guidebook to volunteerism

GUIDEBOOKTO VOLUNTEERISM

1 // Guidebook to Volunteerism

C O N T E N T S

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[This Page] Volunteers plant trees in the Hall of Horrors in Joshua Tree National Park during the AAC’s 2nd Annual Spring Cling. • [Facing Page] • [Front Cover] • [Back Cover] Revelers hanging out at the 2013 Hueco Rock Rodeo, AAC Hueco Rock Ranch, TX.

Guidebook to Volunteerism // 2

MISSIONTo support our shared passion for climbing and respect for the places we climb.

VISIONA united community of competent climbers and healthy climbing landscapes.

CORE VALUESAAdvocacy and leadership advance our climbing interests and promote conservation.

Community and competence strengthen and embolden us to push our limits.

PURPOSE OF VOLUNTEER PROGRAMTo engage and empower volunteers toward success in a manner that supports the American Alpine Club and the greater climbing community.

ABOUT THE AMERICAN ALPINE CLUBThe American Alpine Club was established in 1902 and is the national organization for climbers. Our mission is to

We serve this mission by providing:

Q Information resources, including the and Q Q Community programs, including social events, climbing outings, and environmental stewardship projects Q Grants for climbers and conservation Q A lodging network of climbers’ campgrounds and facilities Q National and international advocacy for climbers and the environment

Q A world-class climbing library and museum

with Regional Managers deployed across the country.

The AAC is organized geographically into six major regions across the US: the Northwest, West, Rocky Mountains, Central, Northeast, and Southeast. Within these regions are AAC sections. For example, the Northeast Region is divided into the Metro New York, Upstate New York, New England, and Mid Atlantic sections.

G U I D I N G P R I N C I P L E S


I joined the AAC in 2006 before what seemed like a fairly sketchy ski mountaineering trip to New Zealand’s

But beyond that, supporting the AAC for me is about bringing the tribe together. Whatever the passion and the purpose – bouldering, sport, trad, committing big mountain project, or just fun – the AAC is all of those groups joined as one voice and one community. When you see me, I’ll probably have a camera in-hand, whether on foot, ropes, or skis. I photograph regularly at AAC events across the West and will be shooting the Valley Facelift and the Highball Classic this year.

Heidi MedemaI started climbing in college when a friend convinced me to try it, and just like that I was hooked! Since that fateful day I’ve been lucky enough to climb at crags all over the country. Now, living in Portland, OR, I’m just a short drive away from Smith Rock, where the AAC hosts one of our Craggin’ Classics. For two years I have been an Oregon Section Co-Chair for the AAC. The experience has been incredible! Not only do I get to meet awesome people, plan fun events, and help spread the good word, but I get to give back to a Club that has given me so much. That’s what I call a win-win!

R E G I O N S & S E C T I O N S


Nancy SavickasI joined the American Alpine Club in 1995. Like many people I joined so I could get a discount on the huts in

time. In 1997, Bill Atkinson invited me to join as the New England vice chair. While Bill concentrated on the big dinner, I leaned more towards organizing informal BBQs and meets that would suit all wallets. The Mt Washington Valley Ice Fest has long been one of my favorite events, being that ice is my passion. I’ve come to know so many great people over the years; it’s been fantastic.

Jason Roy

Volunteering for the AAC means I can get more involved

clinics to help educate the younger generation or newer climbers on the ethics, traditions, and practices of modern rock climbing.

I started volunteering in February of 2014. I volunteer because I wanted to get involved with the climbing community in the Front Range and meet more climbers in the area. I am excited about where the club is heading because they are doing so much to help the climbing community grow while still bringing it closer together. They’re not only working on a national level, but also bring international climbers together in events like the International Climber’s Meet in Yosemite. I keep volunteering my time because it’s a great way to stay plugged in on upcoming events and I enjoy supporting my passions. I highly recommend giving some of your time to your local organization. The payback is extremely valuable. For me, it’s memories I’ll share for a lifetime.

Dave GiacominI have been a member of the AAC for the past 5 years. I was given the opportunity to give back to the climbing community when I asked to join as the section co-chairman for the Washington, DC section. It is rewarding to me to have a blast climbing and socializing with fellow climbers, and share the climbing leadership the AAC has

go on as a club and strong climbing community.


