Volunteers are an essential part of the Beds for Kids program—and not just as doers but as leaders. Every delivery event requires a Lead Volunteer who leads the other volunteers and ensures that the deliveries run as smoothly as possible.
If you’ve volunteered for at least 4 delivery events, believe wholeheartedly in the Beds for Kids mission, and would like to contribute even more, consider becoming a Lead Volunteer! One of our staff will train you during a delivery event and walk you through the responsibilities.
Lead Volunteer Responsibilities
A staff member will be at OHAAT’s storage facility at the start of every delivery event. This will ensure that you and the other volunteers have everything needed for a successful outing. Once you leave the storage facility, you’ll be responsible for the following:
Call each client to say, “We’re on our way!”
When scheduling deliveries with clients, we provide a 2 to 3-hour window for when they can expect us. We’ve found that when we call the client to say, “We’re on our way!” they’re more likely to be ready to accept the delivery upon our arrival. As the Lead Volunteer, you’ll make the calls using OHAAT’s mobile phone. A typical call should sound something like this:
Hi, I’m calling from the Beds for Kids program. We have 2 beds to deliver to you this morning, and we’re about 10 minutes away. Are you home? … Great! We’ll see you soon!
Greet each client and ask for a signature.
Our Program Coordinator, Megan, will provide notes for some of the deliveries. These could include special directions (e.g. The doorbell is broken, so call or knock loudly) or helpful information (e.g. The client’s mother will be home to accept the bed). Make sure to read these notes before arriving.
Once you confirm that you’re at the correct address, ring the doorbell or knock on the door. When someone answers, say that you’re from the Beds for Kids program and have a bed delivery for [insert client name]. Have the client sign a Delivery Acceptance Form, and then signal the other volunteers to start carrying beds and bedding inside.
Facilitate interactions with the client.
It can be a bit distressing to have a group of strangers walk into your home, so try to put the client at ease. It’s often helpful if you talk them through the delivery and allow them to have some control over the situation. You might say things like this:
We have a group of volunteers that will carry your beds inside. Where would you like us to put them?
Is it okay if the volunteers bring a bag of stuffed animals inside, and each child can pick one?
If the client has a question for which you don’t know the answer, tell them to call Megan. They will already have her number, or you can give them one of her business cards, which are located inside the metal clipboard.
Make sure you delivered the correct items.
Before leaving each home, do a visual check to ensure that the correct number of frames, mattresses and bedtime bags were left. You don’t want to get to the last stop and realize that you have an extra bedtime bag!
Check in with the other volunteers.
After each delivery, check in with the other volunteers to make sure everyone is okay. We provide an optional bathroom break at a nearby Dunkin’ Donuts about halfway through each delivery event. Make sure to ask the volunteers if it’s needed.
In an emergency, follow procedures.
There’s an Important Information binder behind the passenger seat of the truck that contains contact information and emergency procedures. If there’s an auto accident involving OHAAT’s truck or a volunteer’s vehicle, if the truck breaks down, if anyone involved is injured, or if property is damaged, please refer to this binder.
Lead Volunteer What If Questions
There are lots of variables that can affect a delivery event, and occasionally issues arise. We’ve compiled a list of what if questions to prepare you for potentially problematic situations.
Keep in mind that if you ever have a question during a delivery event, you can call OHAAT’s Operations and Volunteer Coordinator, Sarah. Her mobile number is 267-607-3456.
- Ask if someone else is home who can accept the delivery. If so, this is your best option.
- If she can be home within 10 minutes of your arrival, you can agree to wait.
- If she can’t be home within 10 minutes of your arrival, you can proceed to the next delivery (or two, or three, etc.) and then come back when she will be home. If you’re not sure whether this is feasible, tell her that you’re going to take a look at your delivery schedule and call back in a few minutes.
- If she can’t be home within 10 minutes of your arrival, and it doesn’t make sense to come back later, tell her that she needs to reschedule the delivery. Ask her to call back on the next business day and speak with our Program Coordinator, Megan.
- Call the client to get specific directions. If no one answers and you can leave a message, ask the client to call back ASAP.
- Ask a neighbor if they can help.
- Compare the GPS’s directions with the paper directions we provided, and see if there are discrepancies.
- Ring the door bell at least twice.
- Knock on the door at least twice and shout, “Beds for Kids delivery!”
- Call the client’s phone number(s) at least twice. You can also try texting.
- Wait at least 10 minutes before leaving.
Are you interested in becoming a lead volunteer? Contact Sarah Martin at 267-607-3456 or firstname.lastname@example.org. She’ll provide details about the onboarding process and get you started.