INTRODUCTION

This guide is designed to help you introduce potential volunteers to your mission and opportunities in an informal, social setting that builds community from day one. The activities and structure prioritize interaction, minimize lecture-style presentations, and create natural spaces for people to connect with your organization and each other.

Remember: Volunteers show up for the cause but stay for the community. {.is-success}

ORIENTATION OVERVIEW

Format: 60-90 minute informal gathering

Setting: Outdoor park, local brewery/café, community center, or other casual venue

Participants:

• 5-20 prospective volunteers
• 2-5 current volunteers/staff members

Aim for a minimum number of 5 participants to encourage socializing. {.is-warning}

Purpose: To welcome potential volunteers, introduce them to your organization's mission and work, outline volunteer opportunities, set clear expectations, and start building community connections in a relaxed, engaging environment.

This orientation is designed to be:

• Interactive: Minimizing passive listening
• Social: Building connections from the start
• Clear: Setting expectations and answering questions
• Inspiring: Highlighting impact and community
• Practical: Providing immediate next steps

DESIRED OUTCOMES

By the end of this orientation, you should achieve the following:

1. Connection: Prospective volunteers feel a sense of belonging and connection to your organization and fellow volunteers
2. Understanding: Participants clearly understand your organization's mission, values, and impact
3. Clarity: Everyone knows available volunteer roles, time commitments, and expectations
4. Excitement: Participants feel inspired and eager to contribute
5. Action Plan: Each prospective volunteer has clear next steps for getting involved
6. Feedback Loop: You've collected initial insights from potential volunteers

PRE-EVENT PLANNING

• Set date, time, and secure location
• Confirm facilitators and supporting volunteers
• Create event marketing
• Promote event. Our marketing guide offers great tips.
• (Optional) Create RSVP system and track responses (e.g. Facebook Events)
• Review and adapt activities to your space
• Send reminder/confirmation to RSVPs
• Finalize materials and print handouts
• Create name tags and check-in system
• Create a contingency plan for weather (if outdoors)

Day Before

• Send final reminder with location details, what to bring, etc.
• Prepare all supplies and activity materials
• Confirm refreshments plan
• Do a run-through with your orientation team
• Charge any electronics needed
• Confirm attendance of all team members

MARKETING YOUR ORIENTATION

Key Messaging

Remember most volunteers are motivated by social connections, skills development, and the impact they can make. Your promotional materials should emphasize:

1. The community aspect of volunteering
2. The impact volunteers make
3. The accessibility of the orientation (casual, no pressure)
4. The fun interactive nature of the event

Sample Email Invitation

Subject: Join Us! [Organization Name] Volunteer Meet-Up at [Location] Hi [Name],

Ever wanted to make our streets safer for cyclists? Help kids learn to ride? Or just connect with other bike enthusiasts while making a difference?

Join us for a casual Volunteer Meet-Up!

🚲 [DATE] from [TIME] 🚲 [LOCATION] (family-friendly, accessible venue) 🚲 Light refreshments provided

Join us for a chance to meet our community, learn about volunteer opportunities, and find ways to contribute that match YOUR skills and availability.

No experience necessary, just bring your enthusiasm!

[RSVP BUTTON/LINK]

Questions? Contact [NAME] at [EMAIL/PHONE]

Ride on! [Your Name] [Your Organization]

Sample Email Invitation

Subject: Join Us! Volunteer Meetup for [Organization Name] 🚴‍♂️ Want to help make biking safer, more fun, and accessible for everyone? Join us for our upcoming Volunteer Orientation! Meet like-minded people, learn about our mission, and find out how you can contribute—whether it’s leading rides, fixing bikes, advocating for better policies, or helping at events.

📅 Date & Time: [Insert Date & Time] 📍 Location: [Insert Location or Virtual Link] 🎉 What to Expect: Fun activities, new friends, and ways to get involved! ✅ RSVP: [Insert Signup Link or Email]

Come be part of the change—see you there!

Social Media Post Templates

Instagram/Facebook:

🚲 CALLING ALL BIKE ENTHUSIASTS! 🚲

Want to turn your passion for cycling into community impact? Join us for a Volunteer Meet-Up on [DATE] from [TIME] at [LOCATION]!

