HANDBOOK Handbook• Solent Youth Action worked together with other local groups to create a piece...

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HandbookHANDBOOK

Ideas for activitiesWhytakepart Page4Communityrenovation Page5Environmentalprojects Page6Artsactivities Page7Skillssharingprojects Page8Befriendingprojects Page9Sportsandhealthyliving Page10

Otherideas Page11

Planning your activityWheretoholdyouractivity Page12Findingvolunteers Page12Healthandsafety,permissionandinsurance Page13In-kindsupport Page14ContactingMPsandCelebrities Page15Countingdowntotheday Page16Ontheday Page16Publicisingyouractivity Page17

Toptipsfromactivityorganisers Page20

Templates and forms Letterforsupporters Page21LetterforCelebrity/MP Page22Healthandsafetyform Page23Samplepressrelease Page24TaskChecklist Page25

CONTENTS

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Handbook

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WElCOmE TO THE CSV mAKE A DiffErENCE DAy 2010 HANDBOOK!CSVMakeaDifferenceDaytakesplacethisyearonSaturday 30 October 2010.

Thecampaignisagreatopportunityforyouoryourorganisationtomakeadifferencewhereyoulivebyorganisingyourownvolunteeringproject.

Charities,communitygroups,schools,universities,thepublicsectorandcompaniesalltakepartinthecampaign.Intheprocesstheyrecruitnewvolunteers,buildnewpartnershipswithotherorganisationsandraiseandimprovetheirprofile.

Thousandsmoreindividuals,familiesandgroupsoffriendsgettogethertohavefunandtakepartintheUK’slargestsingledayofvolunteering.

Everyonecanorganiseanactivity,sowhynotyou?It’sfun,easyandrewardingtotakepartandyouwillbejoiningtensofthousandsofpeopleacrosstheUKgivingtheirtimetostrengthentheircommunities.

Theteamisheretohelpinanyway,soifyouneedadvice,tipsorhelp,getintouch–we’dlovetohearfromyou.

How will we support you?

• Ifyousetupanactivitywe’llsendyouafreeActionPackcontainingaT-shirt,posters,balloons,stickersandcertificatestothankyourfellowvolunteers.

• YoucanadvertiseyourprojectontheonlineActivityLocatorsothatpotentialvolunteerscanfindyouractivityandgetintouchwithyou.

• Theteamisheretoanswerquestions,helpwithideasandlendsupportbeforeandafteryourevent.

Register your activity!

Visitthecampaignwebsiteatwww.csv.org.uk/differenceorcalluson0800284533.Youcanalsogetintouchbyemailingusat difference@csv.org.uk.

Rememberthatactivitiescantakeplaceaweekbeforeorafter 30 October,soanytimebetween23Octoberand7November2010.

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WHy TAKE pArT?

WethinkeveryoneshouldtakepartinCSVMakeaDifferenceDay,butdon’ttakeourwordforit!Here’swhatparticipantshavetoldus:

Katie Nunneley, Leonard Cheshire Disability: “Wetakepartinthecampaignbecauseitisahigh-profilenationwideeventandhasbeenagreatsuccessforseveralyearsnow.”Chris Saunders, Westfield Sports College:“Iwoulddefinitelyrecommendallschoolstogetinvolved.Wewanttobeanoutwardlyfacingcommunitycollegeandthisisagreatwaytogetourstudentsinterestedinthecommunityandviceversa.”

Tina Jones, Crewe: “Wetookparttotryandcreateasenseofcommunityspiritandtoletpeopleknowthereareothersaroundwhotheycanturntowhentheyneedsomehelporsupport.”

Richard Priest, The Riverside Centre, Shanklin:“CSVMakeaDifferenceDayisthenaturaleventforasmallandlocalcharityorvoluntarygrouptobeinvolvedwith–wegeneratepublicity,thematerialsCSVprovidearequalityandwecouldn’tafford,andthedayhasbecomeapartofourcalendar.”

Catherine Gill, South East Dance:“CSVMakeaDifferenceDaydemonstratesthatbyvolunteeringyourtimeandenergyforjustonedayyoucanmakeahugedifference,bothtothelocalcommunityandtoavolunteer’sownself-confidence.”

Claire Harrison, Volunteer Centre Gateshead:“It’sagreatwaytogetpeopleinvolvedinvolunteering,asatasterdaywhichencouragespeopletogetinvolvedintheircommunityonamoreregularbasis.”

Sumera Hussein, Dewsbury:“Wetookpartinthecampaignbecausewearepassionateaboutpromotingcommunitycohesion–itisaspecialfeelingwhenyouareabletodosomethingforthepeoplewithinyourcommunity.”

Catherine Coutts, Saut Burgh Highland Dancers, Kirkcaldy: “Thescopeofthecampaignissowideitallowsyoutodoanything.It’sachancetodosomethingwhichisenjoyablebutwillalsobenefitthewidercommunity.”

Margaret Cowie, Moray:“Iwouldrecommendeveryonetogetinvolvedasitisawayofputtingsomethingofthemselvesintotheircommunityaswellashavingfunalongtheway.”

Darren Thornton Mortlake Community Association:“Wetakepartbecausethecampaignbringseveryonetogetherasacommunityaswellashelpingusrecruitmorevolunteers.CSVisalsowellknownandhelpsustopromoteourAssociationtopeoplewhomaynotknowwhoweare.”

Kate Edwards, Widecombe Primary School: “Itisagreatwaytobuildcohesionwithintheschoolandwiththewidercommunity.”

“it is

a special feeling when

you are able to do something for the people

within your community.”

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COmmuNiTy rENOVATiONSeealocaleyesorethatneedscleaningup,oraschoolorcommunitybuildingthatcoulddowithamakeover?CSVMakeaDifferenceDayistheperfectopportunitytogetateamofvolunteerstogetherandgiveyourareaafacelift.

Case study: Refugee Council, Brixton

“WeinvitedateamofvolunteerstocometotheRefugeeCouncilofficesinBrixtonfortheday.TheteamrepaintedourDayCentrewhichisthemainareainwhichourclientsspendtime.Theyalsosortedthroughthenumerousbagsofclothingdonationswereceive–arrangingthemsothatourdestituteclientscanthenfindwhattheyneed.Thevolunteersachievedahugeamountontheday,andwealsogottotalkaboutthecharity,theworkwedoandwhywedoit.Thisinformspeopleaboutrefugeeissues,butalsoallowsthevolunteerstounderstandtheimpactthattheirworkhas.”

