Group Volunteers

Group Volunteering Information

We rely on the support and enthusiasm from our volunteer groups to produce MB Bike the Drive.

We offer a $200 donation to charitable or community organizations that provide groups of 15 or more volunteers for the day of the event. Groups are urged to register early because space is limited.

Below are the requirements for volunteer groups. If you do not meet these requirements, please register to volunteer as an individual.

Groups should contact mlyons@activetrans.org to register. The group leader will be sent an online registration form to complete with all the information on their volunteers. This form is due by Friday, May 6.

 

Group requirements

>> Groups must fall under the category of charitable or nonprofit organization/agency. Religious and school groups are also welcome. Corporate or for-profit business groups can volunteer, but must name a nonprofit organization to receive the group stipend.

>> Groups must provide a minimum of 15 volunteers to qualify for a donation. One volunteer cannot count towards multiple groups.

>> Groups must have a designated leader and a substitute who is available by email and phone to receive communication from the Volunteer Coordinator.

>> Group leaders must attend one volunteer orientation.  All group members are welcome to attend as well. Orientations take place Thursday May 19, 6 – 8 p.m., and Saturday, May 21, 10 a.m. -12 p.m.

Groups at the event

Every effort will be made to keep groups together when assignments are determined, but we reserve the right to split groups between duties as is needed. Each group member must check in individually to be counted toward the group total and to receive a volunteer T-shirt. Group leaders may not check in for their entire group.

Group payment details

Once the Volunteer Coordinator has verified that the required minimum of 15 day-of-event volunteers was met, the donation check will be issued (4 -5 weeks.) Checks will be issued only to an agency/nonprofit organization, not to an individual. A W-9 must be completed in full for payment to be processed. This form requires the agency/organization name, address and Employer Identification Number (EIN). 

Group volunteering FAQ

What are the duties of a group leader?

Each group must have a leader and substitute leader. The leader is responsible for registering each team member on their online form and submitting all necessary paperwork. The leader is the team liaison and must communicate important information with all the team members so everyone knows what their duties are and where and when they will be working.

At least one leader (but all are welcome) must attend one volunteer training session, held in the Active Trans office Thursday, May 12 from 6-8 p.m. or Saturday, May 14 from 10 a.m. - noon. 

What are the benefits of group volunteering?

All volunteers get a t-shirt, pancake breakfast at the post-ride festival and raffle entry the day of the event. If 15 volunteers are accounted for AND all paperwork is submitted, the group will receive a $200 donation to the non-profit organization of their choosing. 

What is the age requirement?

We require volunteers to be 15 or older. Student/youth groups must have a student to chaperone ratio of 8:1. Youth must be able to handle the physical requirements of working at their station, which includes 6 hours of standing and walking, some lifting and carrying. Chaperones will count towards the group’s 15+ person total.

What if I have more/less volunteers than I expected?

At least 15 volunteers must be registered by May 1, but it is highly recommended to have several more in case of last-minute sickness or no-shows. After May 1, you must communicate changes to your number so we can ensure the right amounts of volunteers are assigned to each location. If you have less than 15 volunteers who check in and sign out of the event, we will not make a donation to the organization. 

Where and when will we be volunteering?

The group leader will be notified at least two weeks before the event of the time, location and details on the volunteer tasks for the group. We try to keep groups together but we reserve the right to use group members at different locations.

What do we do when we show up to volunteer?

EACH volunteer, not just the group leader, must sign in and sign out with the volunteer manager at your assigned location. These attendance sheets will determine payment to your group. 

When will my group get our donation?

Checks will be sent within five weeks of the event IF we have received completed attendance sheets from the event and a completed W-9 form that includes a Tax ID number. Stipend payments will be forfeited if we do not receive a completed W-9 form within one week after the event date.