Road to Rio 2016 Olympic & Paralympic Games : A Volunteer's Journey!

Whilst around the world our  athletes are rigorously training for what could be the greatest opportunity of their life... Many volunteers are sitting on the edge of their seat, waiting to find out if they're going to have the opportunity to support those athletes hoping to turn their dreams into reality.

Here's an insight to the road to Rio, from a volunteers point of view...

1st September 2014: Application Submitted!

Less than a month after volunteering at Glasgow 2014 Common Wealth Games I decided to set my sights on Rio 2016 Olympic & Paralympic Games. Why not I thought? Perfect way to celebrate handing in my PhD thesis. 

Yes just to clarify - the date isn't wrong! Applications opened just short of 2 years before the actual event. You have to be prepared if you really do want to get involved in some of the worlds greatest sporting events!

Not long after my application was submitted the first stage of the process was complete via the Online Dynamics Game. This was a great way of finding out how people respond to various takes and challenges a volunteer faces in their role. It was also a good way of Rio 2016 to find out exactly why volunteers are wanting to be involved.

27th November 2014: Language Levelling!

On my application I stated I had a basic level of French, Italian & Portuguese. Whilst volunteering at the British Figure Skating Championships 2 emails dropped in my inbox...

Uhoh! I didn't think I'd only have a month to revise my French and Italian from my GCSE's!

Anyways...with the help of Duolingo I set myself the challenge of doing 'half decent'.

On a day between Christmas and New Year, I found myself sitting in Newcastle University's Robinson Library completing my language levelling exams!

The good news being they deemed me as having an intermediate Italian level and a upper-intermediate French level. I surprised myself...and no I didn't cheat.

11th February - It's time to learn about the Rio 2016 Sports!

Now fearing the Portuguese language levelling email, I was happy to see this land in my inbox. It was time to learn all about the sports in Rio.

7th August 2015 - Interview time

Having past the language levelling and been through the Online Dynamics test, I was excited to receive an email in July, just after returning from Baku 2015, inviting me to interview!

Having interviewed volunteers for London 2015 and Rugby World Cup 2015, and been interviewed for Glasgow 2014, I thought I roughly knew what to expect from a volunteer interview. I was mistaken, massively!

Firstly this was an online group interview - in English. There were about 12 of us on the call. Secondly the interview was not done with respect to a particular functional area.

The host showed us a very inspirational video really setting the scene and getting us excited for Rio 2016. After that we were shown a brief slide show telling us more about the expectations of Rio and what we could expect being a volunteer. The first thing each of us was asked to do was introduce ourselves and tell the group which athlete inspired us most. Anyone who knows me will know before I even say.... I chose Seb, or Lord Coe as others like to call him ;-)

Next up was our task. We, as a group, were tasked with coming up with a slogan and jingle to be used to advertise the games, with the values of the games in mind. Wow... I wasn't expecting that. I was expecting to be grilled on my experience and skills. Luckily I have a creative side.

[apologies to the lady for the very unflattering picture!]

By the end of it, I thought the interview had went well. I can't remember what our slogan or jingle turned out to be in the end. In fairness it was all a bit of a blur. Guess I have to wait and see what the outcome is!

27th November 2015 - BREAKING NEWS!

Today, 'Black Friday' I woke up to a news article from Rio 2016 stating they'd accepted 50,000 volunteers of 70,000 and by typing in your email you could find out if you were one of the first to be chosen. I won't lie, I was so so so nervous typing my email into that box! But never mind.... It was good news! Rio 2016 here I come!!!

I love love love that Rio had allowed all 50,000 of the volunteers already chosen to find out all together. Usually with event's there's a drip feed of acceptance across the different functional areas. This meant we all were able to celebrate together. 

Now the wait begins to find out expect what role I've been allocated.... we shall see! 

Sunday 27th April 2016 - I thought I best update you!

Back in December I receive a role for both the Olympics and Paralympics - I thought all my luck had come at once, until I realised what the role was.

**Warning - rant included!**

Now don't get me wrong, I'll give anything a go and get stuck in where I'm needed - however when a role includes some translation work - have they heard my Geordie French/Italian??? Given the role included working with the media/press and booking conference rooms etc. I'm quite anti-media when it comes to volunteering, I'm all for supporting athletes, most of who aren't actually paid for what they do (yeah ok most are sponsored these days but that's different!) however the media are carrying out a paid job, they're there to make money for their media outlet. This is why I feel uncomfortable travelling half way around the world, using my own money to help people who are there, paid for by their work, make a fortune? Everyone has their own motivations for volunteering. Mine is not to support the media.

