1Flintshire 2 1,211 2Wrexham 1 1,037 1Powys 3 2,179 1Ceredigion 2 1,687 1Pembrokeshire 1 1,284 1Carmarthenshire 3 2,228 1Swansea 6 1,955 3Neath Port Talbot 3 1,241 2Bridgend 3 1,272 2Vale of Glamorgan 3 1,099 3Cardiff 13 3,096 4Rhondda Cynon Taff 2 2,010 1Merthyr Tydfil 1 701 1Caerphilly 1 1,394 1Blaenau Gwent 1 988 1Torfaen 2 665 3Monmouthshire 1 990 1Newport 1 1,077 1Grand Total 55 31,589 2A number of organisations on IDRIS have an address in England, hence the different totals in Table 1 and 2.

Figure 1: The area of coverage of respondents

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Figure 2: Income band of respondents

Table 3: types of legal framework or registration

Legal framework/registrationNumber

of response

sRegistered charity 32Company limited by guarantee 15Cooperative 2Registered for VAT 3

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Event volunteering

Almost half (45 percent, Figure 3) of the responding organisations organised more than four events a year, with a third organising between two and four events a year.

Figure 3: Frequency of activities

The types of events were greatly varied. The list below has been compiled from the responses, grouping some events under more generic titles:

Agricultural show Annual conference Annual exhibition Art exhibition Bingo nights Carnival Children's holiday events Christmas lights switch on Coffee morning/ evening Community fun day Concert Concert Cooking demonstration Craft fair Craft taster sessions Disco Door to door collections Eisteddfod Fair Fete Food festival Fundraising event

Half marathon Job fair Kite festival Literary festival Litter picks Mini triathlon Music festival Music/dance/theatre

performance Open air broadcasts Open Day/weekend Presentation events Regatta Remembrance Sunday Show Sponsored swim Sponsored walk Sports day St David's Day parade Street collections Summer school Volunteer celebration event

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Volunteering fair

The respondents indicated the approximate number of volunteers that they involved in running events. 2 in 5 said up to 10; almost half 11-50 and the rest over 50 (Figure 4). Using a conservative estimating method, this suggests that those who responded involved about 1,500 volunteers in a year.

Figure 4: Number of volunteers involved in running events

Figure 5: The importance of volunteers

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Table 3: How important will the involvement of volunteers be, in relation to running events in the future?

Importance at present

It will become

much more important

It will become a bit more

important

It will remain the

same

It will become a

bit less important

It will become

much less important

Percent Percent Percent Percent Percent

Very important 32 12 23 - -Important 4 4 4 - -Fairly important 4 5 11 - -Not very important - - 2 - -Not at all important - - - - -Total 39 21 39 0 0The percentages are of all responses (56)

Over two thirds of respondents indicate that volunteers were very important to their events (Figure 5), and 3 in 5 said that volunteers would be more important in the future. This was especially true of organisations who already said volunteers were very important, whilst only half of those who said volunteers were fairly important felt that they would become more important (Table 3).

There was a large range of volunteer roles reported, with 37 roles being reported. Stewarding was the most common (Figure 6), but specific roles for races or different types of events (Santa and elves). Half of the organisations did not have any written role descriptions for the roles they had identified (Figure 7).

Figure 6: Volunteer roles

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Figure 7: Percentage of organisations that have written role descriptions

Other roles mentioned:

Activity organiser Bingo Caller Stall holder Coaching Selling raffle tickets Taking entrance money Instructors Running quizzes Consulting with the

community Greeting the public performance play worker Guided tours

Radio presenter. Safeguarding Santa / elves Event manager Health & Safety/Fire marshal VIP hospitality Course marshal Finish line Water station Photographer Giving talks/presentations Helping with children's crafts Giving information/manning a

stand

Event volunteering management

Organisations were asked about the policies that they had in place to do with event volunteering. Over two thirds of organisations had policies that related to volunteers for health & safety, equality & diversity, risk assessment and safeguarding (Table 5). Fewer organisations had specific policies for volunteers that would be relevant to event volunteering e.g. data protection, expenses, recruitment and resolving problems. For instance, only a fifth or respondents said they had a recruitment and selection policy regarding event volunteers.

