TEAM
LEADER
MANUAL
2022
CONTENTS
Team Leader Manual
Welcome To HeadCount ........................................................................................................................................... 1
Who’s Who In HeadCount (And How It All Works) ............................................................................................. 2
HeadCount Events ..................................................................................................................................................... 3
Communication ........................................................................................................................................................................ 4
Communicating the HeadCount Way ........................................................................................................................ 5
HeadCount Team Leader Facebook Group ..................................................................................................... 5
Building A Team ............................................................................................................................................................... 6
Things You Should Always Do ............................................................................................................................. 6
Minor Volunteers .................................................................................................................................................... 7
The Intranet...................................................................................................................................................................... 8
1. Logging In ............................................................................................................................................................ 8
2. The Dashboard ................................................................................................................................................... 9
3. Finding An Event .............................................................................................................................................. 10
4. Event Status .....................................................................................................................................................12
5. Event Details - Adding Yourself As TL .........................................................................................................13
6. Backing Out Of A Show ................................................................................................................................. 16
7. Communicating With Potential Volunteers ...............................................................................................17
8. Adding & Conrming Volunteers ..................................................................................................................19
9. Post-Show Reporting .....................................................................................................................................20
10. Metro Emails .................................................................................................................................................. 22
Communication Resources ..................................................................................................................................................23
Email Templates ........................................................................................................................................................... 24
General Show Alert Email For Entire Metro Area ........................................................................................24
Email For People Signed Up For A Particular Show ....................................................................................24
Email For Conrmed Volunteers ...................................................................................................................... 25
Email For Volunteers Who Signed Up But Are Not Conrmed For A Show ...........................................25
Thank You Email To Volunteers .........................................................................................................................26
Email To Volunteer Sign-ups From Show .......................................................................................................26
Social Media ................................................................................................................................................................... 27
Accounts ................................................................................................................................................................ 27
Regional Social Media Accounts .......................................................................................................................27
Taking Photos While At an Event .....................................................................................................................28
Best Practices For a Multi-TL Market ...................................................................................................................... 28
Communicate With Your Leadership Team ...................................................................................................28
Share Responsibilities ......................................................................................................................................... 28
Things to Avoid .....................................................................................................................................................28
Field Guide ............................................................................................................................................................................... 29
Supply Kit........................................................................................................................................................................30
Pre Show ......................................................................................................................................................................... 31
Arrival ..................................................................................................................................................................... 31
Setting Up Your Table .................................................................................................................................................. 32
Table Mock-Up ............................................................................................................................................................... 33
Training Guidelines ....................................................................................................................................................... 34
When To Use Online Voter Registration (map) ......................................................................................................37
Goals ................................................................................................................................................................................ 38
Suggested Goals .................................................................................................................................................. 38
During The Show ........................................................................................................................................................... 39
Caring for Your Kit ........................................................................................................................................................ 41
Storm Protocol .............................................................................................................................................................. 41
Sick Protocol .................................................................................................................................................................. 41
Other Activities ............................................................................................................................................................. 42
Photos .................................................................................................................................................................... 42
Contests ................................................................................................................................................................42
Swag With A Purpose ......................................................................................................................................... 42
Greening ................................................................................................................................................................43
Post Show .......................................................................................................................................................................44
Thank Your Volunteers ........................................................................................................................................ 44
Reach Out To Volunteer Sign Ups ....................................................................................................................44
Form Processing .................................................................................................................................................. 44
Show Reporting ....................................................................................................................................................44
Sending the Forms ..............................................................................................................................................45
Processing Probation .......................................................................................................................................... 45
Supply Requests ............................................................................................................................................................ 46
Ordering Portal ............................................................................................................................................................. 46
Residencies .....................................................................................................................................................................48
Festivals .......................................................................................................................................................................... 48
Team Leader Festival Policy .......................................................................................................................................49
Supply List ...................................................................................................................................................................... 50
Field Campaign ......................................................................................................................................................................51
Field Campaign ............................................................................................................................................................52
Voter Registration ...............................................................................................................................................53
Save the Vote (script) .........................................................................................................................................53
Generate Digital Actions In The Field ..............................................................................................................54
Using Incentives ..................................................................................................................................................54
Training Guidelines for Team Leaders ......................................................................................................................55
Federal Forms ................................................................................................................................................................ 56
Volunteer Training Manual ................................................................................................................................................... 57
Getting Started .............................................................................................................................................................58
Getting to the Show .....................................................................................................................................................59
Expectations .................................................................................................................................................................. 59
At the Event ...................................................................................................................................................................59
Voter Registration ........................................................................................................................................................60
Top 10 Ways To Be a Great Volunteer ......................................................................................................................61
Frequently Asked Voter Registration & Voting Questions ...................................................................................63
Top 10 Questions ................................................................................................................................................ 63
Additional FAQ’s ........................................................................................................................................................... 64
Preliminary Questions ........................................................................................................................................64
Basic Requirements ............................................................................................................................................. 64
Before Filling Out the Form ...............................................................................................................................65
Address Changes, Overseas and Student Voting .........................................................................................66
Filling Out The Form ........................................................................................................................................... 66
Voting Early or Absentee ................................................................................................................................... 67
Election Day Information ................................................................................................................................... 67
Other Questions ...................................................................................................................................................67
Box 9 State Specic Requirements...........................................................................................................................68
Federal Voter Registration Form Cheat Sheet ......................................................................................................72
Felony Conviction Re-Enfranchisement Schedule (Map) .....................................................................................73
Pre-Registration Information ..................................................................................................................................... 75
Voter ID Map .................................................................................................................................................................. 76
Local Events ............................................................................................................................................................................77
Community Events ...................................................................................................................................................... 78
Service Providers .................................................................................................................................................. 78
Local Businesses ..................................................................................................................................................79
Public Assembly/Marches ..................................................................................................................................79
Pride Events ..........................................................................................................................................................80
School Drives ........................................................................................................................................................ 80
National Voter Registration Day ...................................................................................................................... 81
Local Events Reference ......................................................................................................................................................... 82
Community Events Manual ........................................................................................................................................ 83
Requirements ........................................................................................................................................................ 83
Finding the Best Events .....................................................................................................................................83
How Do I Find the Details For Each Event? ...................................................................................................85
Contacting Event Coordinators .......................................................................................................................86
Get Into Your Community .................................................................................................................................. 86
Recruit Volunteers ...............................................................................................................................................88
After the Event .....................................................................................................................................................88
HeadCount Community Events One Sheet ............................................................................................................89
Community Outreach Email ....................................................................................................................................... 90
Initial Email To New Event/Organization ....................................................................................................... 90
If Organization or Event Says Yes ....................................................................................................................90
If Organization or Event Says No ....................................................................................................................91
Email After Event ................................................................................................................................................91
Templates To Reach Out To Schools ......................................................................................................................... 92
Sample Intro Email To A High School/College/University ..........................................................................92
Sample Intro Email To Organizer of a College Fair ......................................................................................92
Email To Community Colleges For Set Up At Events .................................................................................93
HeadCount Policies................................................................................................................................................................ 94
2021 Stipend Policy (Changes Made).......................................................................................................................95
Policy Justication ..............................................................................................................................................95
Non-Partisan Policy ...................................................................................................................................................... 96
Sobriety Policy ............................................................................................................................................................... 96
Acknowledgment Of Responsibility And Privacy In The Field .............................................................................96
Sexual Harassment Policy ...........................................................................................................................................96
Diversity and Inclusion Policy .....................................................................................................................................97
Tips to Enhance LGBTQ+ Competency ....................................................................................................................98
Glossary Of Terms ................................................................................................................................................................. 99
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WELCOME TO HEADCOUNT
Congratulations on becoming a HeadCount Team Leader! Team Leaders (TLs) are the backbone of
HeadCount. You are now a key player in an organization that has registered over a million voters, provided
Get Out the Vote messaging to millions more and brought a higher sense of consciousness to the music
community. Our mission is to promote participation in democracy through the power of music and culture.
Whether we’re registering voters at shows, cultural events, or organizing “Participation Row” social action
villages at concerts and festivals, we help people get in touch with their power as citizens. We help unlock the
immense power of music to drive positive change.
Being part of HeadCount comes with a shared sense of accomplishment. It’s a massive team eort between
thousands of volunteers and hundreds of artists who support our mission.
Together, we work toward a measurable goal of getting our peers registered and voting. We hope you’ll
nd an even deeper and more personal level of satisfaction from the experience. You will attend dozens of
concerts and cultural events with a sense of purpose and giving back. You will become part of an extended
family. You will develop important skills that will stay with you for life.
Being a TL is a great experience, but it’s one that will require hard work and commitment.
You will need to be organized, punctual, and accountable. Most of all, you will need to be a leader. At times,
TLs will be asked to play the role of a motivator, a mentor, or even life coach. Every volunteer will have a
dierent personality. TLs will need to have a knack for understanding and managing those personalities on a
team.
Your highest priority as a TL is to create a positive HeadCount experience for all volunteers and anyone you
interact with while representing HeadCount. When volunteers feel good, know what’s expected of them, and
are part of an upbeat team dynamic, we inevitably register more voters while engaging and empowering
those around us. TLs are expected to train volunteers, set specic goals, and make sure everyone abides by all
the relevant guidelines.
TLs are also expected to be problem solvers. Volunteers may fail to show up, some may show poor judgment,
or venues or promoters may fail to come through with promised access. TLs gure out a way to deal with
these situations without conict or catastrophe.
This manual may seem large, but you will nd it full of indispensable information. If you follow the game plan
outlined on these pages, you will be an excellent TL! Please don’t hesitate to ask questions – we are here to
help you. Email us anytime at Outreach@HeadCount.org.
Thank you for your commitment to our cause. We are delighted to have you on board!
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WHO’S WHO IN HEADCOUNT
(AND HOW IT ALL WORKS)
HeadCount is a grassroots organization that was founded in
2004 by a few musicians, concert promoters and concerned
citizens in the music community.
Although we had no experience or nancial support at the time,
our dreams had no limits.
In that rst year, we registered nearly 50,000 voters, produced
public service announcements with Phish, Dave Matthews Band
and members of the Grateful Dead, and forged aliations with
dozens of top artists. Since then, we’ve registered over a million
voters. We pride ourselves on being reliable, innovative and well
organized, but also fun and genuine.
HeadCount elds “street teams” in cities around the country, and
is comprised of tens of thousands of volunteers.
The following is how we structure our organization:
• Board of Directors: The HeadCount Board of Directors
includes some names you might recognize as well as many behind-the-scenes leaders from music,
politics and business. The board meets three times a year and works on our behalf to help raise
funds and open doors.
• National Leadership: The national leadership team, which works primarily out of our main oce
in New York City, is responsible for the day-to-day operations of HeadCount. It includes a small,
full-time sta (almost all of who started out as volunteers or interns) and a cadre of specialists
who fulll specic roles. The individual you will work most with is the “Field Director,” who oversees
nationwide eld operations.
• Regional Coordinators: Regional Coordinators (RCs) are volunteers that report to the Field Director
and are there to help you. Each RC manages a number of TLs in their geographic region. Their key
role is to be a resource for TLs and will be there to assist you with just about anything. They are the
rst person you should go to if you have questions or need guidance.
• Artist Relations Reps: Artists Relations Representatives (AR Reps) each deal with a number of
HeadCount bands and make sure you have access to the venues and proper instructions.
• Field Organizers: During major election years, metros with signicant opportunities for HeadCount
may have a local community organizer on sta. In these cases the eld organizers generate
additional volunteer opportunities and shows for the Team Leaders and act as a local coordinator
for activities during the year.
• Team Leaders: That’s you! We have more than 150 Team Leaders nationwide and they are all
awesome people! A great TL will work 20 or more shows a year and be 100% compliant with all
voter registration laws and regulations. In addition to shows, Team Leaders will source voter
registration drives at local community events that reach diverse and underserved audiences. TLs
are responsible for submitting voter registrations and other forms, handling show reports and
generally following the steps in this manual. TLs who complete these tasks are eligible for an
annual stipend, which is detailed in the policy section of this manual and is updated annually.
• Volunteers: We have over 50,000 volunteers in our database. These are the folks who truly get it
done for us, registering thousands of voters in the eld. We try to make every volunteer feel special
and important, because they are!
To learn more about the HeadCount family, check out the “Who’s Who” page at HeadCount.org
HeadCount 2004
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HEADCOUNT EVENTS
HeadCount does a lot of dierent kinds of events! From concerts to festivals to move-in days on campus, this
breakdown will help you know what’s what.
Team Leaders are responsible for both covering events sourced by our oce and creating their own
community events. When we work with a partner or artist, we let them know our local coverage is based on
your availability. It is our hope that you can cover at least 2 to 4 events a month during the election cycle.
Sometimes you will need to make choices about which event to cover. Our core operations are based
on working with headlining artists/talent who invite us to set up voter registration drives while on tour.
Always cover headlining artists rst, and then select shows and events that reach a younger audience when
presented with the choice. If you are routinely having more events scheduled than you are able to cover, let
the Field Director and your RC know and we will start recruiting a co-Team Leader to support your market.
Type of Event Sub Type Origination Who is responsible Other notes
Concerts
Headliners Artist Relations
TL signs up for show and
runs on site
National Tour
(HeadCount sta
embedded on tour)
Artist Relations
TL signs up for show and
runs on site, supported
by touring sta
Touring sta may have
special instructions,
event kit, do set up/
break down, and run any
special activations
Residencies
Team Leader or
Partnerships
TL requests shows, host
conrms, TL runs on site
The minimum goal for
each residency is 2 shows
a month
Emerging HeadCount
Band
Artist Relations
Intersection of AR/
residency/TL interest
Brand ambassador band
who provide digital voter
reg at most shows
Festivals
National Festivals:
HeadCount Booth
Partnership and Events
Team
TL signs up for event and
works with Events Team
TL will be in charge of the
festival, sta may or may
not be there
National Festivals:
Participation Row
Partnership and Events
Team
TL signs up for festival
and works with Events
Team
Events Team and other
HQ sta will be on
site, TL in charge of
HeadCount booth in
nonprot village
Special
National Voter
Registration Day
Voter Engagement
Team Leader sources
local event, runs on site
3rd Tuesday in
September, Annually
Comedy or other
Partnership and Events
Team
TL signs up for festival
and works with Events
Team
Will have special
instructions
Social action or nonprot
partner events
Director of Voter
Engagement
TL signs up for event and
runs on site
Will have special
instructions
Partner
Commercial Sponsor
Events
Partnership and Events
Team
TL signs up for event and
runs on site
Example: Ben & Jerry’s
Free Cone Day
Partner Events
Partnership and Events
Team
TL signs up for event and
runs on site
Example: Register voters
at Atlantic Records,
Viacom Oces, Betches
Community
Events
Local Festivals Team Leader Team Leader
Street festivals, food
festivals, local concert
series
Classroom Presentations Team Leader Team Leader
AP Government Class at
Enloe High
Other (sky is the limit!) Team Leader Team Leader
College Event
Concert, Move in Day,
Quad, Art Show, etc
Team Leader Team Leader
If non-ticketed can also
be considered community
event
COMMUNICATION
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COMMUNICATING THE HEADCOUNT WAY
Don’t you hate it when you can’t get a hold of someone? Well, a HeadCount Team Leader should never
prompt a complaint like “They never return my emails” or “I signed up/reached out and never heard back from
someone.”
