Volunteer Registration System

Step 1 - Read the Coordinator’s Email

Shortly after your prebuild meeting, you will receive an email from Emily Napier, enapier@habitatnashville.org. This email will include instructions on using the volunteer system, including a Build Day Sign-Up Link for volunteers to select their volunteer day(s) (see Figure B). Please be sure to bookmark this link for later use or save the email so you can access it when necessary.

Step 2 – Recruit Volunteers

1. Email the sign-up link to your office, department, group, or congregation. This is best done in a “build announcement” email, where you can send the sign-up link and other information. An email template will be attached to the “Coordinator Email” (see Figure A). *Make sure the link works after you copy & paste.

2. Other ways to recruit include placing the link on your organization’s website, posting an announcement flyer, promoting it in the newsletter at your church or office, posting the sign-up link to your organization’s Facebook page or other on social media We have included a writable PDF flyer as an attachment in the coordinator email that can be posted in a physical location where potential volunteers will see it.

3. All volunteers are required to read and sign the terms of the Release and Waiver of Liability when they sign up for any build day. Volunteers will select their build date, and then follow the directions to complete their registration.

Step 3 – Manage Volunteers

Now that volunteers are signing up, you can view your progress via the Coordinator Portal. Please refer to Figure C for a visual example. Using this portal, you may track the names and count of volunteers for each build day and access their email addresses in case you need to contact them

My name is Emily Napier, Volunteer Relations Manager at Habitat, and I will be your resource to help recruit and sign up volunteers for your upcoming build. Below you will find a link to sign up volunteers for your build day(s) and a second link to manage your volunteer roster. Please read this email carefully and let me know if you have any questions. You can reply to this email or call my mobile (678.488.1595) at any time if you have a question or problem.

Sign Up Link: To manage the sign up, click the link below and BOOKMARK it to visit later. You will distribute it to your volunteers so they may officially register to build and be added to the volunteer roster.

Build Volunteer Link (20 individuals per day):

See figure B

SEND THE LINK TO POTENTIAL VOLUNTEERS: To register builders, you will need to send the above link to your potential volunteers. It is important that all volunteers sign up via this link so that they receive email instructions for their build day and complete the release form.

Tip – The most popular way to distribute the sign up links is through an email announcement to your group. For your convenience, we have attached a template for your build announcement email. You can also post the link on your organization’s website, newsletter, or social media platforms.

AFTER VOLUNTEERS SIGN UP: They will receive automated emails containing GENERAL information about the build including directions to the site, a basic schedule, build information, and the safety handbook. These emails will be sent prior to their build. For volunteers to receive this information, they must be entered in the system Any information regarding food/drink, carpooling, t-shirts, etc., should be communicated by you separately.

YOUR VOLUNTEER ROSTER: You may access your volunteer rosters through your Coordinator Portal. This site is protected with the case sensitive password, XXX. You will use this page to stay on top of your recruitment progress. If ever anything does not look right, or you have any questions, please contact me, and allow up to 2 business days for me to make any adjustments.

Build Volunteer ROSTER Link:

See figure C

ONCE A DAY IS FULL: The ability to sign up will close once the day is full. If you would like the option to keep a waitlist of extra volunteers, please let me know.

Best Regards, Emily

Napier

Figure B. Volunteer Sign Up Page – Overview

This page is where volunteers sign up for their chosen volunteer date(s) and sign the waiver.

Your logo here

The option will become unavailable once the day is full.

Click “I have read and agree to the terms and conditions of the Release and Waiver of Liability”

The signature must be completed to successfully sign up.

Must select “submit” to be successfully registered

C. Volunteer Roster Page

This roster is where coordinators may view who has signed up for each build day and may be used to review the progress of signing up the total needed volunteers for each day.

*If you asked us to include dietary restrictions or t-shirt sizes on the registration page, that information will be visible here.

Your logo here

Volunteer email addresses can be copied into an email message to send individual or group emails

Figure D. Information Your Volunteers Will Receive from Habitat

*Volunteers will receive reminders 10 and 3 days prior to their build day.

Dear John Smith,

Thank you for signing up to volunteer with Habitat for Humanity of Greater Nashville! You are now on the schedule to build with your group. Please read through the information below as well as the attachments to this email as it contains important and useful details relative to your build day.

Your Build Date: XXXXX

Volunteers should arrive at the parking lot by 7:00am and plan to stay until 3:30pm. A safety orientation will begin promptly at 7:30am.

Your Build Location: XXXXX, Nashville, TN

This address brings you to the entrance of the parking lot, NOT the build site. Volunteers will be directed by Habitat staff members to the build site and hospitality tent. Please allow for a 10-minute walk from the parking lot to the build site.