Whether you have mechanical skills, love teaching kids, or just want to support safer streets, we have a place for you. Meet our team, connect with fellow bike lovers, and discover how you can help create a more bike-friendly [CITY/REGION].

✅ Casual, interactive format ✅ Refreshments provided ✅ No commitment required ✅ Bring a friend!

RSVP link in bio. #BikeAdvocacy #Volunteers #[YourCity] #CommunityAction

Twitter/X:

Turn your 🚲 passion into purpose! Join our Volunteer Meet-Up on [DATE]. Meet the team, discover opportunities, enjoy refreshments. No experience needed—just bring your enthusiasm! RSVP: [LINK] #BikeAdvocacy #Volunteers

ROLES AND RESPONSIBILITIES

For a successful orientation, assign the following roles to your team:

Host/Facilitator

Responsibilities:

• Leads the welcome and introductions
• Facilitates icebreakers and transitions between activities
• Maintains energy and keeps to the schedule
• Ensures everyone is included and engaged

Skills needed: Outgoing personality, good at remembering names, comfortable speaking to groups, ability to read the room

Logistics Coordinator

Responsibilities:

• Manages check-in process
• Ensures materials and refreshments are available
• Troubleshoots any venue issues
• Collects feedback forms and contact information

Skills needed: Detail-oriented, problem-solver, organized

When possible, have a separate host and coordinator so each role can be completed well. {.is-warning}

Organization Ambassador / Board Member

Responsibilities:

• Shares personal stories about the organization
• Answers detailed questions about programs and impact
• Connects with participants who have specific interests
• Helps participants envision their role in the organization

Skills needed: Deep knowledge of organization, passion for the mission, good listener

Existing Volunteers (2-4 current volunteers)

Responsibilities:

• Mingle with new participants
• Share authentic volunteer experiences
• Help with activities and answer peer-level questions
• Create a welcoming atmosphere

Skills needed: Friendly, approachable, good representatives of your volunteer community

🔄 Adapt these roles based on your team size and capacity {.is-info}

REQUIRED RESOURCES

Essential Materials

• Sign-in sheet
• Name tags
• Orientation agenda (displayed visually or individual printouts)
• Volunteer information packets
• Printed vision / mission statement
• Feedback forms (paper or QR code to digital form)
• Calendar of upcoming opportunities
• Activity Supplies (see Activities section)
• Markers, sticky notes, pens
• "Commitment cards" for next steps
• Refreshments

Bicycle Bingo (15 minutes)

Purpose: Help participants meet each other while identifying shared experiences and skills

Materials:

• Prepared bingo cards with bicycle-related experiences in each square
• Pens/markers

Instructions:

1. Give each participant a bingo card containing statements like:

   • "Has taught someone to ride a bike"
   • "Commutes by bike at least once a week"
   • "Has participated in a charity ride"
   • "Knows how to change a tire"
   • "Has visited a bike-friendly city abroad"
   • "Advocates for bike lanes in their neighborhood"

2. Participants mingle, introducing themselves and finding people who match the descriptions.

3. When they find a match, the person signs that square.

4. The first person to complete a row (or the whole card for a longer activity) calls "Bingo!"

5. Ask them to share one interesting conversation they had while completing their card.

Facilitator Tips:

• Include a mix of common and less common experiences
• Add some squares specific to your organization's work
• Consider having a small prize for the winner(s)

2. "Bike Buddies" Icebreaker (10 minutes)

Purpose: Create personal connections through shared cycling experiences and practice active listening

Materials: None required

Instructions:

1. Ask everyone to pair up with someone they don't know yet.
2. Each person takes 2 minutes to share their most memorable or meaningful bike ride experience with their partner. Encourage descriptive details and why the ride was significant.
3. After both partners have shared, gather the full group together.
4. Each person introduces their partner to the group, sharing their name and a brief highlight from their bike story.

Facilitator Tips:

• Set a timer to keep the sharing focused
• Suggest prompts for those who need help: "What made this ride special?" or "How did it change your relationship with cycling?"
• This activity creates natural conversation starters for later in the event
• For larger groups, you can have just a few pairs share with the whole group

Speach Elements

1. Welcome & Personal Intro: Greet attendees; Introduce yourself (Name, Role, Time Involved); Share personal motivation for joining.
2. Organization Overview: Brief origin story & core belief; Vision & Mission
3. Unique Approach & Success Story: What makes the organization special; Real-life impact story from past year.
4. Why Volunteers Matter: Specific impact volunteers create.
5. Audience Engagement: Ask, “What brought you here today?” Pause for 2-3 responses.
6. Transition to Next Steps: Acknowledge responses & connect to mission. Lead into volunteer roles & opportunities.

