What to Tell Outdoor Volunteers When the Weather Changes
Send your decision and arrival instructions from the Proximatic event. Tell the volunteers who have signed up where to meet and what has changed for their day.
Volunteers shouldn’t have to interpret a changing forecast to decide whether you still expect them. Give the crew a decision time and a clear way to hear the plan.
We’ll confirm Saturday’s plan by 6pm Friday and email the crew. If we go ahead, the setup team meets at the park shelter at 8:30. Please check that update before traveling.
Proximatic lets you send the decision from the event to its assigned volunteers. If the whole crew is affected, send the update to everyone assigned to the event. If only the outdoor setup team is moving to the hall, select those shifts and send the new meeting point directly to them.
Keep the event’s instructions aligned with that message, so a volunteer checking the page later can find the same plan. If the work or hours change, reconfirm the commitment with the affected people and use the roster to see who can still help.
If the new plan needs more people inside the hall, check those jobs on the roster and recruit for the open places. The lead can see who is still coming and which work needs help.