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Volunteer Orlando's Project Planning Playbook

Successful volunteer projects have three things in common: good planning, management, and on-site leadership. Here's a peek inside "Volunteer Orlando's Project Playbook."

Happy volunteers after finishing a community center improvement project, planned, managed and led by Volunteer Orlando.

Project Discovery Questions

 

It’s all about understanding the big and small details.

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1. Timing & Duration

  • When does your company/group want to do its project? What time and for how long?

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2. Purpose & Cause

  • What social cause do you want to impact? Examples include, homelessness, hunger, education, and environment.

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3. Participant Engagement

  • What hands-on activities will excite your participants? Painting, landscaping, and interactions are a few options.

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4. Objectives & Goals

  • Why do you want to volunteer? Help people, corporate or group culture in action, and team build are examples.

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5. Project Theme

  • Is your project part of a meeting or event?

  • Will it be the centerpiece of a your gathering?

  • We can help align project messaging to participants to compliment your theme.

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6. Location

  • Where do you want your project take place? In the community or at your location, like workplace or hotel?

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7. Participation

  • How many people will get hands-on?

  • Is participation voluntary or required?​​​

Team of volunteers remove an abandoned boat dumped at a homeless shelter during a Volunteer Orlando project.

Extended Discovery Questions

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Now we’re getting into that deep-dive intel - the stuff that turns a generic project into a tailor-fit experience. Answers to these questions give us a 360° view.

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8. Participants Roles & Backgrounds

  • Are participants employees, members, interns, managers, C-suite execs, allied suppliers, customers?

  • What do participants do within your organization?

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9. Age Range

  • What is the age-range of participants? Knowing this helps us offer appropriate activities and on-point communication.

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10. Specialized Skills

  • Do participants have IT, trade, or unique skills?

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11. Physical Exertion Level

  • What level of physical activity is appropriate? No exertion, low, moderate, a mix?

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12. Special Needs or Accommodations

  • Are participants from cold climates? Do any have special needs or accessibility concerns?

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13. Existing Nonprofit Partnerships

  • Does your group partner with nonprofit organizations - locally or nationally? Great to align your project with your ongoing relationships.

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14. Previous Volunteer Experience in Orlando

  • Has your group volunteered in Orlando before? If so, what activities or partners were involved?

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15. Budget

  • What is the budget for your project? This helps us determine what is possible.

Volunteer showing the piggy bank she decorated for a child during a Volunteer Orlando project.
Mattresses ready to be installed by volunteers at a group home during a Volunteer Orlando project.

Vetting Organizations

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The due diligence zone.

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16. Identify Potential Partners

  • We research and identify nonprofit organizations to fit your group's profile and preferences.

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17. Verify 501(c)(3) Status

  • We verify the current IRS 501(c)(3) nonprofit status of each organization.

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18. Transportation Logistics

  • We estimate travel time and mileage to and from each site. Allowances are made for traffic and parking. We know your project must work within your agenda.​​​​​​​

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19. Conduct Site Visits

  • We assess the needs of possible nonprofit partners.

  • Site sizes, accessibility, ingress and egress points, limitations or restrictions, and proximity to municipal emergency services are considered.

  • A list of doable project activities is formulated based upon the group's timeframe, budget, and capabilities.

An abandoned community garden before a Volunteer Orlando project.
A rotting wooden picnic table before a Volunteer Orlando project.

Final Recommendation & Site Selection

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This is where your plan takes shape. We're taking it from possible to precision by being thoughtful and thorough.​

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20. Develop Preliminary Division of Labor Plans

  • We prioritize each nonprofit's activities and determine the number of participants needed to complete them.​

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Example - A 50 person project is three hours long. There are four primary activities, prioritized A-D. Two backup activities (E-F) are also in the rundown. At the start of the project everyone is assigned to: A,B, and C. Activities run concurrently, others consecutively. All primary tasks plus E are completed within the project's 150 hour time limit. ​​​​

 

21. Determine Supplies, Tools, and Volunteer Support Requirements

  • Supplies are things like paint, plants and trees, mulch, soil, lumber, bicycles and tri-cycles, piggy banks, pop-up play stations, mini-greenhouses, blank puzzles, cookie dough, soap bars, shampoo bottles, toothpaste, toothbrushes, grocery items, ready-to-mix concrete, beads, string, and more.