The rst rule of HeadCount
communication is: RETURN YOUR
EMAILS PROMPTLY! Communication
is key to what makes HeadCount
work. It is critical that you respond to
all internal and external HeadCount
related emails within 48 hours. Even
if you don’t have time to respond
thoroughly, just conrm receipt of
an email with a short, “Gotcha.” If
you are going to be out of town or
unable to be online for more than 48
hours, please let your RC and Field
Director know. We promise it’s going
to make your life easier. Whenever
there’s a Team Leader who doesn’t
return emails, we have no choice but
to replace them.
That said, we keep email communication at a manageable level. Our Intranet, the secret sauce behind
HeadCount, is an internal website that centralizes information and communications for each show. As a
Team Leader, you‘ll need to log onto the Intranet regularly and take action to communicate any updates for
each event. Using the Intranet is a requirement of the TL position.
Now, there’s no substitute for actually talking and hearing each other’s voices. So we have monthly organizer
video calls with TLs and partners from across the country. On these calls, you’ll get important updates
on what’s going on at all levels of HeadCount. It’s also a chance to connect with other TLs and share best
practices. If you cannot make a conference call, you should email the Field Director in advance.
JOIN OUR HEADCOUNT TEAM LEADER FACEBOOK GROUP!
We have a private Facebook Group where Team Leaders can share experiences, goals, triumphs, challenges
and voice their opinions. It’s a great community and an amazing way to get help and advice for new and
experienced Team Leaders.
Facebook.com/groups/HeadCountTL/
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BUILDING A TEAM
Having a strong base of local
volunteers is key to having an
eective team. When enthusiastic
and reliable volunteers sign up
for each show, your job is fun and
relatively easy. Whenever you meet
cool people at shows, be sure to get
them to sign up on the volunteer sign-
up sheet. Email them directly and
encourage them to create a volunteer
prole. If you have time, have them
pull out their phones and create a
prole on the spot at HeadCount.
org/volunteer.
As you’re getting started as a TL,
make sure to spread the word. Post
on your social media or email friends
the link HeadCount.org/Volunteer
and let them know what you are doing. More than half of our volunteers learn about HeadCount through
word-of-mouth, so start networking now! You should also introduce yourself to your local volunteer team via
email. You’ll have a steady inow of volunteers signing up through our website. Make sure they hear from you
and are given a chance to work shows.
Important Note: We encourage you to have a diverse team that represents people of dierent ages,
backgrounds, appearances and personalities. The easiest way to ensure you are having a diverse team is by
following the formula of one veteran volunteer, one newbie, and one fan of the artist or volunteer who has
only been out once or twice.
HeadCount does not discriminate based on age, race, religion, disability or sexual orientation. This holds true
when awarding volunteer spots.
ALWAYS:
• Send a monthly email. It is the most eective way to keep your team informed and engaged. The
email should include a list of upcoming shows, a few personal words from you (don’t be afraid to
be yourself and throw in a little personality) and a link to where people can sign up. You can use
HeadCount.org/Volunteer. Or, if you want to be more targeted, go to the event page and lter
for your metro area. Then copy the URL at the top of the page, and link directly to that URL. For
instructions on emailing your team go to page 18.
• Remember that your email should include a list of every upcoming show in your area, even if
you have a full team, to keep your volunteers engaged and aware. A template email can be
found on page 24-26 and in the Documents Section of the Intranet, which you can use as-is or
modied in any way you’d like.
• For every show, email everyone who signs up. Even if all spots have been lled, send the
unconrmed volunteers an email letting them know there are no spots open but asking if they’d like
to be on a wait-list. Sending these emails accomplishes two things:
• Volunteers drop out all the time, so knowing who is standing by will help you ll all your spots
in a pinch.
• It’s also just the polite thing to do and will encourage volunteers to sign up again. Imagine if
you signed up and never heard from anyone – you’d probably never sign up again. But if you
got a nice personal note from the Team Leader then you’d probably be motivated to sign up
earlier next time and prove yourself as a topnotch volunteer. A template email can be found
on page 24.
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• ALWAYS BCC all your volunteers when emailing them, and be careful of group texts. If volunteers
want to share their information with each other, GREAT, but that should be their choice. Our job is
to protect their privacy.
• Encourage socializing away from a show. This is especially true when a team is just starting out.
Oer to pay for the rst round of drinks or buy an appetizer at any prescheduled social gathering
for your volunteers. We call this First Round on HeadCount.
• Make sure event is not after the show - should be a dierent day
• Select a venue that welcomes underage and non-drinkers
• Make sure a core group of volunteers are available before conrming
date
• This is a good chance for people to “bring a friend” that may be
interested in volunteering. Be sure to have sign-up sheet on hand.
• To set up a First Round on HeadCount, submit a written request via email to
the Field Director in advance with the date and dollar amount budgeted for
the event. The event must be approved in writing.
• Following the event, mail the original receipt and Reimbursement Form (located in the Documents
Section of Intranet) within two weeks to receive full reimbursement.
(Scan the QR code to access the Documents Section of the Intranet.)
MINOR VOLUNTEERS:
As a youth oriented organization, minor volunteers are often interested in attending our events. Any minor
that volunteers at an event must have their parent or guardian sign a Minor Waiver, which is located in the
Documents Section of the Intranet. The adult should email this waiver to [email protected] for our
record prior to the minor’s participation in any HeadCount events.
Minors ages 13 to 15 should only be at an event when their parent or legal guardian also volunteer. We
recommend conrming for community events, National Voter Registration Day, or other large group
volunteer opportunities where they are able to participate and canvass alongside their parent or legal
guardian without taking up a limited volunteer spot.
We recommend TLs get to know minors 16 and up, perhaps asking them to volunteer with a parent or
guardian for their rst event, and later conrming them to work all-ages events if they are able to canvass
comfortably on their own. Conrming a 16 or 17 year old volunteer to work a show without a parent or
guardian is up to the TL’s discretion.
Pro Tip: High school
students have the most
direct access to do a
voter registration drive
at school or relevant
youth-organizations. If
you want to work with a
minor, consider planning
a school drive together.
More information on school
drives can be found in the
Community Events section
of this manual.
Scan here
to access
DOCUMENTS
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THE INTRANET:
The Intranet is HeadCount’s proprietary online organizing system.
As a Team Leader you will use the Intranet to sta, plan, and report on all of your events. Information on
the HeadCount Intranet is completely condential, and can only be used for purposes related to HeadCount.
Use of information on the HeadCount Intranet for personal, business, or other non-HeadCount purposes is
strictly forbidden and will result in the termination of your leadership role.
You can access the Intranet at: HeadCount.org/Intranet. To log in to the Intranet, enter your assigned
username and password to access the system. If you already have a volunteer prole, you can use those
credentials to login to the system. The Intranet is your dashboard and lifeline and is built specically for your
needs as a Team Leader. It is how you nd out about upcoming shows, how volunteers sign up for shows, and
where you’ll set up your teams.
This section will cover how to do the following on the intranet:
1. Logging in
2. The Dashboard
3. Finding Events
4. Event Status
5. Event Details - Adding Yourself as TL
6. Backing Out of a Show
7. Communicating with Potential Volunteers
8. Adding & Conrming Volunteers
9. Post-show Reporting
10. Emailing Full Metro Area
1. LOGGING IN
Access the Intranet at HeadCount.org/Intranet. Log in using your email address and password. Once logged
in, you should see your dashboard.
Scan here to
access the
INTRANET
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2. THE DASHBOARD
Once logged in, use the links on the main toolbar to navigate through the system. The links will direct you to
the following:
• Dashboard: Volunteer Manual, FAQs, your upcoming events, your personal statistics, and link to
HeadCount job postings
• Events: List of all upcoming HeadCount events (shows, festivals, community events, etc.)
• Reports: List of statistics and past shows
• Settings: Documents, Send Metro Email, Users (list of all volunteers)
• Email Support: Opens up an email if you have technical issues with the Intranet
• [your name]: Edit your prole, sign out
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3. FINDING AN EVENT
All events we do across the country will be listed in the Events page. This page displays important
information for each upcoming event.
From the navigation bar at the top, click on “EVENTS.”
When you click “EVENTS,” you’ll see all HeadCount events that are happening across the country, sorted by
date. This includes concerts, community events, festivals and more.
Click on “FESTIVALS” to narrow it down to Festivals only.
If you’d like to add a community event or concert to the intranet, the “NEED TO ADD AN EVENT?” button
is for that! Fill out the pop-up form to get approval to be at farmers markets, street fairs, and other events
locally you want to be a Team Leader for!
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To nd specic events in your area, you can narrow down your search by artist, venue, metro area/city or
date. Utilize the search bar right above the Events & Concerts button to do this.
Let’s practice! See if you can nd the following event via dierent modes of searching:
• Event Title: Fake Event for Training Purposes
• Venue: Merriweather Post Pavilion
• Metro: Washington
• Artist: Various Artists
Once you start typing, the system should start oering suggestions and narrowing down the search.
Now try searching by venue or metro area (usually just the name of the city – except for Portland – since
we have two active Portlands, you will need a state with that one). You should now see the full list of shows
happening where you live. Searching by Metro Area is helpful because it incorporates events that may fall just
outside of your city. For example, the San Francisco metro area will include Oakland and Berkeley shows.
The other two search boxes allow you to look for specic City/Zips or a date range. The metro area search is
the most comprehensive, but if you need a narrower search use City/Zip. Date range will help you nd past
shows if you forgot to do a show report or nd something on a specic date in the future.
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4. EVENT STATUS
Looking at our “Fake Event,” you’ll see two main things about it.
• It has a “Participation Pending” status. That means a HeadCount TL has not conrmed their par-
ticipation for this event.
• We also know there is no TL because the volunteer count is 0/4. TLs count against the total number
of volunteers, meaning any conrmed show should have 1/x volunteers conrmed at a minimum.
There are two other possible statuses for shows.
“Conrmed” means a TL has claimed the event and it is on! There “should” be a TL associated with every
show that is conrmed. If there is a show in your metro area that is conrmed with no TL listed and you
didn’t conrm it, check with your RC to see what’s going on!
“Not Participating” means this show is NOT happening. Either there was no TL available or something else
happened. If you nd a show with Not Participating as status and you are available to cover the event, you
must reach out to the AR Rep and your RC to see if it is ok. If it is, they will unlock the event and conrm it for
you. You can nd the AR Rep in the Event Details, which we will go over in the next section.
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5. EVENT DETAILS - ADDING YOURSELF AS THE TL
Go back and nd the “Fake Event.” To the right, click “VOLUNTEER.”
Two things should happen - (1) you will see a pop up conrming your volunteer request and (2) the
“VOLUNTEER” button should turn red and now say “BACK OUT.”
Now click on “EDIT” and you will see a menu.
Click on “EVENT DETAILS.” You will now see a new screen, which is where you’ll nd all of the information
about this particular event, including who has signed up to volunteer!
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Now let’s go ahead and conrm the event with you as the TL! Click on the “CHANGE EVENT STATUS” above
the “Add Volunteer” search bar.
Conrm the event by clicking “HEADCOUNT IS COMING.” You should see a pop up saying the status was
changed.
Then, add yourself as the Team Leader. Scroll down to the “Unconrmed Volunteers” section. This is where
volunteers populate when they sign up for an event. Find your name and click on the “OPTIONS” button - nd
“ADD TEAM LEADER,” and your name will bump up to the “Conrmed” section.
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Other things to note on the Event Details page are:
• Entry instructions for Conrmed Volunteers: Will include when and where to enter the venue, and
the band or venue contact in case the box oce or other sta does not have your name. Note that
you should check for these details a couple of days before your event as they may be updated closer
to the event.
• HeadCount contact information:
• Artist Rep: Contact your AR representative if you cannot get in touch with the band or venue
contact.
• Regional Coordinator: If you cannot reach the AR rep, let your RC know.
There are a few other buttons we did not discuss yet:
• VOLUNTEER is just another opportunity to add yourself to the event.
• SHARE LINK, FACEBOOK, TWITTER will allow you to share events to drive signups.
• ADD TO CALENDAR will add the event to your Google calendar.
• ORDER SUPPLIES is the ocial link for requesting new supply shipments.
• EVENT REPORT will allow you to retroactively ll out an event report for this event.
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6. BACKING OUT OF A SHOW
Backing out of an event should be a rare occurrence. However if you sign up to TL an event and later realize
you cannot commit to it, please follow this procedure:
• Step 1: Notify your RC and the Field Director immediately.
• Step 2: Remove yourself as a TL by using the “BACK OUT” button.
• Step 3: There are two options here:
• Option 1 (when no other TL is available): If you have conrmed with your RC and team that no
other TL is available, then email your volunteers explaining why we are unable to participate in
the show and mark the event as “Not Participating.”
• Option 2 (when another TL is available): When another TL or approved back-up is available to
cover the show, simply unconrm yourself as a volunteer for the event and remove yourself as
the Team Leader.
NOTE: When you change the status to “Not Participating,” everyone who has signed up will automatically
receive an email saying the event is canceled. The event will also be locked in “Not Participating” status unless
someone on the AR team unlocks it, so only change the status if you are 100% sure you can’t work the event.
Now, let’s go over the steps in the dierent scenarios. At the top of your screen, click on “DASHBOARD.” You
should see the event we conrmed in the last section.
By clicking on the red “BACK OUT” button at the right, you delete yourself from the event altogether. The TL
position is now open and someone else can cover the event. However, it does not change the status of the
show so make sure there is another TL ready to take over.
If you want to stay as a potential volunteer, but just not TL, click on Edit and then Event Details. This page
should look familiar! Find your name in the conrmed section and click “OPTIONS” to the right. Then select
“UNCONFIRM.”
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You will now see that while you have removed yourself from the conrmed section, you are still shown as
Team Leader. Even if another person assigns themselves as TL, you were the “original” one and the system
will not recognize the new person until you remove the title from yourself.
Once again, click on “OPTIONS” and select the bottom option from the pop up, “Remove Team Leader.” Now
you are a regular potential volunteer, just like everyone else!
And remember, if you need to change the status to Not Participating, click on the “Change Event Status”
button near the top on the right.
7. COMMUNICATING WITH POTENTIAL VOLUNTEERS
Start emailing possible volunteers 4 weeks prior to the event and have your team conrmed 2/3 weeks prior
to the event. To learn more about each volunteer, their names are hyperlinks to their proles. You can see
ratings for past events that they’ve attended.
The next section of this manual has sample emails and more of the “what to say” when it comes to
communication. You can also nd email templates by clicking “SETTINGS” and then “DOCUMENTS” up at
the top. In this section, we will just look at the mechanics of how to reach out.
When you open “Event Details” of any given event, you will see a list of “Unconrmed Volunteers.”
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On the right side of the section that says “Unconrmed Volunteers,” you will see a blue “CONTACT” button.
Click that to see a pop up menu with options.
If you click on “EMAIL VOLUNTEERS,” the system will open an email on your behalf and populate the BCC
line with all the email addresses of people in that section.
If you click on “COPY VOLUNTEER EMAILS,” it does just that. It copies the emails and allows you to paste
them into a new email of your choosing.
It is important to note that “EMAIL VOLUNTEERS” will send the email through whatever Gmail account is
your Default Account. If that is your HeadCount email, you’re good to go. Otherwise, you may want to Copy
Volunteer Emails into your HeadCount Gmail, so it’s sent through your HeadCount account. It is important
that EVERY VOLUNTEER hears from you, even if the show is full.
Once you have reached out to the entire volunteer pool and found out who is still available, it is time to
conrm a team!
