# Welcome Event

These sessions are potential volunteers first contact with CodeYourFuture and one of the key moments in a volunteers journey. The aim of this event is to give a face to the organisation, to inform the volunteers on how we work and increase the number of volunteer we get involved in what we do.

## Goals

1. Inform new volunteers about CYF, the team structure and the roles available
2. Give them a sense of the community
3. Sign interested volunteers up to an onboarding session - where they will get trained in the basics and take their first tasks on

## Details

### Presentation

The presentation we use can be found [here](https://docs.google.com/presentation/d/1aXYe1iguIp-xUaDM0qw7QNs5p12ocigxmbi2Za_gHhE/edit#slide=id.g720190f409_2_1)

### Sign-up via our Planner

[Click here](https://classplanner.codeyourfuture.io/TmmK6BZkSkuXCprGcmOa8Q/Remote%20Volunteers%20Event/coursecalendar) for the volunteer sign-up planner for the event

### Eventbrite Link

Here’s [the Eventbrite link](https://www.eventbrite.co.uk/e/volunteer-with-codeyourfuture-find-out-more-tickets-104630296032?aff=ebdsoporgprofile) with further description.

## Roles

1. **Organiser**
   * See ‘Before the Call’ and ‘After the Call’ below
2. **Presenter**
   * Introduce CYF story, discuss mission and values, give overview of Onboarding process (run the presentation, see above)
3. **Zoom admin/manager**
   * Log in using the correct credentials and make sure the meeting is up and running
   * Message attendees if necessary
   * Mute people if necessary (message them first!)
   * Open and manage breakout rooms (for the Q\&A session at the end - create one room each for Education, PD and Ambassadors)
   * Make other volunteers co-hosts so they can move between rooms if necessary
   * _**This role can be shared with the Organiser role or the Energizer role if we are short on numbers.**_
4. **Energizer (and welcomer)**
   * Run a fun 5-10 minute energiser/icebreaker at the start of the call. You can look [here](https://docs.codeyourfuture.io/teams/ambassadors/energisers-and-icebreakers) for ideas. Keep in mind we work with large groups (usually between 20 and 30 participants).
5. **Edu team volunteer**
   * To talk about the team and the volunteering opportunities&#x20;
6. **Ambassador team volunteer**
   * To talk about the team and the volunteering opportunities&#x20;
7. **PD team volunteer**
   * To talk about the team and the volunteering opportunities&#x20;
8. **Graduate** (Optional)
   * For graduate story
   * Can replace graduate video and they can fulfil one of the other responsibilities above!

## Event Overview

### Before The Event

* Promote the event on Slack and on social media (liaise with `@ambassadors` group on Slack).
  * Eventbrite event can be found [here](https://www.eventbrite.co.uk/e/volunteer-with-codeyourfuture-find-out-more-tickets-104630296032).
* Share a summary of the last event within your posts. Here’s some advice on how to tailor the posts:
  * Liaise with CYF Ambassadors and with `@aaishah`, who leads the onboarding process, to figure out how many volunteers attended then followed through and started the onboarding process from the last event.
  * Reporting on previous events and discussing their impact inspires and encourages volunteers to continue Welcome Event roles or take them up for the first time.
  * Include in your post an update of the numbers of registered guests in Eventbrite for the event
    * Get Eventbrite statistics from someone with access to our account (likely someone from `@cyf-mgmt`)
    * You can ask volunteers to share the Eventbrite link in their own social media networks to advertise the event

#### 4 days Before The Event

* Enlist specific folks for the roles below (use [sign up sheet here](https://docs.google.com/spreadsheets/d/1rCLQlLzybu2A19Lxehhk7uV8GnUHicIhRfloSqawN4g/edit)) - make sure they are familiar with their role and this agenda document.
* Check the material is current (presentation is [here](https://docs.google.com/presentation/u/1/d/1aXYe1iguIp-xUaDM0qw7QNs5p12ocigxmbi2Za_gHhE/edit#slide=id.g720190f409_2_1)). If it needs adjusting, ask for updates in the cyf-ambassadors channel

#### 30 Minutes Before The Call

* Get the Zoom Room and presentation ready.
  * Ask @ambassadors or `@cyf-mgmt` for Zoom log-in credentials

### On The Call

5.45 - 6.00pm: small-talk / ask questions - in breakout rooms

6.00 - 6.15pm: online energiser

6.15 - 6.20pm: intro to CYF (Presenter)

6.20 - 6.25pm: Graduate shares CYF story (Or, we can play the graduate video after the Team Intros if the presenter feels the need and we have no graduate present in the session)

6.25 - 6.40pm: Intro to teams (Personal Development, Education and Ambassador Volunteer)

6.40 - 6.45: Remaining slides (Presenter - Values, brief onboarding process summary)

6.45 - 7.00pm: Team Q\&As - with Volunteer from each team answering questions from guests about their team

7.00 - 7.05pm: Redirect people to sign up form [https://bit.ly/cyf-volunteering](https://bit.ly/cyf-volunteering)

7.05pm: Thanks / more chats if people stick around

### After the call

Get feedback from the attendees and volunteers and pass on to the CYF Ambassadors team along with a summary of the event and numbers attended, etc.
