Strengthening Communities

Through

Volunteer Program Development

Volunteering as an Ambassador

- Toolkit for Volunteers

January 2017

Funded by:

Volunteering as an Ambassador Toolkit

Contents

Introduction3Ambassador Bag Checklist4Ambassador Profile Form5Event Booking Checklist6Ambassador Event Feedback Form7CNIB Ambassador Presentation - Host Feedback Form8Guidelines for accommodating a CNIB Ambassador who is blind or partially sighted10Presentation Request Form12Sample Cover Letter to Serving Agencies (e.g., church groups) for Sending out PSA14Public Service Announcement (PSA)15Sample Calling Script for Ambassador Program16Discovering Braille19Presentation Outcomes Worksheet22Presentation Template23

Introduction

Thank you for becoming a member of CNIBs Ambassador Program. This program plays a key role in our efforts to ensure all Canadians who are blind or partially sighted have the confidence, skills and opportunity to fully participate in life. When CNIB Ambassadors give their presentations, their audiences increase their understanding about the spectrum of blindness and the abilities of people with vision loss.

By building that awareness, we are paving the way for a more inclusive society so that people who are blind or partially sighted will not feel as isolated, misunderstood and overlooked as they have in the past. With each Ambassadors presentation, we are dismantling the stigma of blindness and transforming the audiences knowledge, attitudes and behaviours.

The Ambassador program celebrates people who have triumphed over disability. By speaking out, Ambassadors also stimulate others to do the same. But more than anything, they change what the people in the room think of when they hear the word blind.

The documents in this toolkit have been provided to give you direction and samples so you will have a clear idea of what you need to do.

Ambassador Bag Checklist

The following is a sample list of items to bring to CNIB Ambassador events.

Printed Material

Brochures

50 Save Your Sight

50 Rehabilitation and Support Services

Seeing Beyond Vision Loss

Get Involved

10 Shop CNIB Manuals with office address/hours inserts leaflets

50 additional office address inserts

Eye Simulator Board

Poster(s), tape to attach front of table

Activity (Various activities to choose from)

Grade 3 activity page

Pouring activity (pitcher, CNIB mug, liquid level indicator, plate/tray, absorbent cloths). Fill pitcher with water and have individuals close eyes and pour. Put water from tray and mug back in pitcher and repeat.

Discover Braille activity

Photo frame with description & 50 activity sheets

Demo Items

Reading: magnifiers (handheld magnifier, stand magnifier, page magnifier), braille picture books

Writing: writing pad, address book large print, signature guide, felt tip black pen

Orientation and Mobility: folding mobility cane/ID cane

Home: talking clock, bump dots, large oven mitt, EZ Fill

Recreational: braille playing cards, large remote control

Other

Banner Only if volunteer can transport, inside events only

Outdoor Events: large paperclips/rubberbands for brochures (wind), extra table cloth (rain), golf umbrella (sun/rain), sunscreen

Ambassador Profile Form

Name:_____________________ Ambassador since: _________

Email:___________________________ Phone: _____________

Client Family of client Donor Volunteer

Preferred audiences:

children organizationsseniors community groupsOther: _______________________

Available for:

Presentations Media InterviewsInfo Tables

Preferred calls to action:

client recruitment philanthropy volunteer

spread the word Other: _______________________

Preferred locations:

__________________________________________________

Transportation options:

__________________________________________________

Other languages spoken:

___________________________________________________

Personal traits / familiar with:

Blind Partially Sighted Guide Dog User

Braille User Working Age Senior

Other: _________________________________________

Event Booking Checklist

Confirm details of event with community contact.

Record details on the Presentation Request.

Put event information on the Tracking Database

Put the event in Outlook calendar as a meeting with invitations to appropriate staff. Include details from the presentation request in the meeting notes.

Save the presentation request in shared folder for upcoming events, in the appropriate month and date.

On or about the 18th of every month, send a list of upcoming events of following month to Ambassadors.

The next week, on or about the 25th of every month, assign Ambassadors for events. Send event details to volunteers.

Once volunteer is confirmed, put Ambassador information in the meeting request and on the presentation request.

Confirm attendance with host. In the email, include Ambassador information, accommodation information and host feedback form.

Each Week

Each week, send confirmation details for the following week to appropriate Ambassadors and staff.

Each week, request feedback information for events the prior week including host feedback, ambassador feedback and updating the Tracking Database.

Ambassador Event Feedback Form

Thank you for volunteering with the booth/presentation for [event] on [date]. Would you please answer the questions below about the event and return to me? Your feedback is important and will assist us in our efforts of making each Ambassador opportunity worthwhile.

If you have any questions or would prefer to give us the feedback by telephone, please tell me. Thank you again!

Sincerely,

[Name, Title, Contact Information]

Overall time spent (please include set-up/take-down time):

Number of people that visited the booth/were at the presentation:

Did you feel that the presentation/booth was a good opportunity for CNIB?

Would you go to this event again? Why or why not?

Could you name the other staff or Ambassadors attending the event?

Other comments/suggestions:

CNIB Ambassador Presentation - Host Feedback Form

You can help us ensure the quality of our presentations. Please fill out this form and return it to xxx@cnib.ca within a week of your presentation.

Date of event:

Name of speaker:

Your organization:

Your name:

Phone: Email:

Please answer the following questions using the scale: 1 to 5

(where 1 = strongly disagree; 5 = strongly agree).

1. The Ambassador spoke in a clear and pleasant manner.

1 2 3 4 5

2. The Ambassadors presentation was appropriate for this particular audience.

1 2 3 4 5

3. The audience has a better understanding of CNIB, vision loss and the abilities of persons who are blind or partially sighted.

1 2 3 4 5

Please answer the following questions.

4. What did you enjoy most about the Ambassadors presentation?

5. How could the Ambassadors presentation be improved?

6. Were there any areas of the presentation you would have liked to have heard more information about?

7. Would you recommend this presentation to others?

8. Please feel free to give us any additional comments or suggestions.

We would like to use your comments anonymously in evaluation and promotion material about the Ambassador Program.

Check here if you dont want us to use your comments.

Thank you for your feedback.

Your comments and suggestions are important to us!

Guidelines for accommodating a CNIB Ambassador who is blind or partially sighted

Prime contact: Designate someone who will be the Ambassadors prime contact. This person will be available to provide information before the speaking engagement via phone or email, and to assist the Ambassador at the speaking engagement.

Arrival: The prime contact should meet the Ambassador upon his/her arrival at the speaking engagement.

Introductions: When being introduced to someone who is blind or partially sighted, say hello and wait for them to offer their hand.

Conversing: Feel free to use the words see, look or read. People with vision loss want to be treated like everyone else.

Speaking: Do not stop talking when a person with vision loss is approaching; he or she may be relying on the sound of your voice for orientation. Announce when you are leaving, so this person is not left talking to an empty space. For example, you might say, Excuse me, I have to step out of the room for a minute.

Introducing Others: Ambassadors with vision loss may not realize there are other people in the room. In small settings, introduce each person in the room by name and indicate where he or she is in the room relative to the person with vision loss. For example, To your left is Jack Smith; two metres in front of you is Susan Taylor.

Room Orientation: Describe the layout of the room, whether it is square or narrow, how many tables and chairs there are, how they are arranged, whether there are objects such as water glasses or candies on the table, and where the refreshments and washrooms are locat