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8. ADDING & CONFIRMING VOLUNTEERS
You rst need to see how many volunteer spots you have to ll. Most events have 4 volunteer spots (one TL and
three volunteers), but always double check because some tours/festivals have more or less.
The above event shows four available spots. Before conrming a team, make sure you conrm yourself as the
TL. You count against the total volunteer number and the system will not allow you to conrm more people
than your allocated amount.
Once you have heard from folks, you can begin conrming your team. Remember to always try to conrm
a new volunteer, a veteran volunteer and someone who has done HeadCount a few times already. Do not
conrm the same people for EVERY show. It is very discouraging for people when they sign up for multiple
events and get waitlisted every time.
When you know who you want to conrm, click on the “OPTIONS” button to the right of their name and
select “CONFIRM” from the pop-up. Voila! Their name will shift to the conrmed box.
If there is a specic volunteer you want to add to the show but they have not signed themselves up, you can
manually add them using the “ADD VOLUNTEER” search bar.
Note that when you manually add someone, they will be added to the unconrmed section. You will need to
conrm them like anyone else!
After you have conrmed your full team, move everyone else down to the waitlist box. Do this by clicking on
the “OPTIONS” button to the right of their name and click on “WAITLIST.” This helps you track who you have
already emailed. All future sign-ups will appear in the unconrmed box and you will know that you need to
touch base with them. Even if the show is full, it is important to make that personal connection with each
volunteer to increase the likelihood that they’ll sign up for another show in the future.
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9. POST-SHOW REPORTING
Within 24 hours after your event, please process your forms and ll out your show report by logging into the
Intranet and navigate to your show report. (Don’t forget to drop your forms o at FedEx that day!)
To do this, click the “REPORTS” button at the top and search for your event. On that screen, you will see an
alphabetized list of reports for events that happened in the last week. If you are within the 24-hour window,
your show should be on there. If you do not see it, you can click on the Advanced Search button.
You will get a pop-up window with multiple search criteria.
Use this to narrow the search down. Once you have found the event you are looking for, click “OPTIONS” to
the right of the event, and then click “VIEW EVENT REPORT.”
You can then ll out an event report and click “SUBMIT” in the bottom right. Some important elds on the
show report to consider:
• Voters Registered - This is the total number of paper voter registrations you completed at the
event.
• Digital Actions - This is the number of digital actions (whatever the digital activation might be)
completed at the event - keep track of this number during the event and self-report!
• Volunteer Sign Ups - This is the number of passersby that signed up to volunteer with HeadCount
via the volunteer sign-up sheet on your table.
• FedEx Tracking # / Mailed By - You are required to input the FedEx Tracking number (found on the
prepaid FedEx label provided by HeadCount) for the envelope you send to HQ in this eld. Indicate
that you sent the form in the eld below.
• Comments - If there was an interaction with the artist at the HeadCount table, if the venue was
particularly kind to us or dicult to work with, describe the interaction here. You can include gener-
al comments here as well if you’d like.
• Critical Updates to Management - If there was a major issue at the event that HQ should know
about, please be sure to indicate here. An incident report should accompany an entry in this eld.
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The last part of your show report includes “Volunteer Ratings” where you’ll give each volunteer a star rating
out of 5. Each star rating has dierent attributes associated with them. Please click on the ones that best
describe each volunteer so that future Team Leaders can eectively choose teams with dierent skills.
Please also include a quick note about each volunteer in the comments section to help your fellow Team
Leaders when they sta their events. This feedback is extremely helpful and is used to help determine which
volunteers are deserving of additional opportunities with HeadCount.
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10. METRO EMAILS
Sending out monthly metro emails is a great way to stay in touch with your volunteers and recruit for
upcoming events in your locale. To send out a metro area email, click “SETTINGS” on the top menu bar, then
click “SEND METRO EMAIL.”
After clicking on “SEND METRO EMAIL,” you’ll select your metro area (please don’t send emails to metro
areas other than yours!), you’ll ll in a subject, and type out the message. You can nd Metro Area email
templates in the next section or in the “Documents” link located in the “Settings” tab.
Click “SEND EMAIL” when you’re ready. Your email will be sent through the system within 24 hours.
COMMUNICATION
RESOURCES
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EMAIL TEMPLATES
GENERAL SHOW ALERT EMAIL FOR ENTIRE METRO AREA:
Subject: Upcoming HeadCount (your city here) Opportunities
Hey HeadCounters!
I am emailing you with some awesome upcoming volunteer opportunities with
HeadCount here in (your city here). We’re hoping to register a bunch of voters
at each of these events, but we can’t do it without your help! We’ll be at the
following events in the coming weeks:
• Band: Venue: Date
• Band: Venue: Date
• Community Event: Venue: Date
If you’re interested in signing up for any of these events, head to HeadCount.org/volunteer
and log into your volunteer prole to sign up. We try to ll our team at least a few weeks
ahead of an event, so make sure you sign up ASAP. If you have any questions please reach
out to me at (your email here).
See y’all at an event soon!
(Your name)
(Your city) HeadCount Team Leader
EMAIL FOR PEOPLE SIGNED UP FOR A PARTICULAR SHOW:
Subject: Volunteering with HeadCount at (Band Name/Event), (Date)
Hey HeadCount (your city here) Volunteers,
You have signed up to volunteer with HeadCount at (event name) on (date) at (venue).
Unless otherwise noted, we’ll be meeting at (venue name) at (meet-up time). If you are still
available to attend this event, please reply to this email!
Note: YOU ARE NOT YET CONFIRMED for this event. Please email me back so I know you
are still interested in volunteering.
Before you conrm that you’re available, please make sure you will be on time for meet-up
and will be able to stay for the entire volunteer shift. Including meet-up time, training, regis-
tering voters, and breakdown, you can expect to be at the event for 3-6 hours.
I look forward to hearing from you, and as always, if you have any questions or concerns,
feel free to shoot me an email. Please note that responding to this email doesn’t guarantee
that you will be chosen as a volunteer for the event.
(Your name)
(Your city) HeadCount Team Leader
Scan here
to access
DOCUMENTS
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EMAIL FOR CONFIRMED VOLUNTEERS:
Subject: HeadCount Conrmation for (Band Name/Event) on (Show date)
Hello HeadCounters!
I am emailing you all to let you know that you are CONFIRMED for (event name) at (venue,
city, state) on (show date)! Our team will be meeting up at (meeting time) at (meeting loca-
tion). If for some reason you are no longer available for this event, no worries - please let me
know ASAP so that we can give your spot on the team to another volunteer.
Before we volunteer together, please give the HeadCount volunteer manual a read. A re-
minder that during the volunteer shift, you must agree to stay sober before and during the
event. We also are a non-partisan organization and ask that you stay non-partisan in your
engagement with event goers. If you have any questions about these policies or anything
else, please do not hesitate to reach out to me via email or text (insert phone number).
Looking forward to working with you!
(Your name)
(Your city) HeadCount Team Leader
EMAIL FOR VOLUNTEERS WHO SIGNED UP BUT ARE NOT CONFIRMED
FOR A SHOW:
Subject: (Band Name/Event) (Show Date) HeadCount Volunteer Status
Hello HeadCounters!
Thank you so much for signing up to volunteer with HeadCount at (event name) on (show
date) at (venue). I am reaching out because we unfortunately do not have enough to
conrm you as part of the team at this time. I am incredibly grateful for your interest and
willingness to volunteer with our team, and hope that we get to work an event together
soon! You can check out our list of upcoming events here.
That being said, we do have volunteers cancel from time to time, and we have a short
waitlist for this event just in case. I can add you to the waitlist if you respond to me with
your phone number, so that I can reach out to you if someone drops out at the last minute!
If you have any questions about this, or any other upcoming HeadCount events, please do
not hesitate to reach out!
(Your name)
(Your city) HeadCount Team Leader
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THANK YOU EMAIL TO VOLUNTEERS:
Subject: Thanks for Volunteering!
Hey HeadCounters,
Thank you so much for being a part of the HeadCount team last night at (event name).
With your help, we registered (Voter Registration total) people to vote, and engaged with
countless members of the community!
Be sure to check our Events page for future HeadCount events, as we’re always adding
new events in (your city)! If you ever have any questions about HeadCount, or any upcoming
opportunities, please do not hesitate to send an email my way. See you at the next event!
(Your name)
(Your city) HeadCount Team Leader
EMAIL TO VOLUNTEER SIGNUPS FROM SHOW:
Subject: Nice to meet you last night!
(Insert Volunteer Name),
Thank you so much for signing up to volunteer with HeadCount last night at (Event Name)! I
hope you had as much fun at the event as I did.
I wanted to reach out with a little more information about HeadCount, as well as how you
can get involved with us! HeadCount is a nation-wide nonpartisan nonprot that focuses on
getting people registered to vote and making sure they cast their vote. We meet folks where
they are and register voters and provide information on upcoming elections - whether it’s at
concerts/music festivals, college campuses, or events in the community.
The best way for you to get involved is by creating a HeadCount volunteer prole here. You’ll
be able to check out all upcoming HeadCount opportunities here in (Your city) If you have
any other questions about volunteering with HeadCount, please feel free to shoot me an
email! (Your name)
(Your city) HeadCount Team Leader
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SOCIAL MEDIA
HeadCount National Social Media
ACCOUNTS:
• Facebook: HeadCount
• Instagram: @HeadCountOrg
• Twitter: @HeadCountOrg
• TikTok: @HeadCountOrg
REGIONAL SOCIAL MEDIA ACCOUNTS:
HeadCount Team Leaders can make an Instagram or other social media account for their region. This is a
great way to show what is happening in your area. Please let the HeadCount social media team know if you
are going to be making one. When making posts always remember to be non-partisan.
TAKING PHOTOS WHILE AT AN EVENT:
HeadCount encourages Team Leaders to take photos while they are in the eld. Please share your photos
in the Team Leader Facebook group so that others can see what you are up to! Please also send photos to
[email protected]. The subject line should include the date, band/event, city and venue information.
The HeadCount social media team will post photos across Facebook, Twitter, and Instagram.
When sending photos, describe what is happening. Is there a cool story behind the photo? This will help the
social media team with copy. The social media team cannot guarantee the photos will always be posted, but
they will be utilized in some way.
We recommend taking team photos before the start of the event/doors of a show to ensure you have time to
get creative. You can also encourage your volunteer team to take photos as well. You may have someone on
your team who is into photography and can capture the best moments. If they want credit, please have them
send over their Instagram handle. We also encourage the use of the @HeadCountOrg tag when posting on
your own social media accounts. HeadCount’s social media team looks through this to nd photos as well.
What makes a good photo:
• In front of venue/festival signage
• Something unique (costumes, tents at a camping
festival, the venue marquee)
• Good lighting
• Not blurry
• Clean and organized booth
• Visible HeadCount branding
• Smiles and personality
• Incorporating event activations, signage,
or artwork
• Volunteers interacting with folks
• Background is not too busy or crowded
• Appropriate clothing
• NO ALCOHOL/SMOKING/VAPING
• Non-partisan
NOTE: Do not take pictures of credentials provided by the venue or artist. This is a security risk.
Also, always defer to venue sta if they say something is o limits and avoid taking pics of the band during
soundcheck.
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BEST PRACTICES FOR A MULTI-TL MARKET
Some cities have countless shows and opportunities for HeadCount
Team Leaders. In these cases, we often have two or more Team
Leaders to provide coverage for all opportunities. One of the
biggest challenges in a multi-TL market is communication and the
division of responsibility.
COMMUNICATE WITH YOUR LEADERSHIP TEAM:
We recommend that multi-TL markets, with support of their RC,
have a monthly or bi-monthly email chain or meet-up to check in
about upcoming shows. Team Leaders are encouraged to reply with
their availability and interest within 48 hours of the email.
After the 48 hour window has passed, you can start signing up
for shows. The goal is to make sure there are equal opportunities
for everyone to sign up for events. This email also serves as an
opportunity for Team Leaders to share if they are going to be out of
town or unavailable with the group.
SHARE RESPONSIBILITIES:
Markets with multiple TLs can also divide up some responsibilities,
including:
• Monthly metro-area email
• Social media
• Coordinates residency show request from the group
• Residency venue communications
• Routinely checking Intranet and alerting the group if there
are new shows added
• Researching community events
Having a clear division of responsibilities builds trust, strengthens
the team, and also reduces the burden on any one Team Leader in a
larger market.
AVOID:
• Signing up for all the shows without checking with your
co-Team Leaders!
• Removing another Team Leader from a show and
assigning yourself.
• Saying we are “not participating” in an event prior to checking with co-Team Leaders.
• Routinely conrming a multi-TL team.
• Only using your known volunteers.
FIELD
GUIDE
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SUPPLY KIT:
Each TL is provided with a fully-stocked Supply Kit. Your kit will arrive in the mail after you have completed
all of your training and when you have scheduled your rst event. Each kit includes everything you will need
to run a HeadCount registration table. Detailed instructions on how to organize and maintain your kit can be
found on page 41.
The supplies we send you will include Federal Voter Registration Forms that work for 45 out of the 50 U.S.
states. HOWEVER, it’s always better to use voter registration forms from your home state. You can get those
from your local board of elections oce, and sometimes other public buildings like a library or post oce. We
know it seems easy to skip this step. Don’t do it!
The local forms are signicantly better for states that allow pre-registration or permanent absentee ballot
selection and also include all state-mandated signature requirements. Most state forms will have directions
printed directly on the form to help make your job EASIER!
It’s always a good idea to contact your local board of elections oce to request forms, get additional voter
registration materials and just let them know who you are and that you’re registering voters. Many times
they will provide you with voter registration information, such as brochures or other handouts. You can
usually nd contact information for your local board election oce by Googling your county and “board of
elections oce.” We also list all the state election websites at HeadCount.org/election-info.
Cleaning: Clipboards, pens, tablets, and other materials are exposed to many people during the course of
each event. Be sure to wipe down all materials with Clorox or other wipes between events and during down
times at the booth. This helps limit the spread of germs and infectious disease including COVID-19.
SUPPLY KIT
Printed Items - Signs
• 8 - Cheat sheet Stickers
• 8 - Clipboard Stickers
• 1 - Update Your Info/Have You Moved? sign
• 8 - Laminates/Lanyards
• 150 - Thank You for Registering cards
• 1 - Register to Vote Fabric Banner
• 1 - HeadCount Logo Fabric Banner
• 4 - QR code Canvassing Signs
• 50 - QR Code stickers
Print items - Reference Materials
• 4 - Pre-Registration Chart
• 4 - Felony Conviction Re-Enfranchisement
Schedule
• 25 - Volunteer Sign up Sheet
• 2 - Training Guidelines for TLs
• 5 - Adult Photo Waiver
• 5 - Minor Photo Waiver
• 4 - Box 9 Reference Sheets
• 4 - Volunteer Manuals
• 1 - TL Binder
Print Items - Imprinted Materials
• 100 - HeadCount Pens
• Pins
• 15 - T-shirts - 3 of each size (S, M, L, XL, XXL)
Print Items - Processing, Requesting & Bookkeeping
• 10 - Reimbursement Forms
• 25 - Processing Envelopes
• 25 - Field Tracking Sheets
• 5 - Clipboard Sign Out Sheets
• 25 - Volunteer Waivers
• 2 - Supplies Checklists
Print Items - voter Registration Forms
• 250 - Federal Voter Reg. Form (English)
• 50 - Federal Voter Reg. Form (Spanish)
Non-Printed Supplies
• 25 - FedEx Billable Stamps
• 8 - Low Prole Clipboards
• 1 - Business Card Holder
• 2 - Table Easels
• 1 - Dry Erase Boards
• 4 - Dry Erase Markers
• 1 - Black Table Cloth
• 1 - Accordion Folder
• 1 - Clear Duct Tape
• 1 - Black Ga Tape
• 1 - Scissors
• 1 - Pen Cup
• 1 - Donation Sign
• 1 - Kit Storage & Transport
• 1 - Lysol Wipes
• 1 - Hand Sanitizer
• 1 - Small bag of Rubber Bands
• 1 - Table Light
Electronics (not all kits)
• 1 - Tablet
• 1 - Hotspot
• 1 - Table Case/Stand
• 1 - External Charging Station
• 1 - Tablet Charger
• 1 - Wipes
Arena/Festival Kit (not all kits)
• 2 - Sharpies
• 100+ - Zip Ties
• 1 - Ball of Twine
• 1 - Money Bag
• 1 - Power Strip
• 1 - Extension Cord
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PRE SHOW
ARRIVAL
FOR EACH SHOW YOU WILL NEED TO BRING A FULLY STOCKED SUPPLY KIT unless specied in advance of
the show/tour.
