ELIOT INSTITUTE VOLUNTEER COORDINATOR
Timeline

(Naramata)

SELECTION: The Volunteers Coordinator is selected and appointed by the Dean and is responsible directly to the Dean.

QUALIFICATIONS: The Volunteer Coordinator should be an experienced Eliot camper who has a “feel” for the Eliot community and has good organizational and interpersonal skills. Familiarity with the talents and skills of a wide range of regular campers is an asset. Preference will be given to qualified candidates who have given voluntary service to Eliot Institute.

GENERAL RESPONSIBILITIES: The Volunteer Coordinator is responsible for ensuring that “MUST HAPPEN” events (as determined by the Dean and/or the Staff) do happen; and facilitating the occurrence of SPONTANEOUS events such as afternoon workshops, intergenerational games, evening activities, etc. He/She is also responsible for allocating appropriate space for these events.

SPECIFIC RESPONSIBILITIES:

Attend staff meeting(s) convened by the Dean prior to the conference, if any.

Work with the Dean to coordinate the camp theme into the flavour of volunteer events, for example by giving them names which reflect the theme - be it nature, drama, community, peace, or whatever. Be aware of how Canada Day (July 1) and U.S. Independence Day (July 4) will be marked or celebrated - generally low key, thoughtful, and playful. The main celebration will be a wind-up gala Friday Finale event involving food, music, dancing, singing, costumes, movement with lighted lanterns and the fire circle.Attend daily staff meetings at camp.

Survey the volunteer potential of campers -- either through a mailout with the Administrator’s confirmation of registration or Dean’s letter of welcome, or on the first day of the conference, at the registration table.

Consult with the Dean and the Staff to determine the ‘MUST HAPPEN” activities (e.g. grace before meals, fire circle, worship services, intergenerational games and activities, talent night/concert, “ice-breaker event, labyrinth walk, gala Friday Finale event)

Create a large sign-up poster (use heavy poster board or wipeable whiteboard) and display it in McLaren Lounge or outside the Dining Hall. Recommendation: do this before you come to camp. This poster should have a grid with room for afternoon and evening events for the whole week, by time slot.

Be sure to bring with you to camp:

C a clipboard and attached pen

C a pre-made poster for sign-ups

C tacks to hang the poster (easel/flip chart may be provided by Centre - check with dean on cost vs. budget)

C pencils on string to hang beside poster

Schedule afternoon workshops and meetings proposed by campers, and book accommodations for them. Be prepared for the necessity to schedule concurrent activities at times. Remind yourself and others that people they may have to make choices.

Coordinate one sports event each afternoon, selected and scheduled in consultation with the Dean and other staff. Check out and return sports equipment from Naramata Centre as required.

Advise the Operations Manager re: space needs for activities and physical requirements for individual events so s/he will have the room or space ready.

Communicate to the Newsletter Editor each day’s schedule of events.

Recruit the following volunteers for “MUST HAPPEN” events:

C People to say (or sing) grace at each lunch and supper

C Coordinator/MC for “To Tell the Truth”, Charades, and other evening entertainment

C Coordinator for labyrinth walk (may be Worship Coordinator)

C Coordinator of “Friday Finale” (arranges for an MC, music, decorations in the gym, make-up and costume assistants, awards and judges, etc.) - buffet supper dance in costume and lantern procession to the beach fire circle

C First-Aid personnel (Campers with medical training who are willing to be called upon)

Recruit a Talent Show Coordinator

Within two weeks after the conference, submit to the Dean a written report, including successes, frustrations, and recommendations for subsequent conferences.

(Revised for Naramata - 2002; updated 2003)

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VOLUNTEER COORDINATOR TIME LINE

BEFORE CAMP

 If you have not already applied to camp, do so immediately. When you receive your contract and Code of Ethics from the Registrar, sign them and return.

Get a copy of the Mail-Back form the Registrar sends to campers with their invoices. Note any changes you would like to make (volunteer tasks you would like included or deleted). Return to Registrar by date s/he specified.

Work with the Dean to coordinate the camp theme into the flavour of volunteer events, for example by giving them names which reflect the theme - be it nature, drama, community, peace, or whatever. Be aware of how Canada Day (July 1) and U.S. Independence Day (July 4) will be marked or celebrated - generally low key, thoughtful, and playful. The main celebration will be a wind-up gala Friday Finale event involving food, music, dancing, singing, costumes, movement with lighted lanterns and the fire circle.

Discuss with the Dean which events will occur during the week that require volunteers. This is a sample:

Fire Circle

First-Aid volunteers

Evening events (To Tell the Truth, Charades, etc.)

Gala Friday Finale

Talent Show and/or Concert

Art Show

Newcomers Welcoming event

Registration helpers

People to say grace at meals

Worship Services

Intergenerational games and activities

“Ice-breaker” event

Labyrinth walk

House Facilitator

Attend staff meeting(s) convened by the Dean prior to the conference, if any.

Read job descriptions for Gala Friday event, Art Show Coordinator, Costume Parade Coordinator, House Facilitator and Talent Show Coordinator. If these events are going to be held at camp, get these positions filled as soon as possible - preferably before camp.

Discuss with Dean items you would like included in the first camp newsletter - schedules, where to find First-Aid kits, etc. and where volunteers are needed.

You may be asked to help the following people find volunteers before camp: Small Group Moderator; Boat Dock Coordinator; Music Coordinator; Worship Coordinator; etc.

Create a large sign-up poster (use heavy poster board or wipeable whiteboard) and display it in McLaren Lounge or outside the Dining Hall. This poster should have a grid with room for afternoon and evening events for the whole week, by time slot.

In addition to the poster (above) bring the following supplies with you:

C Large poster boards and colorful poster sheets (8 ˝ X 11”)

C marker pens

C tacks

C staplers

C masking tape

C clipboard and attached pen

C An easel/flip chart may be provided by Centre - check with Dean on cost vs. budget

C pencils on string to hang beside poster

Find someone to say grace at the first dinner and breakfast - perhaps the Worship Coordinator for one.

Find a person in each housing unit to act as House Facilitator.

FIRST DAY OF CAMP

C Attend Camp Staff Meeting

C Talk to campers as they register to see confirm what they volunteered for on the Mail-Back form or to let them know where help is needed.

C Make a pitch for volunteers at the Orientation meeting. If you have not already done so, get the names of First-Aid personnel (Campers with medical training who are willing to be called upon)

DURING CAMP

C Attend daily staff meetings

C With the Dean, communicate to the Newsletter Editor, as far in advance as possible, each day’s schedule of events, along with times and locations.

C Maintain the sing-up poster(s) and remind campers where volunteers are needed - in short announcements, via the newsletter and sign-up sheets.

C Schedule afternoon workshops and meetings proposed by campers, and book accommodations for them. Be prepared for the necessity to schedule concurrent activities at times. Remind yourself and others they may have to make choices.

C Coordinate one sports event each afternoon, selected and scheduled in consultation with the Dean and other staff. Check out and return sports equipment from Naramata Centre as required.

C Advise the Operations Manager re: space needs for activities and physical requirements for individual events so s/he will have the room or space ready.

C Be aware of where volunteers are needed and continue to find volunteers for those positions

 

LAST DAY OF CAMP

C .Arrange for a collection to be taken during meals on the last day, as a gratuity for Naramata Staff, and deliver it to the Naramata Director.

AFTER CAMP

C Write a brief report of what worked well and what could be improved. Ideas for future camps are always welcomed. Send your report via e-mail to the Dean and/or Registrar and Recording Secretary

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(Draft - November 2003)