**Rant over :-) **

As Rio have an awesome online chat facility I spoke to a guy there who told me not to worry about not feeling comfortable with me role, and that I should just not accept it and I'd have a new role in 10 days time to accept! Awesome I thought. However, 10 days came and went. At the end of January I returned to the online chat and was accused of 'not accepting my role' even though the previous guy had opened a case for my enquiry. At this point I was assured not to worry as my role would be reallocated by the end of February. February came and went, with no role in my inbox - what was going on? I returned to the online chat - again I was accused of not accepting my role and again I was told the deadline for roles was now May.

Given it's now coming to the middle of April I decided to enquire this time through their Facebook page to ask if I was on the only one waiting. Yet again I was accused of not accepting my role, yet again I went on to explain this is what I'd be instructed to do. Next thing I know, my phone is ringing with a very odd number - a call from Rio 2016! Apparently I'd be given the wrong information back in December and that they could only now guarantee I'd receive a new role by the end of JUNE! Given the Olympics starts 5th August and volunteers are advised to arrive a few days ahead, this would leave me 1 month to sort logistics. Would accommodation still be available? Would there even be flights left by then? Who knows.

The worst thing about it is Rio 2016 also keep removing my post from their Facebook. I didn't think Rio would be against transparency, but it appears they don't want the truth out there...slightly worrying!

I think it's time I withdrew my application..... annoying given I've saved up for the last few years to go and that my employer has granted me 7 weeks off to go :'(

2nd June 2016

Into my inbox dropped another offer - you wouldn't believe it. After all I went through explaining I did not want a role working with the media, the exact same role I'd been offered in December was back! This time I didn't get a chance to accept or decline. I was simply put in touch with the volunteer manager who was keen to know when I was planning on arriving! After a polite response, explaining I was not coming to Rio for this role I was evicted from the volunteer portal. Ops!

The price paid to volunteer....Time and ££

As the Glasgow 2014 Common Wealth Games gets closer and closer, the realisation of the cost of volunteering beyond just your personal time is setting in for many, so I thought I'd do a post on the realistic costs of volunteering at events! Obviously this is just my personal opinion on things, and how I personally choose to make my decisions about events etc. I appreciate everyone is different and has different views. Fingers crossed it might help one person....somewhere!

Before I talk costs, first I'll offer some guidance on working out 'if it's worth it' for your personal circumstances....
Note: not all volunteering costs money and lots of time! The more local the event is, the cheaper the transport to it and the less time required travel to it :o)

1. Check your availability for the event: different roles and events have different availability requirements. Make sure you're honest about these - don't just say the maximum in hope that it will stand you in a better chance of getting a role. What would happen if after you've invested lots of time and money attending training to be given your rota and not be able to make 7/10 of your shifts so the organisation offers the role to someone else instead? So check you're holiday allowance, speak to your boss at work, ask what time you can have off, speak to friends and family, work out what is actually realistic... it will make life so much easier come the event! How gutted would you be if you get a role and your boss doesn't let you have the time off? Just be honest about things!

2. Check how many training days are required: 99% of organisations will state how many days you will be required prior to the event - ask yourself, can I realistically commit to this? Will I be able to get the time off work? Will I be able to get childcare for these times? Deem training as compulsory unless emergency situations arise - don't be 'that person' that thinks they're 'too special' or 'experienced enough' to not have to attend. What would happen if everyone decided it wasn't worth it - no one at the event would be trained! My view is either I fully commit to doing something or don't do it at all.

3. Check when you will hear by: most of the applications I've submitted have an 'application due' date and a 'you will hear by' date or time frame. Take the worst case scenario, if you don't hear by then, can you still get time off work, arrange for all those mentioned in the above? Is there something you'd rather be doing? Too many times I hear, "I haven't heard yet, I'm really annoyed because I can't book a holiday".... if you get the role you wouldn't be having a holiday anyway!!

4. Check what expenses will be paid: 99% of FAQ's or volunteer adverts will tell you if the organisation will be paying expenses. Make a note of the distance if the organisation will only pay travel expenses for so many miles, this can be handy when looking for accommodation!

5. Check average costs for training AND event time....and don't expect the £19 a night Travelodge Deals! You'll find that normal principles apply to booking transport, 12 weeks in advance for trains and the like. Obviously if you wait until the week before you'll expect to pay a small fortune, but working in advance is worth it. BUT.... don't depend on booking in advance...you might still be awaiting your outcome depending on Number 3 above :-)
Accommodation, is a different matter! For small scale events, think UK School Games and the like, it's likely you can get half decent prices at Travelodge/Premier Inn type places. Olympic Games and the like, don't even THINK you'll get cheap accommodation! My best advice is to think about exactly what you 'REALLY' need, yes we'd all love a 5* hotel right by the venue, but that will obviously come at 5* prices and some more!! My best bit of advice would be to start saving as you start filling in your application form! If you save too much, well that's a few extra beers or t-shirts, too little and you struggle your way through...

