Volunteer Services 1
Volunteer Services ORGANIZING THE COMMITTEE The Volunteer Services committee is responsible for volunteer recruitment, uniform packaging, distribution of uniforms and credentials at the orientation meetings prior to the tournament, coordinating the volunteer party, obtaining prizes for fundraising draws and staffing the volunteer area during the championship. Volunteer apparel will be available for purchase throughout the championship; it is the Volunteer Services committee, who are responsible for organizing, selling and recording volunteer apparel that is sold. Due to this committee s important role in volunteer recruitment this committee should be organized early, with a core group working approximately nine months prior to the championship. While all Chairs on the organizing committee should recruit volunteers it is the Volunteer Services committee, along with Golf Canada, that is the driving force behind this initiative. The person chosen to lead the Volunteer Services committee must be a person who is well-known and liked in the community as he or she will be requesting that friends and acquaintances give their time and services to the championship. The Volunteer Services committee works very closely with Golf Canada throughout the year. Golf Canada is there to assist all committees; working extensively with the Volunteer Services committee. Golf Canada will process volunteer application forms and payments, maintain the volunteer database and coordinate volunteer mailings. It is very important for the Volunteer Services Chair and Golf Canada to keep close contact. Ideal number of volunteers: 30 COMMITTEE FUNCTIONS All volunteers must complete the online registration form available on our website at www.rbccanadianopen.com. Golf Canada will process all application forms. The Volunteer Services committee will work with Golf Canada on volunteer recruitment initiatives to fulfill the requirements of the championship. As many as sixteen hundred volunteers are needed to conduct a PGA TOUR tournament. No sponsor is able to pay such a large number of people and have a tournament that is financially viable. Volunteers comprise a large portion of the work force at a PGA TOUR event. Without volunteers, there would be no professional golf tournaments. Volunteer recruitment begins over one year prior to the championship and can continue until just a few weeks prior to the event. Championships that are the most successful are those that have a broad base of community support. When recruiting volunteers, the committee should look for help from all areas of the community. It is always best to recruit volunteers whose past experience and skills fit the job at hand. For example, golfers make the best walking scorers and police officers make the best security volunteers. Large numbers of volunteers can be recruited by concentrating the search among groups, clubs and organizations. Corporations and businesses with a large number of employees are also a good source. When considering the number of volunteers that will be necessary, keep in mind that almost everyone will want to see some of the golf tournament as a spectator. No volunteers are expected to work all day, every day. Volunteers are required to work a minimum of twenty four (24) hours over at least four (4) days. Golf Canada has found that volunteers usually prefer to work in shifts broken down into six hour segments, although in some scenario volunteers have requested to work double shifts (12) hours. Every committee will require the help and assistance of volunteers; as some committees begin operations sooner than others, they will need assistance earlier. Other committees only operate for the week of the tournament. 2
Volunteers can be recruited from a variety of places: parents and relatives area golf clubs people who have previous tournament experience community service clubs school systems (students, teachers) parents associations friends of volunteers & staff unions women s groups seniors homes/clubs military, government employees men s groups seniors, retirees Uniform Packaging The volunteer uniform order is placed by Golf Canada in September and the uniform pieces (hats, visors, shirts, optional items) are delivered to the championship site approximately one month prior to the event. Golf Canada and the Volunteer Services committee will get together a few days prior to volunteer orientation to package the uniforms according to what each person ordered and which committee they are on. The packages are labeled accordingly and stored in a secure location. In doing so the uniforms are ready to be distributed at the committee orientation meetings prior to the championship. This is a big job and typically requires at least 20 volunteers plus Golf Canada staff and takes several hours to complete. Orientation Meetings The orientation meetings usually take place about a month before the tournament, with the Scoring committee orientation occurring the week preceding the event. A committee orientation is the chance for a specific group of volunteers (or committee) to meet their chairperson, receive instruction from Golf Canada and learn the nature of their responsibilities during the tournament. Volunteers receive their volunteer package (uniform, credentials, and volunteer handbook) and their schedule at this