What did others do in 2009?

• StreetWardensfromTorbayCouncilorganisedateamofvolunteerstocarryoutacleanupofthebackoftheshops,paintingshedsandgarages,tidyinggardensandlitter-pickingthefrontoftheshops.

• YorkUniversityStudents’UnionVolunteeringworkedwiththeCampusNurserytomakeovertheirgardenandoutdoorplayarea.Theypaintedgamesonthefloor,prunedthebushesandweededthegardenarea,andrepaintedtheshedandblackboard.

• TheRockTrustinEdinburghinvolvedateamofyounghomelessandsociallyexcludedvolunteersinpaintingalocalchurchhall.

• TheUniversityofManchestertransformed4differentpubliclocalareas,withtheaimofimprovingthelocalimageofstudents.Theprojectsincludedtransformingapieceofwastelandintoapocketparkandcreatingacommunitygardeninadisusedalleyway.

Case Study: Roddons Housing Association, Cambridgeshire

“Weredecoratedakitcheninavillagehallusedbymanymembersofthecommunity,bypainting,puttingupcurtainsandfittingnewcupboards.”

“Asalocalhousingassociationwebelievethatweoffermuchmorethanjustaroofoverourresidentshead–itisabouthavingaplacewithinthecommunityinsupportingpeopleandenhancingtheirlifechances.”

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Case Study: Widecombe Primary School, Devon

“Wehavebeeninvolvedforaboutsevenyears.Everyyearwehelpoutinthecommunity,goingtothechurchtoweedpathsandcleanbrass,andgoingtoanearbychapeltohelpwithclearingtheoutsidearea.Weclearleavesinthevillagegreenanddolitterpicks.Lastyearwedidabiglitterpickatanearbybeautyspotinconjunctionwithvolunteersfromthelocaldistrictcouncil.Withinschool,thechildrenpaintfences,weedthepaths,plantbulbs,washtheschoolbusandcleantheplayequipment.”

ENVirONmENTAl ACTiViTiES WhynottakepartinCSVMakeaDifferenceDaybydoingsomethingtohelptheenvironment?Thereareloadsofthingsthatyoucandotobegreen,helpanimalsorimproveyourlocalarea.

What did others do in 2009?

• ThurrockCouncilinEssexorganisedvolunteerstoplant2000bulbsintheshapeofthefiveOlympicrings,whichwillbloomintheSpring.

• NorthDealCommunityPartnershipsignedupvolunteerstohelpweedandstrimanewlyplantedhedgeinalocalplayingfield.

• TheIvyProjectyouthgroupinExeterranaWildlifeDaywherevolunteersspentthedaymakinghedgehoghousesandbirdfeeders.

• GreatPlacesHousingGroupinCheshireorganisedahalf-termbulbplantingeventintwohousingestates.

• MiltonofCampsieParishChurchheldanecocoffeemorning,providinginformationonhowtobecomemoreecofriendly.

• KentWildlifeTrustgavesomemuchneededlovetoadisusedandderelictpavilionandsportsfield.

Photo:LucyWilliams

Case study: Friends of Brent River Park

“TheFriendsofBrentRiverParkhaveparticipatedinMakeaDifferenceDayforthepast4years.Inthepastwehaveplantedbulbs,litterpickedandplantedwillowpolestohelpprotecttheembankmentagainsterosion.Bulbsplantedmanyyearsagostillblossomeveryyearinthepark.MakeaDifferenceDayisagreatopportunityforustoinvolvemorepeopleinlookingaftertheparkandinparticulartheriver.”

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ArTS prOjECTS Projectsinvolvingartsorcraftsareagreatwayofbringingpeopletogetherwhilecreatingsomethingthatbenefitsothers–herearesomeexamplesofartsactivitiesfromCSVMakeaDifferenceDay2009.

What did others do in 2009?

• QuarryGreenResidentsAssociationinLiverpoolheldadiversionaryactivityduringmischiefweek,gettinglocalkidsandyouthstomakemosaicdoornumbersfortheresidentsthatliveinthearea.Thishelpedtoreduceanti-socialbehaviourthattendstohappenatthistimeofyear.

• NorthallertonandDistrictServiceAssociationpaintedamuralinthedementiawingofalocalcarehome.

• CastleBromwichYouth&CommunityPartnershipinBirminghamorganisedaHalloweenHighSchoolMusicalputonentirelybyvolunteersfordisadvantaged,disabledandisolatedmembersofthecommunity.

• SolentYouthActionworkedtogetherwithotherlocalgroupstocreateapieceoftravellingartworkthatrepresentedinterestingfactsandhistoryaboutPortsmouth.Thisintergenerationalprojectbroughttheyoungandtheslightlyoldertogethertomakelocalhistorycometobacktolife.

• TheNationalTrustatStonehengeheldaphotoworkshopwithlocalscouts,withavolunteerphotographerinstructingthescoutsonhowtotakepictures.

• LyndonArtsTrustinLondonheldamuralpaintingactivitywithaschoolinahighriseareaofthe

EastEndformarginalizedchildrenwholiverestrictedlives.

Case Study: Volunteer Centre Gateshead

“Wedecidedtotakepartthroughacommunityartproject.Thedayhelpedtobreakdownbarriersbetweenyoungandolderpeopleastheyworkedtogethertocreateafantasticpieceofartworkbasedonthethemeofthesong‘TheBlaydonRaces’.Thefinalpieceofartworkgaveeveryoneagreatsenseofachievementandteamwork,andwasdonatedtotheLeavingCareTeam’sdropincentre.Someofthevolunteersthatattendedonthedayhavealsocontinuedtovolunteeronamoreregularbasiswhichisgreat.”

Case Study: Saut Burgh Highland Dancers, Kirkaldy

“Wetookpartthroughanafternoon’straditionalScottishentertainmentforelderlyresidentsatalocalnursinghome.Itallowedthedancerstoseethattheyhaveaskillwhichtheycanusenotonlyfortheirowninterestbuttoprovidegenuineentertainmentforotherpeopleandmakeadifferencetotheirday.”

