MEGA ADOPTION EVENT PARTNER GUIDELINES GENERAL EVENT INFORMATION Adoption hours are 10 am-6 pm Friday and Saturday, 10 am-3 pm Sunday. All groups must participate ALL 3 days of the event and cannot pack up early without prior arrangement/notification of MEGA staff (unless your group adopts ALL pets available). All adoptions are to be completed same-day. The adoption fee for the September 18-20 adoption event is $25 for everyone. Adoption fee includes spay/neuter, age-appropriate vaccinations and microchipping of all dogs. If your group does not microchip, HSC will provide opportunities to help you with this. Groups must ensure at least one representative from their organization is at their booth at all times. Each group will be given a lanyard for identification of their group representative. This ensures if someone is interested in an animal or questions arise, volunteers and attendees know who to approach. Groups MUST have representation onsite at the event every morning by 8 am to care for animals cleaning, feeding, etc. PLEASE educate your adopters about heartworms, treatment, and any special needs for heartworm positive pets they are looking to adopt. Discuss the cost involved and if your group is sponsoring all or a portion of the treatment. SET UP Group set up is Thursday September 17, from 9 am-5 pm. CAGES/SUPPLIES Please notify Michelle Logan at michellel@bestfriends.org IMMEDIATELY if you are requesting assistance with cages. HSC has a limited number of cages for the event, but we may be able to provide some for groups who request them in a timely manner. Please bring your own cleaning supplies (paper towels, disinfectant, etc.) and any other items you may need to care for your animals as we will not have these available for all groups. PARKING There will be a designated parking area for groups and volunteers. VOLUNTEERS Volunteers for the event itself will organized by HSC. A limited number of volunteers will be available to assist groups with dogs and cats during the event, but we encourage you to direct your surplus volunteers to our Volunteer Manager Dawn Gearhart at dgearhart@humanesocietyofcharlotte.org. If you plan on bringing your own volunteers and do not desire assistance from general event volunteers, please email dgearhart@humanesocietyofcharotte.org ASAP. This will help us determine resources needed for the event. If you bring your own volunteers, they do not need to sign in at our volunteer check in and we will not direct them in any way as far as tasks. They DO need to comply with the same code of conduct as your group and should be notified in advance of the expectations. Should volunteers have issues or questions, they should bring them to your group leader, who in turn will notify one of our staff members if further action is required. DESIGNATED EVENT CONTACT If needed, please bring any questions/concerns during the event to Patti Bracken (HSC) (704) 898-4974 Page 1 of 3
MEGA ADOPTION EVENT PARTNER GUIDELINES CODE OF CONDUCT We agree to hold mutual respect for each other. Groups will not speak negatively of the event or participants to volunteers or via the internet/social media or in any other public forum. If any issues/questions arise that require attention and/or action regarding inappropriate attendee behavior, groups will notify the designated event contact immediately. Groups (and their volunteers) will not spread this information throughout the event or to other groups. Once an event contact has been notified, a course of action will be determined, including assistance from the event police officer, if necessary. Animal control officers from outside of Charlotte Mecklenburg County should not wear their badges to the event. Confidentiality, professionalism and diplomacy will be respected in all communications. All groups must ensure their adopters check out in the Finish Line area. It is highly recommended you escort them to the Finish Line table to ensure the adoption has been counted and the pet is being managed. This is crucial not only to hosting future adoption events but also ensure your group receives the proper adoption credit. I HAVE READ & AGREE TO UPHOLD ALL GUIDELINES CONTAINED HEREIN. I AM AN AUTHORIZED REPRESENTATIVE OF THE GROUP NAMED BELOW. GROUP NAME REPRESENTATIVE NAME (PLEASE PRINT) REPRESENTATIVE SIGNATURE DATE Page 2 of 3
MEGA ADOPTION EVENT PARTNER GUIDELINES REGARDING DOGFIGHTERS ATTEMPTING TO ADOPT AT THE MEGA EVENT This information was compiled by a reliable source who works directly as the lead in dog fight investigations for a nationally known animal welfare organization: REGARDING BAIT DOGS Professional and amateur dog fighters do not use bait dogs. That is a term that has been used and sensationalized by the media. Fighters will roll their dogs (a term used to test a dog to see if he/she has game). They will have the dog fight an established fighter to see if the dog continues even after they are exhausted and/or getting beat; this is probably where the term bait dog came from. REGARDING ADOPTING SHELTER PETS FOR FIGHTING There are many reasons why an individual engaged in dogfighting would not come into the shelter (or an event such as the Mega Adoption event) to adopt a dog for dogfighting o AT MEGA, ALL PETS ARE STERILIZED. They will under no circumstances want