Volunteer Request Form

Please use this form to request volunteers for upcoming events, tasks or projects.

Timeline

Requests for volunteers should be submitted at least 4 weeks prior to your event/tour/task date to allow sufficient time to post shifts and acquire volunteers. Once you submit a request, staff will follow up with any questions and post your requested shift(s) in Volunteer Matters, an online, cloud-based system used to coordinate volunteers. Shifts are posted at least 3 weeks prior to an event/tour/task. Volunteers are then notified that shifts are posted, and they sign themselves up in the system. Approximately 1 week prior to your event/tour/task, you will receive a roster of assigned volunteers.

Staffing Shifts

We will make every effort to find volunteers to staff your event/tour/task. Given the distance needed for volunteers to travel, Indianapolis volunteer participation cannot be guaranteed if the event or tour is outside of Indianapolis. Staff will communicate proactively with you regarding shift staffing.

Pre-Event Meetings

Volunteers are trained to arrive early for a shift to check in and attend a group, pre-event meeting with staff in charge of the event. Please ensure that you meet with volunteers prior to their shifts to go over any last-minute details/instructions. If that responsibility falls to someone other than the person submitting the request, please note this in your volunteer request, as well as with whom volunteers should check in and out prior to and after their shift.

Shift Length

Volunteers should be asked to arrive 15-30 minutes early for event and tour shifts to get checked-in, attend the pre-event meeting with staff, and get to their assigned location. As a rule, volunteer shifts should range from 1-3.5 hours. If you need volunteers for 4 hours or longer, we recommend you split this time into two shifts. Volunteers should also receive a break during their shift, so plan for those, perhaps by adding a Floater to your request. Shift times should end 15-30 minutes after an event or tour ends to ensure volunteers are still in place when guests leave or the event runs over time. Shifts for office tasks do not need this extra time added to the start/end times.

If you have any questions about this form or need some guidance thinking through your volunteer needs, please contact Kasey Zronek, 317-822-7951, kzronek@indianalandmarks.org.

Volunteer Request Form (Radio)
(Please specify and include address if location is off-site)
Within Indiana Landmarks Center:
# of staff member volunteers report to (day-of contact):
(Default: business casual with white top, black bottoms and name badge)



Event Volunteers

Skills: Friendly, excellent customer service skills, able to stand for long periods of time, able to manage high volume situations, and enjoy working with people of all ages

Time commitment: 3 to 4 hours per event, on average

Check all that apply:

Positioned at entrances to the building and event areas to greet guests and direct them to the event location, ticket sale table, restrooms, elevators, etc. Answers guests’ questions and direct them to staff when issues arise.

(if different from above)
(i.e., able to stand during shift, etc.)
Positioned at entrances to the event areas to greet attendees, confirm registration, collect admission charges, and direct attendees how to proceed. Must also be able to direct patrons to other areas of the building and answer relevant questions.

(if different from above)
(i.e., able to stand during shift, etc.)
Attends to the refreshment station for non-catered events. Responsible for set up and tear down, replenishing items, and keeping station clean and organized. May include serving alcohol and/or washing dishes.

(if different from above)
(i.e., able to stand during shift, etc.)
Positioned at entrances to event areas and inside seating areas to collect tickets and direct patrons to seats. Must also be able to direct patrons to other areas of the building and answer relevant questions.

(if different from above)
(i.e., able to stand during shift, etc.)
Checks in guests’ coats and other belongings to store during an event. Maintains coat numbering system in an organized, accurate and efficient manner.

(if different from above)
(i.e., able to stand during shift, etc.)
Assists the event supervisor with pre-event set-up, distribution, and organization of lightweight equipment and materials, and other tasks deemed necessary.

(if different from above)
(i.e., able to stand during shift, etc.)
Filled by an experienced event volunteer. Assists event supervisor as needed, provides breaks to other volunteers, and provides additional assistance to staff and volunteers during high-volume situations.

(if different from above)
(i.e., able to stand during shift, etc.)
Instructs, leads, or assists attendees with event activities. Tasks may include activity preparations, supply distribution, instruction to attendees, activity supervision, hands-on assistance to attendees, supply clean-up and storage, and other tasks deemed necessary.