meeting. This meeting is the perfect time for volunteers to ask any questions and they are strongly advised to attend. Golf Canada will develop the orientation schedule at least six months prior to the championship. The meetings are typically 1 to 1.5 hours in length and usually take place in the volunteer centre or nearby community facility. It is the responsibility of the Volunteer Services committee to set up for the orientation meetings, register the volunteers and distribute the uniform packages/credentials at all committee orientations. Golf Canada will produce alphabetical registration lists by committee and coordinate set up of the registration tables. This committee function typically requires 10 volunteers per orientation and they should arrive 90 minutes prior to the scheduled meeting time. 3
Newsletters The volunteer newsletters, which are developed by designates from Golf Canada and the Volunteer Services committee, are an important communication tool leading up to and during the championship. Newsletters are sent to all volunteers preceding the event (by email in April, May, June and July) and one is produced for each day of the championship. The newsletters are meant to keep the volunteers informed and typically include player updates, operational items (ie. parking, volunteer centre location, etc.) and the orientation schedule. Volunteer Services needs to assign a committee member to develop the content (story ideas, trivia, jokes, photos) and work with Golf Canada to produce the newsletters during championship week; Golf Canada will develop and distribute the newsletters preceding the event. Volunteer Centre The volunteer centre is a centrally located main gathering area for all volunteers from Monday-Sunday of the championship week. The centre includes a seating area with tables and chairs and a concession area. Several committees will use this area to register their volunteers prior to each shift. The centre is typically open from 5:30 a.m. - 8:00 p.m. Monday to Friday and 5:30 a.m. 7:00 p.m. (depending on tee times) on Saturday and Sunday. The Volunteer Services committee will provide volunteers to staff a welcome table at the volunteer centre entrance, help keep the centre tidy and maintain a bulletin board (pictures, jokes, news clippings, messages, etc.) from Monday to Sunday of the championship week. The volunteers at the welcome table will answer questions, control access to the centre and operate prize draws for the volunteers. Behind the welcome desk (see picture) is the room where all volunteer apparel is stored. The room should be locked each night when the volunteer centre closes. The Volunteer Services chair will be provided with a key to unlock the room each morning and lock up each night. Volunteer Party The volunteer party is the opportunity for the organizing committee and Golf Canada to thank the volunteers for their hard work. The Volunteer Services committee will work with a Golf Canada staff person to organize this party (entertainment, food and beverage) within a set budget. The volunteer party typically takes place in and around the volunteer centre on the Saturday of championship week. The caterer in the volunteer centre closes early on this day so they can set up for the party, which usually last four hours and concludes one hour after player finished (If play ends a 6pm the party will be from 4pm-7pm). The Volunteer Services committee will forward entertainment options and quotes to Golf Canada as they work together to organize the party. Depending on the location of the volunteer centre, any live entertainment may have to wait until the completion of play before starting. During the party, volunteers will receive complimentary food and a beverage ticket (wine, beer or non-alcoholic beverage) and will have the option to purchase additional beverages at reduced pricing. The Volunteer Services Chair, Tournament Chair and tournament representatives will say a few words thanking the volunteers during the party. During the volunteer party raffle prizes will be drawn. 4
Recruiting Sponsors and Prizes While Golf Canada ensures that the volunteers are well taken care of during the championship it is an important function of the Volunteer Services committee to recruit local sponsors to donate product and prizes to augment what is available to the volunteers. Volunteer sponsorship from the community can include: free food and beverage in the volunteer centre (fruit, coffee, and snacks from a local grocer) and/or prizes for the volunteer draws and product giveaways in the volunteer centre. The Volunteer Services committee will work with Golf Canada to ensure that the local sponsor does not conflict with any of the premier sponsors or official suppliers of the event. Companies that have made donations for the volunteers will be recognized with the company name listed on a sponsor board in the volunteer centre. A long list of prizing and daily giveaways is a great way for the Volunteer Services committee to make a big impression with the volunteers and adequately thank them for all of their hard work. Traditionally, the Volunteer Services committee has been able to obtain well over 100 prizes (from rounds of golf to appliances) which were awarded over the course of championship week. Larger prizes can be reserved for volunteer raffle to take place