to acquire an altered dog. This defeats the entire goal of dogfighting since the result of dogs they fight is to continue on with breeding of specific bloodlines of dogs for this purpose, which is clearly not possible with an altered dog. Their general belief is also that an altered dog is somewhat tainted and would not perform as well. o AT MEGA, THERE IS NO PROOF OF LINEAGE/BLOODLINES. Another important factor to many engaged in this activity is the ability to identify dogs as being from specific bloodlines that they are familiar with. They would need to know the lineage and purebred background of the individual dog, which is, of course, impossible when adopting from the shelter. o AT MEGA, ID & OTHER PERSONAL INFORMATION IS REQUIRED TO ADOPT. They will also avoid situations where they would need to not only identify themselves by providing ID but also be providing address and other contact information, opening them up to potential inspection or further unwanted engagement with the local animal welfare and law enforcement authorities. Most pets at the Mega Adoption event are also microchipped. o IT IS EASIER & LESS RISKY TO OBTAIN ANIMALS ELSEWHERE. We also find that, even when looking at street-level dogfighting, these individuals are not entering shelters for dogs but instead can easily obtain dogs from friends, relatives and others within an area where they can find American pit bull terriers for very little money or often times can have small backyard breeding operations of their own. IN SUMMARY: In my experience overseeing our animal fighting cases, the placement of dogs from the dogfighting cases we assist on as well as working in the sheltering community for more than 17 years, I have never encountered an individual acquiring an animal that was available for adoption from the shelter for the purpose of dogfighting and have not seen a confirmed case of this happening in any of my work throughout the country. SHOULD ANY GROUP HAVE ISSUES OR CONCERNS ABOUT AN ATTENDEE, PLEASE NOTIFY ONE OF THE DESIGNATED EVENT CONTACTS IMMEDIATELY. THE EVENT CONTACT WILL THEN TAKE ANY FURTHER ACTION, IF NEEDED. Page 3 of 3
10 WEEKS AHEAD Begin recruiting volunteers Add the event to Volgistics provide brief description of event, a time line, potential job descriptions, etc. 8 WEEKS AHEAD Keep in touch with interested/participating volunteers to make sure everyone is still on board 6 WEEKS AHEAD Make a plan for promoting the event via Volgistics (maybe social media) Post volunteer job descriptions on Volgistics 3 WEEKS AHEAD Touch base with volunteers and give exact assignments Give any new updates to participating rescue groups and shelters 2 WEEKS AHEAD Volgistics postings into high gear 1 WEEK AHEAD Have an orientation meeting for volunteers Email any last-minute reminders or updates to participating volunteers 2-3 DAYS AHEAD Email final reminders to participating volunteers Volunteer Job Descriptions EVENT SETUP VOLUNTEER Hang signage (tent banners, balloons on tents, small signs on animal crates, etc.). Distribute and set up tables and chairs. Distribute supplies and equipment. Help groups set up crates and materials. Make sure all areas are tidy and ready for potential adopters. Thursday: 10am 2pm or 2pm 6:00pm
TEAM LEADER FOR ON-SITE VOLUNTEERS Make sure volunteers are checked in and out. Make sure each volunteer has a name tag containing his/her name and volunteer position. Ensure that volunteers understand their duties. Give out vests, slip leads or other equipment to volunteers as needed. Advise volunteers of who their lead is and where to go. Act as the main contact for volunteers. Reposition volunteers as needed throughout the day. Place floaters in any areas where help is needed. Update adoption board numbers as adoption assistants report them (every hour or so). DOG AREA CAPTAIN Ensure that volunteers in the dog adoption area are in place. Be sure that volunteers know their assigned duties. Help check participating groups in, making sure they have met all setup requirements (cage card for each dog, food and water for the animals, etc.). Answer questions from groups. Assist shelter or rescue group assistants with their duties, as needed. Check to make sure the dog tent is clean, cages are secured, and the area is stocked with hand sanitizer, small garbage bags, extra pens and poop scoopers. Ensure that all dogs are on leash before they leave the tent, and that all dogs are being walked by groups throughout the day. Mediate any conflicts between adopters and rescue groups. Notify staff if an animal needs attention (e.g., if an animal appears sick). Act as a liaison among groups, staff, volunteers and the public. Use an air horn to alert staff about loose dogs or dog fights. Ensure that groups are following policies and procedures, and filling out paperwork properly. Make sure all adoptable dogs are wearing Adopt Me bandanas at all times. Connect with each group throughout the day to find out if they need more supplies or help, or if they have a dog who needs to be promoted on stage. Make sure the groups check out before they leave each day, assisting the checkout person with those duties as needed. CAT AREA CAPTAIN Ensure that volunteers in the cat adoption area are in place. Be sure that volunteers know their assigned duties.