Volunteers are the backbone and lifeblood of the American Alpine Club. Since our founding in 1902 volunteerism has

dedicated and competent volunteer leaders.

Today, volunteers edit the and , serve on the Board of

We, as a club, are guided by a vision of . To get there, we rely upon a united corps of volunteers who take initiative, get involved, and make many individual strides—small and large—to serve their climbing communities and environments. Together we are stronger.

O U R V O L U N T E E R S T O R Y


We want to see our volunteers empowered and able to take on leadership roles in the community. The AAC has launched a new campaign committed to appreciating and supporting those whom we depend upon the most. The structure of AAC volunteerism falls into these four main categories.

V O L U N T E E R I S M

RECRUITINGIn order to be successful, recruiting is necessary to build the right crew. New club members are often eager and willing to take on volunteer opportunities. The AAC relies on volunteers to step in and get their hands dirty. Some volunteers have taken on their own events, or joined a national committee. With support from Regional Managers and the Regional Welcomer, you can build a reliable network of helping hands.

TRAININGTake the time to help volunteers understand their roles and responsibilities. Some people can dive right in, but others may need more information. The club will provide training for volunteer positions through the National Volunteer Leadership Summit, the Guidebook to Volunteerism and MailChimp guideline training. On the ground training for volunteers will be provided by Section Chairs, with coordination and support from Regional Manager.

ENGAGINGEngagement is the responsibility of Section Chairs and Regional Managers. Volunteers can be engaged on a national and local level through matching interests and skills with a variety of opportunities. Engagement also looks like developing a relationship with your crew by regularly checking in and following up with them. Get

coming back. The ultimate goal of engagement is to have volunteers be empowered in their roles and to foster leadership.

THANKINGThank volunteers early and often. Show them how much you appreciate their hard work. Verbally thanking your

if appropriate, toss them a little swag. Event kits and the

cards to hand write notes after events.


V O L U N T E E R O P P O R T U N I T I E S

THE SECTION CHAIR

The Section Chairs are the go-to leadership and role model of a successful section. They are the primary contact for, and interface with, all members in their section. Some sections have Co-Chairs who work together to help organize events and recruit volunteers. Regional Managers and Section Chairs work closely together to deliver the AAC mission and support their volunteers.

Q Assisiting Regional Managers in working with the Bureau of Land Management, National Forest Service and National Park Service for stewardship projects.

Q Maintaining section Facebook pages and section websites. Q They will also work closely with their Regional Manager on section budgets and provide them with written reports. Q Contact the Volunteer Coordinator in Golden for event kits and some SWAG items. Q Organizing and tabling events within the Section with the assistance of volunteers. Q Recruiting and coordinating their own army (committees) of volunteers, training them and helping maintain enthusiasm. Q Thanking volunteers during and after events. Q Creating and maintaining relationships with Local Climbing Organizations (LCO).

Q Provide the training needed to achieve volunteering goals.

Q Listen and be responsive to support needs, volunteering goals, and ideas.

Q Provide existing marketing and outreach tools to serve as an ambassador of the club.

Q Help troubleshoot membership issues and answer membership questions.

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approval and reimbursement.

A successful Section Chair will be regularly thinking about who they can recruit to replace themselves. When looking for a successor, look for traits in a person that also help them be successful. They should care about the AAC, as well as the

From serving on a national committee, to pouring beer for a Send and Social, we aim to strengthen our community through volunteerism. The AAC has several awesome ways to get involved. Some volunteer jobs have long-term leadership opportunities, while other positions are for a day, or an event.


VOLUNTEER COMMITTEES

Cornerstone Conservation GrantThe Cornerstone Conservation Grant awards money to fund projects at climbing areas around the country. Each region will have one representative on the National Cornerstone Committee. The responsibilities of

other committee members to promote the grant, evaluate applications and participate in the selection process. Regional Cornerstone Committee members will work with Regional Managers to identify pertinent projects in their area and solicit Requests for Proposal (RFP).

The Live Your Dream grant is a nationally funded grant that is distributed regionally. The purpose of these grants are to help climbers achieve their climbing dreams, regardless of experience or climbing genre.