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SKillS SHAriNg prOjECTSEverybodyhasaskilloratalentthattheycanputtogooduse–youmightnotevenrealiseit.Yourskillmightbesomethingyouuseinyourjoboritcouldbeahobbyorahiddentalent!

Herearesomeexamples.

Case study: Junior League of London

“WerecruitedagroupofvolunteersfromdifferentprofessionalbackgroundstodesignaworkshopprovidingstudentswithhelpconstructingtheirCVs.ThevolunteersledthestudentsthroughanexercisetohelpthemassesswhattheycouldcurrentlyincludeontheirCVandwhat“holes”mightexistandhowtheycouldfillthem.WealsoprovidedexamplesofwhataCVmightlooklikeaswellaspracticaltipsforcreatingone.Wereceivedverypositivefeedbackfromthestudentswhotookpartintheworkshop,andeachstudentcameawayfromtheeveningwithideasonhowtheycouldstartbuildingtheirCVs.”

What did others do in 2009?

• TheCSVTime2GiveprojectinMaidstonerana‘TeachaGrannytoText’activityforyoungpeoplewithgoodtextingskillstogiveahandtopeoplewhoneededtextinghelp.

• WoodhouseCloseChurchCommunityCentreinBishopAucklandgottogetheroldervolunteerstoteachyoungervolunteershowtoknit.Theyknittedsmallsquaresthatweresewntogethertomakeablanketforchildrenatthelocalwomen’srefuge.

• FriendsofTredegarComprehensiverananintergenerationalskillsharingactivity,witholderpeoplesharingMorsecodeskillswithyoungerpeopleinreturnformobilephonetextingskills.

• BeamishMuseumheldanopeneventwherevolunteerssharedskillssuchasroadmakingandknittingwithmembersofthepublic.

Case Study: CSV Action Desk in Norwich

“Weorganisedasew-inandgive-awayeventwithourlocalMorsbagsPod,whichsawover300re-useablecottonbagsbeingdistributedtothegeneralpublic,andmanypeopleusingasewingmachineforthefirsttime.Itwasagreatday–reallygoodfun!”

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BEfriENDiNg prOjECTSEventhesimplestactscanbrightenthedayofaneighbourandbringyourcommunitytogether.ThousandsoflocalheroestakepartinCSVMakeaDifferenceDayeveryyearandachievefantasticthings.Readonforsomeinspiration.

Case study: Leicester University“Weorganisedaneventcalled‘BakeaDifferenceDay’,whichwasledbystudents.Wesplittheeventintotwosections.Studentscouldvolunteertobakecakes,browniesandcookieswhileothershelpeddeliverthecakes.Wearrangedwithanumberoflocalcharities,notforprofitorganisationsandvoluntaryorganisationstovisitanddonatecakes.Over40volunteersdeliveredthecakeswhilsthavingachatwithsomeoftheserviceusers.”

What did others do in 2009?

• YstradgynlaisYouthandCommunityCentreinSwanseamadeanddistributedflowerpotstooldagecomplexesintheirneighbourhood,bothbrighteningupthecommunityandbreakingdownbarriersbetweenthegenerations.

• CarolineSandersonandagroupoffriendsvisitedalocalnursinghome,hadachatandleftpresentsforresidentswhodonotgetvisitedoften.

• CSVVibeheldaHalloweenCarnivalonarehabilitationwardinahospital,engagingpatientsandtheirfamiliesinactivitiesthathelpedthemrehabilitatebothphysicallyandmentally.

• TheVolunteerCentreinInverclydeencouragedlocalresidentstobekindtoeachotherbyhandingout‘gooddeed’vouchersthatwerepassedaroundthetown.

• StepgatesCommunitySchoolmadeChristmashampersforelderlypeopleinalocaloldpeople’shome.

• CaudwellChildrenrecruitedvolunteerstogivetheirtimetohelpsickanddisabledchildrentakedaytripstozoos,themeparks,takepartinart,sportandplayactivitiesacrossthecountry.

Case study: Tina Jones, Crewe

“Wetookpartbecausewewantedtogettoknowourneighbours.Weprintedoffasmallflyerand,asafamily,postedthemtoabout150housesinourneighbourhood.Wetookpartthroughastreettidyup,alitterpickalongthebridlepathandaclearupofsomefallenfruitinaladiesfrontgarden.Wealsoarrangedforanelderlyladytohavesomeshrubsremovedfromhergarden.Itmayhavebeenasmallproject,butitbroughtourcommunitytogether.”

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SpOrTS AND HEAlTHy liViNgMillionsofpeopleacrosstheUKvolunteerthroughsporteveryyear–whynotorganiseanactivitytomakeyourareaahealthierplace?

Case study: Arsenal FC“ForCSVMakeaDifferenceDayweorganisedanAdultDoubleClubSessionfor50refugeesfromlocalprojects.Thisinvolveddeliveringaclassroomsession,followedbyatourofEmiratesStadium.Tofinishthedayoffafootballtournamentwasheldatalocalpitch,whichwasafittingendtotheday.Volunteersarevitaltotheprojectsthatwerunandwithoutthemwhatwedowouldnotbepossible.”

What did others do in 2009?

• FoldStreetAreaCommunityGrouporganisedadaybringingthecommunitytogetherwithfamilyactivitiessuchasathreeleggedrace,beanbaggames,eggandspoonraceandothergames.

• YoungLivesinCambridgeshirejoinedforceswithlocaldancegroupstoorganiseaDance-a-Thon,involvingdancestylesfromHipHoptoBollywood.

• CSVHealthyFuturessetupstallsinsidealocallibraryandsupermarketwheremembersofthepublicreceivedadviceandinformationoneatingabalanceddietandkeepingactive.

• MidPowysYouthServiceorganisedafootballtournamentbetweendifferentyouthorganisations.

• LongtonRugbyClubputonanoutdoorfunandsportsevent.Coachesandvolunteersgottogethertoputonafewgamesfordisadvantagedchildreninthearea.

Case study: South East Dance, Littlehampton

“Wegaveagroupof8youngparentsthechancetotakepartinaStreetDanceworkshop,whichwasthenphotographedandfilmedfortheMovingVoiceswebsite.Thedaygavetheparentsthechancetoenjoytheirfirstvolunteeringexperienceandtheopportunitytotrysomethingnew!TheaimoftheMovingVoiceswebsiteistoshowothershowmuchfunandvaluetheycangetoutofvolunteering.”