As the TL you should always be the rst person to arrive. Though you will have conrmed your team a few
weeks in advance, make sure you check in with them on the day of the show. In your emails leading up to the
event, be sure to provide your contact info. And on the day of show, with everyone’s consent, put everyone in
a text message thread so that you all can communicate and coordinate meet-up locations and times and can
quickly communicate should something change.
Once your team is ready, you will need to follow the Entry Procedure instructions listed on the Intranet and
your Event Advance Sheet (emailed to you the day of the event). Typically, there will either be credentials
under your name at the box oce or you will need to contact a band or venue representative at the entry time
to escort you into the venue. It may take a few minutes to nd the right person at the venue. If the box oce
does not have your name, or is not aware of HeadCount being at the show, don’t panic! Reach out to your
show contact (who will be on your Event Advance Sheet) or the HeadCount Artist Rep, and they will help get
things sorted out.
As a reminder, your team will generally need to enter the venue one hour prior to door time. However, this time
can be earlier or later. ALWAYS check the entry instructions to make sure you are on time. Some larger shows
may require arrival two or more hours before door time. ALL volunteers will need to enter the venue together.
Remember, if a volunteer is unable to meet the team at the designated time, you should look for another
volunteer to replace them.
If an event is more than 30 miles from your home or the city center of your home market, or if travel and
parking expenses are limiting your ability to be an eective TL, please let your RC and the Field Director know.
Once you are inside the venue, you will want to ask your event contact a few things:
• Is there a table already set up - if not, can we help?
• What is the re-entry policy
• Venue policies on stickers/tape/lights
• Canvassing rules
• Set times (remember – if the headliner plays multiple sets, we stay open until the last set begins)
• Sold out? Knowing the number of people at the show will help you set goals for your team
• Ask for the password protected venue or production WiFi network
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SETTING UP YOUR TABLE
Once you have the information you need from your event contact, you are ready to set up your table. While
you set up the table (with another veteran volunteer) have your other volunteers get familiar with the night’s
materials. Use this time to have them all participate in the Digital Action, review the voter registration forms,
the volunteer manual and change into volunteer shirts.
First thing to do is to display the banner:
• Try to place the banner high behind the table. If you are unable to do that, tape it to the front of
the table with black or clear tape. Tape it down neatly and then place the table cloth on the table
covering the tape. If you are outside and it’s windy, you can use tape to secure the tablecloth to the
table.
• You may encounter venues where there are signicant space constraints and you will not be able to
use a banner at all. If this happens frequently in your market, let us know and we will order a small
banner that you can use at these events.
• When hanging the HeadCount banner it is important that tape is never visible. You can also use zip
ties or twine if you have something to hang it from. You can use your black tablecloth to help hide
tape that otherwise might be visible.
Next, put the supplies on the table:
• Voter registration forms and volunteer sign-up sheets should be placed on letter-sized, low-prole
clipboards, provided in your supply kit. If it is windy outside, you can secure the voter forms to the
clipboards using large rubber bands.
• Set up the donation sign on the table. Talk to people who are interested in HeadCount and give
praise for our work about donating via their phone!
• Place HeadCount table signs and whiteboard. You can use the table easels to display them. Every
HeadCount kit comes with a small whiteboard. This is one of the most important tools at your
disposal. The goal of the whiteboard is to catch people’s attention and draw them to the table. You
can do this by creating urgency (dates/deadlines/goals), opportunity (volunteering/shows) and fun!
You can use the whiteboard to display:
॰ Upcoming local elections or voter
registration deadlines. This is a great way
to create urgency to people to register.
॰ Something fun and engaging (based on
artist) such as:
॰ A pun on a song name or lyric
connecting it to voting, or
॰ “Community Question” – This can
be a question like “How many times
have you seen Harry Styles?” Think
of questions that will draw people
to the table. You can put multiple-
choice answers and allow people to check o themselves so it keeps a tally.
॰ The voter registration and engagement goal for the event, keep track with hash marks so
the crowd knows they’re helping you reach your goal!
॰ Volunteer recruitment, including a list of upcoming shows. List shows that match the
interest or genre of the artist you are seeing to engage crowd.
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• Place other items on the table including candy and pins.
• Set up the tablet for digital activation (if you have one).
• Set up the artist-specic contest (if you have one) or rae item.
Don’t let the table get too crowded with materials. Sometimes you’ll have an 8-foot table and everything
ts. With a 6-foot table, you might choose to leave something o. And if it’s smaller than that use your best
judgment as to what’s most important.
Avoid promotional iers. Often, people ask us to leave iers at our table. This isn’t ideal, because we try
to keep our tables as clutter free as possible. We only leave iers on the table if they feature an ocial
HeadCount partner (a band we tour with, a venue or promoter who hosts us regularly, or a festival where we
will be). You can subtly enforce this rule by moving a pile of iers from our table to somewhere nearby.
Keep drinks o the table, always. They can spill on paperwork and damage eld materials.
Generally speaking, remember that the appearance of the table represents the organization. If it’s clean and
inviting, people want to engage with us. If it’s cluttered and a mess, then it’s unprofessional and intimidating.
Always take a few steps back and look at the table to make sure it has a neat appearance. Keep it free of cell
phones, cigarette packs, etc. All signage should be up to date and ocial HeadCount signage.
Below is a mock-up of a CLUB LEVEL set-up. If you have materials that do not look like the branding below,
please recycle them. DO NOT USE THEM.
If you need
replacement
materials scan
here to order
HeadCount.org/supplies
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TRAINING GUIDELINES
Whether volunteers are rst-timers or veterans, it is important that you hold a 30 to 45-minute training
session at every single event. Add an extra 20-30 minutes of training time if you have any new or special
activations. This can sometimes be challenging, as you won’t always get into a venue with that much time to
spare. But, know that the training is an absolute key to success and it’s really hard to touch on everything in
less than a half hour. Your volunteers succeed and have fun when they feel condent. Making sure they are
prepared is key to that. If you enter the venue later than anticipated, and it’s a choice between not engaging
the rst few people that enter the venue and having a fully trained team, you always want to choose training
your volunteers.
To make training easy for you, your kit will include a laminated sheet called the “Training Guidelines (For Team
Leaders).” It’s a sort of cheat sheet to make sure you are hitting on all key points. The basic things to remember
are:
• Start With the Personal: Introduce yourself by sharing your pronouns and telling your HeadCount
story. Explain how and why you got involved and some basic background about HeadCount. Talk
a bit about what part of HeadCount’s mission connects with you the most. Set the tone in the
most positive and inspiring way, then ask volunteers to share how they got involved and a fun fact
about their favorite artists/shows! Having the volunteers share their personal story will help with
volunteer recruitment.
• Sobriety, Sexual Harassment and Non-Partisan Policies: Be sure to cover all of these policies.
Violation of any of these is a serious oense and should be reported via an Incident Report to
[email protected]. Volunteers that violate these policies should be immediately relieved
of their volunteer duties. Asking security for help if needed is okay. See the policy section of this
manual for details on page 95.
• T-shirts and Laminates: First time volunteers should not receive a t-shirt. Once they return to
volunteer with you again you should give them a t-shirt so they can wear it to the next show. Our
supplies are limited and this is the best way to ensure you don’t run out of shirts quickly. Give every
volunteer a laminate to wear during the show and once their shift is over they need to return the
laminate. The laminates are super easy for volunteers to forget to return, so make sure you double
check that you’ve gotten all of yours back! If an experienced volunteer shows up without a t-shirt,
please remind them to bring their t-shirt next time.
• Voter Registration: Go over your state form and the National Voter Registration form in detail. On
the back of your Training Guidelines is a sample National Voter Registration form with key spots
highlighted. Use it to make sure everyone knows common trouble spots and your state’s rules
regarding ID numbers, party and race (which can be found on the clipboard cheat sheet and in the
Field Training Documents Section of this guide).
• Online Voter Registration: Go over using the QR code to access online registration, ID requirements
to use online voter registration, and states where it is preferred or required.
• Key Information Resources: HeadCount’s website (HeadCount.org/voter-info) hosts up-to-date
voter information including state specic dates, guidelines, felony conviction re-enfranchisment
voter information, and voter ID laws.
॰ This guide will have these sheets as well in the Field Training Documents Section. It is
important to make sure you have the most up-to-date sheets in your binder, and that you
have your binder handy at every event.
॰ When there are changes, HeadCount will provide updated documents. Switch out the
sheets in this guide to stay up-to-date.
॰ The “Cheat Sheet” on the clipboard also lays out dierent guidelines by state on how to ll
out the national voter registration form (specically whether a full social security number
is needed or if race/party needs to be listed). These are all important tools to ensure
proper compliance with voter registration laws and regulations, so give a very quick run
through of each and encourage volunteers to check them out on their own.
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• Check the Form: Before the registrant walks away, be sure to check the form! Incomplete forms
result in nes and penalties for HeadCount, but more importantly mean someone may not be able
to vote on Election Day. Make sure to draw attention to the check boxes and signature date a few
times in training so volunteers remember to double check. Putting a birth date for signature or
missing the check-boxes are the most common mistakes.
• “Thank You for Registering to Vote” Cards: Your kit includes a stack of business cards that we give
to everyone once they register to vote with us. Show your volunteers these cards and explain that
these are receipts we give out to everyone who registers after we check their form. NOTE: Many
states have a legal requirement that 3rd party registration organizations provide a receipt with
contact information. The THANK YOU card serves that purpose and should always be distributed.
• Approaching People: Train volunteers on the importance of being friendly and approaching people
directly. Start with some simple tips about how to break the ice with a complete stranger. Point
out that they should smile and make eye contact with everyone. This may seem obvious, but not
everyone realizes that unless it’s pointed out. Another great tip is to give someone a compliment as
they walk by – like “Great hat,” or “Nice shirt.” Everyone loves that and
it’s a great segue to asking if they’re registered to vote.
• Digital Actions: Digital actions are crucial to HeadCount’s success.
These actions are dual purpose. First, they provide a service to the
participant. Second, they build community. The only way we follow
up with sign-ups is if they opt-in to our community through a digital
action. This is how we provide election information to voters to Get
Out the Vote. It is critical that volunteers understand the importance
of the digital actions and are comfortable with walking people
through them via QR code, text code, or tablet.
• Role Play: By far the best way to prep your volunteers for all of this
is to role play. Have one of the volunteers pretend to be a
regular concertgoer, and you, as TL, should play the role of
HeadCount volunteer. Walk through the HeadCount pitch,
and how to transition from voter registration to an ask for
a digital action. Have every volunteer then pair o and try it
on their own. Listen and point out any areas where they can
improve. This short practice session goes a long way toward
getting volunteers condent and prepared. You may nd
yourself wanting to skip this part of the training, because it
takes a while and is a little awkward. However, it really helps
ensure that your whole team feels condent in engaging with
event attendees. It is critical to your team’s success! Use the
Save the Vote Script in the Field Campaign Section of this
guide.
• Talk about the importance of recruiting
other volunteers: Signing up new volunteers
is as important as registering people to vote.
Be sure to put the volunteer sign-up sheet
out on the table, with at least one name
lled in (it can be yours) so it’s not a blank
sheet. Make sure your volunteers know we
are always looking for great new people to
be part of the HeadCount team. Whether
someone thanks you for being at the event,
or is really excited as they are registering
to vote/completing a digital action, it can
never hurt to encourage them to sign up as
a volunteer! Tips for volunteer recruitment:
In Florida and Georgia,
Team Leaders have
state-specic Thank You
For Registering Cards
that provide state-
mandated disclosures.
Please be sure to use
your state cards at all
times in state.
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॰ Write upcoming volunteer opportunities on a whiteboard to promote local activity.
॰ Remind people they get to SEE the show when they volunteer too.
॰ Make sure your volunteers are ready to tell their HeadCount story and why they are
involved, as the personal story engages prospective volunteers.
॰ Get people to ll out the volunteer sign-up sheet, which should always be displayed on the
table, and also be on volunteers’ clipboards when they are canvassing. If a new potential
volunteer is particularly strong, put an asterisk next to their name so that you don’t forget
them.
॰ Email volunteer sign-ups the next day after your show and thank them for talking with
HeadCount and list upcoming volunteer opportunities. They’ll also get an email from the
oce, but that can take weeks and could go to their spam folder. Getting an email from
you will turn the sign-up into a volunteer, which is why this is such an important step to
take after every event!
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WHEN TO USE ONLINE VOTER REGISTRATION
Online voter registration is easy to use in the eld! You can use it whenever a fan is interested by having them
scan your QR code. Online voter registration is strongly encouraged in Florida and Wisconsin, and its always
required in New Mexico.
This method cuts down on errors on forms and reduces our carbon footprint and processing cost. If the
registrant has an in-state ID they’ll be registered instantly. Online registration is preferred as we approach
voter registration deadlines and for people who need to make an absentee ballot request as it eliminates the
5 to 7 weeks for processing.
The majority of states oer some form of online voter registration for people with in-state driver’s license or
state issued ID cards. We always have paper forms available so that we can accommodate voters that need
to register with their social security number.
The requirements for online voter registration vary greatly between the states. Some require that the
address on your ID match the address for voter registrations, some will only allow updates for address or
party online and not a new voter registration, and so forth. A Team Leader should know the requirements for
their state’s online voter registration portal and educate their volunteers.
If someone uses HeadCount’s online voter registration tool without a state-issued ID card or for a state that
does not have online voter registration, that’s OK. They will need to follow the steps outlined by the voter
registration tool to sign and submit their voter registration forms.
States with online voter registration as of November 2021:
STATES WITH
ONLINE VOTER REGISTRATION
*First time registrations must sign and mail, registration updates can be processed online.
Updated: Nov. 2021
OR
WA
ID
NV
AK
HI
CA
UT
WY
MT
ND
SD
NE
CO
AZ
NM
KS
OK*
TX
MN
WI
IA
MO
AR
LA
MS
AL
GA
SC
NC
VA
WV
TN
FL
KY
IL
IN
OH
MI
PA
NY
CT
NJ
DE
MD
DC
VT
ME
RI
MA
NH
Pro Tip: If someone does not have all the information they need to register, have them use the
digital tool to register. They will receive reminder emails to complete their registration.