A number of respondents seemed to be slightly confused by the question, not seeing the need for specific policies for volunteers or event volunteers. This is shown in the list of other responses below.

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Table 5: Policies in place for event volunteers

Policy Policy in place relating to volunteers

Percent

Policy in place relating to event volunteers

Percent

Health & Safety 44 79 31 55Equality & Diversity policy 41 73 24 43Risk assessment 41 73 27 48Safeguarding policy 39 70 27 48Volunteering policy 38 68 30 54Data Protection 31 55 14 25Expenses policy 28 50 13 23Recruitment & selection procedure 21 38 11 20Resolving problems 20 36 10 18Other 9 16Not sure which policies/procedures are in place 2 4

Other responses: All policies are relevant to staff and volunteers Boundaries Disclosure and Barring as required by England Cricket Board Environmental and ethical Full set of Policies Guidelines for organising conferences etc Many of these are addressed by the National Governing Body: Welsh

Cycling or British Cycling Not sure which other policies we have. Ropework training is only undertaken by Cave Instructor Certificate (CIC)

holders Support & training Policy Unacceptable Behaviour Procedure, Grievance Procedure Volunteer strategy (recruitment, deployment, recognition and retention We are covered by the Health and Safety policy of Wales National Opera

Friends Office in Cardiff We do not specifically have a volunteering policy but we are close to

developing one We organise ourselves as a Parochial Church Council in the Diocese of St

Davids Young Persons and railway specific (Critical Role) policies

Process of application & recruitment

Just over 4 in 5 organisations recruit event volunteers from existing volunteers or supporters. Half of organisations recruit from the general public (Table 6).

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Social media was the most preferred way of contacting potential event volunteers, with the organisation’s website being a close second. Mailings and presentations to groups are important. Local media is used, but is not seen as the most important method by many groups. Personal contact, word of mouth and group meetings were responses given unprompted, indicating that personal contact and informal networks are important for many groups.

We can look at the recruitment methods of groups that targeted existing volunteers, others connected with their organisation or members of the public. The relative importance of the different methods is similar to that shown in Table 7 for groups recruiting from their own volunteers. However, groups recruiting from supporters or members of the public have higher scores for mailings, presentations to groups and use of the local media.

Just over half of respondents (55 percent) said that they monitored equal opportunities.

Table 6: Who do you target in recruiting event volunteers?

Who recruited Number

Percent

Existing volunteers 46 82Supporters/others connected with your organisation 47 84Members of the general public 27 48Not sure 0

Table 7: Ways of contacting potential volunteers

1 2 3 4 5 6 7 Score

Social media 10 15 9 3 217Website 9 10 13 1 1 1 1 198Mailings 7 4 7 7 6 2 2 160Presentations to groups 8 6 2 8 5 1 1 152Local media 3 4 3 10 7 3 2 129Personal contact/word of mouth/group meetings 9 3 1 1 89Specific local organisations 2 14Leaflets 1 1 11Volunteering Wales website 1 5The scoring system weights responses to give an overall impression of the importance of a method of contact. If ranked first, it is given 7 points, if second 6 points and so on.

Management & communication with volunteers

The most important ways of communicating with event volunteers are email and face to face. Using key people, social media or texting are also quite important, with mailing and websites being the least important.

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Tools used to manage volunteers were split evenly between an in house database, excel spreadsheets and paper based methods, with about a quarter of organisations using each method (Figure 8). The rest of the respondents were unsure, did not have a tool, or used a bespoke volunteering management database (4 percent).

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Table 8: Ways of communicating with volunteers

1 2 3 4 5 6 7 8 Score

Email 20 14 7 3 1 1 2 323Face to face 23 12 4 3 307Via key people 2 7 8 7 3 2 166Social Media 3 4 4 5 9 2 2 1 148Text 3 5 5 4 2 1 119Websites 1 2 3 2 4 5 1 1 84Mailing 1 6 1 2 4 5 2 81

Figure 8: Tools used to help manage event volunteers

Training & support

Over 9 in 10 organisations said they briefed volunteers, the remainder being unsure (Figure 9). Two thirds briefed them on the day, but only 16 percent of organisation only used this method. Half of all organisations used two or more methods.

