Volunteer Guides

How we work together

• Confidentiality comes first. What families share stays with us. Never post a family’s story, name or photo without their permission.
• Every newcomer is welcomed. No new parent is ever left alone at a meeting.
• Small, steady and shared. No one carries a whole job alone. Each committee has a backup person, so a hard month doesn’t stop the work.
• Say so if you need to step back. That’s always okay. Just let the chapter leader know, so the task can be handed on.
• Ask for help. Questions go to the chapter leader at 813-690-4448 or TampaCompassionateFriends@gmail.com, or to your committee chair.

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Steering committee

The steering committee keeps the chapter running smoothly: the chapter leader, co-leader, treasurer, secretary and each committee chair.

The monthly call

1. Quick check-in from each committee: what’s done, what’s next, what’s stuck. About 3 minutes each.
2. Upcoming meetings and events: who is covering what.
3. Anything that needs a decision.
4. Confirm next month’s call.

Secretary

Takes a few short notes on each call (decisions and who is doing what) and emails them to the committee within a few days. Keeps the chapter’s shared files in order.

Co-leader

Helps lead meetings, and steps in when the chapter leader can’t be there. Before co-leading, sit in on several meetings alongside the chapter leader.

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Steering committee roles

These are the roles National suggests for every chapter. Many can be shared or combined, and two co-leaders often share the chapter leader’s work. Right now, our chapter leader is carrying almost all of them. Choosing even one makes a real difference.

Chapter Leader

Can be shared by two co-leaders.

• Keeps a working chapter phone number at all times.
• Shares all chapter changes with the National Office.
• Attends meetings with a prepared program (a facilitator can lead the sharing).
• Chairs steering committee meetings, at least every three months.
• Shares National's events and resources with members: private Facebook groups, online support, the e-newsletter.
• Keeps the steering committee updated on news from the National Office.
• Completes the Year-End Report.
• Keeps members updated on the National Conference, regional conferences, meeting reminders and speakers.
• Works with the committee on special events: the Worldwide Candle Lighting, the Walk to Remember, a butterfly or dove release, and speakers.

Treasurer

Should not be the chapter leader.

• Makes deposits and writes checks. Two names on the bank signature card: the treasurer and the chapter leader, who must not be related.
• Reviews the monthly bank statement and gives a financial report to the steering committee.
• Prepares the financial section of the Year-End Report.
• Builds a yearly budget with the steering committee, for the committee's approval.
• Shares all chapter donations with the newsletter editor, so gifts can be thanked in the newsletter.

Secretary

• Keeps notes of steering committee meetings.
• Keeps the list of families, with addresses, phone numbers, children's names and dates, for outreach and phone support. Kept private.

Facilitator

More than one is best. Taking turns keeps meetings fresh and shares the load.

• Welcomes the group and shares the ground rules.
• Opens and closes the sharing time.
• Keeps sharing flowing and focused, and handles difficult moments gently.
• Limits their own sharing.
• Makes sure everyone has the chance to share. It may be their only chance until next month.

Publicity and Outreach

• Arranges TV, radio and newspaper interviews and stories about events and the chapter.
• Advertises meetings, services and events, including free public service announcements and community calendars.
• Gives talks to service, professional and religious groups about the mission of TCF.
• Brings brochures to funeral homes, schools, hospitals, counselors and other support groups.

Hospitality

• Arrives early to set out refreshments.
• Arranges refreshments for each meeting.
• Oversees name tags, sign-in and greeting.
• Introduces newcomers to other parents.

Library

• Keeps an up-to-date list of books and materials.
• Sets up the lending library at each meeting.
• Keeps track of books checked out, and sends a reminder when a book isn't returned.
• Keeps a wish list of books to buy as funds allow.

Newsletter Editor

• Gathers news from the chapter leader and steering committee: upcoming events, meeting topics, thank-yous.
• Puts the newsletter together.
• Prepares it for mailing and emailing.

Webmaster

• Keeps the website current.
• Posts chapter events.

Facebook Page Administrator

• Checks the chapter Facebook page at least once a day.
• Posts meeting and event information.
• Shares messages and poems of hope, friendship and grief-related articles.

What every steering committee member helps with

• Answer chapter emails each day.
• Pick up the chapter mail at least once a week and pass materials to the right person.
• Send thank-you notes for donations.
• Send cards or make calls on anniversary dates.
• Send cards and materials to newly bereaved families.
• Decide with the chapter leader what goes in new member packets.
• Take turns greeting at meetings, and help set up the room and welcome table.
• Attend chapter meetings and steering committee meetings regularly.
• Stay after meetings to help clean up.

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Welcome

Before each meeting

• Assemble welcome boxes: tissues, eye ice pack, bracelet, a few small comforts, and the chapter leader’s card.
• Have welcome packets, hope rocks, bracelets and information cards ready.
• Bring tissues and water.

At the meeting

• Watch the door, including for latecomers. Help them find a chair, and let them know it’s okay to come in.
• Give each newcomer a bracelet, hope rock, welcome box and an information card to fill out.
• Hand the completed cards to the Remembrance committee.

Between meetings

• Return calls and emails from parents who find us online or are referred by the national office, within a day or two.
• Let them know the meeting times, that there’s no pressure to speak, and that they can just listen.