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OTHEr iDEASPeopletakepartinCSVMakeaDifferenceDayinahugevarietyofways–theproblemforusishowtocategorisethem!Herearesomeoftheactivitiesthatjustdidn’tfitintoanyothercategory.

Case Study: The Sanctuary Group, Reading

“WeorganisedaCommunityActionDay,whichsawresidentsonalargeestateinCheltenhamhelptoclearupthecommunityinthemorning,andtakepartinaHalloweenthemedfunafternoon,whichincludedanartsandcraftworkshoponimprovingthelocalcommunityandenvironment.Bytakingpartwebroughtpeopletogether,generatingagreatersenseofprideandcommunityspiritthatwillbenefitresidentslongintothefuture.”

What did others do in 2009?

• AngelaGraingerfromDerbyorganisedaHalloweenpartyforlocalchildren,includingaBBQ,fancydresscompetition,decorations,games,cakesandsweets–allonherandhernextdoorneighbour’sdrive.

• KeeleUniversityworkedwithlocalorganisationLoveStoketosortclothesandhouseholdgoodsthatwerethendonatedtolocalvulnerablepeople.

• CarolineBerrymanfromLiverpoolorganisedadayoutfor75kidstoBlackpool.Theopportunityprovidedmanyofthechildrenwiththeirfirsttriptotheseaside.

• GwernaffieldGuidesinMoldgaveoutcupcakesinthelocaltowncentrewhilepromotingthecentenaryofGirlGuidingUK.

Case study: In House Training, Dewsbury

“Weprovideda‘ladiespamperday’formembersofthecommunity,includingfacials,manicures,makeovers,haircutsandhennatattoos.Wefounditveryrewarding–wegottoworktogetherasateamandfeltasenseofsatisfactionfromdoingsomethingforpeopleinourcommunity.”

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plANNiNg yOur ACTiViTySo,youhaveanideaforaproject–butwhatarethenextsteps?Usethefollowingtipstohelpsetupyourprojectandmakesureitgoessmoothly.

Where will you hold your activity?It’simportanttothinkaboutwhereyouaregoingtoholdyouractivity,andhowthisimpactsuponyourplans.

Finding a venueManyactivitieshaveobviousvenues–forexampleatalocalschool,ahomelessshelter,anursinghome,orparkornaturereserve.

Ifyoureventdoesnothaveanobviouslocation,youwillneedtothinkaboutwhereyouwantittotakeplace.Thinkaboutlocalcommunitycentres,churchhallsandotherpublicbuildingswheretheymayhavesuitablefacilities.

Whenyouhavethoughtofafewpossiblevenues,approachthevenuemanagerwithdetailsofwhenandhowyouwouldliketouseit.

Indoor venue

Ifyoureventisgoingtobelocatedindoors,it’simportanttoinspectitbeforethedayitself.Lookforthefollowingthings:

• Howmanyvolunteersthevenuecansafelyhold• Isthevenueaccessibleforpeoplewithadisability?• Whatfacilitiesareavailable–toilets,kitchens,aspaceforlunchandrefresh-

ments,securestoragespaceforvolunteers’bags,etc.

Outdoor venue

Someotherfactorsapplyspecificallytooutdoorvenues:

• Makesureyouhavepermissionifyoureventisgoingtobeinapublicplace.• Thinkaboutthefacilitiesavailable–aretherepublictoiletsnearby?• Ensurethatvolunteersknowwheretheyhavetobeandwhen.Ifyou’resending

outinformationormapsdosoassoonasyoucan.

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fiNDiNg VOluNTEErSThechancesareyouwillneedhelpincompletingyourproject.Usethefollowingtipstohelpyoutofindtherightnumberandtypeofvolunteers:

• Askpeople!Themostcommonreasonforpeopletovolunteerissimplybecausesomebodyhasaskedthem.Trytorecruitfriends,colleaguesandrelativestoyourproject.

• Registeryouractivityandwe’llsendyouanActionPackwithblankbrandedA3andA4postersthatyoucanusetoadvertiseyouractivity.Youmightalsoliketoaskchildrentohelpdesignpostersandflyersfortheevent–contactusifyouneedacopyofthecampaignlogo.

• TheActivityLocatoronourwebsiteisusedbypeoplelookingforaprojectintheirarea.Whenyouregisteryouractivityyou’llgettheoptiontomakeyourprojectavailableforpeopletofindonthelocator.

• Askotherorganisationstoseeiftheycanprovideextravolunteersforyourproject.

• Advertiseyouractivityontheinternet–uselocalwebsitesorstartagrouponasocialnetworkingsitesuchasFacebook.

• Youcanalsousethepresstoadvertiseforvolunteers.Usethe‘publicisingyouractivity’sectiononpage17tohelpyou.

Other things to think about…Hereareafewextrathingsthatyoumayneedtothinkaboutwhenplanningyouractivity:

Health and safetyMakesureyouconductariskassessmenttohelpyouthinkabouthowyoucanremoveorminimisedan-gers.Ifyouareusingavenue,youwillalsowanttoclarifywhoisresponsibleforinsurancefortheprojectandseecopiesoftheirpublicliabilityinsurancecertificates.

PermissionDoyouneedpermissionfromanyauthoritiesbeforetheproject?Ifsomakesureyouhavewrittenper-missionbeforetheactivitytakesplace.Forexample,ifyouorganisedastreetpartyorpaintedpublicpropertyitwouldbeimportanttohavepermissionfromthelocalcouncil.

InsuranceCSVcannottakeresponsibilityforthecontentofCSVMakeaDifferenceDayactivitiesorganisedbyvol-unteers.Ifyouareorganisinganactivityitisimportantthatyouhaveappropriateinsurancefortheevent–Employers,PublicorPrivateLiability.Werecommendthatyoucontactyourexistinginsurancebrokerandalsoyourlocalauthoritytoensureyouhaveacorrectlevelofcover.

CRB checksPeoplevolunteeringorworkingwithchildrenorvulnerableadultsaresometimeslegallyrequiredtohaveaCRBcheck.