The LYD Committee Chair assists with all aspects of the Regional Live Your Dream program, including but not limited to: marketing the grant regionally, selecting and interacting with LYD committee members, constructing the grant selection grading sheet, reading all incoming grant applications, communicating with all grant applicants before, during, and after the

and award amounts, announcing and publicizing grant winners, contacting non-recipients and staying in touch with grant recipients to follow up on trip report collection.

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Craggin’ Classics are the most anticipated climber party and celebration of the year.

The Craggin’ Classic Event Chair assists with overseeing the entirety of their region’s event. Their job will involve scheduling, fundraising, registration and marketing. That doesn’t mean you’re rolling Honnold style on the northwest face of Half Dome.

components of the weekend.

are not limited to:

Q Food and beverage Q Q Promotion Q Registration Q Photography Q Venue Q Entertainment i.e. slideshows, music, movies, contests Q Audio Visual i.e. projectors, sound system and technical help Q Building a clinic schedule


Section Events Committee

Annual section dinners are a geat way to raise money for AAC grants and projects, and are a really fun way to gather

the needs of your section, but creativity is welcome and encouraged. This event does not necessarily need to be a dinner- if another idea seems more suited to a particular community, just run it by your Regional Manager for approval.

While this is more of a one-person-job, it is very important. One enthusiastic person from each section will be responsible for calling new members each month. The Volunteer Coordinator in Golden will send a monthly list to this person so that they can welcome new members to the club, as well as help to answer any questions people may have. This is also a good way

what about events happening in their area. This person will also be in regular contact with their Section Chair to stay current on local events. A database is available on Google Drive where members who are interested in volunteer opportunities are added. Their names, contact info and possible interests are captured here and available for the Section Chairs and Regional Managers to contact.

The Board of Directors is made up of volunteers. There are also several committees that are chaired by board members such as the Conservation and Advocacy Committee, ... Board members and other volunteers sit on many of these committees and occasionally have openings.


P U R P O S E F U L E V E N T SEach AAC program or event should have a that connects to our mission, vision, or core values. Check in with your community as well to get a feel for what they are craving. But, there’s room to be creative. If you think you have a kickass idea, run it by your Regional Manager, they may have some extra cool tips to throw a killer party.

Some of the main events include:

Q climbing outings and meet-ups, either at a gym or local crag Q

festivals Q Wilderness First Aid clinics Q Section dinners and barbecues Q Crag stewardship projects (can be joint events with the Access Fund, regional club, or local climbing organization) Q Q Section Dinners

Q Membership raising events

We encourage all volunteer leaders to use the AAC’s guiding principles and our national initiatives as a way to start planning each activity.

Some ideas to tie events back to the AAC mission and vision:

Q Q feature an AAC grant winner in a local slideshow: AAC grant programs; Q incorporate a crag stewardship project into your next section barbecue or meet-up: Q convene with local members to start a new BBQ, event or gathering: Q contact your Regional Manager with breaking information about your local crags: land management changes,


EXAMPLES OF SUCCESSFUL VOLUNTEER INITIATIVES:

- Cascades SectionThe Send and Socials are regularly scheduled gym meet-ups where AAC members and non-members climb and gather. These events include enjoying refreshments and playing games like crash-pad wrestling and table-top bouldering. AAC

new members and building community.

- Southern Appalachian SectionAAC members developed the Rappelling Best Practices Clinic after a young climber died in a rappelling accident in 2012. The Clinics are free knowledge-building workshops run by trained volunteer instructors (AMGA, SPI or higher) with a set curriculum. AAC volunteers work with guiding services, gyms, and local climbing organizations to deliver the clinics.

- Front Range SectionThe Front Range Section in the Rocky Mountain region has set up a successful Meetup group that quickly attracted well over 100 members. The group was set up through meetup.com and has been a great tool for people to gather and climb together. Building this kind of community is a great way to interact with members and the climbing community.

Q . Most events need at least 6–9 weeks for successful organization and marketing. Some Section Chairs try to build out a calendar of proposed events a year ahead of time.

Q . Try to keep venues and times of year consistent for annual events and consider building monthly

Q . Events and programs can be open to all, but try to always reward AAC members with priority registration and discounted prices. Consider building membership options into the pricing structure for your events.