Ride Leaders/Ride Marshals

• Lead or support group rides
• Ensure safety protocols are followed
• Create inclusive riding experiences
• Time: 3-4 hours per event, 1-2 times monthly

Mechanical Support

• Assist with basic repairs at events
• Teach maintenance workshops
• Support community bike kitchens
• Time: Flexible, typically 2-4 hour shifts

Event Support

• Help with registration, setup, cleanup
• Welcome participants
• Support logistics
• Time: 2-5 hours per event, as needed

Advocacy & Outreach

• Represent organization at community events
• Collect signatures or feedback
• Distribute information
• Speak at public meetings
• Time: Varies based on events and campaigns

Education & Training

• Teach biking skills to children or adults
• Lead safety workshops
• Assist with certification programs
• Time: Typically 2-3 hour sessions, scheduled seasonally

Administrative & Communications

• Help with social media
• Write newsletter content
• Assist with grant research
• Support office operations
• Time: Flexible, can be remote

EXPECTATIONS & GUIDELINES

To Do: Link to doc of complete volunteer expectations / guidelines contract for quick editing and printing {.is-danger}

Below are a few key points to consider. Adapt to the needs of your organization:

1. Communication Expectations

   • How and when to report availability
   • Notice needed for cancellations
   • Who to contact with questions

2. Training & Development

   • Initial training requirements
   • Ongoing learning opportunities
   • Mentorship availability

3. Safety Protocols

   • Basic safety guidelines
   • Emergency procedures
   • Reporting incidents

4. Inclusivity & Accessibility

   • Creating welcoming environments
   • Accommodating diverse needs
   • Language and terminology practices

5. Representation of the Organization

   • Speaking on behalf of the organization
   • Social media guidelines
   • Handling challenging questions

Immediate Follow-up (Same Day)

• Send thank-you email to all attendees
• Record attendance and interests in your volunteer database
• Share any photos on social media (with permission)
• Debrief with orientation team on what worked/needs improvement

Within 3 Days

• Send personalized follow-up emails with specific next steps based on interests
• Schedule individual coffee chats with highly engaged prospects
• Add new volunteers to communication channels (Slack, email lists, etc.)
• Schedule specific training or onboarding for committed volunteers
• Connect volunteers with appropriate team leads
• Add prospects to invitation list for upcoming events
• Compile and review feedback for future orientations

Within One Month

• Check in with new volunteers who have started
• Reach out to prospects who haven't engaged since orientation
• Schedule next orientation based on interest and capacity
• Update orientation materials based on feedback

FOLLOW-UP STRATEGY

The period immediately following orientation is crucial for volunteer retention. Here's how to maintain momentum:

Sample Follow-up Email

Subject: Next Steps with [Organization] - Thanks for Joining Us!

Hi [Name],

Thank you for joining our Volunteer Meet-Up yesterday! Your enthusiasm for [specific interest they mentioned] was fantastic, and we're excited about the possibility of having you join our volunteer team.

Based on the interests you shared, here are some immediate opportunities that might be a great fit:

1. [Specific opportunity matching their interest] Next date: [Date] Time commitment: [Hours] To sign up: [Link/Contact]

2. [Alternative opportunity] Next date: [Date] Time commitment: [Hours] To sign up: [Link/Contact]

If you'd like to learn more before committing, I'd be happy to chat! You can schedule a quick call with me here: [Calendar link] or reply to this email with any questions.

Looking forward to riding alongside you soon!

[Your Name] [Contact Information] [Organization]

Creating Clear Pathways

For each new volunteer, establish:

1. A specific first task they can complete successfully
2. A personal connection with at least one current volunteer
3. A timeline for check-ins during their first month
4. Recognition of their initial contributions

TEMPLATES & RESOURCES

Still needed. Pelase feel free to create forms or share your organizations existing forms! {.is-danger}

Sample Forms

• Volunteer Application Template
• Photo/Video Release Form
• Volunteer Agreement
• Emergency Contact Information

Checklists

• Volunteer Training Checklist