WherecontactwithvulnerablepeoplewillbelimitedorperhapsthepersonhasrecentlybeenCRBcheckedforadifferentrole,adecisionaboutclearancemustbemade.

ToseeafullguidancereportonCRBchecksandthenewVettingandBarring(VBS)scheme,visitwww.crb.gov.uk.

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gET SuppOrT fOr yOur ACTiViTySupport from businessesWhynotaskforin-kindsupportfromlocalbusinesses?Thinkofsomelocalcompanies,thendropthemaquickletterexplainingwhatyouhopetoachieveandhowtheycanhelpyouout.

REMEMBER – IF yOU DON’T ASK, yOU DON’T GET!

• DuringCSVpastcampaigns,amassive36%ofprojectsweregivenfreeorin-kindgiftstohelpvolunteersbycompanies,rangingfromfreepizzasforvolunteerstodecoratingequipmenttogardentools.

• 26%ofprojectshadvolunteersfromlocalcompanies.

• 11%ofprojectsweregivenmoneyfromalocalbusiness!

Top Tip: Friends of Brent River Park

“Tryapproachinglocalbusinessesformoneyorin-kindsupport.Thisyearwereceivedfundingtopurchaselitterpickers,daffodilbulbsandgrovesfortheevent.Wealsoinvolvestafffromlocalbusinessesandvolunteersfromothercharities.ThesepartnershipshavebeenestablishedbecauseofMakeaDifferenceDay.”

Top Tip: Springboard Sunderland

“DuringpastMakeaDifferenceDayactivities,wehaveenlistedtheassistanceofmanylocalcelebrities,CityCouncilers,MP’sandTVpersonalityDrDavidBellamy.It’sagreatwayofraisingtheprofileofyourevent.”

MP and celebrity supportWhynotgetacelebrityoranMPalongtoyouractivity?Itwillbefunforthevolunteers,andguaranteethatyourprojectgetsinthelocalpaper!

Haveyougotacelebritylivinglocallywhomaybeinterested?Istheresomebodyappearingatyourlocaltheatrewhomaybeabletomakeitontheday?Youstandagreaterchanceofwinningcelebritysupportifyouapproachacelebritywholivesinyourareaand/orhasanaffinitywithyourcause.

ForhelpcontactingMPsorcelebrities,usethetemplateletteronpage22ofthisHandbook.

Contact your local MP

• YoucancontactyourMPbyvisiting www.theyworkforyou.com

• In2008over100localMPswereinvolvedinCSVMakeaDifferenceDay,thepresenceofmanyhelpedtogainpresscoverageforlocalprojects.

• ContactyourlocalMP/celebritywiththesampleletterintheTemplatesandFormssection.

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Top Tip – get free paint!

CommunityRePaintcansupplythepaintyouneedforyourchallengeandyoucanalsogiveanyunusedpaintbackattheendoftheday!Tofindoutmorecall0113 200 3959orvisitwww.communityrepaint.org.uk.

COuNTiNg DOWN TO THE DAyCreating a task list

Bycreatingatasklist,youcanbefullypreparedandensurethatyourprojectgoessmoothly.

• Thinkabouttheoverallobjectiveofyourproject,thenbreakthegoaldownintoalistoftasks.

• Onceyouhaveamoredetailedbreakdownoftasks,thinkabouthowyouwillsharethetasksbetweenvolunteers.

• Prioritisetaskssoifasmallernumberturnupyou’llstillbeabletoachievetheimportantthingsonyourlist.Ifpossible,briefyourvolunteersbeforetheprojectstartstellingthemwhattheywillbedoing.

• Ifyourprojectisoutsidethenseeifyoucanthinkofsomeshelteredorindoortasks–justincaseitrains.

• IfyouhaveanyVIPsvisiting,thinkaboutwhoisgoingtogreetthemandshowthemaroundtheproject.

• Keepanuptodatelistofthevolunteerswhoyouexpecttocometoyourevent,soyouknowwhoyouareexpecting.

Equipment

Whatequipmentwillyouneed?Havealookatthelistoftasksyou’vemadeandconsiderwhetheryouhaveenoughequipment.

Ifyoudon’t,thinkaboutwhetheryoucanborrowsomeoraskalocalcompanyforfundingorfreesupportinreturnforpublicity.Remember,there’snothingwrongwithhavingtoomuchequipment!

Alsoconsiderprovidingrefreshmentsandmaybelunchiftheprojectislastingallday.Letyourvolunteersknowiftheywillneedtobringlunchwiththem.

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ON THE DAyBefore you start

• Trytoarrivebeforetheadvertisedbeginningoftheevent.You’llbeabletoworkoutwhatneedstohappenwhen,whereandhow,andyou’llalsobeabletogreetvolunteerswhohaveturnedupearly.

• Putupsignssothatyourvolunteerscanfindyourprojectsandkeepyourmobilephonewithyousothatyoucaninstructanyonewhohasgotlost.

• Makesureyou’vebroughtanypaperworksuchasvolunteercertificates,evaluationformsorariskassessment.

• MakesureyouknowwheretheFirstAidkitisandthatitisaccessibleontheday.

Volunteer arrival

• Trytoorganiserefreshmentsforthefirstfifteenminutessothatvolunteerscanintroducethemselvestoeachother.It’salsoagoodideatoexplaintheday’stasksafterthey’veallarrivedratherthandothisindividually.

• Showvolunteersaroundthevenue,particularlypointingoutsecurestorageareas,toilets,changingareas,refreshmentareas,fireescapesandmeetingpointsintheeventofanemergency.

• Makesurethatvolunteersareadequatelytrainedonanyequipmenttheymaybeusing.Alsomakesureyouknowwhichequipmentisinappropriateforsomeonewithoutpropertrainingtouse.

• Takenoteofwhohasarrivedorgetthemtosigninsothatifthereisanemergencyyoucanalertauthoritiesastowhoisonthepremises.

Through the day

• Assigntaskstopeopleanddecidewhichonesneedtobecompletedfirst.Makesurevolunteersareproperlybriefedandconfidentinwhattheyaredoing.

• Ifyouarevolunteeringinapublicplace,makesureyouhave‘wetpaint’signsorhazardtapetokeepspectatorsoutofthewayofmessywork.

