Volunteer Quick Reference
A quick, practical guide for volunteers during meets and events. This doesn't replace the full policies, but it should help you act consistently under pressure.
Your priorities: Safety, Welfare, Consistency
Last updated: 27/01/2026
What Volunteers Are (and Aren't)
- We are hosts and a welfare point of contact.
- We are not bouncers, investigators, or judges of wider community disputes.
- Venues (bar staff/security) have authority over the premises.
If Something Urgent Happens
- Immediate danger? Get venue staff/security and call emergency services.
- Get another volunteer - don't handle serious issues alone.
- Separate people if needed and safe to do so.
- Keep your tone calm and neutral. Don't argue.
Talking to Someone Reporting Harm
- Thank them for telling you.
- Ask what they need right now (space, a friend, water, help leaving safely).
- Don't promise outcomes. Say you'll record it and review it with the team.
- Offer to involve venue staff or security if relevant.
Speaking to the Person Accused
- Prefer two volunteers present.
- Keep it brief and behavioural: "We need you to stop doing X."
- If they argue, repeat the instruction once, then escalate.
What to Write Down
As soon as you can, capture:
- Date, time, and which meet or event
- Where it happened in the venue
- Who was involved (names or handles)
- What happened (observed facts)
- Actions taken (warnings, removal, venue informed)
- Witnesses and evidence summary
Put it into the incident reporting system and keep Telegram discussion minimal.
Where to Coordinate
- Use the official volunteer Telegram chat for coordination and decisions.
- Avoid private DMs for decision-making.
- Keep personal data out of chat where possible - put detail in the incident system.