Gives Volunteer Guide

Growing With Our Community

When we first created the Gives Program, we always said it would develop as we learned more about what our community needs.

Well, here we are! Our program continues to grow and evolve, and in 2027 we are changing the way we provide Gives assistance so we can better serve our community.

Here’s what volunteers need to know.

Quarterly: Private Gives Appointments

Beginning in 2027, private Gives appointments will be offered quarterly rather than monthly.

These appointments will be more individualized and focused on the beneficiary’s specific needs, such as:

  • Specific types of food

  • Pet supplies

  • Other items that may help keep their pets healthy and cared for

We have experienced a high number of no-shows with monthly private appointments. While the supplies do not go to waste, we want to use this opportunity to create a system that better serves individuals who need to reschedule or have more specific needs.

Who Can Schedule a Private Gives Appointment?

Individuals must first be approved as a Gives beneficiary.

  • Applications are submitted online.

  • Geographic boundaries have been removed for now.

  • Applications are processed by Delaney at gives@greyfacerescue.org.

  • Individuals with a history of animal or child abuse are not eligible for the program.

  • Approved beneficiaries are identified in ShelterLuv with the attribute "Gives Beneficiary."

Once approved, beneficiaries can schedule their appointment online.

Appointment link:
https://grey-face-rescue.as.me/givespickup

Volunteer Reminder

If someone asks you for the private Gives appointment link:

Please confirm they are a current Gives beneficiary in ShelterLuv first.

Look for the "Gives Beneficiary" attribute.

If they are a current beneficiary, you may provide them with the appointment link.

If you are unsure about their status, please direct them to Delaney at gives@greyfacerescue.org.

What If Someone Isn't Receiving Our Emails?

Beneficiaries receive information about upcoming pick-ups through Constant Contact.

If someone says they aren't receiving our emails:

  1. Check that their email address is correct in ShelterLuv.

  2. Ask them to check their spam/junk folder.

  3. Ask them to check other folders where marketing emails may be filtered.

  4. If they still need assistance, direct them to Delaney.

Every Other Month: Community Pick-Up Events

Every other month, we will take the Gives Program directly into the community through community pick-up events.

How Community Pick-Up Events Work

  • No appointment is necessary.

  • Events are first come, first serve.

  • They are open to community members who need assistance.

  • Food and supplies will be distributed while supplies last.

  • Locations and event information will be shared through Facebook Events and other community communication channels.

We will also communicate these opportunities with:

  • Local partners

  • Media contacts

  • Shelters

  • Community organizations

  • Partner contact lists

  • Current Gives beneficiaries

Volunteer Reminder

Community pick-up events are open to community members who need assistance. They do not need to be an approved Gives beneficiary or have a private appointment.

These events are an important way for us to reach people who may not otherwise know about the Gives Program.

As Needed: Community Partner Facilities

Sometimes the best way to serve our community is to get supplies directly into the hands of organizations already helping people in need.

As needed, Grey Face may provide food and supplies to community partner facilities, including:

  • Lincoln Center

  • Meals on Wheels

  • VERC

  • St. Joe Food Shelf

  • Other community partners

These partnerships allow us to reach even more pets and families in our community.

The Most Important Things for Volunteers to Remember

Private Appointment = Beneficiary Only

If someone wants to schedule a private Gives appointment, they must be an approved Gives beneficiary. Check ShelterLuv for the "Gives Beneficiary" attribute before providing the appointment link.

Community Event = Open to the Community

Community pick-up events do not require an appointment or Gives beneficiary status. These events are first come, first serve and are open to community members who need assistance.

When in Doubt, Ask!

If you aren't sure whether someone qualifies for a private appointment or how to handle a situation, don't guess. Please reach out to the appropriate Gives team member or Delaney at gives@greyfacerescue.org.

Our goal is to make sure every person is treated with kindness and respect while also making sure our resources reach the pets and families who need them most.

Why We're Making These Changes

The Gives Program was created to keep pets and families together. As we learn more about the needs in our community, we will continue to adjust the program to make the greatest impact possible.

What if we run out of forms?

That’s okay! If you run out of Pick-Up Forms, continue serving community members as usual. However, record keeping is very important.

Be sure to keep track of:

  • Pounds of dog food distributed

  • Pounds of cat food distributed

  • Pounds of litter distributed

  • Other supplies provided, when possible

You can write this information down separately if you no longer have forms available. The most important thing is that we accurately track the amount of food and litter distributed.

What if we run out of supplies?

That’s a great thing! It means we were able to help a lot of people and pets.

If we run out of supplies:

  1. Politely close the trailer doors.

  2. Let community members know that we have run out of supplies.

  3. Let them know when our next community pick-up event will be, if that information is available.

  4. Provide them with our Grey Face resource handout so they have information about other resources available in the community.

Please be kind and understanding. We know that people coming to our events may be experiencing difficult circumstances.

Does the trailer have a license plate?

No. Because the trailer carries less than 3,000 pounds, it is registered with a permanent registration sticker rather than a traditional license plate.

The registration sticker is located on the trailer tongue/hitch area. Trailer Registration Number: AEGC458

Is the trailer insured?

Yes! The Gives trailer is insured through:

Lamb Financial Group
Master Policy: MHH010307

What if we get a flat tire?

Volunteer safety comes first! If you experience a flat or blown trailer tire while driving:

  1. Remain calm.

  2. Safely pull off the roadway as soon as possible.

  3. Turn on your hazard lights.

  4. Do not attempt to change the tire yourself.

  5. Once you are safely stopped, contact Grey Face.

  6. Provide your exact location and details about what happened.

  7. Grey Face will coordinate roadside assistance or towing as needed.

Most Important: Do not put yourself in danger trying to repair the trailer on the side of the road.

You are never expected to change a trailer tire yourself. Your safety comes first, and Grey Face will help coordinate the next steps.