  • Tools enable participants to do activities. Includes shovels, garden spades, loppers and pruners, paint trays, brushes and roller frames, ladders, drills, hammers, dumpsters, extension cords, bow rakes, saws, hoses, buckets, brooms, baking pans, etc.

  • Volunteer Support includes coolers, beverages, snacks, ice, gloves, ponchos, sunscreen, bug spray, first-aid kits, fans, powered speakers and microphones, and more.​​​

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22. We Rank Nonprofit Organizations Based Upon:​

  • Mission, social impact, and needs.

  • Desire to cooperate and engage.

  • Group's ability to complete activities within the project's timeframe. 

  • Tools, supplies, volunteer support, and project leadership required.

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23. Present Best Recommendation to Group.

  • We review all site options with the group or its meeting planner in detail.

  • We recommend the nonprofit organization that is the best overall fit, based upon all factors.

  • The group decides which nonprofit organization to help.

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24. Conduct On-Site Tour with Group's Representative

  • We lead a thorough walk-through of the project site and activities with the group’s representative, if requested.

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25. Notify Nonprofit Organizations

  • Update all nonprofit organization candidates that the group has made its selection.

Volunteer interacting with young children during a Volunteer Orlando project.
Buses used to transport volunteers to a Volunteer Orlando project at a park.

Project Advancement

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We’ve got logistics and communication covered like a pro.

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26. Transportation Planning & Booking

  • Review transportation options with group - charter or round-trip buses or vans, carpool, and suppliers for in-community projects. Confirm group has secured transportation.

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27. Security Coordination

  • Meet with the group’s security contact and conduct a full site walkthrough, if requested.

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28. Obtain and Secure Project Materials

  • Acquire all tools, supplies, and volunteer support materials for the project.

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29. Materials Storage

  • Store project materials at Volunteer Orlando or arrange for direct delivery to the project site. Consider timing, security, and weather exposure for offsite deliveries.​​​

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30. Ongoing Communication

  • We provide regularly updates to the group or meeting planner, and recipient nonprofit organization.

Full-size soap bars and toiletries are included in Volunteer Orlando's hygiene kits.

Project Preparation

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Now we’re into go-time prep! This phase ensures that everything is in place and ready before your team shows up. These steps will bring structure, order and clarity to the experience.

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31. Supply Organization

  • We pre-sort and box supplies by project activity or team, at Volunteer Orlando.

 

32. Run of Show

  • We compose and gain approval for the ROS, inclusive of three general phases:

    • Arrival & Welcome 

    • Work 

    • Wrap-Up & Departure

 

33. Volunteer Labor Plan

  • We submit the division of labor plan for activities to the group for feedback and approval.

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34. Project Backgrounder

  • We design and compose a web-based, mobile-friendly, background flyer participants can review that outlines their project's purpose, activities, and engagement process.

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35. Media & Publicity

  • Coordinate with the group’s media team to support potential enterprise-style local news coverage. ​​​​​​​​​​

Unassembled bicycle in a box, tools, and team roster during a Volunteer Orlando project.

36. On-Site Prep Work

  • Start and complete necessary prep work ahead of the project date.

  • For projects happening at hotels, convention spaces, or workplaces, we create the space design plan (tables, chairs, layout, A/V, storage needs, etc.).

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37. Material Delivery

  • Deliver project supplies, tools and volunteer support materials to the project site.

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38. Weather Readiness

  • Review weather forecast with the group's leader or meeting planner.

Pallets of sod at a public school on the day of a Volunteer Orlando school makeover project.

The BIG DAY

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We create an experience where everyone comes together, that’s emotionally engaging, and purposeful from start to finish.

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39. Early Arrival & Setup

  • The Volunteer Orlando setup and leadership team arrive early to stage project supplies, tools and volunteer support items in their specific work areas.​

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40. Participant Arrival & "Tag Team"

  • We welcome participant with energy and passion as they arrive at the project site.

  • Volunteers pick their primary activity while walking from their buses/vans to the Welcome area, unless pre-assigned by the group. This is accomplished with our task tags process.