During the event, only three organisations said they were unsure of how event volunteers were supported during the event. Half of the responses mentioned one method of support, whilst the rest mentioned up to four types of support. Of the suggested types, having a designated coordinator and team leaders were the most common (Figure 10).

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Figure 9: How do you brief event volunteers

Figure 10: Support is available to volunteers during the event

Other types of support at the event reported were: A rota system developed beforehand with designated time slots Board guidance, previous successful practices listed Buddy system It varies. They may have arranged with paid worker who is back at the

office or have a paid worker in attendance at the time. Walkie Talkies (mentioned twice)

A number of responses indicated that support suggested those who know (and are not volunteers) and those who don’t know (the volunteers). Where organisations do not have paid staff, this demarcation is not relevant, but volunteers do have responsibilities.

Everything is done by volunteers. The admin volunteers run the event. We have no paid staff.

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Not required - we only make tea/coffee; provide biscuits, etc; or sell programmes in the theatre when WNO is in town.

We support volunteers on an informal basis - this is usually decided at committee meetings

We work as a teamOne response acknowledged that their support was not consistent.

Nothing consistent enough.

Thanks & recognition

The contribution of volunteers is recognised by the majority of organisations who responded (94 percent). The methods vary, but the most common one is personal thanks. Only a fifth of respondents said they held a post event celebration (Figure 11).

Figure 11: Recognising the contribution of event volunteers

There were a number of alternative ways of giving thanks or rewards noted: Meeting at the Centre meeting following event. Holding an awards ceremony. Training and mentoring Providing personal development opportunities / opportunities for

volunteers to share their journey at key conferences & events Certificates Time-bank Credits Volunteer awards

One response mentioned newsletters and another social media as types of publicity. One response said ‘Do not do this well’.

Only just over a fifth of organisations said that volunteers received a record of their achievements (Figure 12)

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Figure 12: Do your event volunteers receive a record of their achievements?

Those who did provide a record of achievement mentioned a number of ways it is done:

All volunteers have personal records of achievement that acknowledge areas of work undertaken and particular skills gained as part of any event/session etc

Hours contributed recorded for o Millennium Volunteer Award o AVOW Star Awards Certificateso Duke of Edinburgho The organisations own scheme like Millennium Volunteers

subsidised training, mentoring national governing body qualifications Poetry Competition prizes References We have certificates which are given out for number of hours contributed

- Bronze (50 hours), Silver (150), Gold (300) and Platinum (600). So the certificates are more valued, we are in the process of changing their design, using images of old certificates in the museum collection as the basis for their design.

Badges for some skills

Follow up & information about further opportunities

Follow up after an event was thought of in two ways: making event volunteers aware of other opportunities to support the organisation and receiving feedback on the volunteering experience.

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Over 4 out of 5 organisations did communicate other ways of supporting the organisation or other events. Mostly this was to do with the organisation (Figure 13). A similar percentage gathered feedback from their volunteers (Figure 14).

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Figure 13: Giving further information to event volunteers

Figure 14: Do you gather feedback on volunteers’ experience of the event?

For those who said they collected feedback, they mentioned a number of methods:

Formal evaluation formso Evaluation designed for each evento We use a questionnaire as part of our evaluation

Survey Monkey Post event meetings

o Committee meets after the event for a debrief which included volunteer feedback

o Discussion at Management Committee Meetingso Face to face meetings with manager and team leaders

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o Following events all staff inclusive of volunteers take part in a group evaluation. Any individual concerns are discussed with Centre Manager privately. Discussion notes from the evaluation are circulated to all members

o If we have had a big event we aim to have 'wash up' sessions at which we listen to everyone's comments

o meetings for feedback where we all look at areas to improve for next event

o pre & post event tasking meetings and outcome reports gathers views of everyone who attended/participated

o The training officer reports back to the committeeo Verbal feedback & focus groups

Meetings not associated with the evento Annual volunteer meetings and at eventso Volunteers are primarily members of our Rotary or neighbouring

Rotary Clubs who give and receive feedback at regular club meetings

o we have fortnightly volunteer meetings Informal and word of mouth feedback

o Ask if they felt the event went well, what could be done better and do they want to volunteer again.

o By asking them how it was for themo Informal feedback taken verbally and phone.o Feedback reviewso Feedback to improve the experience next time.o Not formally, just through conversation.