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GOALS
Goals are an incredible tool for motivating volunteers and driving high achievement. We want to maximize
our voter registration totals at every show, and nothing is as eective (and fun) as giving volunteers a goal to
pursue. Make sure everyone knows the goal – you can even put it on your whiteboard and keep a running tally
as your team gets closer to achieving it.
Your volunteers should all be comfortable using the event’s goal when working the crowd. “Help us reach our
goal ...” is a great tactic to get people to take action!
SUGGESTED GOALS:
Goals should be attainable. You want to have that big celebratory moment each night, but, they should also
challenge volunteers to give it their all. While dierent metro areas have dierent success rates, the following
goals are based on national averages:
Venue Attendees Voter Registrations Digital Actions Volunteer
Sign ups
Community Event 250+ 10+ 10+ 10+
Small Club 300-1000 10 10 10
Large Club 1,000-2,000 15 15 10
Theater or Concert Hall 2,000-4,000 20 30 15
Outdoor Venue/Event 4,000-7,500 30 35-50 20
Full Size Amphitheater or Arena 7,500+ 50-100 50-100 25
Festivals 15,000+ 150-1,000 150-1,000 50-100
Another way to come up with your
goal is to see what other teams
have totaled for the same artist or
type of event (you can nd that on
the Intranet), then vow to beat that
number! A little friendly competition
between cities is a great way to get
the most from your volunteer team,
and to keep it fun and loose.
At the end of the day, we want
to register at least 10 people at
every event. If you are consistently
registering below 10 people, contact
the Field Director either to request
additional training or to let us know
if you think a venue, artist, or event is
consistently not going to yield at least
10 registrations. We want to set you
up for success, and this is important
feedback for us to have.
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DURING THE SHOW
When training is complete, you are ready to get going. Here are the next steps:
• Assign Volunteers: Assign some volunteers to the table and some to walk around the crowd
with clipboards and “Thank You for Registering” cards (we call this “canvassing”). You can have
volunteers go in pairs, teaming a rookie with an experienced volunteer, to show them the ropes. If
you are working a larger venue, amphitheater or festival, assign sections for volunteers to canvass.
Remind volunteers to check back in at the table every 30 minutes or so, and that they’ll need to
return for the start of set break and help break down the table at the end of the night. Unless there
are a lot of people at the table (like during set break), most volunteers should be walking around
with clipboards.
Make sure your volunteers are proactive. Sitting behind the table is not the best way to engage
fans, and there should generally never be more than one to two people at the table. We approach
people rather than wait for them to approach us. NOTE: Some venues may not allow canvassing.
Always check venue policies at the beginning of the evening.
• Keep an Eye on the Volunteers: It is important to be aware of their progress and eorts. If someone
is struggling, give them some special attention. If someone is doing well, celebrate their successes
and the team’s success. Managing your volunteers’ mood and energy is key to having a successful
show. Each volunteer will have dierent strengths. It is your job as the Team Leader to nd those
strengths, and gure out how each team member can best help the team have a great event.
• Bring the Energy and Positivity: You set the tone. If you are upbeat, engaging people and having
a good time, everyone will feed o your energy. Remember that all your volunteers look to you as
their guide. Be outgoing, positive and focused on the goals.
• Maximize: Your job is to make sure we register the most voters possible. Make sure your volunteers
are approaching people and in visible locations. Be vocal and friendly. Make adjustments on-the-y
like changing your white board or trying dierent lines to break the ice.
• Handle Dicult Situations: As the leader of your team, it is important that you ensure you and your
volunteers are never put into an uncomfortable situation. Let volunteers know that if someone is
combative, overly irtatious, not respecting physical space, etc., then it’s OK to walk away. Just
be polite and wish them a great show. If you see this happening in front of you, be the leader and
intervene on the volunteer’s behalf. If a confrontation begins to escalate outside of your control,
do not hesitate to contact venue security for additional assistance. Although we are there to
engage with the public, our number one job is to make sure everyone on our team feels safe and
comfortable. It is always best to let your RC and sta know about dicult situations that escalate
or cannot be contained. File an incident report if needed by emailing [email protected] and
your Regional Coordinator.
• As your event progresses, be sure to track the number of registrations that each volunteer gets.
When you wrap, mention who on the team got the most and congratulate them! This can be very
motivating for folks to come back and do even better next time.
• Check and File Forms: Whenever a concertgoer completes a voter registration form, or a volunteer
brings back a form, you should double-check each form for legibility and accuracy. If a volunteer is
not being vigilant in making sure that people write legibly or ll out all the info, be sure to let them
know right away. If you encounter a form that is not complete or incorrect, call the person if they
have written their phone number on the form and ask them to return to the table to correct it.
Alternatively, you can send your volunteer back to nd the person to correct the form at the show
(this works particularly well if you have sectioned o the venue as people go back to the same
bathrooms/bars during the show). If you cannot contact the potential registrant, please send the
incomplete form to the oce with other paperwork, separated from the other voter registration
forms and note on the Field Tracking Sheet.
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• Incomplete Forms: If someone realizes they don’t have all the information needed to register to
vote, send the form home with them. Do not intentionally accept incomplete forms. If a volunteer
realizes a section was omitted later, send it into HeadCount. It is important to stress that TLs and
volunteers should NEVER WRITE ON SOMEONE’S FORM. It is illegal (and in some states a felony)
to mark on the forms. DON’T DO IT!
• During the Music: If there is an opening act, we stay open and busy. It’s the prime-time for
registering voters because a lot of people are milling around waiting for the headliner. We go full
speed ahead until the headliner begins their last set of music. That means if the headliner is playing
only one set, you have the option of closing the table up once the headliner is on stage (but if the
table is still busy, or you think the headliner is going to give a shout out from stage, we encourage
you to keep it open). If it’s a two-set show, we stay open through the entire rst set and set break.
As the TL it is your job to stay at the table during the rst set. If you need a break and you have
experienced volunteers who you trust and know are willing to lend a hand, this is the time.
• Be Aware of Deadlines: As a primary, caucus, special, general or
runo election approaches, there will be deadlines to register to
vote. Be mindful of the deadlines in your state. If the deadline
is coming, make sure it’s displayed on a sign or whiteboard. If a
deadline is in the next few days, we won’t have time to get people’s
forms to the right place, and that must be communicated to
the registrant. If the state has online voter registration and the
registrant has an in-state ID, registering to vote digitally within 10
days of the deadline is preferred. The Field Director will be in touch
with you to plan for any shows within 10 days of the voter registration deadline for your state.
• NEVER leave the table and voter registration forms unattended.
• One More Note About Seeing Music: In almost all cases, our volunteers get to see the music (for
free of course), and we have secured that privilege in advance. This can come in the form of tickets,
working passes, or general admission entry. For sold-out seated shows, we are sometimes provided
standing room or equivalent. Regardless of the situation, we always comply with venue rules and
follow the directions of ushers, security or management. So if we’re ever asked to move or have an
obstructed view, we comply. There are also rare instances where we are told in advance we will not
be able to see the show at all. In most of those cases we choose not to participate in such events.
• Returning Before Set Break: If it is a two-set headliner show, your volunteers can enjoy the music
during the rst set, but should return to the table one hour after the music starts to be in position
to work during set break. Set break is a busy time and you’ll want volunteers to arrive before it
starts so they aren’t caught in the crowd. Emphasize this during training and before the music
starts. It’s a bummer when set break starts and you’re waiting for your volunteers to return.
• Breaking Down the Table: All volunteers need to report to the table at breakdown time to turn in
forms and laminates and assist in packing up the table. You will need to use the Supply Checklist for
the show and check each item as it is packed in the kit. This may seem like overkill, but it will prevent
your team from accidentally leaving supplies behind.
• DO NOT BREAK DOWN EARLY. If we shut the table down early, it can draw the ire of our hosts, who
are sensitive about giving out free access to shows to anyone who doesn’t seem to be working their
hardest. Never break down the table before the headliner begins their last set of music. The artist or
venue may also request dierent open or close times for the booth. In those cases, we always honor
their requests.
• If Anything Goes Awry, We Document It: If a volunteer must be relieved of their duties for violation
of the sobriety policy, discrimination or non-partisanship policies, if there’s an injury, a conict with
venue or band sta, if you, the Team Leader, are late, or really anything that might reect poorly on
HeadCount as an organization. Send an email to [email protected] and your RC ASAP with
the band name, venue, and date and let us know what happened.
Forgot to check and see
what your deadlines are?
HeadCount.Org/State/
to pull up your state info
from our website.
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STORM PROTOCOL
Weather presents challenges to HeadCount’s eld work, especially summer showers. Remember that the
safety of our volunteers is always most important. No one should canvass in a lightning or thunder storm.
Always remind your volunteers to bring umbrellas when allowed, rain jackets or ponchos to an outdoor
event, especially if rain showers are in the forecast. If you have extra rain gear to share, bring it along for the
event. When setting up the clipboards for canvassing volunteers, include freezer sized plastic Ziplock bags.
Completed forms and other eld materials can be placed in these bags to protect them from water damage.
Outdoor Shows and Events: If it is raining when you arrive, wait until after the storm passes to set up your
booth. If your booth is already set up and volunteers are canvassing when rain appears, secure completed
forms and all other HeadCount materials in a dry container and location as soon as possible. A great
indicator of a pending shower on a stormy day is to check out the stage – if you see the crew covering the
equipment with tarps, then start to store the materials and have your volunteers come back to the booth
immediately.
Wait out the storm in a dry location and return to eld operations once it passes. Sometimes the merch
booth may be nearby and oer shelter for materials. We try to stay active unless the band cancels the event
due to weather.
SICK PROTOCOL
If you are feeling sick within 48 hours of a show or event you are TL-ing, please let the Field Director, your
RC and the AR rep for that show know. Your RC should have a list of approved back-ups in your area - either
alumni Team Leaders or All-star volunteers who have received eld training. With notice we can work to have
an approved back up cover your show and not have to cancel.
If you have a fever or any other sudden symptoms within 24 hours of your show, let the Field Director, your
RC, and the AR rep know. Even if your fever is gone the next day, it’s best to cancel the event for all parties
involved.
CARING FOR YOUR KIT
HeadCount invests in giving you all the resources that you need to host approachable, welcoming, and
professional voter registration drives. We need your help to take care of your supplies!
Please use the Clorox (or other) disinfecting wipes to wipe down all of your clipboards, pens, and other
materials that are passed through multiple hands during and after each show. Before you store the
materials, make sure that they are dry and do not have residue from cleaning.
Properly cleaning your white board will keep it fresh and looking good for upcoming events. Be sure to clean
the whiteboard at the end of the event!
Banners: As of 2020 you should be using ONLY fabric banners. If you still have a vinyl
banner, please recycle them. Banners can be folded for transport but we recommend
rolling them to keep wrinkles out. Wash in household washing machines on cold water
setting with the addition of mild, color-safe (without bleach) washing detergent (a
color catcher is also recommended). Remove from machine immediately after cycle is
completed. Hang wet to air dry. Do not fold wet. It’s recommended you use a steamer
to remove wrinkles. If you don’t have a steamer, you can iron these products but take
caution and ensure your iron is set to the lowest possible setting.
Make sure that all electronics are stored on the top of your kit and are not bearing
weight. All electronics should be turned o (be sure to charge before your next event).
If your materials are worn or deteriorating, use the supply request portal to request new
items. Please give at least two week notice for supply request, approval and delivery.
Scan here to
order supplies.
HeadCount.org/supplies
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OTHER ACTIVITIES
PHOTOS:
If you have a volunteer that has a great camera and/or loves to take photos, assign them to take key photos
at the event. Key shots include team photos, photos of your table set up (including whiteboard!), and active
voter registration photos.
As part of your post-show duties, please post photos to the HeadCount Team Leaders Facebook page and
email them to Photos@HeadCount.org. Include the band/event, city, and venue in the subject line. When
sharing the pic in the group or by email, please mention the artist and venue!
If you or volunteers post to personal or regional social media, be sure to mention @HeadCountOrg, the band,
the venue, the name of the photographer and use the suggested hashtags.
Make sure the photos are not blurry!
If an artist stops by the table, please take multiple photos. Check the photo before they leave to make sure it
looks good. If you have an opportunity to take a photo of an artist with a clipboard, please take at least one
of them alone with the clipboard. After you take a photo of them alone, then ask to take a pic with them if
you’d like. Please have the artist hold the clipboard close to their body and take a close-up shot of their upper
body and clipboard.
If you ever have someone come by the table and take an awesome photo that we might want to use on
our website or in a brochure, please ask them to sign a “Photo Waiver” form (included in your kit). Note: All
HeadCount volunteers sign this waiver when they sign up on the Intranet.
As a Team Leader, you are ultimately responsible for capturing eld photos and helping our social media
presence be awesome, so be sure to take quality photos and share. For additional information, please refer to
Social Media on page 27.
CONTESTS:
Rule: HeadCount never gives anyone entry into any contest in exchange for voter registration. It is illegal.
HeadCount may run a year-long contest to encourage participation in our digital action or volunteer sign ups.
In this case completion of the action is required for digital entry. The contest rules can be accessed via the
digital action.
Similarly, HeadCount may run a tour or festival specic contest through digital actions. In this case, the
actions must be taken via a designated code or link to ensure entry into the specic contest.
SWAG WITH A PURPOSE:
Incentives: HeadCount often uses an incentive item, such as a pin, in
the eld. Use these items to encourage participation in the digital eld
campaign. Note, you may NEVER INCENTIVIZE VOTER REGISTRATION -
on paper or digital. You may only give away an item for taking a dierent
action, like pledge to vote, sign up to volunteer, etc. Do not give designated
incentive items away for free.
Sponsorship: From time to time, HeadCount sponsors provide free give
away items for the eld. These items should be clearly displayed and used
to draw people into the booth. You can also use whiteboard signage to
promote.
If you have a sponsor item, please take lots of active photos at the booth
and encourage posting on personal social media channels. In addition to
new pin and
chocolate photo
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Updated 1/2022
the sponsor’s handle, there may be a specic campaign or hashtag to use. Instructions will come with the
product.
Fun: HeadCount may also have a free branded giveaway, like stickers, ear plugs, candy, etc., at the booth.
If you do have a free giveaway, make sure you use every interaction to invite voter registration, digital
engagement, and volunteer recruitment.
Rae: At some shows, we hold a rae to help generate trac at the table. Raes are arranged with the
artist by the AR Rep. Information about a rae will be included on the advance section of the Intranet and
on the advance email sent to you before the show.
YOU MAY NEVER ACCEPT A VOTER REGISTRATION IN EXCHANGE FOR A RAFFLE TICKET. It is illegal to ever
give something of value in return for a voter registration.
• Anyone can join the rae by lling out a rae ticket. We also recommend and strongly urge them
to either take an action (i.e. sign up to volunteer) or make a donation to HeadCount of at least $1.
• The rae item should be displayed as best you can. Use your whiteboard to let people know about
the rae, what they can win, when you will hold the drawing (set break is usually a good time) and
how the winner will be contacted (by cell phone or text). It is important to get cell phone numbers
on the rae entries so the winner can be contacted.
• All prizes should be claimed by the end of the show. When the winner is chosen, write congrats
on the dry erase board, then call AND text their cell phone. Arrange a time to meet the person
(sometime before the end of the show) and give them the prize. Be sure to give the winner a
deadline to pick up the item and do your very best to get it to him or her. If you’d like, you can
also make arrangements to get it to the winner at a later date, but that’s your call. Always take
a picture of the winner holding the prize and post on social media once you get them to sign the
photo release waiver.