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41. The Welcome (approximately 5 Minutes)

  • Volunteer Orlando emcees a heartfelt and happy project welcome:

    • Thank participants and their company/group for helping - prompts everyone to applaud.

    • Express the need and purpose of the project.

    • Provide a general overview of the nonprofit organization and hands-on activities.

  • A leader of the recipient nonprofit organization speaks

    • ​Expresses sincere thanks.

    • Conveys its mission, challenges, and the project's positive impact.

  • A nonprofit ambassador (current or former client) is introduced to share their story (if available).

  • The company/group's leader shares rallying remarks.

  • Volunteer Orlando transitions participants from the Welcome to the Work phase smoothly and with energy.​

Volunteer Orlando project team leader.
Volunteers painting a map of the United States in Orlando during a Volunteer Orlando project.

The Work Phase

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This is where the magic happens: passion and purpose meets action, and impact becomes visible.

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42. Worksite Transition

  • Volunteer Orlando’s task leaders walk with their activity's participants to their worksites.

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43. Activity Briefing & Safety Overview

  • Each task leader delivers a brief but thorough orientation to their team.

    • The goal and steps-to-success.

    • Reviews the tools and supplies to be used.

    • Safety talk, tool-use demonstrations, identifies where restrooms are located, etc.

    • Asks participants to help at their own pace and to take breaks whenever you wish.

    • Shares that teamwork will be the key to success.

    • Notes the time deadline for completion.

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44. Let the Work Begin!

  • Teams start their activities.

  • Task leaders remain engaged, helpful, supportive, and adaptive throughout the project.​​

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45. Transition to Wrap-Up

  • When the work ends task leaders escort their teams to the project's Wrap-Up area.

  • This act brings everyone back together to celebrate and reflect.

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This workflow ensures that all participants feel empowered, valued, and supported every step of the way.

Volunteers team up to assemble a bicycle during a Volunteer Orlando project.

The Wrap-Up Phase (approximately 5 minutes)

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The Wrap-Up is short, heartfelt, and full of celebration and reflection. It brings the effort and positive energy full circle. Everyone feel pride, connection, and has a heroic story to tell.

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46. The Wrap-Up (Under 5 Minutes)

  • Volunteer Orlando emcees a joyful and gratitude-filled closing moment.

    • Big congratulations to the group for its amazing effort.

    • Everyone applauses their positive results.

  • Recipient organization leader shares the positive impact and heartfelt thanks.

  • A nonprofit ambassador (current or former client) shares their story and amazement (if available).

  • Company/group leader speaks to their terrific team.

  • Volunteer Orlando closes the Wrap-Up with gratitude and prompts a final rousing round of applause.

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47. Guided Departure

  • Volunteer Orlando's team members walk with participants to the bus/van loading area.

    • This ensures an orderly and organized goodbye.

    • Participants take selfies, hug, and fist-bump before they depart.

    • The Volunteer Orlando team does the "Pageant Wave" for fun as the buses/vans ride off into the sunset.

  • Mission: Completed. Hearts: Full. Impact: Made.

Words on a t-shirt say, "What a Difference a Day Makes," during a Volunteer Orlando project.

Post-Project Work

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48. Worksite Cleanup & Load-Out

  • Volunteer Orlando’s team cleans up the project site. Loads tools, supplies, and volunteer support items on its truck. We ensure the space is left better than it was found.

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49. Recipient Organization Debrief & Delivery

  • We gather project feedback from the benefiting nonprofit organization(s).

  • For projects at hotels, workplaces, or other venues, we deliver all project work products to the group's pre-approved benefiting organizations or Title 1 public schools.

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50. Share Project Feedback

  • Volunteer Orlando follows up with the company/group’s primary contact person to share project feedback and outcomes. This can include: photo highlights, impact statistics, testimonials, and future partnership ideas.

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And just like that - we’ve delivered a full-circle experience grounded in intention, community purpose, and impact.

Volunteer making colorful necklaces with a new friend in Orlando during a Volunteer Orlando project.

Meticulous Planning & Leadership

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Your group will not run out of project supplies or activities to do. There will not be a cost overrun! Our project planning and world-class leadership will assure your best possible outcome.

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