Volunteer Management Committee

Recruitment Preparation

Before opening volunteer sign-ups, prepare the following:

• Volunteer Primer. This document contains an overview of the event, volunteer roles and responsibilities, expected time commitments, and FAQs. For a FancyLink (link.ateneomathsociety.org/...) version, reach out to your overseeing ExeCom member.

• Registration Timeline. Set a clear timeline for recruitment, typically held less than a week. Leave leeway for possible extension in case of low sign-up turnout.

• Registration Form. Use the provided template below. Customize according to the needs of your project.

• Announcement (Caption and Pubmat)

  • For the pubmat, kindly coordinate with your project's Creatives Associate. If none is assigned, refer to this page for the Creatives Office's Job Order request process.

  • For the caption, include the following: a brief overview of the event, event dates, volunteer roles, registration deadline, and links to the registration form and the volunteer primer.

Posting and Dissemination

• Coordinating with your Marketing Committee for the posting schedule, platforms, and intended audience.

• For email blasts to AMS members, consult the Secretariat Committee to fill out an Email Blast Order.

Application Process

• The sign-up process is to be conducted through a Google Form. A template is provided below.

• For events where volunteers directly interact with participants (e.g., facilitators, booth managers), Individual Consultations (ICs) are recommended.

  • ICs are conducted one-on-one with at least one member of the Volunteer Management Committee.

  • See the next section, Volunteers Masterfile, for the template of the IC sign-up sheet.

Accepting Applicants

• After reviewing sign-ups and conducting ICs (if applicable), finalize your list of accepted volunteers.

• Make sure to notify all applicants, whether accepted or not, via email, Messenger, or Telegram, and include important next steps for those accepted (e.g., orientation date).

This Volunteer Masterfile will be the volunteers' main reference throughout the duration of your project or effort. Make a copy of the Volunteers Masterfile Template and tailor it to your project requirements as soon as you determine the volunteer roles. 

The template has the following:

• Landing Page: Include your reminders and quick links for volunteers' reference.

• Directory: A list of all the volunteers in the project. Members will input their basic information including ID number, name, pronouns, year and course, contact details, and assigned role. 

• IC Sign-Ups: Customize the schedule according to your availability. Cover the unavailable cells in black.

• Booth Sign-Ups: This only applies for events whose volunteers are on a shortened shift-basis (e.g. RecWeek, COAllective). Customize the schedule according to your needs.

• Volunteer Tracker: This is typically used for tracking availability of volunteers for (1) events spanning more than a day or for (2) events with more than one volunteer type. Use this sheet to confirm the volunteers' attendance days prior to the event.

Volunteer requirements may vary greatly from project-to-project. Feel free to delete sheets that are not applicable to your context.

The Volunteer Guidebook is your volunteers’ go-to reference for a smooth and meaningful experience. This will be their main reference during the event proper. It is recommended that you customize it per role. Here's what to include:

• Code of Conduct & Reporting Guidelines. Outline behavioral expectations, attendance protocols, and who to report to and ask for concerns or clarifications.

• Contingency Plans (What-Ifs). Include FAQs or scenario-based responses (e.g., “What if a participant gets lost?” or “What if it rains?”) so volunteers can confidently handle unexpected situations.

• Activity Mechanics. Coordinate with the Programs Committee for a breakdown of how activities will run, including roles and expectations.

• Spiel Mechanics. Provide volunteers with their scripts or talking points. This is what they will say for instance, when interacting with participants.

• Prompts (if applicable). For roles that require improvisation or guided conversation (e.g., tour guides, facilitators), include sample prompts.

• Team/Booth Assignments (if applicable)

• Venue Details.

Make sure to include cues and visual guides when applicable!

Set-up

• Recommended Duration: 45–60 mins

• Attendees: All accepted volunteers, Project Heads, and Programs Committee (if the volunteers are heavily involved with activities in the event)

• Objective: Equip volunteers with the context, tools, and confidence to thrive in their roles

To request a Zoom link for online orientations or reserve a venue for onsite orientations, please visit the Logistics Committee page.

Proposed Flow

🧊 Icebreaker, c/o Volunteer Management Committee (10 mins)

Start off light and fun! Choose a quick activity to break the ice and make everyone feel welcome. Bonus points if it relates to the event theme or volunteer tasks.

🎪 Event Overview, c/o Project Heads (10 mins)

Give volunteers the big picture:

• What is the event about?

• What are the key dates and activities?

• What is their role in making this event meaningful?

🎭 Volunteer Roles and Expectations, c/o Volunteer Management Committee (10 mins)

Make expectations clear and actionable:

• Breakdown of tasks (by role/station/day)

• Expectations on attendance, punctuality, behavior, and dress code

• Point persons per role or shift

• Sample scenarios and what-ifs

📋 Activity Mechanics and Spiel Walkthrough, c/o Programs Committee and VolMan (10 mins)

Volunteers should understand how the activity flows:

• Step-by-step mechanics of the event they’re helping in

• What they'll say/do as facilitators or ushers

• Distribute spiels or conduct a short reading/demo

• Optional: mock run or mini demo

📣 Communication & Reminders, c/o VolMan (5–10 mins)

Set expectations on communication and updates:

• Official group chats and channels (Telegram/Messenger)

• Point of contact for questions or issues

• Where to access materials (e.g., Google Drive folder, printed primers)

🎁 Wrap-Up and Motivation, c/o PHs or VolMan (5 mins)

Close with purpose and gratitude. Reiterate how volunteers make the event possible and encourage initiative and kindness. Share final reminders (e.g., checklist, next comms) and take a group photo!