Important Information:

1. Dress accordingly. Work clothes and work boots are best. Closed toe shoes are required Make sure to read the attached Build Information sheet and dress appropriately for the weather. Check Weather Here

2. Follow the attached directions and park in the designated parking lot. Please arrive by 7:00am.

3. Please be patient, we are building a community. After the safety orientation, it might take some time for the construction staff to get everyone working.

4. Food and Drinks – All groups have been asked to plan lunch, snacks, and water for their volunteers (for specifics, contact your group leader).

5. Social Media, be sure to safely take photos while on the build site to share on your social media platforms. Don't forget to tag us @nashvillehabitat on Facebook or Instagram.

Thank you for volunteering with us and we look forward to seeing you on the build site

Best, Emily Napier

Coordinating Your Group’s Food

Overview (The hospitality volunteer can help set up food.)

Food is an important part of the build site experience. Providing your volunteers breakfast, lunch, snacks, and water will help give them the energy they need to complete the build tasks for the day.

NOTE: Sponsors are asked toprovide food anddrinks for all volunteers building with yourgroup. This includes your volunteers, future Habitat homeowners, Habitat construction staff, and Supervisors on Site (S.O.S.).

Breakfast

▪ Provide breakfast for 20 people.

Suggested items for breakfast include: o Egg and cheese biscuits, apples, bananas o Water, coffee, hot cocoa, fruit juice o Avoid serving only sweets, volunteers will need protein!

▪ Set up breakfast by 7:00 am so volunteers may eat before the safety meeting at 7:30 am.

Lunch

▪ Provide a hearty lunch for 30 people (or your group number plus 10 to include future Habitat homeowners and construction staff).

Suggested items for lunch include: o Meat sandwiches, hamburgers, hotdogs, chicken, chili, burritos, barbeque, tacos o Fruit salad, pasta salad, chips, cookies, brownies o Avoid food items that can go bad in the heat o Be sure to include some vegetarian options

▪ Make sure lunch is ready by 11:15 am. All groups will break for lunch at 11:30 am sharp If food arrives earlier, please keep volunteers building. Your Supervisor on Site (S.O.S) announces the break for lunch. It is very helpful to Habitat staff and S.O.S. when everyone breaks for lunch at the same time.

Snacks

▪ Make snacks available to your volunteers throughout the day.

Suggested items for snacks include: o Bananas, apples, cookies, protein bars, granola bars, trail mix, etc. o Individually wrapped snacks are easiest.

Water

▪ Provide 6-8 cases of water per day. On extremely hot days, you may go through more. In addition to water, you can provide sports drinks like Gatorade and PowerAde. Be sure to bring coolers for water bottles.

Additional Items to Bring:

▪ Coolers for ice and water

▪ Hand Sanitizer

▪ Trash Bags

▪ Extra Tables (optional)

▪ Utensils

▪ Paper Towels

▪ Plates

▪ Folding Chairs (optional)

▪ Sunscreen

▪ Coffee Cups

▪ Cream/Sugar

Deliveries: People bringing food, drinks, or supplies for the build may drive straight to the build site and can deliver at the hospitality tent. The delivery address is 3798 Village Trail, Nashville, TN 37207, please pull up to the tent. From here, Habitat staff will be on site to help you unload. After unloading, we kindly ask you to move your car promptly to the designated parking area at Bass Street Missionary Baptist Church, 3447 Brick Church Pike, Nashville, TN 37207

What Habitat Provides:

▪ Hospitality tent and 2 folding tables – These items can be found under the tent each morning.

▪ Power access – Bring a long extension cord if you want to use power.

Helpful Tips:

⸰ Buy disposable containers of coffee at Krispy Kreme, Starbucks, and other locations OR make the coffee at home and bring it in a thermal container.

⸰ Keep sugary foods and drinks to a minimum because they have been known to cause upset stomachs as well as sugar highs and lows.

⸰ Review individual diet restrictions to ensure that everyone has plenty to eat and drink.

⸰ Ask vendors you use regularly if they are willing to donate food or provide a price break.

⸰ Please be aware, Habitat for Humanity is not legally able to provide sponsors/volunteer groups our tax-exempt number for purchases of food and water.

Recommended Food Vendors

Habitat has used the below vendors for various build site food deliveries with good success.

PDK

615.648.4102 – Nina

Taziki’s 615 861 0342 – Erin Clark

Mitchell Deli

615.905.6354 – Ruth Miller

Jersey Mike’s 615 255 7760

Moe’s 615.715.3483

Hunt Brother’s Pizza 615.330.9034 – Patricia Hunt

Chick-fil-A 615.743.3941

Apple Spice 615.873.1661

Jason’s Deli 615.340.9991 (Let them know you are building with Habitat and ask for the nonprofit discount.)

Panera 615.319.2656