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Remembrance

Every family wants their child remembered. This committee makes sure no child is missed.

Monthly steps

1. Add new families from the information cards to the shared remembrance spreadsheet: the child’s name, birthday and angel date, and the family’s contact details.
2. At the start of each month, list the birthdays and angel dates coming up.
3. Send a card to each family about a week before their child’s date.
4. Email families with a date that month to invite them to bring something in remembrance to the meeting (a favorite treat or candy, a photo, anything that feels right).
5. Before each newsletter goes out, check its Special Days pages against the spreadsheet with the newsletter editor.

Supplies

Greeting cards and stamps. Ask the treasurer before buying more.

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Communications

Facebook

• Post the in-person meeting a few days ahead and the Zoom meeting a few days ahead.
• Post upcoming events, holiday encouragement, and the new newsletter when it’s out.
• Never post a family’s story, name or photo without permission.

Email list

Add new families’ emails from the information cards, and send the newsletter when it’s ready.

Adding a new newsletter to the website

1. Rename the PDF in this pattern: TCF-Newsletter-Nov-Dec-2026.pdf
2. In WordPress, go to Media, then Add New, and upload it. Click it and copy its File URL.
3. Open the Newsletter page and click into the Custom HTML block.
4. Copy the current “Latest issue” into a new line at the top of Past issues.
5. In the Latest issue box, change the months, write one sentence about the new issue, and paste the new URL into the button’s link.
6. Click Update, then test the button on the live page.

Website check

Once a month, make sure the Meetings and Events page is correct, especially around holidays and events.

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Outreach

Most grieving parents don’t know we exist. Outreach makes sure they can find us.

• Keep brochures and flyers stocked at hospitals, funeral homes, hospice offices, counselors’ offices, churches and libraries. Keep a simple list of where they are and when you last restocked.
• Once a quarter, check that our listings are correct: Psychology Today, The Compassionate Friends national chapter locator, and any local directories.
• Share our website and Facebook page with local groups and newsletters.

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Fundraising and Sponsors

The national office doesn’t fund chapters. Every dollar is raised locally.

• Ask local businesses to sponsor the Candle Lighting, the Walk to Remember, a month of welcome boxes, or brochure printing.
• Gather raffle prizes for the Walk.
• Help with t-shirt orders.
• Remind members about employer matching. We’re registered on Benevity.
• Ideas to explore: Gasparilla krewes, the Junior League, local civic clubs and foundations.

Ways to give are on the Get Involved page: card (Stripe), PayPal, Venmo @TCFTampaBay, and Zelle to TampaCompassionateFriends@gmail.com.

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Treasurer

• Record every donation (date, amount, how it was given) and every expense, with receipts.
• Keep expenses in groups: meetings, Candle Lighting, Walk to Remember, outreach, website and other.
• Keep a monthly count of meeting attendance.
• Give a short update on each steering committee call.
• At year end, gather the numbers for the chapter’s report to the national office: attendance, donations and expenses.

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Lending Library

Our library puts helpful books into the hands of parents who need them. Most were bought by the chapter, and families donate more in memory of their children.

• Bring the books to each in-person meeting and set them out on a table.
• Keep a simple sign-out list: the borrower’s name, phone or email, the book title and the date.
• Gently remind borrowers after a couple of months, and welcome books back whenever they’re ready.
• Accept donated books, and thank the family. If a book is given in a child’s memory, note the child’s name inside the cover.
• Let the treasurer know when a much-requested book needs replacing. Our recommended list is on the Resources page.

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Events and Activities

Candle Lighting (December)

• Held with The Compassionate Friends Worldwide Candle Lighting, with a potluck first.
• Set up the sign-up form in early fall and share it on the website, Facebook and in the newsletter.
• Help with setup, candles, a sign-in table, and the list of children’s names.

Family outings

Picnics, bowling, mini-golf and gatherings that include everyone. Choose a low-cost place, set a date, and share it two to three weeks ahead.

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Walk to Remember planning

Our biggest gathering and fundraiser, open to the whole community. Plan for early April, in the morning, before Florida’s heat sets in. Choose a park with a large shaded pavilion.

Timeline

Choosing a park: questions to ask

• Is there a large shaded pavilion, and how many people does it hold?
• How long is the walking loop, and is it paved all the way around?
• Are there restrooms, and enough parking for about 100 people?
• Is early April available, and is a butterfly release allowed?

Parks to consider in Hillsborough County: Bloomingdale West Park (3940 Canoga Park Dr., Brandon), Buckhorn Park (2605 Green Valley St., Valrico) and Paul Sanders Park (602 W. Bloomingdale Ave., Brandon). Park phone: (813) 744-5978.

Hillsborough County permit

• Events with 50 or more people need a special event application, submitted at least 45 days ahead (90 days at conservation parks) and no more than a year ahead.
• Expect a $200 event fee plus tax, plus the pavilion fee.
• Liability insurance is required. The national office provides it. Request the certificate, which may need to list Hillsborough County as an additional insured with the park and date.
• Don’t advertise the date until the county gives conditional approval.
• Contact: ParksSpecialEvents@hcfl.gov or (813) 252-0567.

Jobs on the day

• Sign-in and registration table
• T-shirt and store table
• Raffle table
• Water station and shaded rest area
• Photo boards of our children
• Butterfly release
• Setup and cleanup

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