• If a prize is unclaimed, save it to rae at another show. If the item is specic to the artist who
played that night and you do not believe it would generate interest at future events, then you can
give it to the volunteer of your choice.
• Raes are meant to bring good energy and attention to our tables, and help us register voters.
However, a rae can actually end up doing more harm than good if it becomes a distraction from
our voter registration eorts. Make sure volunteers talk to everyone about voter registration before
mentioning the rae.
GREENING:
HeadCount is an environmentally conscious and
responsible organization. All HeadCount eld
materials are printed on recycled paper whenever
possible. Please be mindful of your consumption
and use of paper products. When you are at a
venue, be aware of their recycling options and make
full use
of them.
At a festival, always have two separate bags for
waste - one for trash and one for recycling. When
purchasing items for use at the HeadCount table,
stay away from anything that you know to be
harmful to the environment. Encourage volunteers
to bring their own reusable water bottle to events.
Our table should never be a place where people
see a lot of Styrofoam or other environmentally
unfriendly items. Always keep a healthy planet in mind with your choices. We also encourage you to purchase
gallon jugs of water for your festivals as opposed to small bottles. Jugs can be relled.
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POST SHOW
THANK YOUR VOLUNTEERS:
Send a THANK YOU email to your volunteers. Let them know their time was valued! And, invite them back to
volunteer.
REACH OUT TO VOLUNTEER SIGN UPS:
Email anyone that signed up to volunteer! Send them to HeadCount.org/volunteer and let them know what
shows are coming up. Try to conrm them right away! This action alone is what turns volunteer sign-ups into
volunteers.
Sample emails for volunteers and sign ups can be found in the Communication Resources section of this
guide or in the Documents Section of the intranet.
FORM PROCESSING:
These steps must be completed within 24 hours after the event! As soon as you get home, organize the voter
registration forms and other paperwork for mailing. Please complete this process for every individual show.
If you are doing a multiple night run or a festival, you need to complete this process each night. Please write
LEGIBLY!
1. Take a Processing Envelope from your Supply Kit and write the Date, Band, Venue, City, State and
TL (your name) on the envelope.
2. Then ll out a Field Tracking Sheet including Date, Team Leader, Event, Venue, City and State.
3. Review the voter registration forms you received. Count these forms and put them in alphabetical
order by state. Record the number of registrations for each state on your Field Tracking Sheet.
Place the forms in the Processing Envelope.
4. Review forms for errors or omissions (it happens). If there are incomplete or problematic forms
please reference them on the Field Tracking Sheet.
5. Record number of volunteer sign-ups on Field Tracking Sheet. Take a moment to capture or email
new volunteers directly to invite them to sign up at HeadCount.org/volunteer and tell them about
upcoming shows. Place the volunteer sign-up sheet in the Processing Envelope.
6. If there are additional materials we are collecting from a specic campaign, note that as well. Place
all material in the Processing Envelope.
7. For digital actions list the number of completed actions (not scans) you can track. We recommend
using hashmarks or counting the number of giveaway items used for completed actions.
8. Count the money in the donation bucket. Write the amount on the Field Tracking Sheet and put the
money in the Processing Envelope.
9. If you are running low on any supplies please don’t wait until the last minute to request new
supplies. Use the QR code on the next page to access the form. Allow 2 weeks for delivery. Please
take into account, you should have your supplies 2-3 days before your event.
10. Include any photo waivers in the envelope.
SHOW REPORTING:
You will also need to ll out a Show Report on the Intranet within 24 hours of the show.
Here are the general steps for show reporting. More detailed instructions are on page 20.
1. You will need your Field Tracking Sheet. This serves as the resource for your show report
information
2. First, rate each volunteer’s performance at the show. Were they proactive? Did they report to the
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table when they were supposed to? Were they on time to meet you? It is very important that you
rate all your volunteers. Your fellow TLs use these ratings. It will help insure future TLs conrm the
best team possible for an event.
3. Next, ll out the rest of the information from the Show Report including the number of
registrations, volunteer sign-ups, donations, pledges, etc. Don’t forget to include the tracking
number from your pre-paid FedEx slip!
4. Email your RC to let him or her know how the show went and that the reports are complete.
Discuss any problems you had or areas you want help improving. This takes only a few seconds and
helps give the RC a real sense of how their whole region is doing.
SENDING THE FORMS:
The next step is to FedEx the forms to HeadCount.
Here are the rules for FedEx-ing (sending) the forms:
FORMS SHOULD ALWAYS BE SENT THE NEXT BUSINESS DAY via STANDARD 2 DAY DELIVERY (or one-day
for states with less than a ve-day turnaround). Many states have laws requiring forms be received within
days of the signature date, or the REGISTRATIONS WILL BE REJECTED. Waiting even one extra day could
ruin someone’s chance to vote. Even if you are doing shows several nights in a row, you must send the forms
to HeadCount the next business day for the prior night, unless you have an emailed record of instructions
from the Field Director that says otherwise.
• Forms collected from shows on a Friday, Saturday or Sunday can all be sent together on Monday.
However, paperwork for each show needs to be in its own Processing Envelope.
• Take the Processing Envelope to the nearest FedEx location or dropbox. There are FedEx drop boxes
everywhere, including at Walgreens.
• You can nd the location nearest to you by visiting: FedEx.com/Dropo. FedEx supplies including
Express packaging. Place the Processing Envelope(s) in appropriately sized FedEx packaging and
seal it. Ax a preprinted FedEx Billable Stamp from your kit to packaging. Take the receipt for the
Billable Stamp and add the tracking number to the online Show Report.
• Do Not Handwrite FedEx labels. It is very important that you let us know well in advance (allow two
weeks) if you are running low on FedEx Billable Stamps so we can replenish your supply. If you do
not have any FedEx Billable Stamps, you will need to email Outreach@HeadCount.org to get the
correct mailing address and FedEx account number.
PROCESSING PROBATION:
If HeadCount misses a state’s voter registration processing deadline (which can be anywhere from three to
ten days from the signature date) the form can be invalidated and we do not register the voter. Additionally,
there are often additional legal repercussions, including per form nes.
If a TL returns the forms more than two weeks after their show, they are immediately put onto processing
probation. If forms are not shipped on time again the TL will be asked to step down from their leadership role.
If a TL routinely has forms come in a few days late they may also be placed on probation at the discretion of
the Field Director.
If your forms are delayed, please reach out to the Field Director ASAP. Often you can strategize together to
make sure everyone is registered on time. If you take this step, probation can often be avoided and everyone
stays happy!
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SUPPLY REQUESTS
All eld supply requests should be made via HeadCount’s supply request portal. If you need an item urgently,
please email [email protected] after you make your request.
Access the supply ordering portal by going to HeadCount.org/Supplies (or scan the QR)
Scan here to
order supplies.
HeadCount.org/supplies
Your HeadCount email address is your login - [your rst name]1234 is your password (your rst name
should be in lower case letters). Please change your password after you log in for the rst time by going to
ACCOUNT>USER INFORMATION. Type a new password below the user name and hit SAVE
To Order, choose a category - Booth Printed Materials, Non-Printed Supplies or Volunteer Shirts.
Product name
Product preview
Live time quantity available
Type in the QUANTITY box, the amount
of product you need for your kit. Then
click ADD TO CART.
The cart icon will
begin to populate
after you click ADD
TO CART
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Once you have loaded up your
cart, click the CART ICON in the
upper right corner.
Click CHECKOUT
From here you can do several
thing:
Review your order in the
CHECKOUT SUMMARY area
Write a note in the ORDER
NOTES (please include the date
of your next event - note - all
shipments will take 10 working
days. If you need materials
sooner, please contact the eld
team immediately - Outreach@
HeadCount.org)
Choose your shipping address or
add a new address. By default,
the address you provided to
HeadCount will already be
uploaded in the system under
your name.
To add a new shipping address,
click the blue NEW ADDRESS
button or choose a
pre-populated address from the
Shipping Address drop down
menu.
When you are done, click
SUBMIT ORDER.
CONGRATS! You’ve made a
supplies order.
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FESTIVALS
All major festivals will be advanced by the “Festivals Team.”
They can be contacted at: Festivals@HeadCount.org.
Festivals require additional planning. Here are some key things to be aware of:
• The Festivals Team is your main contact for these events. Festival planning, including securing
supplies and conrming volunteers, should begin six (6) weeks in advance of the event.
• Festivals require more advance planning, more volunteers, and a much larger time commitment. We
usually try to have 8-10 volunteers per festival, and they often require a 3-5 day time commitment.
• Festival TLs need to take special care to select reliable volunteers. With a 3-5 day time commitment,
it is especially important to have a reliable team. Festivals usually require individual volunteer names,
so if a volunteer cancels, the TL must email and call the Festivals Team immediately and work quickly
to get a replacement. If the festival will NOT accept a change, the spot remains unlled. The Festivals
Team will make best eorts to request credentials in “Bulk,” which means that the TL will receive the
credentials for the entire team for the weekend during load-
in. It will then be the responsibility of the TL to distribute
the credentials/wristbands to volunteers at the front gate
before they come on site.
• Festivals will require additional supplies. Be 100% sure that
you have all the supplies you need. You’ll want to work closely
with the Festivals Team and the Field Director to ensure you
have supplies for all festival activities. Find a list of festival
supplies on page 49.
• Festival TLs must create a daily volunteer schedule. It is
important to create a volunteer schedule and share it with
your team. This ensures that volunteers are prepared to
work their designated hours and that the table is never left understaed. TL’s are responsible for
assigning one volunteer to take photos for 2 hours a day and instructing them to submit the photos
RESIDENCIES
Residencies are relationships with a local venue or promoter. Ideal venues
have a capacity close to or over 1,000 and a full calendar of diverse acts.
Residencies are a great way to have a home base in your community,
recruit volunteers, and cover a diverse range of acts in dierent genres.
Often a residency will result from a TL’s relationships - such as with local
contacts or relationships with venue sta. To make this ocial, the Team
Leader should notify their RC and the Field Director, who will connect
them with the appropriate member of the Partnership Team to nalize
the residency relationship.
For a residency to really work, a TL needs to commit to at least two
shows a month through the relationship. Often the Team Leader needs
to review the show calendar and make the request at least a month
before the show and keep their calendar open while waiting on venue
conrmation. It negatively aects all of HeadCount’s relationships to request a show and then not follow
through.
The show request and conrmation process will be determined by the venue or promoter’s request and
HeadCount’s standard procedures.
In smaller markets, a residency may be a requirement to set up a team to make sure there are enough events
to support the team. Note: ”Headliner” shows take priority over residency shows at all times.
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• You will also need to be sure to enforce the sobriety policy at festivals. Volunteers cannot consume
illegal drugs or drink any alcoholic beverages before or during their shifts, and should never appear
visibly intoxicated while volunteering, or in their HeadCount shirts.
Festival Procedure
Because festivals are advanced dierently than regular HeadCount shows, there are some important
procedure dierences to note. All TLs must submit their interest in being a festival TL and will be selected by
the Field Director. If you are selected as a festival TL, the Festivals Team will work directly with you on the
following steps. Typically, a form is sent at the beginning of the year for all TLs to express interest in festivals.
If you have a specic interest in team leading a festival, and are fully available to do so, but have not lled
out or received that form, email Festivals@HeadCount.org
Festival Advance:
Festival details will be advanced and communicated via a Google Doc, in addition to the Intranet. This
document will be shared with you by the Festivals Team and will be specic to each festival.
Conrming Festival Volunteers:
Due to volunteer dropouts at festivals, HeadCount has a festival application process. All volunteers
interested in a festival must ll out an application and put down credit card information to volunteer. The
application appears as a pop-up on the intranet every time someone signs up for a festival. If someone
cancels within two weeks of the event, or are dismissed from the team during the festival, their credit card
will be charged the full price of a ticket.
NOTE: The details of how the application and Google Doc process works will be detailed specic to each
festival by the Festival Team.
TEAM LEADER FESTIVAL POLICY
TLs who have been successfully leading the same festival for multiple years maintain rst right of refusal on
leading it the following year until they decide to hand it o to another TL or leave HeadCount. TL coverage of
festivals is subject to approval by HeadCount HQ.
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Team Leader Kit
Printed Items - Signs:
• 8 - Cheat sheet Stickers
• 8 - Clipboard Stickers
• 1 - Update Your Info/Have You Moved? Sign
• 8 - Laminates/Lanyards
• 150 - Thank You for Registering cards
• 1 - Register to Vote (blue) fabric banner
• 1 - HeadCount Logo (red) Fabric Banner
• 1 - Verify Your Status QR Code sign
• 4 - QR code Canvassing Signs
• 12 - QR Code stickers
Printed items - Reference Materials:
• 4 - Pre-Registration Chart
• 4 - Felon Map
• 25 - Volunteer Sign up Sheet
• 2 - Training Guidelines for TLs
• 5 - Adult Photo Waiver
• 5 - Minor Photo Waiver
• 4 - Box 9 Reference Sheets
• 4 - Volunteer Manuals
• 1 - TL Binder
• 4 - Automatic Voter Registration Map
• 4 - Voter ID Map
• 2 - Role Playing Scripts
Printed Items - Imprinted Materials:
• 25 - HeadCount Pens
• VOTE Pins
• 8 - T-shirts
Printed Items - Processing, Requesting & Bookkeeping:
• 10 - Reimbursement Forms
• 25 - Processing Envelopes
• 25 - Field Tracking Sheets
• 2 - Supplies Checklists
Printed Items - voter Registration Forms:
• 250 - Federal Voter Reg. Form (English)
• 50 - Federal Voter Reg. Form (Spanish)
Supplies:
• 20 - FedEx Billable Stamps
• 8 - Low Prole Clipboards
• 1 - Business Card Holder
• 2 - Table Easels
• 1 - Dry Erase Boards
• 4 - Dry Erase Markers
• 1 - Black Table Cloth
• 1 - Accordion Folder
• 1 - Clear Duct Tape
• 1 - Black Ga Tape
• 1 - Scissors
• 1 - Pen Cup
• 1 - Donation Bucket
• 1 - Kit Storage & Transport
• 1 - Lysol Wipes
• 1 - Package of Rubber Bands
• 2 - Sharpies
• 100+ - Zip Ties
• 1 - Money Bag
• 1 - Power Strip
• 1 - Extension Cord
• 1 - Table Light
Electronics add-on (not all kits):
• 1 - Tablet
• 1 - Hotspot
• 1 - Table Case/Stand
• 1 - External Charging Station
• 1 - Tablet Charger
• 1 - Screen Spray/wipes
Mobile Activation
• Bring canvassing materials only
• Register to Vote Here Backpacks (if available)
• Canvas tote bags with shoulder straps with folder for forms/back
up supplies
• Storage clipboards (if available)
Community Event
• Bring General Team Leader kit AND:
• FAQ book
• Banner Stands
• Blue “Register to Vote Here” or “The Future is Voting” banner
• Extra HeadCount Pens
• Buttons
• Candy
• Hand Sanitizer
• Roll of TP or wipes
• Span
ish Materials on Request
• Always follow-up with event organizer about bringing the following:
• EZup tent
• Table
(6 or 8ft foot table preferred; smaller table still manageable)
• 2 Chairs
Festivals
Specic Needs and quantities will be discussed with festivals team
• Bring General Team Leader kit AND:
• Cooler (under $30)
• Bag of ice per day
• Case(s) of water
• Energy snacks (not chips)
• 2 - Pen cups
• 2000 - Thanks for Voting Cards
• 24 - Manila Folders
(# based on # of volunteers - 1 each per day)
• 1 - Money Bag
• 1000 - VOTE buttons
• 3 - Trophies
• 12 - Heavy Duty Clips
• Lighting for Volunteer Lounge
• 3 - Thick Sharpies
• 2 - Water Spray Bottles
• 4 - King Sized Tapestries
• Survival Packs for Volunteer Team Members
• Earplugs
• Extension Cords
• Clamp Lights
• Power Strip
• Box Fan
• Sunscreen
• Extra Volunteer Shirts
• Paper Towels
• Giveaway Swag
• Gallon Ziplock bags (rain cover for clipboards)
• Disposable Masks
• Sanitation Wipes
• Wet Wipes
Depending on set-up
• Conduit Piping
• Sky Banner connectors (4 T, 8 straight, 4 corner)
( Bring double as back up)
SUPPLIES LIST
FIELD
CAMPAIGN
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FIELD CAMPAIGN
VOTER REGISTRATION:
HeadCount always leads with voter
registration. In the eld you have access to
paper and digital voter registration tools.
