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Referents
Referents
Building block
Description
Building block
Description
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Name of the session
Referents
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Session objectives
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MATERIALS/
RESOURCES
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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.
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Pre-session CHECKLIST
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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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REVIEW & DEBRIEFING
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TARGET GROUP size & specifics
public, mostly young people between 16-26 who are potential participants of our activities
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DURATION
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TO DO List
& Deadlines
Use this area to collect to do’s and deadlines
☐ min. 2 days after receiving an offer for a promo event contacting all referents via email and WA group
(In case of a a specific offer, we pick best adepts and contact them directly via WA, email or phone)
☐ After selecting and agreeing w. referent on their participation, we send them all necessary information about the event and schedule a briefing
☐ In case the event requires presentation, referent creates it in advance and shares it with us at least 5 days in advance (we only check the first one, when they make another presentation and there are no changes, there is no need to double check)
☐ We prepare presence list and other promotion material that is necessary and agree on time when referent will pick it up. In case they are not from the city, we send it via post or they print it themselves (in case of presentations).
☐ We also provide T-shirt with the logo of our organization if they do not have it already, so it is clear when they are by the stand, etc. that they are part of the team they can ask questions
☐ In case referent is promoting our organization by a stand at a fair for example, we also prepare an evaluation and data collecting form, where they mark how many people came to the stand, what were they interested in and at the end the referent writes their own evaluation of the event.
☐ In case referent is promoting our organization by a stand at a fair, it is necessary to provide all information about what activities should be promoted, if there are some upcoming events/trainings, etc.
☐ After the event, we schedule a meeting for the referent to bring back to the office all promotion material, presence list and evaluation. We also have a talk with him*her to see how the experience was for them and evaluate a bit more to see if they feel there is something they want÷need to work on. (as soon as possible after the event, max. 1 week)
☐ From all information, the coordinator creates evaluation which is written to the main event plan and decides if the event was successful. Can also make a note for the future, that want÷do not want to attend again.
☐ Based on feedback from referents, the coordinator is collecting information about their needs and addresses them (eg. needed support in presentation skills - make a workshop, etc.)
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