Individual problem solvingo Only if there is a problem; they will come to me and we sort it out.o Personal contact

One national organisation notes that their team would have a review, but local volunteers were not formally involved. Another noted ‘We do not specifically request feedback - but we do get it regularly’.

Sources of support used

Almost half of the respondents said that they had not sought support on event volunteering (Figure 15). Of those that had, there was an even distribution between internal support and support from WCVA or CVCs. Some had used other agencies; one mentioned a local authority and another the employer of volunteers volunteering through a corporate volunteering scheme.

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Figure 15: Have you sought advice/information on event volunteering?

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3. Conclusions

The survey

The baseline survey showed a reasonable response rate and appears to be broadly representative of organisations that involve volunteers when they organise events. The fifty six responses represented a large number of events, involving about 1,500 volunteers. Most of the responses were from organisations where volunteers were very important, and these organisations saw volunteers as being more important in the future.

Event volunteering in Wales

A large range of types of event and volunteer roles was identified. Some of these may or may not fall within the scope envisaged by Volunteering Spirit Wales: a ‘friends of’ group providing tea and coffee at a concert delivered by the main organisation, or special open days of heritage organisations. However, it does show the diversity which could be covered, and which needs to be taken account of when communicating to the sector about ‘event volunteering’.

The low number of organisations (50 percent) who have role descriptions for all event volunteering roles is a cause for concern.

A question about whether specific policies for event volunteers are required is raised by some of the responses. If an organisation is all volunteers, then the level of formalisation required is different from organisations that are employers. However, any public event would normally require a risk assessment, statement of how the event is to be run, roles and responsibilities of key people and policies that would include health and safety, first aid, fire and emergencies. For organisations with staff and a general volunteering policy, what is the extra needed for event volunteering? This does not seem to be understood by the respondents.

Naturally, existing volunteers were the main target of recruitment. This may explain why there are few organisations with specific procedures for recruiting event volunteers.

Those who organise events appear to be ‘up to date’ with technology, using websites and social media as their main recruitment methods, and email as the most common communication method. However, when it comes to management tools, a significant minority are using paper based method or none at all.

However, the use of technology doesn’t bypass the need for face to face communication that was also seen as important.

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Equalities monitoring was probably similar to the sector as a whole, with about half of the respondents doing it.

Briefing and support during the event is given by almost all organisations. It appears to be the more informal groups where this is not seen as needed – perhaps because everyone is assumed to know what they are doing as they are all part of the group deciding what to do and how to do it.

Celebrating volunteering and giving rewards or recognition is less frequent. Some openly acknowledge that they don’t do this well, and it is potentially the area where most change could be seen.

Follow up and feedback are used by almost all organisations, with a wide variety of mechanisms for feedback mentioned. Some are open to bias, and some responses indicated a number of methods being used. Again, the nature of the organisation will affect the way this is done, as the more informal groups can do things verbally, or review an event at the next committee meeting rather than having a more formal process or a special event.

Potential for evaluation of the Volunteering Spirit Wales project

The way the project is working with six partners on specific aspects of event volunteering leads to some conclusions about the way the baseline information may be useful in the evaluation:

1) Where partner organisations have responded to the questions, their responses can be collected in a follow up survey, after the end of their involvement to see whether any changes in these fixed indicators have occurred. This, supplemented with the narrative responses to the impact of the support provided will:

a. Help make a link between project activity and whether the questions are the right ones to detect any change.

b. Provide an objective measure for any change noted.

2) For more global evaluation of the impact of the project, some of the responses show potential for use as indicators of change:

a. Increased number of organisations with role descriptionsb. Increased monitoring of equalities informationc. Increased prevalence of different recognition and reward activitiesd. Increased proportion of organisations having asked for support

from WCVA/CVCse. Increased use of databases, excel or specific volunteer

management software.

End

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Appendicies

Appendix 1: the questionnaire

The questionnaire was entered onto survey monkey in English and Welsh, with a language choice page at the beginning. The questions in English are shown here in Word format and not as they appeared on survey monkey.

