Thank you for choosing to volunteer with Maharashtra Mandal Ireland (MHMI). Volunteers are the heartbeat of our community — every event, every cultural celebration, and every connection made in Ireland owes its warmth to people like you.
This document sets out the standards, expectations, and support you can expect as an MHMI volunteer. Please read it carefully and keep it as a reference.
Contents
- Our values & mission
- Roles & responsibilities
- Code of conduct
- Communication guidelines
- On-the-day event guidelines
- Social media & photography
- Health, safety & welfare
- Recognition & support
- Grievance & feedback process
- Volunteer agreement
1. Our values & mission
MHMI exists to preserve and celebrate Maharashtrian language, art, and culture in Ireland, while fostering a sense of community among Marathi-speaking individuals and families. As a volunteer, you are an ambassador of these values.
Our core values
| Inclusivity | We welcome every Marathi person in Ireland — regardless of background, age, or how long they've been here. |
| Respect | We treat every member, guest, and fellow volunteer with dignity and kindness at all times. |
| Seva (Service) | We volunteer selflessly, with the community's wellbeing at the centre of everything we do. |
| Cultural pride | We take pride in our Maharashtrian heritage and represent it positively in Ireland. |
| Accountability | We honour our commitments and communicate proactively when we cannot. |
2. Roles & responsibilities
All MHMI volunteers are expected to fulfil the general responsibilities below. Additional responsibilities may apply depending on your specific role.
General responsibilities — all volunteers
- Arrive on time for your assigned shift or event — notify your coordinator at least 24 hours in advance if you cannot attend
- Follow instructions from the event coordinator or committee lead
- Wear your volunteer identification (lanyard / badge) during events
- Treat all members, guests, and fellow volunteers with respect
- Maintain confidentiality about internal MHMI matters and member information
- Report any incidents, accidents, or concerns to the committee immediately
- Leave the venue clean and tidy after your shift
Role-specific responsibilities
Event setup & logistics
- Arrive 1–2 hours before event start
- Follow the venue layout plan provided
- Coordinate with venue staff professionally
- Manage crowd flow and queue systems
- Ensure fire exits remain clear at all times
Photography & media
- Always ask permission before photographing individuals
- Do not photograph children without parental consent
- Share photos via the designated MHMI Drive folder only
- Do not post event photos publicly until approved by committee
Food & catering
- Follow food hygiene standards at all times
- Label all dishes clearly including allergens
- Do not serve food that has been left out over 2 hours
- Wear gloves when handling food
Kids & youth activities
- Never be alone with a child — always work in pairs
- Keep a register of children attending your activity
- Contact a committee member immediately in any safeguarding concern
- Maintain a calm, positive, and encouraging environment
3. Code of conduct
MHMI is committed to maintaining a safe, respectful, and welcoming environment for all. This code applies to all volunteers at all MHMI events and activities, including online interactions.
Do
- Be welcoming and friendly to all attendees, especially newcomers to Ireland
- Speak respectfully to everyone — members, guests, vendors, and venue staff
- Raise concerns privately with the committee, not publicly
- Dress appropriately for the event (traditional or smart casual as directed)
- Be mindful of cultural sensitivities — especially during religious observances
- Support fellow volunteers — offer help if you see someone struggling
Don't
- Use your volunteer role for personal gain or to promote personal agendas
- Make discriminatory remarks about caste, religion, language, or politics
- Consume alcohol or substances while on duty as a volunteer
- Share confidential member information with anyone outside MHMI
- Handle MHMI funds or tickets without authorisation from the committee
- Argue with or embarrass fellow volunteers or members in public
Violation of the code of conduct may result in removal from the volunteer role and, in serious cases, from MHMI membership. The committee will handle all cases fairly and confidentially.
4. Communication guidelines
WhatsApp groups
- Respond to coordinator messages within 24 hours where possible
- Use the volunteer WhatsApp group for event-related communication only
- Do not share personal opinions on politics, religion, or caste in group chats
- Mute the group during events and check messages only during breaks
- Do not add people to the group without coordinator approval
Emails & formal communication
- Use your personal email for all MHMI communication — not work email
- CC the relevant committee member on any external communication made on behalf of MHMI
- Do not make commitments on behalf of MHMI without committee approval
Conflict resolution
If you have a disagreement with a fellow volunteer or committee member:
- Speak to the person directly and calmly, if safe to do so
- If unresolved, raise the matter privately with the volunteer coordinator
- If still unresolved, submit a written complaint to the committee (see Section 9)
MHMI has a zero-tolerance policy for harassment or bullying — online or in person. All complaints will be investigated promptly and impartially.