Q . Events can take a while to gain traction. Don’t be disheartened! Sometimes it’s better to start small, get your systems dialed, and then try to expand.

Q . Communicate with your fellow volunteers, Regional Manager, and the Volunteer Coordinator. Let us know what you need to be successful.

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M E M B E R S H I P R E C R U I T M E N T & E V E N T S

SETTING UP THE TABLEMost of you have probably seen what an AAC table looks like at events you’ve attended or perhaps even ‘(wo)manned’ a table yourselves. This is what is in included in a tabling kit:

Q AAC banners Q AAC table cloth (To be checked out from Volunteer Coordinator in Golden- see ordering procedures on page 15) Q Guidebooks to Membership (GTM) Q American Alpine Journals (AAJ) Q Accidents in North American Mountaineering (ANAM) Q Stickers Q Membership sign-up brochures Q Blank thank you cards

ENGAGING PEOPLEObviously, we don’t want to harass people, but it seems that people are curious when they walk by the table, so it’s okay to engage them to start the conversation. Begin with something like, “how’s it going, are you familiar with the American Alpine Club?” Some people will keep walking, but you’d be surprised at how many actually stop and want to talk about the club, or don’t know about the club. Use your own judgment about engagement.

SIGNING PEOPLE UP FOR THE CLUBAt this time, the sign-up brochure is the most straightforward and easiest way for us to track of sales. There is a place for a person’s information including credit card data. KEEP THIS IN A SAFE SPOT!!! After the events, gather up the forms and mail

from the Volunteer Coordinator, who will train you on proper usage.


T A L K I N G P O I N T S

Grants:Even though we have several grants, people love to hear about the Live Your Dream Grant because it’s available for climbers of all disciplines and levels. These are regionally distributed grants for climbers in your area to get FREE MONEY to go on climbing trips. These things kind of sell themselves. Information on all of the grants is available on the AAC website.

Lodging:The AAC provides lodging to climbers in strategic locations everywhere. We currently own and run the Hueco Rock Ranch, Grand Teton Climbers’ Ranch, and the brand-spanking-new New River Gorge Campground. We are also building and running a new campground in the Shawangunks in New York state. If we don’t own or run the facilities, then often we partner with facilities to bring discounts to all our members (up to 50%).

Many people will want to know about the Rescue “insurance”…well, it’s not really insurance, we try and communicate that it’s

For the international portion we partner with Global Rescue. Just call Global Rescue if you’re in trouble in the backcountry

and climbing. Some people don’t realize they get to check out up to 10 books and 5 dvds at a time for 28 days, or more. That means when you plan your trip to Hueco/the Red/Patagonia/Hyalite you can check out the guidebook and take it with you. Our librarians will also do research for you…it’s freaking awesome!!!

Conservation:Our Cornerstone Conservation Grant allows local climbing organizations, inspired individuals, and anyone who wants to

permanent pit toilets, improved trails, reclaimed campsites, installed informational kiosks, and much more.

A huge perk some people seem to be sold on are the gear/clothing discounts. We partner with over 80 companies to bring

The AAC publishes three separate publications each year: the , the , and . These books have become hallmarks of climbing literature and are some of the

most anticipated and respected climbing publications printed.

Regional Craggin’ Classic events are hosted, and run, by the AAC with the goal of promoting climbing competency through clinics, and stewardship through local conservation projects. We also organize these events to promote our community to share with the tribe.

Some people perceive us as a mountaineering club, rescue insurance company, or elitist alpinist society. So what do you say when someone asks “What does the AAC do?”

The answer is pretty simple...TOGETHER WE’RE STRONGER... and here’s how:


A F E W P O L I C I E S & P R O C E D U R E SI.

Your Regional Manager and the Volunteer Coordinator in Colorado are your primary points of contact. They are here to make your life easier, and to provide you with the tools you need to be successful. If you are in need of supplies, or support, just shoot an email, or call, and the AAC will help you the best they can.

II. Most AAC community events are initiated, organized, and managed by volunteers. These steps will get you started:

1. Write up your event idea and share it with a Regional Manager. Just a quick email that outlines what, when, where, how, and why.