6. Check what the role options are and what the guarantee of getting these...obviously there are certain roles that the majority of people would want at an event. It's normally not feasible for everyone to get what they applied for. Before applying make sure you check that roles are available and if you'd mind being given something other than you're applying for. Sometimes it your role allocation might make no sense at all to you, but are you willing to trust the organisation to allocate you a role they think you have the skills for? Number 1 tip... Be prepared for change! Things happen, people drop out, new roles are required and logistics change. Be prepared to turn up and muck in with what ever needs to be done on the day to get the event to go off with a bang!

My final thing to advise you on, DO NOT VOLUNTEER INSTEAD OF BUYING TICKETS!! If you really, really, really, want to see the action (and will be grumpy if you don't see it!) buy tickets!! As a volunteer you could be placed ANYWHERE unless your role specifically says 'court side', there's every chance you could be in a car park directing people into the venue, or in a corridor stopping unauthorised people walking down it! You have been warned! :-)

I can't emphasise how important it is to consider all these things upfront and really thinking through your expectations - applying 'just to say you have' only wastes your time and adds extra work for those doing the organising and recruiting.

Remember....There are always plenty of people who have the time and money ready to commit to the event. It's a shame for them not to get the opportunity because of someone applying 'just to say they have'. It would be a shame for you to drop out last minute and it be too late for someone who was willing and ready to take up the opportunity if they'd have been accepted when you had!

If you've gone through all these are are definitely ready to commit then read on for the typical costs I've paid whilst volunteering.....

UK School Games 2011 Sheffield: 1 x training event + 5 day event
£45 petrol - I lived in Gateshead at the time, so I had the petrol there and back for the 2hr training
£45 petrol - travel for the time of the event
£200 accommodation - 7 nights in a Premier Inn 5mins drive from venue
£60 food - some nights I went and brought food from Asda, others I was so shattered I ordered room service, some nights I worked 14hr+ shifts so I got 2 meals provided!

World Netball Series 2011 Liverpool: no training + 2 days event
£45 - By this time I'd moved to Sheffield so commuted from Sheffield to Liverpool each morning and evening. Drove Snake Pass for the first time....whilst it was pitch black! It's worth noting this event was 5 days long, but I was only available for the weekend shifts.

London 2012: 2 x training, 1 x Uniform, 12 day event
£52.45 - Travel to Role Specific Training
£52.45 - Travel to Venue Training
£18 - Tube travel to get from St. P to Hackney and the likes!
£0 - For Uniform and Accreditation Collection (I was in London on other business!)
£900 - Travelodge in Covent Garden for 12 nights
£45 - Travel to London for the games! I booked this well in advance, paid extra to change my return ticket to a later time once I heard the parade was happening...also paid £3 extra for the 1st class upgrade!
£60 - Food. My shifts were 12pm-"8pm", so I was never awake for breakfast...and became a regular in the Sainburys opposite Holborn tube!
£9 - luggage store in St. P so I could watch the parade hassle free.
In addition to this, I don't want to add up the amount I spent on merchandise. Tickets I bought aren't included either....they came to at least £200 but that's something else I don't want to add up!

Note: I think I was lucky with London - I didn't find out I had my role until quite late on, by which point hotels had started reducing their prices. I did weigh up the idea of staying further outside of London and commuting in, but I really wanted to be in the buzz of it. Central Line did me proud!

Glasgow 2014: Possible 3-4 training, 1 x Uniform, 12 day event
So far...
£45 + £29 - Travel to interview: I drove back to Gateshead, stayed with my parents then go the train to Glasgow!
£36 - Travel to Orientation Training - I booked these 12 weeks in advance! Shef -> NCL -> Glasgow return!
£238 - Accommodation aka. my tent on a campsite!! I've took the brave decision to book via Camping Ninja (http://campinginglasgow.com/volunteer-special/) for the price, it's amazing value! All I'm worried about is the communal showers, but I'm sure I'll survive!
Expecting:
- At least another 2 or maybe 3 trips to Glasgow for training and uniform collection
- Travel to Glasgow for the games (definitely driving, not taking my tent on the train!)
- Food whilst there
- Travel whilst there (will more than likely be free but may as well over estimate!)
- Additional costs for the likes of merchandise and beer!

At the end of the day, it's important to be honest about the cost of volunteering, both time and money wise. Volunteering wouldn't be half as fun if I was too busy concentrating on how much things were costing or how much work I'd have to do when I got back! If you're wanting to volunteer but don't have the time or money to go and do 'big' events, look local! There's LOADS of sports clubs, charities and random organisations that would benefit from your time, probably more than a 'big' event would! :-)

Feel free to share your own opinions and costs via the comments below :-)