Thank you for volunteering with HOT! We appreciate all of your help. This page is intended to be one landing page to be able to access all of the forms, info pages, websites, etc. that are needed for HOT volunteers. If you have a suggestion for an addition to this page, please contact the Technology Committee.
Events Committee (EVT) | Committee Leader: Sheri Sears | Committee Email: email@example.com
The Events committee is responsible for managing our Signature event and any other smaller events we do throughout the year. There are many teams that are a part of this committee that perform activities from decorating an event space, to managing our supplies. The full list of teams can be found in the Committee Structure document below.
Documents & Forms:
Contributors Committee (CON) | Committee Leader: Becky Lovejoy | Committee Email: firstname.lastname@example.org
The Contributors Committee has the goal of raising funds to ensure the financial viability and stability of the organization. The committee is made up of 3 teams. The Sponsor Team identifies and interacts with businesses who have an interest in engaging with HOT. The Grant Team identifies and responds to online opportunities for funding. The Acknowledgement Team ensures that all contributors are properly thanked for the support.
Documents & Forms:
Finance Committee (FIN) | Committee Leader: Wendy McGee | Committee Email: email@example.com
The Finance committee is responsible for maintaining all financial records. They prepare the annual HOT budget and assist in creating a budget for the signature event. As expenses are incurred they are responsible for reconciling expenses and processing reimbursements.
Documents & Forms:
It is intended that HOT will pay for the expenses associated with every event/program. A budget will be established for each event/program. It is important that everyone who is making purchases diligently attempts to stay within budget. If a variance is needed, please contact the FIN committee. A reimbursement for need to be filled out and sent into FIN along with receipts for all purchases by your Team/Committee.
Marketing Committee (MKT) | Committee Leader: Carrie Rosencrans | Committee Email: firstname.lastname@example.org
The Marketing committee is responsible for designing, developing, and maintaining all promotional materials, website content, social media postings, and email campaigns. They also provide support to all committees to help promote our community outreach opportunities (SPF, et. al.), garner donations/sponsors, and gain recognition of HOT for what it gives back to the community.
Documents & Forms:
- Brand Platform V5 (updated 05-17-2022)
- Marketing Communication Request Form
Programs Committee (PGM) | Committee Leader: Carol Smalley | Committee Email: email@example.com
The Programs committee is responsible for managing Sugar Plum Fairies. There are many teams that are a part of this committee that perform activities from shopping for the kids, to wrapping and delivering the gifts. The full list of teams can be found in the Committee Structure document below.
Documents & Forms:
Recipients Committee (REC) | Committee Leader: Sloan Clack | Committee Email: firstname.lastname@example.org
The Recipients committee is primarily responsible for ensuring we reach our goal for the number of kids to support during Sugar Plum Fairies (SPF) each year. They do this by cultivating relationships with local schools and potential nominators and by working with nominated families directly to collect their information. The REC committee is also responsible for maintaining all school, nominator, and recipient information in Salesforce.
Technology Committee (TCH) | Committee Leader: Becca Simon | Committee Email: email@example.com
The Technology committee is responsible for configuring and supporting all technology and software platforms for the other committees and teams. This includes Salesforce (used for contributor, volunteer, and recipient management), Jira (used for tasks management), Constant Contact for email marketing, Team App for volunteer communication and the website. The Technology committee is also responsible for maintaining procedures for the other committees and teams.
Volunteers Committee (VOL) | Committee Leader: Lisa Rasband | Committee Email: firstname.lastname@example.org
The Volunteers committee is responsible for recruiting and organizing volunteers for all committees and teams. They manage our volunteer communication platform, Team App and are responsible for maintaining volunteer contact information in SalesForce.
Documents & Forms:
Volunteer Position Types
HOT volunteers serve in six different capacities. Hover over each box below to find out more information about each position.
Board Members serve at the highest level of the organization determining strategies for fundraising, approving budgets, and setting the vision for HOT. Each Board Member is also responsible for serving as a Committee Leader. Board members serve 2 year terms.
Committee Leaders manage similar tasks across all projects and events. There are 7 committees in HOT and each of the 7 board members act as a leader for each of the committees.
Committee Members help their Committee Leader with tasks assigned to the committee. Committee Member positions are posted below when there are openings. Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.
Team Captains lead a team, which is a subset of a committee, hence the Team Captain is a Committee Member. Positions are posted below when there are openings. Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.
Team Members help a Team Captain with the planning process and other tasks specific to a team. Open team member positions are posted on Team App in either the News section or as a chat to the applicable Interest Groups. Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.
Team Helpers are called into action when a team needs additional help with a specific task at a specific time. When helpers are needed, an event will be posted to Team App and those with an associated Interest Group will be invited. There is no long term commitment for this position, volunteers are only expected to help with the specific event(s) they sign up for.
HOT utilizes a project management software called Jira to track all tasks associated to an event. All Committee Leaders and Team Captains will have access. Instructions for use and access are provided by TCH. Each team will have a printable report of their tasks to be able to share with their teams since all team members will not have access to the site due to site license restrictions.
Google Drive & Gmail
HOT utilizes gmail for all of its committees and teams. All Committee Leads and Team Captains have a personalized gmail account that they are responsible for monitoring. It is preferred that all email correspondence related to HOT be managed through our gmail accounts. Google Drive is used for document management. All documents associated with an event or initiative should be stored on our Google Drive under the folder for the event/year.
HOT utilizes SalesForce to track information for multiple committees. This includes donor/sponsor contact information and contribution information for Contributors, volunteer contact information and participation history for Volunteers, participant contact information and participation history for Events, and nominator and recipient contact information for Recipients. Instructions for use and access are provided by TCH.
HOT utilizes Team App to correspond with team members and volunteers, therefore, everyone must download the app and learn how to use it. VOL is responsible for setting up access and training. Chat threads will be made for each team during an event to allow for easy communication with all team members. Events can be set up for activities requiring additional Team Helpers.
Current Volunteer Position Openings
Check out the current positions we have open below. Interested in volunteering for any of these positions? Click on the button below to sign up.
Sponsor Team Captain (Part of Contributors Committee)
Committee Lead: Becky Lovejoy
Volunteers Needed: 1
What you can expect:
This position will serve as the captain of the Sponsor Team. This position reports to the leader of the Contributors Committee.
This volunteer will be expected to:
- Attend monthly committee leadership meeting
- Strategize with other committee leaders
- Provide leadership to the Sponsor Team
- Lead the team in managing relationships with existing and potential sponsors to encourage contributions
- Lead the team members in obtaining sponsors for HOT’s Signature Events
- Lead the team in engaging with local businesses to grow awareness and support of HOT
- Communicate with sponsors about event details as appropriate
- Monitor the generic sponsors email account
- Notify Contributor Coordinator of sponsorship activity
This position is from now to May 31, 2023. Volunteers should expect to spend an average of 8 hours per month on this position.