GSI EVENT STUDY / HEMPEL SAILING WORLD CHAMPIONSHIPS AARHUS 2018
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Volunteers Programme The volunteer programme for the Hempel Sailing World Championships Aarhus 2018 supported 35 individual roles (summarised by 20 role functions listed in the table opposite). These roles were required for both the Hempel Sailing World Championships and for the Maritime Festival. The main objective of the volunteer programme was to ensure the smooth running of the championships across all areas that required human resource. The volunteer registration process opened at the beginning of 2017, initially focussing on local sailing clubs, whose volunteers made up 40 per cent of the overall number recruited. It was identified that this particular group were of middle-age with children on average. The next 40 per cent of volunteers were recruited via the city’s volunteer pool which was created as part of Aarhus’ title as European Capital of Culture in 2017. This title gave the city a vibrant enthusiasm for volunteering. This group were of an older age demographic on average. This recruitment identified that the organisers were missing a younger age demographic and therefore targeted universities and job fairs in order to fill the remaining 20 per cent of volunteer roles, creating a dynamic and experienced workforce. There was difficulty in showcasing the event to prospective volunteers due to the lack of event branding at that time. The marketing of the event had not yet begun and therefore people were not yet aware of the championships. Volunteers were encouraged to register their interest by providing contact details which provided the organisers with the means to disseminate event information as and when it became available. Volunteers were then asked to select the specific roles they would be interested in supporting which allowed the organisers to start providing specific information to the volunteers.
Hempel Sailing World Championships Aarhus 2018 – Volunteer functions Activities (Event & City)
56
Catering
102
Ceremonies
34
Check In
21
Course Guides
41
Disaster Team
56
Drivers
23
Equipment Inspection
36
Generic Events Volunteers
44
Hosting
170
Jury
6
Sailing Club Volunteers
45
Logistics
118
Marshalls
34
Media & Communications
64
Medical
30
Race Office
32
Sport
209
Sustainability
43
Technology
9
TOTAL
1,173
The time between initial recruitment and the event itself also posed difficulties such as maintaining people’s commitment and interest. The volunteer department opted to arrange days out and ice-breaker sessions in order to bring the volunteers together, keep them engaged and excited about the championships. Volunteers received training in two phases; generic training around four to six months prior to the event, including at the Test Event, followed by more venuespecific training immediately prior to the event. During the delivery phase, the main objective of the organisers was to support the volunteers, making sure they were happy in their role and knew what to do. Organisational processes such as role rotation and incentives such as shift rewards and chocolate bars ensured that the volunteer workforce remained in good spirits and enjoyed themselves.
Uniform and gifts provided to volunteers
Each venue area and role consisted of team coordinators, also volunteers, for which volunteer team members could report to and seek advice and guidance from. This hierarchical structure provided the support required for all teams to complete their roles effectively. 98
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