(if different from above)
(i.e., able to stand during shift, etc.)
Filled by an experienced event volunteer. Assists event supervisor to manage volunteers during large events, including checking in/out volunteers and supervising volunteers.

(if different from above)
(i.e., able to stand during shift, etc.)

(if different from above)
(i.e., able to stand during shift, etc.)



Heritage Tourism Volunteers

Skills: Friendly, excellent customer service skills, able to stand for long periods of time, able to manage high volume situations, and enjoy working with people of all ages

Time commitment: 2 to 4 hours per tour, on average

Check all that apply:

Leads walking tours, building tours, and/or step-on motorcoach tours designed for school and adult groups.
DOCENTS ARE REQUIRED to complete docent training and are expected to prepare for each tour they learn, developing and assimilating (from a provided script) information that is then presented in an engaging and entertaining way to guests.

Skills: Friendly, good customer service skills, public speaking ability, organized, able to read, ability to walk several blocks and/or climb stairs, ability to handle money and complete sales transactions, and able to handle high volume situations.

Time Commitment: Average time varies based on tour. In addition to the tour time commitment, docents are required to arrive at least 15 minutes prior to their tour start time (30 minutes for large, one-time tours):

• 45 minutes for Indiana Landmarks Center tours
• 1 ½ hours for walking tours
• 4 hours for events/large public tours

(if different from above)
(i.e., able to stand during shift, etc.)
During events or large public tours, docents may be asked to be available to answer guests’ questions about the building(s), and/or provide short (2-10 minute) talks about the building(s), rather than full guided tours.
DOCENTS ARE REQUIRED to complete docent training and are expected to prepare for each tour they learn, developing and assimilating (from a provided script) information that is then presented in an engaging and entertaining way to guests.

Skills: Friendly, good customer service skills, public speaking ability, organized, able to read, ability to walk several blocks and/or climb stairs, ability to handle money and complete sales transactions, and able to handle high volume situations.

Time Commitment: Average time varies based on tour. In addition to the tour time commitment, docents are required to arrive at least 15 minutes prior to their tour start time (30 minutes for large, one-time tours):

• 45 minutes for Indiana Landmarks Center tours
• 1 ½ hours for walking tours
• 4 hours for events/large public tours

(if different from above)
(i.e., able to stand during shift, etc.)
Provides logistical support to docent for larger tour groups, or tour groups with accessibility issues. Ensures group stays together and listens to docent. Knowledge of the tour being given is not required.

(if different from above)
(i.e., able to stand during shift, etc.)
Coordinate volunteers and tours by assigning docents to tour groups, ensuring tours begin on time, supervising registration/check-in, and overseeing set-up and tear-down tasks with volunteers.

(if different from above)
(i.e., able to stand during shift, etc.)
Stationed at Registration/Check-in table to greet tour guests, confirm registration, collect tickets and/or tour fees, and direct guests how to proceed. Must be able to answer relevant questions.

(if different from above)
(i.e., able to stand during shift, etc.)

(if different from above)
(i.e., able to stand during shift, etc.)
Directs tour guests to designated parking areas and directs guests to registration/check-in area.

(if different from above)
(i.e., able to stand during shift, etc.)

(if different from above)
(i.e., able to stand during shift, etc.)



Special Project Volunteers

Time commitment: 3 to 4 hours per event, on average

Check all that apply:

Staffs the front desk at the Indiana Landmarks Center, answers phone calls, and greets guests. Volunteers need to complete Front Desk Assistant training to sign up for this opportunity. Time commitment is usually 2 hours.

(if different from above)
(i.e., able to stand during shift, etc.)
Provides clerical, administrative, and/or office assistance to various departments at Indiana Landmarks, including Development, Marketing, Heritage Education, and Heritage Tourism.

(if different from above)
(i.e., able to stand during shift, etc.)
Assists staff with various duties, including preparing and sending membership mailings.

(if different from above)
(i.e., able to stand during shift, etc.)
Develops and maintains the gardens and landscape at Morris-Butler House.

(if different from above)
(i.e., able to stand during shift, etc.)
Assists Heritage Education and Information Director with various library duties, including scanning slides and other visual media.

(if different from above)
(i.e., able to stand during shift, etc.)

(if different from above)
(i.e., able to stand during shift, etc.)