2. Will the event cost money to put on? Can the event be used as a fundraiser for the Live Your Dream Grant or another local AAC initiative? Put together a simple event budget and run it by your Regional Manager.

3. Do you need marketing materials or swag? Include this request in your event budget. See the procedure for ordering materials below.

4. food/refreshments. Try to establish a relationship with local vendors, breweries and restaurants to have food and

5. Recruit volunteers to help during the event. Try to recruit a dedicated event photographer whenever possible as great pictures from events are invaluable.

6. for a Facebook event listing, making Facebook posts, and other forum posts/direct emails.

III. Each Regional Manager has an annual budget to support local events, Section-wide activities, and regional programs.

1. Talk with your Regional Manager to decide on an event budget ahead of time.

2. Your Regional Manager can pay for some up-front expenses via credit card if needed.

3.


form and submit this form to the Volunteer Coordinator in Golden. Please copy your Regional Manager on the email request. Most reimbursement checks take 3–4 weeks to process.

4. Please include a digital photo or scanned copy of your receipts with your reimbursement check request. Please keep hard copies of these receipts for your records.

IV. Marketing an EventWe have three online tools available for event marketing and promotion:

1.

2. Facebook events/posts. Volunteers run section Facebook pages. Regional Managers run region-wide Facebook pages. The Marketing Department in Colorado runs the national Facebook page.

3. Event Calendar on the AAC website is updated via your regions Google Calendar. Inform your Regional Manager of other locally relevant events.

Fliers and posters are also a great way to promote your event. Please see the Brand Guide for guidelines and templates for creating AAC-branded assets. The link for the Brand Guide found on the Press Room Page of the AAC website. Contact your Regional Manager for approval on all

Work with your Regional Manager to determine the timeline and responsibilities for promoting your event.

Please remember to include the following elements in all event announcements:

1. Date and Time

2. Cost

3. Location

4. Brief description of event: who, what, why

5. Link to more information

6. Photo(s) and Photo credits

V. Occasionally we have promotional items available for community events to be used for door prizes, volunteer rewards, membership incentives, and fundraising activities.

To order swag and/or event-kit items:

1. Email your Regional Manager with requests for SWAG

auction items, etc.).

2. Email the Volunteer Coordinator (copy your Regional Manager) in Golden with orders for other event materials (i.e., Guidebooks to Membership, Stickers, AAC hats, t-shirts, etc.).

Plan ahead. Please allow at least 10 business days from the day you order materials to ensure your package gets to you on time.

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VI. Risk ManagementSection leaders must obtain signed release and waiver documents for all AAC events. We use an online waiver system called EZWaiver that works well for events in which attendees register ahead of time. Otherwise, please print out paper waivers for distribution at your event. Following the event, all signed waivers need to be mailed to the Volunteer

VII. Taking Payment/Registration at EventsThe AAC can accept cash, checks, or credit cards. If you are going to be running an event where credit card payments are needed, please work with the Volunteer Coordinator or your Regional Manager to get set up with the Square system for smartphones or tablets.

Deposit Form and mail checks and/or money orders (no cash in the mail, please) to the Volunteer Coordinator. All form are available from the Volunteer Coordinator (i.e., check request forms):

American Alpine ClubAttention: Volunteer Coordinator710 10th St. - Suite 100Golden, CO 80401

Events like weekend outings or section dinners that require pre-registration and payment ahead of time can be set up through the AAC online store. Your Regional Manager can help set this up for you.


Y O U R S U P P O R T T E A M

EDDIE ESPINOSANorthwest Regional Manager

[email protected]

JEFF DEIKISWestern Regional Manager

[email protected]

ADAM PETERSRocky Mountain and Central Regional Manager

[email protected]

LISA HUMMELNortheast and Southeast Regional Manager

[email protected]

REMY RODRIGUEZVolunteer Coordinator

[email protected] 303.384.0110 ex. 118

KEEGAN YOUNGRegional Programs and Development Director

[email protected]

710 10th Street, Suite 100Golden, CO 80401

guidebook to volunteerism

Documents

aac sections

aac events

conservation q

environment q

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greater climbing community

facilities q national

climbing interests