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Onboarding

Step-by-Step Process for Onboarding a Volunteer for UX Camp Calgary

⁠

Step 1: Initial Outreach

Send a Welcome Email:

Acknowledge their interest in volunteering.

Provide a brief overview of the event and volunteer opportunities.

Share the next steps (e.g., scheduling an onboarding call or filling out a form).

Include volunteers to the Calgary UX slack channel

Collect Information:

Request details about their skills, interests, and availability.

Share a simple form or questionnaire to streamline this process.

⁠

Step 2: Orientation

Schedule an Onboarding Meeting:

Host group meeting (in person) to introduce them to the event's vision, goals, and key details.

Discuss their role and responsibilities based on their interests and skills.

Provide Key Documents:

Share a volunteer handbook and day of the event guide with event details, schedules, and expectations.

Include important policies, such as communication guidelines and code of conduct.

⁠

Step 3: Training

Team-Specific Training:

Offer hands-on or virtual training tailored to their responsibilities (e.g., registration, workshop assistance, tech support).

Walk them through any tools or platforms they will use, such as event apps or communication software.

Registration Practice Runs:

Pair them with experienced volunteers or staff for a trial run, if applicable.

Allow them to practice their tasks in a low-pressure setting.

Team Visit to Platform

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Step 4: Communication Setup

Set Up Communication Channels:

Add them to relevant Slack channels, WhatsApp groups, or email lists.

Introduce them to their room team leads and peers.

Assign a Point of Contact:

Clearly define who they can reach out to with questions or concerns.

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Step 5: Ongoing Support

Provide a Schedule:

Share a clear timeline of their shifts or tasks, including start/end times and locations.

Check In Regularly:

Schedule short check-ins before and during the event to ensure they feel supported and confident.

Day before the event:

Volunteer, speakers and people reminder to bring water bottles.

Where are the water bottles

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Step 6: Event Day Execution

Welcome Volunteers:

Host a quick kick-off meeting on the event day to energize and brief the team.

Distribute badges, or other identifiers.

Monitor and Support:

Set channels available for questions, provide feedback, and troubleshoot as needed.

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Step 7: Post-Event Appreciation and Feedback

Thank the Volunteers:

Send a personalized thank-you email or card.

Make recommendation letters and e-certificate.

Publicly acknowledge their contributions in post-event communications or social media.

Request Feedback:

Share a brief survey to understand their experience and gather suggestions for improvement.

Invite Them to Stay Involved:

Encourage them to join future events or ongoing community activities.

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