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Please would you answer the following questions about your organisation’s experience of involving volunteers in public events (i.e. ‘event volunteers’.) This survey will support WCVA’s two year project on event volunteering in Wales ‘Volunteering Spirit Wales.’

1. Does your organisation involve volunteers in the delivery of public events? (e.g. sponsored events, community fair/show, festivals) Once a year or less Up to four times a year More than this Not sure

Please give examples of your key events: ______________________________________________

________________________________________________________________________________

2. What roles are undertaken by volunteers to support these events? Steward Technical Car park Driver First Aid Adjudication Childcare Admin Team Leader/Co-ordinator Catering PR/Marketing Other (please specify): ____________________________________________________ Not sure

3. Do you have written role descriptions for each of the roles you’ve noted? Yes No Some Not sure

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4. How many volunteers have helped you run events in the last year? Up to 10 11 – 50 51 – 100 100+ Not sure

5. How important are event volunteers to your organisation at present? Very important Important Fairly important Not very important Not at all important

6. Over the next 3 – 5 years do you think the importance of event volunteers to your organisation will change? It will become much more important It will become a bit more important It will remain the same It will become a bit less important It will become much less important

7. Does your organisation have any of the following policies and procedures in place in relation to volunteers? (whether or not these are event volunteers)

[Please choose all that apply] Volunteering policy Safeguarding policy Equality & Diversity policy Expenses policy Resolving problems Health & Safety Data Protection Risk assessment Recruitment & selection procedure Other (please specify): ____________________________________________________ Not sure which policies/procedures are in place

8. Of the policies and procedures you have noted above, which of them specifically address volunteers involved in your events?

[Please choose all that apply] Volunteering policy Safeguarding policy Equality & Diversity policy Expenses policy Resolving problems Health & Safety Data Protection Risk assessment

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Recruitment & selection procedure Other (please specify): ____________________________________________________ Not sure which policies/ procedures relate to volunteers

ANY COMMENTS.........................................................................................................

9. Who do you target in recruiting event volunteers?[Please choose one or more] Existing volunteers Supporters/others connected with your organisation Members of the general public Not sure Further information/comments.........................................................

10. How do you tell people about the opportunity to volunteer at events? [Please rank in order of significance where 1 is the most significant WebsiteSocial mediaMailingsPresentations to groupsLocal mediaOther (please specify): ____________________________________________________Not sure

11. Do you monitor equal opportunities? Yes No Not sure

12. How do you communicate with event volunteers? [Please rank in order of significance where 1 is the most significant] Face-to-face Email Text Websites Mailing Via key people in different groups Social Media Not sure

13. What is your primary method of managing volunteer data? None Paper based system Excel spreadsheet In-house database Volunteer Management Software Not sure

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14. Do you brief event volunteers [Please choose one or more]: On the day Written information beforehand Training/preparation session prior to the event Not sure

15. What support is available to volunteers during the event? [Please choose one or more] Designated co-ordinator Team leaders Designated volunteer area i.e. for breaks/information Telephone support Other (please specify): ____________________________________________________ Not sure

16. How do you recognise the contribution of event volunteers? [Please choose one or more] Personal thanks Written thanks Tokens of appreciation Post event celebration Publicity Other (please specify): ____________________________________________________ Not sure

17. Do your event volunteers receive a record of their achievements? e.g. certificate of hours contributed or skills developed Yes No Not sure

If yes, please explain:.______________________________________________________________

________________________________________________________________________________

18. Do volunteers receive information about any of the following [Please choose one or more] Further opportunities for event volunteering Other development opportunities e.g. training/employment Other ways of supporting/engaging with your organisation None of the above Not sure

19. Do you gather feedback on volunteers’ experience of the event? Yes No Not sure

If yes, please explain: ______________________________________________________________

20.Have you sought advice/information on event volunteering from any of the following? WCVA

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Your organisation Sector support Agency CVC Other

________________________________________________________________________________

About you

Your name: ______________________________

Your role: _______________________________

Your organisation: ________________________

If you would like to keep in touch with the Volunteering Spirit Wales project please leave an email address and we will send you updates from time to time, including invitations to regional events.