• Borrowadigitalcamerasothatyoucanrecordthehighlightsoftheday.Takepicturesthatshowvolunteershardatworkandhavingfun–ifyouwantedtogetcoverageinlocalnewspapersyoucouldusethesepictures,butmakesurevolunteershaveallconsentedtohavingtheirphotosusedforpublicitypurposes.

• Scheduletimesforlunchandrefreshmentsandmakesurethatyougatherpeopletogetherforthesetimessothateveryonegetsabreak.

• Makesurethateveryoneknowstheimpacttheyaremakingbygivinguptheirtimetovolunteer.

At the end of the day

• It’simportanttothankvolunteers,socompletecertificatesforallyourvolunteers.CSVwillprovideenoughinyourActionPackforthenumberofvolunteersyouareexpectingtoturnupontheday.

• Pleasefillintheonlineevaluationformsonthecampaignwebsite,www.csv.org.uk/difference. Onlybylearningfromthisyearcanweimprovethecampaignforfutureyears.

• Someofyourvolunteersmaywanttocontinuevolunteeringforthecausethatthey’vegiventheirtimeto.Makesurethatliteratureisavailablewithinformationifthisisthecase.

Top Tip: Catherine Gill, South East Dance

“Remembertotakelotsofphotographsandvideosandgetquotesfromboththevolunteersthemselvesandthebeneficiariestheirwork.Tryandgetyourlocalpaper,radioorTVstationalongtospreadthewordaboutyouractivity.”

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puBliCiSiNg yOur ACTiViTy1. Why publicise your activity?

PublicisingyourCSVMakeaDifferenceDayactivityinthemediacanboostyourproj-ectinanumberofimportantways:

• Mediacoverageofyouractivitycanattractlocalsupportforwhatyouaredoing.Thismayleadtohelpfromalocalcompanyorothergroupthatwilllinkyourworktothewidercommunity.

• Mediaattentioncanmotivateyourteamandbringextraexcitementandfun.

• Itcanhelprecruitnewvolunteers.

Thereisnosinglekeytogettingastoryintoanewspaperorontolocalradiobutingen-eraleditorslookforstoriesthatcanmakereadersreact-thingsthatmakepeoplethink,orlaugh,orcry,orsimplystareinastonishment!

Someitemsareobviouslynews,butyoumayfindthatyourCSVMakeaDifferenceDayactivitiesarebettercoveredinthe‘What’sOn’guide,theeventsdiary,thecharitiessec-tionortheletterspage.

Youreventmaybeparticularlyinterestingandnewsworthyinitself-themoreunusualandwackythebetter-oritmaybeyouhaveapersonalstorytotell.Manyofourvol-unteershavepowerfulreasonsforwantingtohelpwhichmakeideal‘humaninterest’storiesforlocalpapers.

2. How to Approach the Media

a) Contacting the mediaCallthenewsdesk/actiondeskonyourlocalnewspaperorradiostation.Email,faxorpostthemwithfurtherinformation.

Tofindcontactdetailsforyourlocalmedia,gotowww.yell.comandenter‘newspapers&magazines’or‘broadcastingservices’intothesearchbox.AlternativelycontacttheCSVMakeaDifferenceDayPressOfficeon02078120037.

Ifajournalistcontactsyou,donotfeelpressurisedtospeaktothemthereandthen.Askthemifyoucanringbackinfiveortenminutestogiveyouachancetogatheryourthoughtsandpreparewhatitisyouwanttosay.

b) How to write a press release [use the template press release on page 24]Yournewswillbeincompetitionwithinformationfrommanyothersourcessoclearandconcisepresentationisimportant.

Ifyouwriteapressrelease,rememberthefive“W”s:Who–isthestoryabout?What–isthemostimportantangle?Why–isitimportant?Where–isithappening?When–didithappen/willithappen?

ItisusefulforthemediaifyouincludeinformationonCSVMakeaDifferenceDay.Stan-dardwordingcanbefoundonthetemplatepressrelease.PleasecontacttheCSVMakeaDifferenceDayPressOfficeforfurtherhelpandadviceortorequestinformation.Call02078120037oremailmgoss@csv.org.uk.

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Tips:

• Don’tforgettogiveyourprojectacatchytitle.

• Makesureyouwrite“PressRelease”atthetopandifsomethingphotogenicisplannedaddthewords‘PhotoCall’.

• Putthemostinterestingfactsaboutyouractivityatthebeginningofthepressrelease.Paragraphsshouldbeaddedinorderofimportance,aseditorswillnotuseinformationatthebottomoftherelease,iftheyrunoutofspace.

• Issuethepressrelease1-2weeksbeforetheevent.

• Offeraphotoopportunity(seepage5).

• Sticktothefacts.Rememberpressreleasesshouldbebriefandfactual–notadverts.AvoidPR‘puffery’andavoidover-useofadjectives.

• Includeabriefquotefromanappropriatespokesperson.

• Includealocalcontactnameandtelephonenumberofprojectspokesperson(ideallydaytime&evening).

• Followupyourpressreleasebyphoneoremailacoupleofdayslater.

• PleasesendacopyofanypressreleaseyouissuetotheCSVMakeaDifferenceDaypressoffice.

c) After the Event

Follow up press releaseYoucansendafollow-uppressreleasetolocalmedia,toletthemknowhowsuccessfultheeventwas.Thisisparticularlyusefulifsomejournalistsareunabletoattend.Send-inginformationassoonaftertheeventaspossiblewillmaximiseyourchanceofmediacoveringthestory.

Havephotographsavailableifpossible,butrememberthesemustbegoodquality(highresolution)iftheyaretoreproducesuccessfullyinanewspaper.

Thank you LetterstotheEditorareausefultoolforanyorganisation.Onewaytoalmostguaran-teepublicationistowritealetterthankingeveryonewhohelpedcontributetoyourCSVMakeaDifferenceDayactivity.

Volunteer StoryPleaseletusknowaboutyourexperienceonCSVMakeaDifferenceDay–wemayuseyourstoryforourwebsitewww.csv.org.uk/difference,marketingmaterialsorfutureme-diaopportunities,tohelpencourageevenmorepeopletotakepartinthefuture.

