Volunteer Check-in Captain

Purpose: Maintain an orderly process for volunteer check in, T-shirt issue, and volunteer deployment. Ensure every church within your sphere of influence actively partner in sending men to the conference.

Reports to: Conference Services Group I Leader

Works closely with: Volunteer Deployment Team, PK Conference Services Manager

Pre-Conference Responsibilities:

  • Recruit Volunteer Deployment Team members
  • Help to ensure the conference is “SOLD OUT”
  • Assist the Conference Service Group I Leader to ensure recruitment of all volunteer positions with adequate diversity, attend leadership meetings to ensure:
    • Volunteer Conference Job Descriptions are handed out
    • Understanding of Conference Team Roster/Overview
    • All volunteer paperwork is completed
    • All volunteer positions are filled in accordance with the PK Volunteer Position and Shift Schedule
    • Understand recruiting methods, resources, and strategies
    • Work with the Conference Services Coordinator and Group Leaders to ensure that Volunteer Confirmation letters and Liability Waiver forms are emailed on time the week prior to the conference
    • Volunteer Check In and reporting procedures are understood
  • Familiarize yourself with general event information and venue layout
  • Familiarize yourself with basic conference information/locations:
    • PK Marketplace store location
    • Parking, restrooms, special needs, ASL, Guest Services, first aid
    • Conference feeding areas and times
    • Program schedule, door opening times
  • Contact your Conference Services Group Leader I to discuss Volunteer Check In logistics and operations:
    • Volunteer Tracking Master check in document
    • T-Shirts
    • Volunteer Check-In setup (tables, chairs, signs, banners, supplies etc.)
    • Volunteer Liability Waiver forms

Conference Responsibilities:

  • Coordinate with the Conference Service Group I Leader regularly throughout the event
  • Communicate regularly with the various Group Leaders to identify volunteer staffing needs
  • Work to empower and resolve problems at the lowest level
  • Encourage and motivate all volunteers as they check in
  • Look for potential problem areas and address them before they become problems
  • Set up the Volunteer Check In area (if not already done)
  • Train the Volunteer Deployment Team
  • Supervise Volunteer Deployment Team:
    • The check in of pre-assigned and walk up volunteers
    • Issuance and control of T-Shirts
    • Provide a Volunteer Check In Team member to assist the Evangelism and Usher/Greeter teams as they recruit and check in their teams, if requested to
    • Utilize various reports, rosters, and maps in this process along with volunteer T-Shirts, signs, banners, supplies, materials, and forms i.e., Volunteer Agreement and Release of Liability form
  • Ensure volunteers are greeted, checked in, and directed to appropriate volunteer location
  • Ensure Check In Team receives breaks and meals as scheduled
  • Ensure Volunteer Check In materials (T-Shirts) are secured – never left unattended
  • Help keep the Volunteer Check In area neat and tidy
  • Monitor the volunteer no shows, cancellations, shortages, and communicate to your Conference Services Group I Leader
  • Assist with closure and cleanup activities:
    • Inventory T-shirts, signs, banners, supplies, etc. completing a report for the PK Conference Services Manager. Also pack supplies and T-Shirts for shipment
    • Return all completed Volunteer Liability Waiver forms to PK Conference Services Manager

Time Commitment/Shift(s):

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