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Connect with Your Agency

Communicating effectively and frequently with the project coordinator will better prepare you for a productive and FUN service project, minimizing the potential for unpleasant surprises when you arrive on site.

After receiving a confirmation of your project choice from United Way, contact the agency project coordinator immediately to introduce yourself, to confirm the project's details, and to arrange a site visit.


  • The time your team should arrive at the project site
  • Supplies required of your team
  • Supplies that the agency will provide
  • Appropriate clothing
  • Skills necessary (especially for construction projects)
  • Directions to the project site (not necessarily at the agency)
  • How long it will take to get there (especially for the outlying counties)
  • Parking details (should you carpool?)
  • Food arrangements (Who provides snacks, lunch, drinks?)
  • Bathroom facilities (for outdoor projects)
  • Rain plan (Will your project take place if it's raining? Will you reschedule? How should the agency coordinator contact you if it is raining in the morning? How will you inform your volunteers?)
  • Nametags provided by the agency
  • That the agency's insurance covers volunteers during your project
  • If necessary, when to sign waiver-of-liability forms
  • Whether or not the project coordinator will attend the Kickoff Breakfast Rally and how you will recognize him or her
  • A time that you can visit the project site prior to the Day of Caring
  • Other details?

Download and print a checklist version of this page for your reference.

After the Day of Caring

Thank you for all of the work that you accomplished on the United Way Day of Caring! Take time to write about your experience on your company's website or newsletter!

United Way Day of Caring Evaluation forms will be available in September using Survey Monkey. In the meantime, please send all feedback to our This email address is being protected from spambots. You need JavaScript enabled to view it. . Thank you!

Planning for the Day

Spend some time planning before your team arrives at the project site to be sure that this day is a positive experience for your volunteer team and for the agency that you’ll be working with!

  • Contact the Agency Project Coordinator of each project that your team has signed up to complete and communicate consistently and thoroughly up to the day of the event. 
  • Communicate with all team members so they know what their project is, how to dress, where to meet, what tools to bring and what they will be doing. Confirm that all team members are comfortable with the work you have signed up to complete. 
  • Visit the site beforehand, when appropriate. This will help you to know exactly what the project will involve and what supplies are needed.
  • Procure supplies/safety gear requested by the agency.
  • Develop a rain strategy. How will you contact all volunteers if your project is cancelled?
  • Arrange for transportation (carpools, distribute directions, etc.).
  • Sign any liability forms requested by agencies.
  • Keep a record of the names and email addresses of the volunteers on your team in an Excel spreadsheet, and confirm that they all show up to work on the day of the event. You will be asked to submit this list to This email address is being protected from spambots. You need JavaScript enabled to view it. after the projects take place.Please be sure to advise This email address is being protected from spambots. You need JavaScript enabled to view it. of any changes to the number of volunteers on your team ASAP. Changing the number of volunteers on your team can significantly impact agency preparations for the Day of Caring. 
  • Download and print a checklist version of this page for your reference.

On the Day of Caring

The United Way Day of Caring is finally here! It’s time to get out of the office and enjoy a day with your co-workers making our community a better place! Here are some tips on ensuring the day is a great experience:

  • There will be media opportunities during the day. The media will receive project lists and may visit any of the sites.  We will do our best to alert you if we know they are coming.  Please do not send any press releases for your Day of Caring projects.
  • While participating at your project, please remember to maintain the level of professionalism and accountability that you would at your office.
  • Please also keep confidential the details of people you meet and circumstances that you encounter during your experience, especially for teams who provide service to individual clients in their homes.
  • During the Day of Caring, if there are ever questions about projects, volunteers or the like, feel free to contact the United Way main number, 434.972.1701.

How to Participate

Eligible Volunteer Teams

  • Companies, small businesses, civic groups, churches and service organizations are encouraged to register a team of volunteers.
  • A group can sponsor a team of two or more volunteers. There is no limit!

Forming a Team

  • Determine a Team Leader who will be responsible for communicating with United Way, the sponsored agency, and the volunteers.
  • Most companies provide "release time" for employees to participate in company-sponsored volunteer activities such as The Day of Caring.
  • Use the company e-mail list, or internal newsletter to announce your company or organization's participation in the Day of Caring, and to recruit volunteers.
  • Determine your team's interest. Do they want to work with clients, provide landscaping or clerical assistance? Do they want to work in the morning, afternoon or all day?
  • You may register your team on-line. You will designate your team leader, contact information and the estimated number of volunteers you will have for your team.

Project Selection

  • Register your team online before the deadline.
  • Plan to attend one of the Team Leader Meetings in August (see the planning timeline).
  • Project selection will occur online in August.
  • Select your project(s)for your team.
  • You will receive a confirmation with project details and agency contract information.
  • Contact the agency in August to schedule a site visit and introduce yourself.
  • Submit volunteer names online in early September.
  • Attend the Kick off Rally Breakfast and volunteer at your project!



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