Designate a cat door guard, someone responsible for closing doors if a cat gets loose and making sure that dogs are not brought into the tent. Help check participating groups in, making sure they have met all setup requirements (cage card for each cat, food and water for the animals, etc.). Answer questions from groups. Make sure tables have the correct group signage attached. Check to make sure the cat tent is clean, cages are secured, and the area is stocked with hand sanitizer, small garbage bags, extra pens and poop scoopers. Shift cages as needed to keep the tables full. Assist shelter or rescue group assistants with their duties, as needed. Ensure that all cats are in crates before they leave the tent. Mediate any conflicts between adopters and rescue groups. Notify staff if an animal needs attention (e.g., if an animal appears sick). Act as a liaison among groups, staff, volunteers and the public. Use an air horn to alert staff about a loose cat. Ensure that groups are following policies and procedures, and filling out paperwork properly. Rotate balloons among the cat cages throughout the event to draw attention to different cats. Connect with each group throughout the day to find out if they need more supplies or help, or if they have a cat who needs to be promoted on stage. Make sure the groups check out before they leave each day, assisting the checkout person with those duties as needed. GREETER/GATE WORKER Provide security at the gates. Greet and track attendees (using a provided clicker). Answer questions about the event and point attendees in the right direction. Close the gate if the air horn blows (which indicates a loose animal). If an attendee brings his/her own pet to the event, give the person a ribbon to tie to the animal s collar (to distinguish the animal from the adoptables at the event). Check that anyone leaving the gated area accompanied by an animal without a ribbon has the appropriate adoption paperwork. Offer a slip lead to anyone who brings in a dog without a leash. If there s a special entrance for rescue group and shelter personnel, make sure they check in and out at the appropriate gate. As they leave, thank attendees for coming.
TRAFFIC CONTROL VOLUNTEER (for vendors, sponsors, rescue groups) Make sure people are parking where they should be parking. Direct traffic if necessary. When applicable, make sure that spaces set aside for special purposes (e.g., unloading equipment, radio station personnel) remain clear, with the traffic cones in place. ADOPTIONS ASSISTANT If needed, help groups with any adoption-related tasks. Keep a tally of the number of adoptions and update the team leader for volunteers every hour. Make sure that adopters complete checkout forms in full and that their writing is legible. Answer any questions from adopters about the event or participating groups. (If the question is about a particular group, direct the person to that group.) Encourage adopters to have a photo taken with their new pet (if a photographer is available). SHELTER OR RESCUE GROUP ASSISTANT Help direct groups to the appropriate person to get them checked in to the event. Help unload animals and get them set up in their space, including attaching cage cards. Make sure the area is clean, cages are secured, and the area is stocked with hand sanitizer, small garbage bags, extra pens and poop scoopers. Walk dogs, clean crates, keep water bowls filled, scoop litter boxes and/or dog poop when necessary, and generally help to keep the animals safe, calm and engaged. Ensure that adoptable dogs are wearing Adopt Me bandanas. Assist the cat tent captain with rotating balloons to highlight certain cats. Learn about some of the animals to help showcase them to potential adopters. Be proactive about engaging attendees in conversation. Handle the animals featured on stage, if requested. Answer questions from attendees about the adoption process. Help adopters find group representatives if they have specific questions about an animal. Alert the team leader of any problems, human or animal. Help groups check out with the appropriate person. Alert this person if groups are packing up to leave. Keep in touch with the group s leader to find out if you can help with any additional tasks.
PHOTOGRAPHER Take high-resolution pictures of the event and the adopted animals with their new families. Send the photos, with captions, to the appropriate person after the event. MEET-AND-GREET AREA ASSISTANT Advise staff if a meet-and-greet is needed so that a trainer can facilitate the introductions. Assist groups in getting dogs to the meet-and-greet area. Help to maintain the safety of both people and animals by watching for loose dogs and signs of dog fights. MAINTENANCE VOLUNTEER OR FLOATER Perform maintenance tasks, such as restocking supplies, emptying trash cans, cleaning the porta-potties, sweeping up cat litter and scooping poop. Help shelter or rescue group assistants to keep their areas stocked and tidy (e.g. refresh water buckets, replenish hand sanitizers, fix crooked signage). Give support to other areas as needed. EVENT TEAR-DOWN VOLUNTEER Help break down tables, chairs and tents. Help to organize and pack up supplies and equipment. Help groups load their supplies into their vehicles. Make sure the area is clean (e.g., tables wiped, ground washed down, floor swept). Empty trash cans if necessary.
