JOB AID: Event VCC Lead: Difference between revisions
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[[File:ParadeAccessVol2.jpg|alt=The Volunteer Coordination Center (VCC)|thumb|400x400px|''The Volunteer Coordination Center (VCC)'']] | |||
[[File:2023.06.03.Starlight.VCC.jpg|alt=Be well prepared and have as much fun at the VCC as these dorks.|thumb|400x400px|''Be well prepared and have as much fun at the VCC as these dorks.'']] | [[File:2023.06.03.Starlight.VCC.jpg|alt=Be well prepared and have as much fun at the VCC as these dorks.|thumb|400x400px|''Be well prepared and have as much fun at the VCC as these dorks.'']] | ||
The purpose of this article is to prep staff to serve as the Lead at a Volunteer Coordination Center (VCC) during a parade event. The Lead is the on-site volunteer manager and leads/assists with communications coordination. | The purpose of this article is to prep staff to serve as the Lead at a Volunteer Coordination Center (VCC) during a parade event. The Lead is the on-site volunteer manager and leads/assists with communications coordination. | ||
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== VCC Preparations == | |||
Notes for development: | |||
* For each parade, an Ops Plan and a map. Would be best to have on a single sheet, tabloid size, color, map on one side and ops plan on the other. | |||
* Set up volunteer list that has name and cell phone number. First part of checking in is to confirm cell number. | |||
* In Smartsheet, use template with check in/check out features. Make sure to give the ECC access to the Smartsheet so they can monitor. | |||
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== VCC Lead KSAs and Equipment == | == VCC Lead KSAs and Equipment == | ||
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* '''Camp chair or camp stool:''' You might regret it if you don't bring one. If you're bringing chairs for the VCC area, you probably won't need one. | * '''Camp chair or camp stool:''' You might regret it if you don't bring one. If you're bringing chairs for the VCC area, you probably won't need one. | ||
* '''Weather relevant supplies:''' If it's gonna be hot and sunny, make sure you have some shade, sunglasses, and sunscreen. If it's going to rain, make sure you have watertight footwear and a rain poncho or umbrella (and preferably some cover). | * '''Weather relevant supplies:''' If it's gonna be hot and sunny, make sure you have some shade, sunglasses, and sunscreen. If it's going to rain, make sure you have watertight footwear and a rain poncho or umbrella (and preferably some cover). | ||
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== VCC Planning == | |||
[[File:Jr. Parade2 2023.06.07.jpg|alt=2023.06.07 Junior Rose Parade. Photo credit: Ernest Jones.|thumb|400x400px|''2023.06.07 Junior Rose Parade. Photo credit: Ernest Jones.'']] | |||
=== Printouts === | |||
Consider any printouts that may need to go to the volunteers: maps, operations plans, etc. At the very least, volunteers should have in a handout all the info they need in order to contact the VCC from the field to ask questions and report emergencies. | |||
=== Everbridge and Push Notifications === | |||
For an exceptionally large event, consider uploading the names and cell phone numbers of all volunteers into a push notification service such as Everbridge. A push notification may be used to report parade position or call for an emergency evacuation of posts. | |||
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*'''Check-in/Check-out:''' Specializes in checking in the Parade Guides when they arrive at the post and giving them their barricade assignment. When a Parade Guide checks out, the person(s) in this role can accept the check-out either in person or by radio. | *'''Check-in/Check-out:''' Specializes in checking in the Parade Guides when they arrive at the post and giving them their barricade assignment. When a Parade Guide checks out, the person(s) in this role can accept the check-out either in person or by radio. | ||
*'''Tactical Radio Lead:''' Monitors the FRS frequency Parade Guides are speaking on and moves the frequency if necessary. | *'''Tactical Radio Lead:''' Monitors the FRS frequency Parade Guides are speaking on and moves the frequency if necessary. | ||
*'''Runners:''' Can run critical messages to a barricade if the Parade Guide at a location is not available by cell phone or radio. Runners can also take over for Parade Guides who need to leave post to use the restroom. Best detailed to a volunteer who brought a bike. | *'''Runners:''' Can run critical messages to a barricade if the Parade Guide at a location is not available by cell phone or radio. Runners can also take over for Parade Guides who need to leave post to use the restroom. Best detailed to a volunteer who brought a bike. If there are pairs of Parade Guides at barricades, then two runners on bikes is often enough for a large parade. | ||
*'''Lookout:''' Detailed to keep a security eye out at the VCC so others at the VCC are not distracted by prospective bad actors. Well suited to a volunteer with de-escalation training or skills. | *'''Lookout:''' Detailed to keep a security eye out at the VCC so others at the VCC are not distracted by prospective bad actors. Well suited to a volunteer with de-escalation training or skills. | ||
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# '''VCC breakdown:''' Once all volunteers are checked out, break down and load VCC equipment and head back to the ECC. | # '''VCC breakdown:''' Once all volunteers are checked out, break down and load VCC equipment and head back to the ECC. | ||
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== VCC Improvement Plan Ideas == | |||
* Try to eliminate the use of cell phone as much as possible; explore training on and using an app like Zello. | |||
* Pre-assign all the less desirable posts, consider adding some sort of incentive. | |||
* Make sure Uber and Lyft are not trying to get into the parade area...send a message to them ahead of time. | |||
* Set up ECC to help with check-outs by cell phone. Also, can the ECC be used to take calls by cell? (staff with a NET) | |||
* If we have to use cell phones to communicate, can we get a couple to use? | |||
* Find runners ahead of time and identify a couple NETs with bikes, and have them arrive a little later. | |||