5. On-the-day event guidelines
Before the event
- Confirm your attendance with the coordinator at least 48 hours before
- Read the event briefing document shared on WhatsApp
- Know your assigned role, location, and shift times
- Carry a fully charged phone with the coordinator's number saved
- Wear comfortable footwear — events often involve long periods of standing
During the event
- Check in with your coordinator upon arrival
- Stay in your assigned area unless directed otherwise
- If you need a break, inform your coordinator before stepping away
- Do not leave your post during a critical moment (e.g. aarti, performance, food service)
- In an emergency, follow the venue's emergency procedures and alert the committee immediately
After the event
- Help with cleanup and packing unless your coordinator releases you
- Return any equipment, lanyards, or materials to the coordinator
- Share feedback via the post-event WhatsApp message or feedback form
- Tag MHMI in any personal social media posts (after committee approval — see Section 6)
6. Social media & photography guidelines
MHMI has an active presence on Facebook, Instagram, and YouTube. Volunteers play an important role in capturing and sharing our community's story — responsibly.
Photography at events
- Always ask before photographing individuals, especially women and children
- Children may only be photographed with explicit parental consent
- Upload all event photos to the designated shared Google Drive folder — not personal storage
- Do not send event photos via personal WhatsApp to outside groups
Posting on social media
Do
- Tag @maharashtra_mandal_ireland in your posts
- Use approved hashtags: #MHMI #MaharashtraMandal #MarathiInIreland
- Wait for committee approval before posting photos of the event
- Share the official MHMI posts to support the page's reach
Don't
- Post photos of attendees without their consent
- Share opinions or commentary on behalf of MHMI without authorisation
- Post during the event — focus on volunteering first
- Use MHMI branding or logo on personal posts without approval
7. Health, safety & welfare
General safety
- Familiarise yourself with the venue's fire exits and first aid station on arrival
- Do not lift heavy items alone — ask for assistance
- Report any hazards (spills, broken equipment, overcrowding) to the coordinator immediately
- If you feel unwell during an event, inform your coordinator and step back from your duties
First aid
- First aid kits are available at every MHMI event — ask your coordinator for the location
- In a medical emergency, call 999 (Ireland emergency services) immediately, then inform the committee
- Do not administer medication to any attendee
Child safeguarding
- MHMI follows Irish child safeguarding guidelines under the Children First Act 2015
- Never be alone with a child in a private space — maintain the two-adult rule at all times
- If you have any concern about a child's welfare, report immediately to the committee — do not investigate yourself
MHMI's designated safeguarding contact is the committee chairperson. If you have a concern about a child or vulnerable adult, contact them immediately or call Tusla (Child and Family Agency) at 01 771 8500.
8. Recognition & support
MHMI deeply values the time and energy its volunteers give. We are committed to making your experience rewarding.
What you can expect from MHMI
- A warm welcome and clear briefing before every event
- A dedicated volunteer coordinator as your point of contact
- Refreshments provided at all events where you are on duty
- A volunteer reference letter on request — useful for CVs and visa applications
- Recognition in MHMI communications — social media shoutouts, newsletter mentions
- Invitation to the annual volunteer appreciation event
- Priority access to MHMI event tickets for paid events
Training & development
- Induction briefing for all new volunteers before their first event
- Event-specific briefing documents shared 48 hours before each event
- First aid awareness sessions offered periodically — watch the WhatsApp group for dates
9. Grievance & feedback process
We are always looking to improve. Whether you have a complaint, a suggestion, or just want to share your experience, here is how to reach us.
| Type | How to raise it |
|---|---|
| General feedback | Message the volunteer coordinator on WhatsApp or complete the post-event feedback form |
| Suggestion for improvement | Email the committee at [committee email] with the subject 'Volunteer Suggestion' |
| Complaint about a fellow volunteer | Speak to the volunteer coordinator privately in the first instance |
| Complaint about a committee member | Email the chairperson directly at [chair email] — treated in confidence |
| Serious incident or safeguarding concern | Contact the committee chairperson immediately — if urgent, call 999 |
All complaints are acknowledged within 5 working days. We aim to resolve all matters within 21 days.
10. Volunteer agreement
By volunteering with Maharashtra Mandal Ireland, you confirm that you have read and agree to these guidelines.
I, the undersigned, agree to:
- Represent Maharashtra Mandal Ireland with pride, respect, and integrity
- Follow the code of conduct and all guidelines set out in this document
- Honour my volunteering commitments and communicate any changes promptly
- Respect the privacy and dignity of all MHMI members and guests
- Report any incidents, concerns, or safeguarding issues to the committee immediately
Full name:
Email address:
Signature:
Phone / WhatsApp:
Date:
Primary volunteer area:
A copy of this signed form should be retained by the volunteer and submitted to the MHMI committee. MHMI will keep a confidential record in line with GDPR (Ireland).