Dear General Volunteer,
With the start of 2010, we are revving up for the Alltech FEI World Equestrian Games this fall. The next few months will be busy ramping up our activities here getting ready for this event—a journey filled with many exciting experiences and unbridled success. We thought it the perfect opportunity to touch base with you, our most valuable asset—our volunteer—our hero—to talk about the path you will tread over the next few months.
The Volunteer Hero’s Journey
1) The Call to Ride (Volunteer Recruitment) February-April
Many of you have accepted the call to join us on the adventure of a lifetime. We are
currently still actively recruiting general volunteers to work with us during the Games.
a. Referral program—We’d like to reward you for every general volunteer you sign up.
We are currently upgrading our registration system to better serve your needs. The
system will allow you to refer our opportunity to other potential volunteer candidates.
For every volunteer you recruit, your name will go into a drawing for a big prize
awarded during our volunteer general training session at the beginning of summer.
Please look for another letter in the next few weeks detailing the system upgrade
and giving you instructions on how to use the system.
b. Collecting availability—With the new system upgrade, we will also be asking you to
fill out your specific availability at Games-Time. In addition, we will ask you to pick
your areas of work preference. We realize that some of you signed up for a
particular job initially and we will do our best to accommodate those requests.
However, you will be given the opportunity to change your job preference at this
point. Final job assignments will be made after the selection process.
2) Pony Up (Selection Process ) February-April
As part of the journey, you will take part in a selection process. Every volunteer is required
to go through an initial interview. For some, it will be in the form of Meet & Greets, for
others, it will be a short, informal interview. For our local volunteers, these interviews will be
in person. For our out-of-town volunteers, we will accommodate your distance by
providing an alternative process either online or by telephone. We will communicate this
process to you in the next few weeks, so that you can select an interview time to meet your
schedule. Look for that communication very soon.
a. Some functional areas (departments) require additional screening for certain
positions. After you undergo the first interview, you may be called to participate in
an additional interviewing process for a specific role. Again, that process will be
communicated to you so that you can make arrangements to take part in that
process. After this secondary process has been completed, we will make tentative
job assignments.
b. Tentative Confirmation/Position Offers—Beginning in early spring, we will give
volunteers who’ve gone through the required interview process, a tentative
acceptance (understanding that a background check will still need to be passed).
We will then send out offer letters for specific positions. * You can visit our housing
bureau for available accommodations in the area (www.alltechfeigames.com. Then select
Accommodations.) Because of the demand, we will not provide volunteers with
accommodations. Volunteers are responsible for securing their own
accommodations and the cost associated with those accommodations.
3) Jump in the Saddle (Training) June-September.
Now that you have your job assignment, you will embark on the final steps to the Games.
Jump in the saddle with our training program and you will learn about volunteering, the
specifics of your particular position and the venue you will be working.
a. General Training—all volunteers will attend this training (starting in early summer for
our local volunteers). General information about volunteering, customer-service,
issue resolution and cultural sensitivity will be covered in this session. You’ll receive
your official volunteer handbook at this training.
b. Job-Specific Training—This training will focus on your particular job and the basics of
doing that job at Games-Time.
c. Venue-specific Training—This training will occur just prior to working at the Games
and will focus on the particular venue you will be working during Games-time.
d. Just-In-Time Training—This training will be offered to our out-of-town volunteers in an
accelerated format and will include the three subject areas mentioned above.
4) Take the Reins (Uniforms/Credentials ) August-September
The trail ends at the Games, but not before you officially take the reins when you receive
your uniform and credential in the weeks leading up to the Games. You will schedule a
time to pick up both of these items at our Uniform/Accreditation Center (UAC). Again, we
will provide a just-in-time pick up for our out-of-town volunteers.
Just a reminder of items to look for in the next few weeks:
A letter explaining our system upgrade and instructions on how to use the system.
A letter inviting you to schedule an interview or attend a Meet & Greet.
I hope this letter gives you guidance on your upcoming journey, a journey we will make together
for the experience of a lifetime. Know that your willingness to give of your time by volunteering
with us is much appreciated. You are our Heroes. Thank you.
The Volunteer Services Team
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I would like to be part of the volunteer service team. I am out of work and have plenty of time to volunteer. I live out of lexington, a hour away in Estill county.
Volunteering is easy! All 2010 Games volunteers will receive exclusive apparel items designed by Ariat International, the Official Apparel provider and sponsor of the Volunteer Center at the 2010 Games. In addition, volunteers will receive customized credentials for volunteer identification and General Admission access to the event all 16 days; volunteer hospitality (food, beverage) provided for volunteers while on duty; recognition throughout the community through a variety of media forums; and such additional benefits that may be developed by 2010 Games sponsors and partners.
The first step is to register on line at http://www.alltechfeigames.com.