at the volunteer party in support of the chosen charity. All volunteers should be eligible for the prizing. A sample vendor letter is available in appendix A to help you solicit donations from the local business community. Uniform Sales Depending on the accuracy of the volunteer uniform order placed by Golf Canada in September there may be an extra quantity of uniform and optional items that can be made available to the volunteers through sales prior to and during the championship. The Volunteer Services committee will staff any sale out of the volunteer centre (storage will be arranged nearby). On the Saturday before championship week there will be a window of time where any volunteer can exchange a uniform size or buy additional items (no exchanges are allowed before this session). Golf Canada will provide the pricing, a debit/credit machine and a cash float for the sales. HOURS OF OPERATION Pre-Tournament Month prior to Championship: Volunteer Uniform Packing (approximately 6 hours) Saturday or Sunday (1 week prior): full day of committee meetings (8am-6pm) Saturday (immediately prior): Exchanges/pickups and purchases (3 hours) Tournament Week Monday Sunday: 5:30 A.M 8:00 P.M. VOLUNTEER PACKAGE A sample Volunteer package may consist of the following: 1) 1 Non-transferable volunteer badge (Grounds access for all tournament days) 2) 1 Transferable weekly guest badge (admission to the grounds only) 3) 1 volunteer shirt and choice of headwear (cap or visor) 4) Food at a discounted price in the volunteer tent The volunteer package is priced at $75. This price is determined by the content. 5
EVENT CHECKLIST Pre-Tournament Implement Golf Canada s planned approach to recruitment. Work with Golf Canada staff and Tournament Chair to select areas for recruitment and the best methods to spread word of the volunteer initiative Familiarize yourself with committee descriptions and responsibilities for the various committees Work with committee chairs and Golf Canada to fulfill each committee s volunteer requirements; Golf Canada will process the volunteer applications and maintain the volunteer database Work with Golf Canada staff on the volunteer party Recruit local sponsors for volunteer centre giveaways Assist packaging of volunteer uniforms Staff orientation meetings and distribute volunteer packages Process additional volunteer uniform sales (commencing Saturday prior to championship week) Schedule volunteer shifts, see appendix D for sample schedule Tournament Week Monday-Sunday Staff the volunteer greeting table Post volunteer information in volunteer centre and conduct daily draws Sell volunteer uniforms Sell charity raffle tickets Keep volunteer centre tidy Compose daily newsletter and send to Golf Canada for editing and printing Saturday Sunday Same as above, and assist with the volunteer party Same as above, and tidy up area EQUIPMENT CHECKLIST Chairs, tables & skirting 1 Telephone with extension # & directory Office supplies (pens, note pads, etc.) Volunteer uniforms (sorted) Cash box for volunteer uniform sale Cash box for charity raffle Storage area (uniforms) Garbage bags and bins Food & beverage for volunteer centre (with caterer) Debit machine for volunteer uniform sale Message/bulletin board 6
APPENDIX A: SAMPLE VENDOR LETTER Date Business Address Dear : The 2015, conducted by Golf Canada, will be held at Glen Abbey Golf Club from July 20-26. We look forward to bringing the top male professional golfers in the world to Oakville and hope that you, your staff and patrons will have the opportunity to come out and enjoy this most celebrated event. This event cannot be successful without the hard work and dedication of over 1,500 volunteers who will devote many hours of tireless work in effort to provide an unforgettable experience for spectators and players alike. We are proud of our volunteer team and would like to thank them in as many ways as possible. As such, we are visiting with as many local businesses as possible to request support through product contributions or prize sponsorship. Your gift will go directly towards enhancing the volunteer experience as well as contributing to this year s partner, TBD. In return for your generous contribution, we would be pleased to recognize your support by prominently showcasing your company s name in the volunteer tent and newsletters. Please contact Al Scott for assistance in coordinating your support for our volunteers and Canada s national golf championship, Thank you for your consideration and we look forward to working with you and seeing you at the 2015. Best regards, NAME Chair, Volunteer Services Committee Phone# Email NAME Vice-Chair, Volunteer Services Committee phone# email 7
APPENDIX B: SAMPLE VOLUNTEER SHIFTS 2015 RBC CANADIAN OPEN - VOLUNTEER SECURITY REQUIREMENTS Location # of Volunteers Required Per Shift Hours of Operation # of Volunteer Hours Per Day # of Volunteer Hours Weekly Champions Club Putting Green at 1st tee 18th Green Chute 18th Green Scoring Practice Facility at Islington GC 2 7:00am - 7:00pm 24 168 10:00am - 1 additional 2:00pm 4 28 2 7:00am - 7:00pm 24 168 4 7:00am - 7:00pm 48 336 2 7:00am - 7:00pm 24 168 2 additional Thursday to Sunday 11:00am - 7:00pm 16 64 2 7:00am - 7:00pm 24 168 9th Tee Entrance Tunnel Behind 1st Tee 2 6:00am - 8:00pm 28 196 4 6:00am - 8:00pm 56 392 Spares 2 24 168 272 1856 8