CityServe volunteers don’t mind hard work. But the difference between a work day and a GREAT day is when they feel connected, welcomed, and clearly guided. From a volunteer’s perspective, here are four simple ways to maximize a CityServe project.
1) Think through (and be ready to answer) three key questions
Before anyone arrives, take time to get clear on:
- What do you love about your school?
- What is a hope you have for your school?
- How does this project connect to those answers?
This doesn’t need to be overly polished. But when a leader has clarity here, volunteers feel like they’re stepping into a larger mission—into something meaningful—not just completing a task list. Clarity here helps communicate who will see and feel the impact of this project and the project’s impact in a larger story.
2) Be present, engaged, and hospitable
Hospitality is the difference between “we had volunteers” and “we built relationships.” Hospitality makes the day feel human, not transactional. We have seen that when relationships grow, connection, compassion, and capacity start to expand.
Very practically, hospitality looks like:
- A leader who is visible and grateful
- Basics covered (water, restrooms, supplies, safety, where to put trash)
- Clear expectations (where to go, who to follow, what “done” looks like)
- Small check-ins that communicate, “I see you, and you and your work matter.”
3) Share briefly at the start
Start the day with a short welcome and briefing (two to three minutes) where you share your “love, hope, and connection.” This will change the whole tone of the day.
It’s not about giving a speech—it’s about letting volunteers into the heart behind the work. When we understand “the why,” we work differently. We care more. We remember it—and we’re more likely to engage again.
There is a sample script at the bottom of this article that will help guide you through this intro.
4) Share the next thing volunteers can be part of
Don’t let the day end with “thanks, see you later” if you want to build ongoing relationships. Make sure you give volunteers a clear next step—one simple way to stay connected:
- Back-to-school night
- Art night
- Harvest festival
- Another volunteer day
- Any easy on-ramp that fits your school culture
Even a single sentence helps during your briefing- “If you would like to plug in further, I’d love to invite you to our (next thing)”. Another easy on-ramp is to have your school calendar printed with opportunities to plug in. Don’t miss the opportunity to invite these wiling helpers into further engagement.
Turn a project into a relationship
When you put these four pieces together, CityServe becomes more than a one-day, get-stuff-done, work push. Your clarity helps volunteers understand why the day matters. Your presence and hospitality make people feel valued while they work. And your invitation gives them a simple way to stay connected.
If you can send people home thinking, “That school was grateful, that work mattered, and I know how to come back,” you didn’t just complete a project—you helped build a village around your school.
CityServe Day Script
“Good morning! Thank you for coming today—we’re really grateful you’re here.
My name is (name), and I’m the (role) here at (school). Before we jump into the work, I just want to give you a quick picture of who we are and why today matters.
One thing I love about our school is (name something you love or is noteworthy). We’re proud of (a strength, a program, your students, your staff, your community)—and we’re also in a season where support like this really makes a difference.
One hope I have for our school community is (name a dream you have for students, families, or educators). That’s the kind of school we’re working toward—one step at a time.
Today we’re going to tackle (name project). By completing this project, our school will (name what will be seen and felt). It might look like (fresh paint / a cleaned-up space / safer walkways), but it will also feel like (care / dignity / welcome / pride) for our students and staff.
As we get started, a couple quick notes:
- Restrooms are (location).
- Water/snacks are (location).
- If you need anything, please grab me or (name) — we’re here to help.
We really believe this school is an incredible place made up of incredible people, and you being here is part of that story. If you’d like to stay connected after today, there are a couple easy ways to jump in: (name next things).
Thank you again for serving with us. We’re grateful for your support—and we’re excited to tackle this project together today.”