Information for
Organizers
The Karlsruhe Volunteers accompany events that contribute to the Karlsruhe brand. They make Karlsruhe and its events authentically perceptible and tangible and act as a link and information carrier between the guests and the organizer. The Karlsruhe Volunteers stand for civic engagement, identification with Karlsruhe and social cohesion.
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First and foremost, municipal offices and subsidiaries, cultural institutions, universities and colleges from Karlsruhe can use volunteers for their events. The final decision on whether registered events or tasks are permitted is made by the KME/KTG volunteer management on a situational basis.
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Volunteers are only responsible for clearly defined tasks in advance. These may not be fundamentally changed during the event. Volunteers are entitled to refuse short-term and fundamental changes at any time. Possible areas of responsibility for volunteers are
Permitted activities Excluded activities Accreditation Spatially isolated, meaningless and interaction-free tasks Assembly/disassembly (hand and physical strength sufficient, no heavy material) Tasks that (could) be performed (in parallel) by paid external staff Visitor survey / visitor count Assembly/disassembly of heavy material Visitor information Financial management / Sale Visitor guidance / pilot / site instructions Cleaning services Support for active participants (e.g. artists, speakers) Stewarding and security services or tasks with potential for conflict Catering support Support for info container / exhibition stand Supervision of hands-on activities Transportation service (e.g. shuttle service) Property management (communicative / interactive aspect required) Organizational support (e.g. timekeeping, handing over the microphone) Personal care (e.g. people with disabilities, children) Press support / results service Translation Distribution (e.g. flyers, give-aways) As a general rule, volunteers should be used in an appreciative manner. A volunteer assignment is an additional help to enhance an event and to be able to offer even better services for the respective target group. The organizer must ensure at all times that their event is not dependent on the use of volunteers.
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A processing fee of 10 euros per volunteer and shift will be charged to the organizer after the event. The fee will not be paid out to the volunteers, but will be used for volunteer management expenses (e.g. volunteer equipment, marketing). Volunteers work on a voluntary basis and are therefore unpaid.
The standard assignment time for a volunteer is a maximum of 6 hours. In the case of long event times, it is advisable to split the volunteer into several shifts. At least 2 volunteers must always be deployed together per shift and area of responsibility.
During assignments, the organizer must have a competent contact person on site for the volunteers at all times. This person should be available to answer questions, either in person or by telephone, for the entire duration of the assignment and ensure thorough instruction in the areas of responsibility.
The organizer must provide drinks, regardless of the duration of the assignment. If the assignment lasts longer than 4 hours, the organizer is also obliged to provide snacks. Otherwise, a flat-rate catering fee of EUR 7 per volunteer will be charged in addition to the processing fee.
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Are you convinced by the volunteer program and would like to have volunteers at your event? Then let us know your requirements online via the volunteer database. To do this, you must first register as an organizer at www.karlsruhe-volunteer.de Please ask your colleagues beforehand whether your organization already has an organizer profile .
For organizational reasons, requirements should be submitted at least 4 weeks before the start of the event. If you have any questions, please contact the KME/KTG Volunteer Management: info@karlsruhe-volunteer.de.
