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Event Guidelines

Event Guidelines

The aim of the Join the Beat campaign is to engage parents, friends, partners and members of the local community to fill gaps in your volunteering workforce and become volunteers, coaches, referees or players.

Once you have identified where the gaps lie, you need to think about the type of day you are going to run to achieve your aim. Suggestions include:

• utilising the Club Registration Day;
• running a Club Day;
• organising a festival.

At any of these events, additional entertainment could be included such as a BBQ, music, bouncy castle, Tug-of-War event and so on. Some ideas for these events and associated timelines can be found on the attached pdf document.

It is important that whatever your event, it is well organised and advertised. Allocating roles and responsibilities to current volunteers and utilisation of the digital logos and marketing materials is key.

• Display the banner in a prominent position
• Distribute leaflets and posters in schools, local shops and businesses
• Update the club website
• Use Twitter and Facebook to spread the message
• Contact the local paper and radio station

On the event day, it is important that potential volunteers are met and welcomed by members of the club sporting Join the Beat T-shirts and that contact details are gathered by way of the Join the Beat Volunteer registration forms.

Contacting potential volunteers after the event is vital and organising a volunteer training evening and regular emails should help to engage the volunteers and retain them at your club.

For further ideas and a suggested timeline for your Join the Beat event click here.

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