Volunteers

Volunteer Policy & Appreciation

Our club thrives because of the time, energy, and passion that volunteers generously contribute. This volunteer policy explains how we work together, what you can expect from us, and what we ask from you in return. It is designed to be clear, fair, and welcoming for everyone who wishes to get involved.

Why Volunteers Are So Important

Volunteers are at the heart of everything we do. They help us deliver activities, support members, and build a strong, inclusive community. Without volunteers, many of our events, programs, and services simply would not be possible.

  • Community impact: Volunteers help us reach more people and offer better experiences.
  • Club culture: Your ideas and enthusiasm shape the spirit and direction of the club.
  • Sustainability: Volunteer support keeps membership fees and event costs affordable.
  • Personal growth: Volunteering offers chances to learn new skills and build confidence.

Types of Volunteer Roles

We offer a variety of roles to suit different interests, skills, and time commitments. Many roles can be shared or rotated to keep workloads manageable.

  • Event Support
    • Setting up and packing down venues
    • Welcoming and registering participants
    • Serving refreshments or helping with logistics
  • Activity & Program Helpers
    • Assisting coaches, leaders, or facilitators
    • Supporting small groups or individual participants
    • Helping with equipment and safety checks
  • Administration & Communications
    • Answering basic enquiries and emails
    • Helping with newsletters or social media
    • Maintaining simple records or sign-up lists
  • Committee & Governance
    • Serving on the club committee or working groups
    • Contributing to planning and decision-making
    • Supporting fundraising and sponsorship efforts
  • One-Off & Flexible Roles
    • Helping at a single event or project
    • Providing specialist skills (e.g. photography, design, IT)
    • Offering occasional support when extra hands are needed

Expectations & Responsibilities

We want volunteering to be positive and rewarding for everyone. To support this, we ask volunteers to:

  • Uphold our values: Treat all members, guests, and fellow volunteers with respect, fairness, and kindness.
  • Be reliable: Arrive on time, let us know if you are running late, and give as much notice as possible if you need to cancel.
  • Communicate openly: Ask questions if you are unsure, share ideas, and raise any concerns with a coordinator or committee member.
  • Follow guidance: Respect club policies, safety procedures, and instructions from coordinators or coaches.
  • Protect safety and wellbeing: Put the welfare of participants first, especially children and vulnerable people, and report any concerns promptly.

In return, the club will:

  • Provide clear role descriptions and realistic expectations
  • Offer appropriate training, guidance, and supervision
  • Treat volunteers with respect and listen to feedback
  • Recognise and celebrate volunteer contributions

Support, Training & Supervision

No one is expected to know everything on day one. We are committed to helping volunteers feel confident and supported in their roles.

  • Induction: New volunteers receive an introduction to the club, key contacts, and relevant policies.
  • Role-specific guidance: You will be shown how to carry out tasks safely and effectively, with opportunities to shadow experienced volunteers.
  • Ongoing support: Coordinators and committee members are available to answer questions and provide feedback.
  • Training opportunities: Where possible, we offer or signpost training such as safeguarding, first aid, coaching, or leadership skills.
  • Safe environment: We aim to create a supportive atmosphere where volunteers feel comfortable speaking up and asking for help.

Expenses & Reimbursement

We do not want anyone to be out of pocket for helping the club. Reasonable, pre-agreed expenses can usually be reimbursed, subject to our budget and policies.

  • Eligible expenses may include:
    • Local travel costs to and from events or meetings
    • Small purchases made on behalf of the club (with prior approval)
    • Agreed training or course fees that directly support your volunteer role
  • How to claim:
    • Keep receipts or proof of purchase
    • Submit an expense form or email the treasurer/committee
    • Claims should normally be made within a reasonable time after the expense

Details of current expense rates and procedures can be obtained from a committee member or volunteer coordinator.

Appreciation & Recognition

We deeply value the time and commitment that volunteers give. Recognising your contribution is a core part of our culture.

  • Regular thanks: We make a point of thanking volunteers at events, in meetings, and in our communications.
  • Spotlight features: Volunteers may be highlighted in newsletters, on our website, or on social media (with your consent).
  • Certificates or small tokens: Where possible, we offer certificates, letters of thanks, or small gestures of appreciation.
  • Celebration events: We aim to hold occasional gatherings to celebrate volunteer achievements and say thank you in person.
  • References: On request, we can usually provide a reference outlining your role and contribution to the club.

How to Sign Up as a Volunteer

We welcome new volunteers at any time, whether you can help regularly or just occasionally. Getting involved is simple:

  • 1. Express your interest: Speak to a committee member at an event, or contact us via our usual email, phone, or website form.
  • 2. Discuss suitable roles: We will talk with you about your interests, skills, and availability to find a good match.
  • 3. Complete any checks: For certain roles, especially those involving children or finances, background or reference checks may be required.
  • 4. Attend an induction: You will receive an introduction to the club, your role, and key policies.
  • 5. Start volunteering: You will begin with clear guidance and ongoing support from experienced volunteers or staff.

If you have any questions about this policy or would like to explore volunteering opportunities, please contact the club committee or volunteer coordinator. We would be delighted to welcome you to our volunteer team.