Volunteer Management Policy

Volunteer Management Policy

Introduction

Bromley Little Theatre is a registered charity entirely powered by the efforts and enthusiasm of our volunteers. Every aspect of Bromley Little Theatre’s operation depends on the dedication and passion of individuals who freely give their time and expertise. 

This Volunteer Policy outlines Bromley Little Theatre’s approach to volunteering. It defines the roles of volunteers within our organisation, establishes expectations, and details how volunteers will be supported. By providing clarity and consistency, this policy aims to foster a positive and inclusive environment while celebrating the central role volunteers play in the success of Bromley Little Theatre.

Purpose of the Policy

The purpose of this policy is to: –

• Affirm Bromley Little Theatre’s commitment to volunteering and our volunteers;
• Promote fairness, equity, and consistency in the treatment of all volunteers;
• Clearly communicate expectations and provide guidance for volunteers;
• Ensure volunteers know where to seek support or raise concerns; and,
• Highlight the essential role volunteers play in sustaining and advancing Bromley Little Theatre’s mission.

Recruitment of Volunteers

Bromley Little Theatre adopts an informal approach to recruiting volunteers, ensuring opportunities are accessible to all who wish to contribute.

Our recruitment process works as follows: –

• Expressions of Interest: Anyone is welcome to express their interest in volunteering at any time, usually by one of the following methods: –
  • Emailing blt.volunteer@bromleylittletheatre.org;
  • Attending one of our open auditions to audition for a role;
  • Speaking to a current volunteer; or,  
  • Attending a Volunteer Information Session or First Thursday social event.

• Tour and Role Discussion: Prospective volunteers are invited to tour the theatre and discuss available roles.
• Information Packs: Based on the roles of interest (or in the case of a role offered in a show), volunteers will receive a Cast Information Pack, Crew Information Pack, or general Volunteer Information Pack.
• Volunteer Information Form: Volunteers must complete this form to capture key information, enabling Bromley Little Theatre to fulfil its duty of care.

We acknowledge that some follow-up by volunteers may currently be required, as we work towards streamlining our processes. We are actively working to improve these systems to ensure a smoother onboarding experience. If you have not heard back about volunteering, please email blt.volunteer@bromleylittletheatre.org

Fairness and Equity

Bromley Little Theatre is deeply committed to treating all volunteers with fairness and equity. We welcome individuals from diverse backgrounds and strive to provide equal opportunities for everyone. 

If adjustments are required to make a role accessible, Bromley Little Theatre will make every reasonable effort to accommodate those needs. 

Induction and Training

We aim to equip volunteers with the knowledge and skills they need to thrive in their roles. While Bromley Little Theatre’s induction and training processes are evolving, current provisions include: –

• Role-Specific Training: Provided for Bar, Front of House, and certain backstage roles;
• Mentorship: New volunteers receive guidance from experienced members in their respective roles;
• Volunteer Information Sessions: Hosted approximately every two months to keep volunteers informed and engaged; and,
• Diversity and Inclusion Training: Provided to promote an inclusive environment.

We recognise the value of effective training and are committed to continually improving our induction process to enhance the volunteer experience.

Expenses

Bromley Little Theatre does not reimburse personal expenses incurred during volunteering. However, if volunteers purchase items on behalf of a show, they may submit a reimbursement claim. A receipt must accompany the claim, and reimbursement will be processed promptly.

Supervision and Support

While Bromley Little Theatre does not operate a formal supervision system, volunteers have access to support and guidance as follows: –

• Show-Related Roles: Volunteers can approach their show Director, the Artistic Director, Technical Director, or Pastoral Director for assistance.
• Other Roles: Team Leads or members of the Board are available to provide support and advice.

Bromley Little Theatre fosters a collaborative and supportive culture where volunteers are encouraged to seek help whenever needed.

Health and Safety

The health and safety of our volunteers are a priority at Bromley Little Theatre. As we work to formalise our health and safety guidelines, we ask all volunteers to: –

• Prioritise their own health and safety; and,
• Report hazards, accidents, or concerns to a Board member.

Confidentiality and Data Protection

Volunteers are expected to maintain confidentiality and adhere to Bromley Little Theatre’s Data Protection Policy. Any personal data encountered during volunteering must be handled in compliance with this policy.

Safeguarding

Bromley Little Theatre is committed to creating a safe and welcoming environment for all individuals, including children and vulnerable adults. We recognise our responsibility to safeguard the welfare of those who come into contact with our organisation. All volunteers must adhere to Bromley Little Theatre’s Safeguarding Policy.

Volunteers should report any concerns related to safeguarding to the designated safeguarding leads immediately.

Problem Solving and Complaints

Bromley Little Theatre values open communication and is committed to resolving concerns promptly and fairly. If volunteers encounter issues or wish to raise concerns, they can follow these steps: –

• Show-Related Concerns: Contact the Director, Artistic Director, Technical Director, or Pastoral Director; or,
• Other Concerns: Approach the relevant Team Lead or any member of the Board.

Bromley Little Theatre encourages a respectful and constructive approach to addressing challenges.

If you have a Grievance that you wish to approach formally, please refer to our Grievance Procedure and Disciplinary Procedure. 

Conclusion

This policy underscores Bromley Little Theatre’s dedication to its volunteers, who are the heart of our organisation. We acknowledge that some areas require improvement, and we are committed to enhancing the volunteer experience. Your contributions are invaluable, and your support enables Bromley Little Theatre to thrive as a community-focused theatre.

Policies that are relevant to this policy: –

Code of Conduct Policy
Safeguarding Policy
EDI Policy
Disciplinary Procedure
Grievance Procedure

This Volunteer Policy is a living document, reviewed regularly to ensure alignment with current legislation and best practices.

Date of Policy: April 2026