Email address: _________________________________________________

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Appendix 2: list of responding organisations

Ambleston Memorial Village Hall Amgueddfa Cymru Amgueddfa Syr Henry Jones,

Llangernyw Archif Menywod Cymru /

Women's Archive of Wales Association of Voluntary

Organisations Wrexham Barry Beavers Disabled

Swimming Club Bat Conservation Trust Beddau and Tynant Community

Library Brecknock Museum and Art

Gallery Bridgend Valleys Railway

Company Ltd (Heritage Rail Charity)

Cadence Cycle Racing Caernarfon Town Council Cambrian Caving Council Cardiff Foodbank Castleland Community

Association in partnership with Drop In Centre Development trust

Chernobyl Children Cancer Care Cardiff (The 5Cs)

Citizens Advice Swansea Neath Port Talbot

Communities First - Newport North Cluster

Communities First Flinthsire Cwmduad Community Centre Disability Advice Project Disability Sport Wales Dowlais Pony Improvement

Society Flintshire & Wrexham Online

Watch Link Association (OWL Watch Eastern)

Friends of St Augustine's Church, Penarth

Gift of Grace Education Project Glasbury Arts Ltd Llandudno Cricket Club Malltraeth Ymlaen Menter Aberteifi Cyf monmouth branch guide dogs

cymru Neath Port Talbot CVS Parish of LBA and Storehouse

Project Pennard Parish Hall People of Bangor Community

Group Play Wales Ponthafren Assocation Porth Cluster Communities First Radio Glangwili, Ysbyty

Gyffredinol Glangwili, Caerfyrddin, Sir Gar.

RSPCA llys Nini Run 4 Wales St Michael's Church & the Iron

Room Ltd Sustainable Wales Swansea Lions Club Talacharn Community History The Rotary Club of Brynmawr

Water Projects/Lifestraw Charity Urdd Gobaith Cymru VAN-guard Centre Management

Committee Vision21 (Cyfle Cymru) Voluntary Arts Wales Welsh National Opera Friends,

North Wales Branch Y Bartneriaeth Awyr Agored Youth Hostel

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Appendix 3: responses of the partner organisations

Your organisation

Amgueddfa Cymru

Disability Sport Wales

Run 4 Wales Urdd Gobaith Cymru

Voluntary Arts Wales

Y Bartneriaeth Awyr Agored

ORG ID 904858 930234 947670 918667 930074 937580Coverage National National National National National LocalIncome £1,000,000 or

moreNot sure Not sure £1,000,000 or

moreNot sure £250,000 -

£499,999County Cardiff Cardiff Cardiff Cardiff Cardiff ConwyLanguage English English English Cymraeg English EnglishInvolve vol in public events

Once a year or less

More than this More than this More than this More than this More than this

Please give examples of your key events:

Arriva Trains Wales Wheelchair Sports Spectacular

Cardiff Half Marathon, IAAF/Cardiff University World Half Marathon, Cardiff Bay 5,

200 eisteddfods; overseas trips; community branches.

Festivals, regattas, competitions, environmental projects such as litter picks, lake clearings etc

Your organisation

Amgueddfa Cymru





Volunteer roles:StewardTechnicalCar parkDriverFirst AidAdjudicationChildcareAdminTeam Leader/Co-ordinatorCateringPR/MarketingOtherNot sureOther (please specify)

Other:actvitiesactivities

StewardTechnicalCar parkDriverFirst AidChildcareAdminTeam Leader/Co-ordinatorPR/Marketing

StewardDriverAdminTeam Leader/Co-ordinatorOther:VIP Hospitality, Finish Line, Water Station, Photographer,

StewardCar parkDriverFirst AidAdjudicationAdminTeam Leader/Co-ordinatorCatering

StewardOtherSupporting participants

StewardTechnicalFirst AidAdjudicationTeam Leader/Co-ordinatorOtherInstructors and coaches

Do you have written role descriptions for each of the roles you’ve noted?

Yes No Yes No Yes Some

How many volunteers have helped you run events in the last year?

Up to 10 100 100 100 Up to 10 100

How important are event volunteers to

Fairly important Very important Very important Very important Fairly important Very important

Your organisation

Amgueddfa Cymru





your organisation at present?Over the next 3 – 5 years do you think the importance of event volunteers to your organisation will change?

