Project Planning Checklist

When planning a project, there are a few key things we must be 100% certain of, before we begin recruiting the volunteers. Use this checklist as a guide to plan any volunteer event.

Impact Goals:

Goal 1: (example: pack 100 meals)

Goal 2: (example: engage 30 volunteers)

Goal 3: (example: distribute meals to 100 families)

Basics:

Date:

Start Time:

End Time:

Address:

Questions to consider:

Will there be one shift, or multiple shifts?

Will this be a one-time project, or a daily/weekly/monthly recurring project?

Project Tasks:

Task 1:

    # volunteers needed:

    supplies needed:

Task 2:

    # volunteers needed:

    supplies needed:

Task 3:

    # volunteers needed:

    supplies needed:

Questions to consider:

Do you already have all supplies needed, or do you need to purchase?

Are supplies clearly identifiable and easily accessible by the volunteers who will use them?

Don't forget to factor in the time spent on check in, welcome, clean up and close out, into the full project timeframe.

Volunteers:

Total # Volunteers Needed:

Age minimum:

Court-ordered allowed: (yes/no)

Logistics of the space:

Where volunteers store belongings onsite:

Location of restrooms:

Location of check-in table:

Snacks/Water provided:

Required volunteer attire: (example: must wear closed-toed shoes)

Volunteers must bring: (example: water, sunscreen)

Volunteers know before you go: (example: our warehouse is not temperature controlled, bring a jacket!)

Parking/entrance instructions:

Questions to consider:

Is there ample signage for the volunteer to find your space?

Do you have waivers and sign-in sheets ready to go?

Planning:

Name of staff who will supervise the volunteers, day-of:

Email:

Phone:

Any special training needed for volunteers:

Questions to consider:

If you have multiple tasks to be completed, do you need multiple staff to manage each volunteer group?

Welcome talking points for volunteer supervisor:

Organizational mission, history, and impact:

Project Instructions:

Housekeeping (location of bathrooms, where to put purses, etc):

Closeout talking points for volunteer supervisor:

Thank you:

Project Impact:

Invite to next opportunity: