Event Resources Guide
Contact us: 1-888-363-2852
  • Table of Contents
  • Introduction to Temecula's Event Resource Guide
    • What is an Event?
    • Common Types of Permits Required for Special Events
    • California Government Policy Acts and Reports
    • Classifying Special Event Applications
  • Temporary Use Permits
    • Temporary Use Permits General Information
    • Encroachments
    • Conditional or Temporary Use Permit Application
    • Submittal Requirements
    • Plan Preparation and Guidelines
    • Water Quality Management Plan
    • Public Hearing Requirements
    • Property Owners Certification
    • Development Application Disclosure Statement
  • City Limits, Regions, and Contact Information
    • City of Temecula General Land Use Policy Map
    • Regions of Temecula
    • City of Temecula Wine County Map
  • Producing a Special Event in Temecula
    • Guidelines for Producing a Special Event
    • Commercial General Liability and Vendor Special Event Insurance Requirements
  • Event Planning Timeline Creation
    • 12 to 6 Months Timeline Creation
    • Guidelines for Small Meeting Timeline
    • Example Timelines for Weddings
  • Food Handling at Outdoor Special Events
    • Overview of Food Handling at Outdoor Special Events
    • Temporary Food Facilities
    • Cleaning and Sanitizing Utensils
    • Mobile Food Preparation Units
    • Hand Washing and Personal Hygiene
    • Temperature Control and Storage of Food
    • Food Preparation, Source and Labeling
    • Food Poisoning
    • Temporary Food Facility Vendor Checklist
    • Checklist of Inspection Rules and Regulations to Comply with Health Officers
    • Application for Sellers Permit
  • Catering and Food Service
    • Guidelines for Working with Your Caterer
    • List of Local Caterers
  • Special Event Liquor Vendors
    • Applying for a Permit
    • Beer Gardens
    • Temecula Police Department Alcohol Management Permit Conditions
    • Different ABC Licenses Explained
    • Daily License Application / Authorization (ABC)
  • Department of Business Affairs / Consumer Protection Bingo and Raffle License Info
    • Eligibility to Conduct Bingo
    • Bingo Licenses and Permits
    • Charitable Organization Bingo License Application
    • Fundraiser Information
    • Raffles
    • Casino / Poker Nights
  • Setting up Temporary Events in Compliance with ADA Laws
    • Facility Access
    • Communications Access
    • Assistance for People with Disabilities
    • Ticketing
  • Using / Displaying Animals
    • Animal Exhibitors
    • Understanding USDA Licensing
    • California Code Regulations
    • APHIS Animal Care Factsheet
  • Recycling at a Special Event
    • Waste Reduction
    • Hazardous Waste Site Information Form
  • Tents and Canopies
    • Guidelines for Erection of Tents or Canopies
  • Street Closures and Use of Public Way
    • Guidelines for Street Closures and Use of Public Way
  • Guidelines for Barricading
    • Types of Barricades
  • Guidelines for Infrastructure of Restrooms
    • Restrooms
    • Sinks
  • Volunteers
    • Planning for Volunteers
    • Recruiting Volunteers
    • Risk Management and Liability Reduction
    • Training of Volunteers
    • Sample Volunteer Handbook Outline
    • Managing Volunteers
    • Evaluating Volunteers
  • Obtaining Sponsorships
    • Guidelines for Obtaining Sponsorships
    • What Can be Sponsored
    • Possible Sources of Sponsorships
    • Sponsorship Proposal
    • Letter of Agreement
    • How Much are Things Worth
    • Close the Deal
    • The Final Step
    • Steps for Holding a Successful Sponsored Event / Reception
  • Stages
    • Guidelines for Stages
    • Building Permit Application
  • Electrical, Power Supplies and Lighting
    • Electrical and Power Supplies
    • Requirements / Power Distribution
    • Lighting
  • Sound
    • Guidelines for Sound
  • Music Licensing
    • Music Licensing and Public Performances
    • Do I Need Permission and How Do I Get It?
    • Types of Copyright / Licenses
    • Further Information and Resources
    • Music Licensing Agreement
  • Signage
    • Guidelines for Signage
    • Special Purpose Signs
    • No Parking Signs
  • Fire Permit
    • Fire Permit Guide and Application
    • Temecula Fire Station Location Map
    • Emergency Exit and Entrance Diagrams
  • Special Event Medical Plan
    • Emergency Medical Plan
  • Guidelines From the Police Department
    • Police Storefronts
    • Police Teams and Programs
    • Community Action Patrol
    • Temecula Valley Mounted Posse
  • Filming Opportunities in the Temecula Valley
    • Filming Information
  • Other Important Contacts
    • Business License Contacts
    • Other Enforcement Agencies and Websites