It will become much more important

It will become a bit more important


It will become a bit more important

It will remain the same


Policies for volunteering:

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedureOther

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedure

Safeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedure

We do not specifically

Volunteering policySafeguarding policyEquality & Diversity policyHealth & SafetyData Protection

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedure

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentOther:Boundries

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyHealth & SafetyData ProtectionRisk assessment

Vol strategy (recruitment, deployment, recognition and retention)

Your organisation

Amgueddfa Cymru





have a volunteering policy but we are close to developing one

Policies for Event volunteering

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessment

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedure

Safeguarding policyEquality & Diversity policyExpenses policyHealth & SafetyData ProtectionRisk assessment

We do not specifically have a volunteering policy but we are close to developing one

Volunteering policySafeguarding policyEquality & Diversity policyHealth & Safety

We have work to be done to ensure these fully encompass volunteers in an effective way

Volunteering policyExpenses policy

Volunteering policySafeguarding policyEquality & Diversity policyExpenses policyResolving problemsHealth & SafetyData ProtectionRisk assessmentOther:Boundries

Volunteering policySafeguarding policyEquality & Diversity policyHealth & SafetyData ProtectionRisk assessmentRecruitment & selection procedure

Your organisation

Amgueddfa Cymru





Recruitment from

Existing volunteers

Existing volunteersSupporters/others connected with your organisationMembers of the general public


Existing volunteersMembers of the general public

Existing volunteers


Recruitment tools used : importance

Website 1 2 1 3 2

Social media 2 1 3 2 1

Mailings 4 4 3

Presentations to groups

3 2 1 4

Local media 5 5 5 6

Other (please specify)

6 5 1

Not sure 7Personal contact/word of mouth/meetings

1

Do you monitor equal opportunities?

Yes Yes Yes No Yes

Communication with volunteers

Your organisation

Amgueddfa Cymru





Face-to-face 2 1 2 2 3Email 1 2 1 1 1 1Text 5 3 2Websites 6 5Mailing 3 7 5Via key people in different groups

4 3 4 6

Social media 3 4 7

What is your primary method of managing volunteer data?

Excel spreadsheet

Excel spreadsheet

Volunteer Management Software

Paper based system

Paper based system

Excel spreadsheet

Briefing for volunteers

On the dayWritten information beforehandTraining/preparation session prior to the eventNot sure

Not sure On the dayWritten information beforehandTraining/preparation session prior to the event

On the dayWritten information beforehandTraining/preparation session prior to the event



On the dayWritten information beforehand

Support for volunteers

Your organisation

Amgueddfa Cymru





Designated co-ordinator

Designated co-ordinator

Designated co-ordinatorTeam leadersDesignated volunteer area i.e. for breaks/informationOther:Buddy system

Designated co-ordinatorTeam leadersDesignated volunteer area i.e. for breaks/information

Nothing consistent enough.

Designated co-ordinatorTelephone support

Designated co-ordinatorTeam leaders

Ways of thanking /rewarding volunteers

Personal thanks Personal thanksWritten thanksTokens of appreciationPublicityOther:Provide personal development opportunities / opportunities for volunteers to share their journey at key conferences & events

Written thanksTokens of appreciationPost event celebration

Do not do this well

Personal thanksWritten thanksTokens of appreciation

Personal thanksWritten thanksOther:training and mentoring

Your organisation

Amgueddfa Cymru





Do your event volunteers receive a record of their achievements?

Millennium volunteers, vol awards, subsidised training, mentoring and national governing body quals

Follow up communication

Further opportunities for event volunteeringOther development opportunities e.g. training/employmentOther ways of supporting/engaging with your organisation

Further opportunities for event volunteeringOther ways of supporting/engaging with your organisation



Further opportunities for event volunteering



Your organisation

Amgueddfa Cymru





Do you gather feedback on volunteers’ experience of the event?

No Yes Yes No Yes Yes

If yes, please explain

Verbal feedback & focus groups

Survey Monkey Evaluation forms

Sought support for event volunteering?

WCVAYour organisationSector support AgencyNoneCVC

WCVAYour organisation

WCVAYour organisationSector support Agency

WCVASector support Agency

WCVAYour organisation

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