Paper: Paper-based voter registration
accommodates everyone, which is why
HeadCount teams will always have paper
forms! You can use an in-state ID number or
the last 4 of your social (in most states), and
there is never a requirement that your state ID
matches the address on your voter registration
form.
Federal vs. State Issued Form
HeadCount provides Federal Voter
Registration Forms to all teams. You
can register for 45 of the 50 states
at any given time with these forms.
However, there are some state-
specic benets to using a state
issued form. We recommend having
the state issued form if your state:
• Allows for pre-registration of
16 year olds
• Allows for a permanent
absentee/vote-by-mail
selection on the state form
• Has clearer or easier ID
requirements on the state
form
You can go to your local Board of
Elections or clerk’s oce to obtain
the forms or sometimes print them
directly o the state websites.
Digital: Online voter registration is the best
option for people with an in-state ID. TLs
should know their state’s requirements for
online voter registration.
New Mexico voters must be registered online,
and we prefer for Wisconsin and Florida voters
to be registered online whenever possible due
to their state laws.
If someone attempts to register using the
digital tool and it does not work for any reason,
we can always fall back to the national form on
paper (as long as they are from one of the 45
states we can register).
In 2021 Florida passed SB90, which created new
requirements for third party voter registration
organizations. Please follow all steps below when
registering Florida voters in or out of state.
Step 1: Start every interaction letting people know
that they can register online with their phone or with
paper form (Text/QR code or paper).
If they have an in-state ID with the address where
they want to register, it can all be done electronically
and is preferred.
If they do not have a qualifying in-state ID they will
need to print, sign, and mail their form if needed.
Step 2: If they choose to register with a paper form,
use this script - use it exactly, do not skip a part:
HeadCount will mail your form to the proper state
authority.
The new state law requires us to inform you that
if we fail to do that, your registration won’t go
through.
So you have the option of mailing it in yourself or
hand delivering the form if you prefer.
Step 3: At the end of the interaction make sure to
give voters their Thank You for Registering card,
letting them know that they should check online via
HeadCount.Org to conrm that their registration
was processed correctly.
This may be too much for canvassing volunteers to
remember out of state, so we recommend that you
instruct your teams to only register Florida voters
online and send people who need to register on
paper to the booth to work with the Team Leader
and receive all the necessary disclosures. Teams in
Florida will have special Thank You for Registering
cards that provide all required disclosures on the
back.
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SAVE THE VOTE VOLUNTEER SCRIPT
Overview:
Save the Vote! Is HeadCount’s nonpartisan campaign to support voting rights, and ensure that
elections are fair, accessible and trustworthy. It’s in response to the nearly 400 state laws across the
country that — if passed — will make it harder to vote.
Goal:
Help voters to speak out for voting rights by emailing their elected ocials
Here’s how you do it:
1. Lead with voter registration ask per usual
“Are you registered to vote at your current address? It takes 2 minutes.”
If they’re registered, then move onto step 2. If not, register them! Then move to step 2.
2. Follow up with one of the below lines. Test a few out and stick with what works best for you!
• “Do you want to help us Save the Vote?”
• “Do you want to contact your lawmakers today to receive this cool
Save the Vote pin?”
• “We’re trying to get x number of (name of artist or festival) fans to
reach out to their lawmakers, can you help us?
3. Once they’re hooked, have them complete the action following the below sequence:
• “Do you have your phone on you? Scan this QR code and click the link that pops up.”
• “Fill out your information, starting with the title and work your way down.”
• “You can customize the message any way you want!”
• “Click ‘Email Reps’ and you’re good to go! Thanks for taking action with HeadCount.”
Keep in mind:
• You can take them through other parts of the Save the Vote site
• Ask them: “Guess where your state ranks on how easy it is to vote, 1 to 50” and have
them scroll up to the map
• If folks have technical diculties and the QR code:
• Have them text “SAVE” to 40649 in this instance
• If neither text nor QR code work, have folks sign up via the paper form.
After the event, take a photo of your sign up sheets and send them to
• ONLY give pins to those that complete the action
• Folks often forget to include the title when lling out the form
• Remind them when they are starting the form to ll in the title
• If someone tries to argue or make a counterpoint, do not get into a debate
• Say something to the tune of: “You can say anything you’d like in the email to your
elected ocials. Just write it in there (point to box). We don’t care what you say, as long
as you make your voice heard and are talking to elected ocials about how you want
elections to work.”
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THERE ARE THREE WAYS TO GENERATE
DIGITAL ACTIONS IN THE FIELD:
Tablet
HeadCount is integrating tablets into the eld as funding
becomes available. If you want to use your own tablet
to increase participation that works, too, but note
HeadCount cannot assume any responsibility for your
device in the eld.
QR Code
All team leaders have custom QR codes that link back to
their record to apply to clipboards and signage. Use the
QR code as the primary way to drive digital actions.
Text Code
Text codes allow us to capture phone numbers and follow up with the fan. There is signicant drop o and
they are not preferred.
USING INCENTIVES
When we have incentives to support digital campaigns we know that we engage with a larger number of
fans. It is important to remember that these incentives cannot be given away! A digital action must be
completed to receive an incentive.
There may be another artist or festival specic incentive from time to time. These instructions will be in your
Event Advance.
Incentives can never be used to encourage voter registration.
Sign up volunteers!
HeadCount is at more events than ever, which means that we always need more volunteers! Remember to
always have a paper volunteer sign-up sheet at your table. We want to create positive social change - and
one of the ways that we do it is by bringing people to volunteerism. Don’t let the next great volunteer pass
you by!
Voter registration
can NEVER BE
INCENTIVIZED.
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TRAINING GUIDELINES FOR TEAM LEADERS
Getting Started (5-8 minutes)
• Have volunteers look over the Volunteer Manual, and do the
digital action via QR Code or tablet and review the FAQ
while you and experienced volunteers set up the table.
• Introduce yourself with your pronouns and tell your
HeadCount story starting with how you got involved, a
little about the organization as a whole and why you’ve
stayed involved.
• Have each volunteer say their name, pronouns and share
their HeadCount story.
• Relate the Sobriety, Non-Partisanship and Safe Space
policies.
• Have volunteer put on laminates and HeadCount t-shirts.
• Set a voter registration goal for the show and get your
volunteers pumped about it.
How to Approach People (2-5 Minutes)
• Explain that we approach people directly; we don’t wait for
them to come to us.
• Volunteers should lead with “Are you registered to vote at your
current address?”
• Explain that we hand people clipboards to create the best
dynamic and pivot quickly to the secondary digital action ask.
• Tell your volunteers to make eye contact and smile! Great
energy will help ensure a successful event.
Voter Registration Form (5-7 Minutes)
• Take volunteers through a voter registration form piece-by-
piece (the Federal Form is on the back of this sheet.)
• Go over the rules (ID# and race) for home and neighboring
states. Instruct volunteers to consult the “Cheat Sheet” on
their clipboards or the FAQ/Felony/Rules book for all other
questions.
• Stress the trouble spots:
• Check citizenship and 18+ box.
• Be sure they write their birthday and today’s date in the
correct spaces.
• Be LEGIBLE.
• People with a new address or name must ll out the
change of address or name sections.
• Familiarize volunteers with the FAQ, pre-registration, felon,
and online voter registration rules for your state and border
states.
• Read a few common questions from the FAQ about address
changes and moving.
• Instruct volunteers to hand a “Thank You for Registering” card
to anyone who registers.
• Emphasize checking the form for errors and incomplete elds
before handing the “Thank You for Registering” card to the
person.
Beyond Registration (3-5 minutes)
• Familiarize your volunteers with the eld campaign and
volunteer recruitment.
• Explain that after anyone registers we try to get them to
participate in the digital campaign and/or sign up to volunteer.
• If someone is already registered, we say “Great!” and point
them to the digital actions.
• Let your volunteers know that voter registration information
is private, and the way people opt into our community is by
taking the digital actions. That’s the foundation of our
Get Out the Vote campaign.
• If someone is cool or enthusiastic, we always ask if they want
to volunteer.
Role Playing (5-8 minutes)
• First, emphasize that we ask “Are you registered to vote at
your current address?”
• Have all volunteers practice the pivot to the digital action
ask if someone is registered (or after they register).
• Instruct volunteers to be persistent. Pair o with a volunteer
and demonstrate a voter registration (then switch).
• Gently test the new volunteer by being “unsure” and make
mistakes on the form.
• VERY IMPORTANT: Have volunteers pair o and practice
with each other.
• Work with a volunteer who needs a con dence boost.
Other Tips (5-7 minutes)
• Goal Setting!!!
• Tell volunteers to size people up. If someone looks 18, push
voter registration. If they seem smart and personable, ask
them to volunteer.
• USE WHITE BOARDS: Attract people to the booth with
urgency, including dates and deadlines, an artist speci c
survey or pun, goals or volunteer recruitment.
• Engage with everyone you encounter, compliment people
and radiate positivity.
Don’t Forget
• No more than two people should be at or near the table.
The majority of the volunteers should be canvassing the
crowd.
• The Team Leader must set an example. If a volunteer
is having trouble, walk around with them. Make sure
everyone is giving 100%.
• Ask questions to make sure people are listening and
understanding.
• Before you shut down for the night, do a wrap up.
• ASK: How it went
• ASK: If there are any questions
• ASK: What event they want to be a part of next
• TAKE PHOTOS! Send photos to
[email protected]. If you post on social media,
tag @HeadCountOrg, the band, the venue and
#TheFutureIsVoting (or any other important hash tag).
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FEDERAL FORM
HeadCount relies on the Federal Voter Registration Form to provide voter registration access for 45 of the
50 states at any time. HeadCount’s Box 9 instructions and Cheat Sheet sticker follow the Federal Form rules.
If you are using an in-state form the instructions may be dierent. In that case, follow the rules on your in-
state form - just make sure it is current.
The highlighted eld below should be addressed multiple times in training:
Five states that are excluded from eld voter registration with the Federal Form:
• North Dakota, Wyoming, and New Hampshire have a dierent voter registration process, so we do
not register voters in those states.
• Texas has very strict rules and we cannot register out-of-state. We cannot collect TEXAS
registrations. You may hand someone from Texas a form to ll out and mail on their own. If they
register to vote online the voter registration tool will prompt them with steps to complete the process
with a printed or mailed form and wet signature.
• New Mexico also has limiting rules. You may hand someone a form for them to complete and mail
or you can direct them to register to vote online. If they have an in-state ID their registration will be
processed automatically.
• In Wisconsin and Florida it is preferred that you use online voter registration. If you register on paper
in Florida you must give a verbal legal disclaimer. In Wisconsin you must also get a proof of residence
to turn in with the voter registration form. These extra steps are avoided by using online voter
registration.
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VOLUNTEER
MANUAL
& FIELD
REFERENCE
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WELCOME VOLUNTEER!
Hey! Thanks for signing up to be a HeadCount volunteer! HeadCount is
a non-partisan organization that inspires participation in democracy
through the power of music and culture. Since 2004, we have registered
over a million voters, provided GOTV messaging to millions more every year
and helped our community become more politically and socially conscious.
Our core belief is that the communities that come together through
music and culture can make the world a better place if we are all active,
informed and vocal. At HeadCount, we try to bring out that potential in all
of us – by registering voters, creating a great experience for our volunteers
and making it easy for our community to have a positive impact on
society. In an era where voting rights are under attack and young people
are accused of being apathetic, we aim to be a beacon of hope and
positivity. We prove that being a good citizen can be fun!
Volunteering with HeadCount is enjoyable and rewarding, but also
requires you to be considerate and responsible. Please take a few minutes
to read through this brief manual to familiarize yourself with the policies
and expectations for HeadCount volunteers. If you have any questions,
please contact our Field Director at [email protected]
GETTING STARTED
Signing Up for Shows:
• Go to HeadCount.org and click the “VOLUNTEER” link. Enter your email address and password to
login to your volunteer pro le. Next, click the “EVENTS” link at the top and lter for upcoming shows
close to you (you can search by radius to your home zip code, radius to whichever town or city you
are closest to, or your state!). If you want to lter by radius to your address then you can put your
address in the search bar and select radius. If you’d rather search by the radius of the city or town
you are closest to, then you can simply type in (your city, zip code or metro area) and then choose the
radius you are comfortable traveling to go to a show. Then just click volunteer next to the shows of
your choice, and they will be added to your Upcoming Shows list.
• The Team Leader (TL) for that show will contact you with details. Be aware that popular events tend
to ll up quickly and we cannot always accommodate every volunteer. But don’t be discouraged if you
don’t get picked the rst time, because there will always be a need for good volunteers. If you don’t
hear from your TL at all, please email [email protected]
• When selected for a show, the TL will tell you when and where to meet your team. Keep in mind this
will generally be 1-2 hours prior to the time doors open for the show. In some cases, this can be as
early as 4 or 5 o’clock. If you are late, the team may have to enter the venue without you and you’ll be
shutout.
• When you are con rmed for an event, “Con rmed” will appear next to the show on your pro le. Once
you are “Con rmed,” we’re counting on you. If something comes up, please email your TL immediately
so another volunteer can take your place.
• If all volunteer spots for a show have been lled, your status will show as “Waitlist” or “Not
Con rmed.”
• HeadCount will send you emails periodically letting you know about upcoming HeadCount events
in your area, but you should check the website frequently for new events so you can get in on them
before others!
VOLUNTEER MANUAL
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GETTING TO THE SHOW:
• Make sure you know the location of the show and how to get there. Allow extra time for tra c
(there’s ALWAYS tra c) and parking.
• The most important thing to bring with you is the TL’s phone number. You should have received your
TL’s phone number when they con rmed you as a volunteer.
• Wondering what to wear? Be sure to dress in comfortable shoes! Wear your HeadCount t-shirt if you
have one. If it’s your rst time volunteering, you will be given an identifying laminate for the event.
Pick something to wear that will be easy to change into your new shirt. If there is rain or cold in the
forecast, be sure to bring weather appropriate gear.
EXPECTATIONS
• After entering the venue, your Team Leader will provide a detailed training on our materials and the
best way to approach people.
• For a local concert, you will be asked to work from the time the doors open until the headlining
artists’ nal set of music begins. If it’s a two-set show, you may be able to see some of the headliner’s
opening set, but one person must stay at the booth at all times. It is very important to return to the
booth before set break, so that you are available during the entire set break. You will be asked to
assist in the “break down” process once our booth or table shuts down.