Planning for Volunteers


This section outlines some guidelines for securing volunteers for your event:

1) Planning
2) Recruiting
3) Training
4) Managing
5) Evaluating

  1) PLANNING

  • Define Your Mission

  • Assess Your Organization

  • Develop Your Volunteer Program

 

 

 

   2) RECRUITING

  • Assess Your Image

  • Decide How To Recruit

  • Develop Your Message

  • Find Volunteers

  • Select Volunteers

  • Screen Volunteers


     3) TRAINING

  • Develop Your Orientation Program

  • Assign Orientation Leaders

  • Schedule Orientation

  • Develop Materials

  • Conduct the Orientation

  • Train Your Volunteers
   4) MANAGING

  • Assign a Supervisor

  • Communicate With Volunteers Regularly

  • Evaluate Your Volunteers

  • Avoid Volunteer Burnout

  • Recognize Your Volunteers’ Efforts
  5) EVALUATING

  • Describe Your Program

  • Design the Evaluation

  • Collect Data

  • Analyze the Data

  • Report Results


Define your mission

A sound mission statement will help define how volunteers fit into your organization. Your mission statement identifies the scope of your organization’s operations and reflects its values and priorities. It helps you make consistent decisions, motivate others, build organizational unity, integrate objectives with goals, and enhance communication. It can help you market your organization by succinctly describing its culture and purpose.  Thus, you’ll want to examine how using volunteers might change your organization’s work, as well as its culture. This discussion will give you a foundation on which to:

  • Define the work volunteers will do
  • Explain to recruits your reasons for wanting volunteers
  • Create healthy teamwork between paid and unpaid staff

Develop Your Volunteer Program

Volunteers, like paid staff, need to get help with problems and answers to their questions.  They need to feel productive, do work that challenges them, and have an opportunity to grow.  They also need to know they are valued for what they do. Clearly defining and organizing your volunteer program will help ensure that volunteers, staff, and clients have a productive and worthwhile experience with your organization.

To have highly effective volunteers, you will need the following:

  • A designated volunteer coordinator. Coordinating volunteers shouldn’t be a shared responsibility that the office staff deals with when they have “spare time.”
  • A defined volunteer program, with the role of volunteers in your organization and position descriptions.
  • A volunteer training program and supporting materials, such as a handbook.
  • A clear set of rules for volunteers and for staff working with volunteers.
  • A recruitment and management plan.
  • A recognition program, such as an annual awards ceremony.

Describe Volunteer Positions

After you decide how to use volunteers in your organization, you will need to write position descriptions for the volunteer positions you’ve identified. Position descriptions are key elements of a successful volunteer program. They help you screen, place, and evaluate volunteers in a fair and reasonable way. Well-written volunteer position descriptions can help volunteers screen themselves. Volunteers can tell whether they have the necessary time, skills, and interest to perform the position tasks outlined. Volunteers who understand your organization’s expectations will do a better job and feel more satisfied with their duties than will volunteers who don’t understand their role.


Sample Volunteer Position Description Worksheet

Component

Job Title


Purpose




Key Responsibilities





Location

Supervision




Length of Appointment



Time Commitment



Qualifications





Benefits



Support Provided
Definition

What the job or the position will be called.

The specific purpose of the position (expected result). If possible, the purpose should be stated in relation to the program’s mission and goals.

Major duties, including what might be done to accomplish the purpose.




Volunteer’s worksite.

Title of the person to whom the volunteer will report, as well as the procedures for mentoring and dealing with problems.

The time frame in which the volunteer will serve, including any time restrictions.

The approximate number of days or hours required per week and flexibility in scheduling.

Education, work experience, knowledge, and skills required, as well as any requirement for a criminal history record check.


Training, insurance, parking, events to thank volunteers, or other benefits.


Resources available to volunteers.
Example

Public Relations Chair.


Develop and implement activities to increase awareness of the organization and its mission and programs.

Develop a public relations plan; manage the public relations committee; develop media contacts; and produce publicity kits, materials, and press releases.

Headquarters.

Executive Director; weekly meetings or calls.



1 year.



4 hours/week plus time at events; may work more the week before events.

Writing and presentation skills, public relations experience, knowledge of organization and community, membership in organization.

Free t-shirt, free parking, reimbursement of expenses, volunteer awards banquet.

Volunteer handbook and orientation.

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