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Referents

Referents

Building block

Description

Name of the session

Referents

Session objectives

to share their experience with others, talking with a person that has first hand experience always works the best

to help promote the organisation and its activities online or offline

to help reduce financial cost for the organisation as they are volunteers

MATERIALS/

RESOURCES

prepared updated template of a presentation

printed promotion material

General INFORMATION

Referents play a crucial role in promoting our organization by sharing their firsthand experiences with the organisation at schools, fairs, and events. They help us connect with potential volunteers while effectively communicating our values and mission. Familiar with our codes of conduct, they ensure our message is clear and impactful. Becoming a referent enhances volunteers' communication and leadership skills while expanding their professional network. They gain a deeper understanding of the organisation's operations and values, which is valuable for future career opportunities. Additionally, they experience personal fulfillment by inspiring others to volunteer.

Pre-session CHECKLIST

Promo stand ☐ prepared all necessary promotion material ☐ printed presence list and pens ☐ rollup ☐ laptop with charger ☐ flag or other game ☐ T-shirt/badge with the organisation’s brand ☐ Information about the event, place and organizer

Presentation ☐prepared all necessary promotion material ☐ printed presence list and pens ☐ prepared updated PowerPoint presentation on flashdisk ☐ information about the event, place, organizer

Step-by-step IMPLEMENTATION

Working with Referents (from org. side) ☐ To recruit referents we are sending newsletters 2x a year (September — after the main season — and January) ☐ At the same time we also send an email to all our current referents to inform them about start of the new “promo season” and ask them about their current situation - if they can still help us out. ☐ we regularly update an excel table of referents with all information in order to have an overview of ppl, their situation, their experience, etc. ☐ 2x a year we organize an online “activation call” usually in September/October and January/February. During this call we talk about what happened, presenting upcoming season/events and stuff and ☐ If we identify a big need among referents (eg. presentation skills) we find a way to address it (eg. making a workshop and then a manual for presentation skills which we can share to all, even the new referents) ☐ For communication, we use email, Whatsapp group and in some cases we contact referents directly via call or sms. ☐ We created a file on google drive which is shared with referents, where they can find all necessary documents: template of power point presentation, template of presence list, template of email if they want to contact schools themselves and organize a presentation, video of one of our workcamps which can be played at events and manual/handbook for public speaking (coming up) ☐ We update a template for powerpoint presentations at least 2x a year (january and september) If needed, we do it one more time in spring ☐ We offer a support during preparation of the presentation/ event and evaluate together after. We try to find what the referents want to work on and try to find a way to support them during their self improving journey.

Tip: add tips &tricks ☐ The majority of referents want to have a personal relationship. Meet up with them once in a while, invite them personally to events you organize. Figure out a “care” program that includes some benefits for them. Show you appreciate what they do.

☐ Try to make at least 1 event a year when they can share experience with being a referent, talk about fears and challenges - they might learn from each other while getting to know each other - this is a perfect event to include “newbies” as they have a chance to talk to those who have already some experience.

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