DISTRIBUTION VOLUNTEERS Before the event, distribute marketing materials (e.g., ask local businesses to put up flyers, post flyers on community bulletin boards, distribute door hangers, put up yard signs). After the event, take down marketing materials. Days/times to be determined SET-UP Help us prepare for the largest adoption event in the country! We can t pull it off without you! Help with setting up crates, moving tables & chairs, hanging banners, and turning the Fairgrounds into a place where hundreds of pets can find their new families. Times??? Thursday: 11am 3pm VOLUNTEER CHECK-IN With hundreds of volunteers, we could sure use your help getting everyone organized! Help the Volunteer Coordinator with checking-in & signing up individuals, dispersing shirts, answering questions, & more. Friday: 6:45am 10am, 9:45am 2pm, or 1:45pm 6:00pm Saturday: 6:45am 10am, 9:45am 2pm, or 1:45pm 6:00pm Sunday: 6:45am 10am, 9:45am 2pm, or 1:45pm 6:00pm GREETER With thousands of attendees, we could sure use your help keeping things flowing! Help greet the public & tell them thank you for saving a life, keep attendance, & keep a smooth flow at check-out & entrance/exit doors. YARD SUPERVISOR This diligent crew will keep the dogs & volunteers safe from negative interactions, keep the dogs hydrated, & monitor the entire walking area. PHOTOGRAPHY COMMITTEE There is so much going on at once, we couldn t possibly capture it all! If you own a camera & enjoy being in the moment, this is the role for you!
DOG CHECK We allow the public to bring their own dogs for a meet & greet with the animal they want to adopt. Help us check-in & keep an eye on their pets while they go find their new best friend. DOG HANDLER Help the dogs get their potty breaks & let the public meet with them. There is mandatory training for all dog handlers (even if this isn t your first time) & new handlers will be paired with experienced ones for safety. Also, you must arrive on time for your shift in order to participate in this role. Why don t each groups volunteers handle their own dogs? CAT HANDLER Help the cat side by providing fresh food, water, & litter for each kitty, as well as assist adopters & rescue groups. Again, each group should provide their own cat handlers. ADOPTION PAPERWORK We keep a running tally of the number of adoptions. You can help us keep this count up-to-date & stay organized! This should take place at exit, maybe combine with greeter position/station. OVERNIGHT SAFETY CREW By staying overnight at the Fairgrounds, you ll help ensure the facility is secure & the animals are safe. This can be a role that HSC can take on as long as there is contact information and animal information in case there is an emergency we can reach the group
Friday: night? Saturday: night? BREAK-DOWN It s not glamorous, but it means the world to us! There s a lot to clean up after the event, and our staff are beat! Your help in moving back items, packing up, & loading the truck means SO MUCH! Each group should break down their own cages/areas HSC volunteers can assist groups with taking things to vehicles. HSC volunteers can help clear/clean hall at end of event and should take place on Sunday not Monday. Sunday:?pm -?pm
Offsite Adoptions: Tips for Utilizing Volunteers Give everyone instructions of what they re to do. The event can become chaotic when volunteers are arriving and no one takes time to give directions. You can do this by email prior to the event. Information to include can be specific roles for individual volunteers and job descriptions including who will help adopters complete paperwork, who will get pets out of cages for potential adopters, etc. Make contact with new volunteers so they feel they re making an important contribution. Give specific directions to the event is and any special parking requirements, clothing needs, etc. If you have enough volunteers, don t accept more volunteer offers. It s frustrating to volunteer for an event and see that you are not needed. Assign volunteers to keep cages clean and refresh water bowls. Clean pets are much more appealing to pick up and play with. Experiment with placement of the pets and traffic flow. Just as you see retailers place items for sale toward the back of the store, use that principle for placement of pets which are less adoptable. For example, if space is limited, consider placing the puppies and kittens toward the back. Many people will look for them rather than the older pets. Take photos at the event, including beginning and ending shots to show your progress and happy endings to post on social media and your website. Arrange for a volunteer to do this ahead of time. Post on your website, social media, your email newsletter, and anywhere you communicate your success story from the adoption event, include photos and how many pets found homes. Often shelters or rescues write about upcoming events but they don t publish the results to the community. It s always good to let animal lovers and donors what you are accomplishing. Many potential donors and volunteers may review your website to see what kind of events you plan, the money you ve raised, the number of adoptions at your events, etc. Make sure you send a thank you email or note to your volunteers afterward and let them know how many pets were adopted and any specifics that may be of interest. For example, if only a few dogs were left, mention which ones. It s possible a volunteer may have an idea for placing those pets. Maintain an email list of your volunteers and ask them to volunteer at future offsite adoption events or fundraising events. Identify the superstars at each specific job duty so they can serve as mentors to new volunteers at upcoming events.