Host Organisation Checklist

Host Organisation 

• Identify your project. Ensure there is a defined beginning and end to the project so volunteers can see the impact they make 
• Assess how many volunteers will be needed to complete the project 
• How many hours will the volunteer day run e.g., 10am-4pm 
• Facilitate a site visit with the interested company  
• During the site visit share information about your mission, aims, objectives, daily work, your service users, impact etc. 
• Agree the project outline and a list of volunteer tasks and activities 
• Agree a project date  
• Inform your insurance company of the activity 
• Consider what tools, supplies, materials are needed for your project 
• Agree who will provide tea/coffee, water, snacks, lunch 
• Inform the company if it is appropriate for them to take photos with clients and if there are topics that should not be discussed with clients 
• Identify an appropriate volunteer smoking area 
• Identify any site areas that are off-limits to volunteers 
• Conduct a risk assessment (see sample risk assessment form) 

• Provide tea/coffee on arrival  
• Provide a secure location for volunteers to leave their belongings 
• Welcome and thank volunteers. Share info on your mission, service users, project impact 
• If appropriate give a short tour of your premises and introduce service users  
• If possible, have a service user thank the group and talk to them about your service and how it has benefited them personally 
• Take before, during and after photos/video  
• Provide a location to have lunch, tea/coffee 
• Be available on the day to provide information, answer questions and thank volunteers 
• At the end of the day thank the volunteers and reiterate the impact / difference their work has made 

After the Day 

• Share photos with the company  
• Send a note/letter to the company thanking them for their contribution 
• If posting on social media, make sure to tag relevant partners and include any hashtags that you want to highlight.