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d) Photographs

Theoldclichéofapicturebeingworthathousandwordsisstilltrue.Peoplere-memberpicturesandfacesmoreeasily.

Thinkaboutwhatthecontentofyourphotoisgoingtobetheyshouldbeclear,lively,interestingandattentiongrabbing.

Offeraphotoopportunitywhenyousendinyourpressreleasebutbeflexible.Pho-tographersmaynotbeabletoattendatthetimeyouspecifyandtheymayhavetheirownideasofwhatmakesthe“idealphoto”.

Don’tforgettowearyourCSVMakeaDifferenceDaytabardsorT-shirtsinanypressphoto.Theyarebrightandcolourfulandprovidegoodpublicityforthecampaign.

Getconsentfromthoseinthephotographbeforeyoupasspicturesontothepress(byfillinginthePhotoConsentsectionontheVolunteerRecordFormtemplate).

Sendusyourpictures,completewithlabelsandVolunteerRecordFormsandwecanpublicisethesuccessofyoureventinthearticlesweproduceforthemedia.WewillalsoputyourphotosontheCSVMakeaDifferenceDaywebsite’sPhotoGallery!www.csv.org.uk/difference

Tips

• Keepemptyspacearoundthesubjecttoaminimumandgoforacleanbackground.

• Usethecolourredifyoucan–pressloveit!

• Showvolunteersinvolvedintheiractivity.

• Tellthestory-dependingontheactivity,beforeandaftershotscanbeeffectivetoillustratewhatyouhaveachieved.

• Ifyouhavemoneyavailableinyourbudget,itisworthbookingaphotographertocometoyoureventtotakepictureswhichyoucansendtothelocalmedia.Youmustgiveyourphotographeraclearoutlineofthepicturesyouwant.Forexample,aretherekeysupporterswhoshouldhavetheirphotographtakenwiththeattendingVIP?

• Thebestwaytobookareliablelocalphotographeristocontactyourlocalnewspaperandaskthemtorecommendafreelancephotographer.

• Remember,donotsendpicturestoTVorradiostations!

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TOp TipS frOm ACTiViTy OrgANiSErSWeaskedActivityOrganisersforanytipsforpeoplewantingtoorganiseaCSVMakeaDifferenceDayactivity–here’swhattheysaid.

Joyce Ip, Friends of Brent River Park“YoumustregisteryoureventonlinewithCSV,asyouwillbecontactedbyprospectiveparticipantsasaresult,andyouwillalsobesentalotofhelpfulinformationandt-shirts.”

Helena Taylor, Leicester University“Getthevolunteersinvolvedatanearlystage,tohelpfindanevent,avenueanddesignpublicity.Themoreinformationtheyhavefromthebeginningthemorepeopletheycanrecruitfortheevent.”

Kevin Tucker, Clusters, Sutton“Alwaysplanthedaywellinadvance.PubliciseasmuchaspossibleandinviteyourlocalMPtoo.”

Catherine Coutts, Saut Burgh Highland Dancers“AsanadultIwassurprisedhowmuchthechildrenappreciatedthecertificatesandstickers–theyweredefinitelytheicingonthecake.”

Laura Wigby, CSV Action Desk Suffolk“Lookonthewebsitetofindoutwhatelseisgoingoninyourarea–youmightfindthatthereisasimilarprojectyoucanpartnerwithorjustmakesomegoodcontacts.”

Catherine Gill, South East Dance“Makesureyouplantimeinthedaytorecogniseandrewardtheworkofthevolunteerstakingpart.Forsomethismightbethefirsttimetheyhaveevervolunteeredsohelpthemrecognisetheirachievementingettinginvolved–iftheyfeeltheircontributionhasbeenvaluedtheyaremorelikelytocomebackformore!”

Tina Jones, Crewe“Getsomepostersputupandleafletdropasmanyhousesasyoucan.I’dalsorecommendgettingchildreninvolved,asit'sreallygoodtogetthemthinkingaboutcommunicatingwithothersaroundthematanearlyage.”

Margaret Cowie, Moray“Alwayswearappropriateclothingfortheeventandconsiderhealthandsafetyofallactivities.”

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lETTEr fOr SuppOrTErS

[Address][Date]

Dear

IamwritingtoyoutoinviteyoutosupportourCSVMakeaDifferenceDay2010event,whichwilltakeplaceon[insertdate].

CSVMakeaDifferenceDayistheUK’sbiggestdayof‘hands-on’volunteering,andourprojectwillbeoneofthousandstakingplaceallovertheUK.Itistheonlycampaignthataskspeopletogivetime,notmoney,ononedaytomakeadifferencetotheircommuni-ties.

Ouractivityisabout[insertwhatyouwillbedoing].Wewouldappreciateitverymuchifyoucoulddonate[mentionwhatyouwouldlike].

Thisisafantasticopportunityforyoutosupport[mentionwhoyouwillbehelping]andtogaingreatpublicityforyourbusiness.Shouldyoubeabletohelpus,wewouldliketoletallourvolunteersknowthatthegoodshavebeendonatedbyyourcompanysotheyunderstandhowweareabletoprovidethem.Wewouldalsoliketomentionyourdona-tioninthepressreleasesandpublicitywedoaboutthedayandhopeyouarehappyforustodoso.[Wewouldbedelightedifmembersofyourstaffwouldliketogetactivelyinvolvedinourproject].Iwillbeintouchwithyousoontodiscussthisopportunity.

Ifyouhaveanyquestionsinthemeantime,pleasecontactmeon[insertcontactdetails].

MakeaDifference!

Kindregards,

[Name][Titleandorganisationifapplicable][Contactdetails]

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lETTEr fOr mp / CElEBriTy

[Address][Date]

Dear,

IamwritingtoinviteyoutosupportourCSVMakeaDifferenceDay2010event/project/activity,whichwilltakeplaceon[date].

OrganisedbyCSV,theUK’sleadingvolunteeringcharity,CSVMakeaDifferenceDayisnowtheUK’sbiggestdayof‘hands-on’volunteeringandourprojectwillbeoneofthousandstakingplaceallovertheUK.Thisistheonlycharitycampaignthataskspeopletogivetime,notmoney,ononedaytocontributesomethingpositivetotheircommunities.

