The Art of Volunteer Coordination
The Warm Welcome
Karla Steen – Team Leader HBNC’s Social PrescriptionProgram
Everyone has a Story about not being included or welcomed when entering a new environment, group or event.
We all want to feel safe and connected
Why is a Warm Welcome so Important?
A warm welcome sets the tone for positive interactions.
• When people feel welcomed, they are more likely to connect with others and come back again
• A warm welcome is a simple yet powerful way to create connections and spread kindness
Warm welcome spaces provide a safe, judgment-free environment where relationships can form, fostering democratic engagement
• A warm welcome is a simple yet powerful way to create connections and spread kindness
Attendees often transition to volunteers, creating
a sense of community across staff and participants
• This immediate agency encourages active participation and engagement.
A Warm Welcome ethos can boost your Reputation
• If people know they can come to your group, club or organisation and feel included and welcome, they will tell others.
How to Implement a Warm Welcome
1.Physical Environment
• Do visitors feel immediately invited?
• Is the building easy to find?
• Is the signage clear for new visitors to find you?
• Is there enough lighting
• Do you have sufficient and clear parking for visitors and volunteers?
• Is there comfortable seating if people have to wait?
2. Training and Culture
• Who is the first person a new attendee is likely to see, are they prepared to be welcoming?
• Train your staff and other volunteers on the importance of the Warm Welcome
• Make welcoming a part of the whole organisation ethos
• Allocate dedicated staff or volunteers to greeting people as they enter your organisation or group
• If there is no reception, ensure there is someone looking out for new people and welcoming those coming in
3. Using Welcoming Language
• Acknowledge the person and make eye contact
• “Hey, it’s great to see you! Welcome!”: (This combination of excitement and warmth sets a positive tone for the encounter)
• ·“Welcome! Come on in and make yourself at home.” (Puts the person at ease, encouraging them to feel comfortable in their new surroundings).
• ·“Hi there! We’ve been looking forward to your visit. Welcome!”
• ·“Hi! Welcome! Grab a seat and relax.”
4. Information Sharing
• The more information you can provide about your organisation, group or club the better.
• Ensure your website has all the information a new person or volunteer might want to know
• Ensure any promotional materials are up to date
• Welcome packets
• Displays and posters
• Clear and easy to understand
• Be inclusive where possible
5. Seating Arrangements and Room Set Up
• Organise the room so everyone can participate
• Consider how to set up the room so there is an opportunity for people to chat to others.
• Circles or around a table works well.
• If there are the same groups forming, try and mix up the seating and asking people to sit with different people
• Allow time before and after the activity or group for people to chat. Don’t rush them off at the end. Allocate time.
• Show people where they can make a cuppa
6. Introductions
• The leader should always introduce themselves and a summary of what is happening at the group or event today.
• If there is a small group allow everyone to introduce themselves
• If a large group ask people to introduce themselves to 2 or 3 people near them
• Break the ice – name tags, share a fact about yourself
• Have name tags to help people remember
Final Thoughts
• A warm welcome should be part of the whole organisation’s ethos.
• Embed it into your whole organisation even if you are all volunteers
• Create a warm welcome policy for your organisation and train everyone including volunteers
• Once it becomes part of the organisation, it becomes easy, and people who come to your building know that they will feel welcome.
• It’s great for the community, helps reduce social isolation and loneliness.
More information