Optiona)Wearecontactingyoubecauseofyourlongstandingcommitmenttoourarea,andyoursupportoflocalprojectsinthepast

Optionb)Wehavechosenyouasourfavouredcelebritybecauseoftheworkyouhavedoneinthepasttohelpdisadvantagedchildren/animals/insupportofxhospice.

Optionc)Wethinkthatouractivityistheperfectoneforyoutosupportbecause[why]andcanthinkofnohighprofilesupportthatwewouldratherhave.

Weunderstandthatyouareverybusy,withmanydemandsonyourtime,butwewouldbedelightedifyouwereabletosupportourCSVMakeaDifferenceDayevent/project/activity,whetherbygivingsometimebrieflyonthedayorbyendorsingouractivitybeforehand.Weplanto[insertdetailsofyouractivity,date,time,place,whoandwhatwillbeinvolved].

InconjunctionwiththeCSVMakeaDifferenceDayPressOffice,wewillworktogainnationalandregionalpress,TVandradiocoveragefortheseevents,andwouldbekeentopubliciseyoursupportofourevent.ArticlesandphotographswouldalsobeincludedontheCSVMakeaDifferenceDaywebsite,whichispromotedinallbrochuresandliteraturesentout.

Iwillbeintouchsoontodiscussthisopportunity.Ifyouhaveanyquestionsinthemeantimeorrequirefurtherinformation,pleasecontactmeonX.

Kindregards,

[Name][Titleandorganisationifapplicable][Contactdetails]

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HEAlTH AND SAfETy CHECKliSTNameofriskassessor:______________________Signature:____________________________Nameoftheevent:_____________________________________________________________Shortdescription:________________________________________________________________________________________________________________________________________________________________________________________________________________________Dateoftheevent:______________________________________________________________Nameofvenue:________________________________________________________________

Nameofmainvenuecontact:_____________________________________________________

Address:___________________________________________________________________________________________________________________________________________________TelephoneNumber:_____________________________________________________________

Listofequipmenttobeused:_____________________________________________________

_____________________________________________________________________________

RISKASSESSMENTE.G.ANTICIPATINGTHEMAINPROBLEMS

Potentially hazardous activities

(see attached list)

action needed to eliminate or reduce each risk

(see list)

name of Person resPonsible for

each risk

Examples of potentially hazardous activities and points to consider in assessing their risk

Gardening: Digging Largeamountsofsoil,deeporshallowdigging Planting LargeorheavyplantsBuildingSheds/Greenhouses Handlingglassandsawing,cuttingandnailing.

Decorating: Painting Workabovegroundlevel,usingladders.Ventilation. Carpentry Sawing/nailing/cutting.Handlinglengthsofwood. Fittings Fixingshelves.Dismantlingoldcupboards/units.

Actions needed to eliminate or reduce each risk:• Trainingandsupervisiononsafeuseoftools.• Trainingonsafeliftingtechniques• Protectiveclothing,e.g.gardeninggloves,strongboots,overalls.• FirstAidkitandFirstAideronsite• Mobilephonesavailableforemergencyuse• Useof‘power-breaker’onpowertools

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prESS rElEASENEWS

HEADLINE: [X does X for CSV Make a Difference Day, the UK’s biggest single day of volunteering

Make your story stand out!

Firstparagraph–includetheFiveW’s:What,Who,Where,When,WhyVolunteersfrom[X]areplanninga[X]foraCSVMakeaDifferenceDayeventon[enterdate].

Secondparagraph-Insertmoreinformationonyourevent/project.Perhapsyouarelookingformorevolunteerstojoinyou?

Quote-Name,Position,organisation,said:[Quotefromorganiser/alternativespokesperson–istherealocalMP/celebritywhomightendorseyouractivity–ortalkaboutitsimpact?!Statewhatisspecialabouttheprojectandwhyitisusefulandexciting.

ThisyearCSVMakeaDifferenceDay,theUK’sbiggestbiggestsingledayofvolunteering,takesplaceonSaturday30October,withfurtheractivitiestakingplacefrom23October–7November.

FormoreinformationongettinginvolvedinCSVMakeaDifferenceDay,callFreephone0800284533,orvisitourwebsiteatwww.csv.org.uk/difference.Youcanregisteryourownactivityortakepartinaprojectnearyou.‘HowtoGuides’arealsoavailablewitheasytofollowinstructionstohelpyoucreateanactivity.

EverypersonwhoregistersanactivitygetsafreeActionPack,includingstickers,balloons,ideas,certificatesandlotsmore.

Photographyisavailableuponrequest.[Deleteasappropriate]

Formediaenquiries,photosandinterviewspleasecontact:[insertcontactdetails].ForfurtherpressinformationontheCSVMakeaDifferenceDayingeneralcallMelissaGossintheCSVpressofficeon020 7812 0037 oremailmgoss@csv.org.uk

Notesforeditors

1.EachyearCSVMakeaDifferenceDaytakesplaceonthelastSaturdayinOctober.ThisyearitfallsonSaturday30October.Over67,000participantsagedbetween2and105tookpartlastyear,inover2,500activities.Activitiesrangefromgivingbloodandknittingtoysforachildren’shospice,totransformingwastelandintoacommunitygarden,teachingITskillsorrenovatingahomelessshelter-anythingthatimproveslocalcommunities.

2.CSV(CommunityServiceVolunteers)createsopportunitiesforpeopletotakeanactivepartinthelifeoftheircommunitiesthroughvolunteering,trainingandcommunityaction.Lastyear167,064peoplegavetheirtimeasvolunteersthroughCSV.Thecharitytrained12,196peopleofallages.

>>Foranelectronicversionofthistemplateemaildifference@csv.org.uk

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TASK liST TiCKIdentify a project

Find a venue

Recruit volunteers

Register your project with CSV

Contact companies to secure in-kind support

Invite your MP or a local celebrity

Get permission if necessary

Complete a risk assessment

Make sure you have appropriate insurance

Ensure that participants have CRB checks if necessary

Create a task list

Make sure you have all the necessary equipment

Let volunteers know when and where they have to be

Send out a press release about your project

Take part in CSV Make a Difference Day!

Thank your volunteers

Fill in an evaluation form

TASK CHECKliSTUsethischecklisttoplanyouractivityfromstarttofinish–tickoffthefollowingtasksasyoucompletethem!