• For festivals, volunteers will generally be scheduled in shifts. At festivals, you will probably be required
to work two (2) three-hour shifts per day. You will also be asked to help with setting up the booth and
breaking down the booth. We will do our best to allow you to see your top 3 artists on each day of the
festival.
• You should be friendly and polite to everyone. If you nd yourself in an uncomfortable situation,
be polite and walk away. If someone you talk to is overly irtatious or makes you physically
uncomfortable in any way, it’s OK to say, “Have a great night” and move on to the next person.
• It is critical to try and get every person you interact with to sign-up for the digital activation. Beyond
voter registration, HeadCount sends out important election information and reminders to encourage
voting and the only way we can re-engage with folks is if they sign up with us through the action.
AT THE EVENT
• Approach people by asking, “Are you registered to vote at your current address?” If they say “no”
then register them on the spot (see instructions on next page). If they say “Yes” or once they have
completed their registration, ask them if they would like to participate in the digital campaign.
If they say “I’m not sure”, you can have them check their voter registration using the “Check Your
Registration” digital tool.
• All people who register to vote should be o ered a “Thank You for Registering” card, with our
contact information incase they have any questions. This is required by law in many states -
don’t forget!
• Every TL will have a digital action page either accessible by a tablet at the table, by a QR or text
code. Your TL will tell you all about those activities when you arrive at the show for training.
• If someone seems excited about the work HeadCount is doing, ask if they are interested in
volunteering, and have them ll out our volunteer sign-up sheet. This is very important, especially if
it’s someone you think would be a good addition to the team. If they want to learn more, tell them
why YOU volunteer and what you are enjoying about it.
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VOTER REGISTRATION
When engaging a potential registrant, hand the person you’re talking to the clipboard so that they can see how
short and easy it is to complete the form.
Watch over someone lling out a voter registration form to make sure they ll it out neatly and correctly.
Consult the Cheat Sheet sticker on the inside of your clipboard for speci c instructions for each state, or the
Box 9 reference guide, which is kept at the HeadCount table for speci c instructions for each state.
• Make sure they check the boxes indicating they are 18 years old and a U.S. citizen. (Note: If they are not
yet 18 but will be 18 by the next election they can still register and check the box). Ask them to include a
phone number, so that they can be contacted if there is a problem.
• Make sure people enter their correct Date of Birth.
• If your state allows for pre-registration of minors, follow the instructions given during your training.
• “ID Number” means drivers license number or a State Issued ID in most states. A few states require a
full social security number. If someone doesn’t have an in-state driver’s license or a state-issued ID, they
can usually use the last four digits of their social security number. Verify ID Number requirements on the
Cheat Sheet sticker that is underneath the paperwork on your clipboard.
• Make sure people ll in the correct date and sign the form.
• Once the form is complete, check it for errors while the person is there. Then hand the person a “Thank
You for Registering” card and tell them to contact us with any questions. If you are “canvassing,”
meaning you are walking around the venue away from the HeadCount booth or table, be sure to bring a
stack of “Thank You For Registering” cards with you. This is required by law in many states, don’t forget!
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BE ON TIME:
The HeadCount volunteer experience begins before the doors open for a concert or other event. It
is important that you arrive well before the attendees, sometimes several hours before the music
begins. If your plans change and you can’t be there on time, alert your Team Leader immediately. And
remember to account for tra c. Concerts and tra c jams go together like guitar and bass.
“Plan to leave the house 1/2 to an hour earlier than you think you have to!!! Don’t take this
advice for granted. Believe me, the people that work at these venues will respect you so
much more (and will usually do more for you) if you are on-time and not acting all crazy &
rushed when you arrive. Represent HeadCount professionally.”
– Michelle Rodriquez, San Francisco, CA
BE AWARE:
Your eyes and your brain are your most important tools when volunteering for HeadCount. If you see
something that doesn’t look quite right, or could be done better, chances are you’re onto something. So,
talk to your Team Leader and help step things up! Along those lines, don’t leave the booth unattended
and make sure beverages, trash or personal items stay o the table. A clean and professional looking
table sets the right tone.
USE YOUR CLIPBOARDS:
Use your two clipboards as billboards. Always keep them in your hands and visible. This is especially
helpful when the venue is too loud or if you are trying to get someone’s attention from afar. Always
have the clipboard facing out with the “Register to Vote Now” graphic visible. It’s a lot more exciting
than the paper work on the other side of the clipboard. Once you start chatting with someone, hand
them the clipboard and have them hold it as you speak. It’s a little psychology – people are far more
likely to engage and register to vote if they already have the clipboard in their hands.
TALK TO EVERYONE:
Our goal is to engage everyone, especially the people who might not be motivated enough to approach
the HeadCount table on their own. That means we approach and engage with people rather than wait
for them to come to us. Take the clipboard and talk to people waiting in lines, i.e. food, beer, restrooms,
etc. People don’t like waiting so why not give them an option to pass the time by registering to vote. If
anyone is lingering by the table make sure you chat with them, some people are shy and might just be
waiting for you to come to them. If they hem and haw, use the line “There’ll never be a time when it’s
more convenient to register to vote.”
“When registering potential voters, ASK EVERYONE. You never know who might not be
registered based on appearance or age. This will also drastically help your numbers. Don’t
be shy!” – Brian Bavosa, New York, NY
Build our movement by asking everyone - whether they are already registered, registering with you, or
unable to register - to participate in the digital action.
FIND YOUR “SWEET SPOT”:
Every event, concert and venue is di erent. Look for areas where there are lots of people (but not so
many that you’re lost in the crowd, or they are rushing by quickly to get somewhere else). If you aren’t
having any luck, try another spot. Make sure you can be seen and heard. Also mix it up a bit with your
opening lines. Instead of saying, “Are you registered to vote at your current address?” try “Are you up to
date on your voter registration?” Or come up with a line that suits your personality and what you nd
works best. Some volunteers ask “Are you familiar with HeadCount?” or “Is this you rst time seeing
(band name)?” and then follow with “well (band name) has invited us here to help their fans register
to vote.” Try di erent things until something starts to click. Another great approach is o ering a
compliment (see tip number 1).
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TOP 10 WAYS TO BE A GREAT VOLUNTEER
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BE A RESOURCE:
You are out there to help and be a positive member of the community. If you see an opportunity to
help, either your fellow volunteer, a concertgoer, or anyone else, take it!
“It’s always good to get the lay of the land, particularly where the restrooms are,
because people often ask for directions when they see a clipboard.”
– Shari Smith, New York, NY
BE THOROUGH:
When registering voters it is important to be extremely accurate. Even the smallest mistake on a
form can mean a voter registration form is rejected. Talk through the steps of lling out the form
with the registrant emphasizing the places where people make common mistakes. Refer to the
cheat sheet on your clipboard, or your Team Leader if you have any questions and remember to
check that the application is legible.
SHAKE IT OFF:
If people are nasty, shake it o . It’s not personal. Politics can frustrate people. Stay inspired, stay
upbeat and chill. Keep trying. A positive, non-confrontational attitude will get you the best results.
We guarantee it! And, why let some jerk’s bad mood bring you down? Remember, you are there
empowering people (and saving them a trip from going to the DMV)! If there is an issue or you feel
uncomfortable about any aspect of your HeadCount volunteer experience, please address it with
your Team Leader or member of HeadCount’s central leadership. You can make a con dential report
to [email protected], or reach out directly to our Executive Director at
[email protected] and our Field Director at Outreach@HeadCount.org.
“Be prepared for the apathetic and cynical who challenge our mission. It’s not
uncommon for people to say they don’t believe in voting or that voting doesn’t make
a diff erence. While it’s not likely that you can change their minds, how our volunteers
respond to these people can make an
impression on others who might want to
register or sign up as a volunteer.”
Dan Conroe, Chicago, IL
BE YOURSELF:
Your personality, body language and the energy
you give o is going to have a huge impact on how
people react to you and how many new voters
you inspire. So bring your authentic self to every
interaction. Smile. Make eye contact. Talk to people
in the way you’d talk to a friend. They’ll feel it and
respond positively.
HAVE FUN:
Great energy is contagious. Voter registration is a
serious business but having fun is important, too. Smile! (We can’t stress that enough.) Crack jokes.
O er an unsolicited compliment. Talk about the band that’s playing and your favorite songs. Your
fellow volunteers and concertgoers will feed o your good vibes.
“Something as simple as ‘I love your glasses!’ or ‘Cool shirt, Dude!’ can really pull
people in. Concertgoers these days spend a lot of time on their look or their out t
before a show, so they’re immediately grateful that someone took the time to notice.
This works LIKE CLOCKWORK and is a great segue to talk about HeadCount”.
– Drew Hackney, Chicago, IL
It’s awesome that you want to make the country a better place by ensuring that live music fans
have a voice! This is important and you are making it happen. Please show pride in what we’ve
accomplished and respect for the work of others by maintaining professionalism at all times. You
are representing HeadCount with EVERY action or inaction you take.
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FREQUENTLY ASKED VOTER REGISTRATION & VOTING QUESTIONS
Top 10 Questions
Q: Can I register to vote at my Dorm or O -Campus house?
A: YES. You should provide the physical address of your residence (not just a dorm name!) for registration and
your o cial campus mailing address (or P.O. Box). Have a proof of residency (tuition statement, lease, utility
bill) that can be presented at your polling place.
Q: Can I vote if I am a convicted felon?
A: Laws vary from state to state. In some, your rights are restored automatically once your sentence or parole
period ends. In others you must petition to have your rights restored. You should not register to vote if you are
not aware of the status of your civil rights. We suggest contacting your attorney or parole o cer to see if you
are eligible to register to vote. See HeadCount’s up-to-date Felony Conviction Re-Enfranchisement Schedule
for state speci c info or check out HeadCount.org/FCRES.
Q: Can I register to vote if I don’t have a driver’s license?
A: YES. On the federal form, all states require an in-state driver’s license or a state issued ID number. If you
don’t have an in-state driver’s license, state issued ID, states will accept the last four digits of your social
security number (except in states that require a full social security number as detailed on the Cheat Sheet
sticker)
Some state-issued forms may not require an ID number with the voter registration form, but you will be asked
to provide it later, either directly to the clerk or at the polls. We consider it best practice to always provide your
ID number with registration.
Q: What should I bring with me to the polls?
A: Laws vary from state to state. See the Voter ID Map for a state-by-state breakdown. In some states you will
need to show a valid photo ID that includes your address and/or your signature (such as a driver’s license).
If your photo ID does not have a current address on it, then you will also need to bring along a recent document
that shows your current address information, such as a utility bill, bank statement or pay stub. In states where
you do not need photo ID you may still need to prove residency with a document showing your current address,
especially if you are voting for the rst time.
Some states may allow you to vote provisionally or by a sworn a davit without photo ID. We recommend
having the documents listed above. If you do not, please check your state’s requirements so that you do not
miss an opportunity to vote.
Q: I’m not 18, but will be by Election Day. Can I register?
A: In some states, YES. In all but a few states you are entitled to register to vote if you will be 18 by the
upcoming Election Day. Some states even allow you to pre-register at age 16 and you are automatically
registered on your 18th birthday. Many states will even allow 17 year olds to vote in their state primary if they
will be 18 by the general election. See HeadCount’s state-by-state pre-registration guide.
HeadCount.org/think-youre-young-register/
Q: Will I get called to Jury Duty if I register to vote?
A: Possibly, but you might get called even if you’re not registered. Motor vehicle registration, driver’s licenses,
and utility records are all used for the purpose of calling citizens in for Jury Duty, in addition to voter
registration lists.
Q: Can I register if I have U.S. citizenship, but living abroad and don’t have a permanent address in the USA?
A: YES. In this case you must register at the last address you had before you left the USA, or at the address
to which you will return. If the latter, you may not simply pick the place you would like to return to in an ideal
world; there must be some indication of a present intent to return and live there [e.g. vehicle registration,
driver’s license, property ownership, family, etc]. If you have never had a permanent address in the United
States but are a citizen, you are allowed to register at an address you plan on moving to or an address where
you currently have family living.
The best resource for absentee voting for U.S. Citizens living abroad is the U.S. State Department or U.S.
Embassy near you. https://www.fvap.gov/citizen-voter
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Q: How long does it take to process my registration?
A: It can take several weeks. Most states send out voter registration cards within 5-7 weeks after receiving the
registration. If you do not receive a registration card in the mail, contact your state election o ce to con rm
you are registered. In any event, you should check your registration a week prior to the voter registration
deadline in your state in case you need to ll out a new registration form or correct your form.
In many states with online registration, when you register online with an in-state ID that has the address where
you are registering, your registration is processed in real time or within a few days.
Q: Do I need to pick a party when I register to vote?
A: NO. However some states require that you be registered with a party to vote in that party’s primary
election. If you do not choose a party, enter “Una liated” or “No party” on your voter registration form. For
more information regarding your state’s political parties, you can visit the HeadCount Voter Info Hub
(HeadCount.org/Election-Info) or your state election website.
Q: I don’t live at the address on my driver’s license. Can I register at my new address?
A: YES, you should re-register every time you move. You may register at your current address regardless of
what address is on your driver’s license. BUT, you could be kept from voting if you do not bring a document with
your current address to the polls that meets your state’s requirements for proof of residence.
Most states permit another government ID, paycheck, utility bill or bank statement, but some have more
stringent requirements. Check speci c state ID and proof of residency requirements with your Secretary of
State’s o ce.
ADDITIONAL FAQ’S
Preliminary Questions
Q: How do I know you are a legitimate organization?
A: HeadCount is here as a guest of the artist, event organizers, or venue. We are a non-partisan, non-pro t
organization. We provide contact information on the cards we give out when people register to vote and
anyone is welcome to take one. Please feel free to visit our website for more information about our activities
(HeadCount.org).
Q: Who are YOU voting for?
A: This is the one question we never answer, because we are non-partisan and don’t want to imply otherwise.
Sometimes we’ll answer with a joke or say, “It doesn’t matter who I vote for. It just matters that we all vote.”
We always refrain from discussing support for a particular candidate or party.
Q: My state always goes for the Democrat/Republican. Why should I bother to vote?
A: You should always vote! Voting is a critical piece of making your voice heard! Voting isn’t just about
the candidates; it’s also about the issues and is a key aspect of civic engagement. Plus, the “down ballot”
candidates for state-wide or local elections often face close races.
Basic Requirements
Q: What do I need to register to vote?
A: To register, you need (1) the address of your residence from which you plan to vote, and (2) an ID number,
either a current and valid in-state driver’s license or your social security number, if you don’t have a state
issued ID.
Anyone registering to vote by mail in Wisconin will need to provide additional residency information to
complete the registration process. You can nd additional information on this documentation at the Secretary
of State’s o ce or HeadCount.org.
Anyone registering to vote in Arizona without a state-issued ID (issue date after 1996) will need to provide
veri cation of citizenship, either to their local clerk or at the polls, to vote in state elections.
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Before Filling Out the Form
Q: I can’t remember if I’ve registered to vote before or where I’ve registered to vote. Do I need to ll out a voter
registration form?
A: YES. If you are unsure if you are registered, you should register to vote.
Q: I registered to vote - I think it was a few months ago - but I never got a voter registration card in the mail.
Should I ll out a new form?
A: If you are unsure if you registered correctly, you can always re-register here today. If you’re pretty sure that
you are registered correctly, you can check your status with a HeadCount volunteer or with your local clerk. Not
all states send voter registration cards. You can verify your registration at HeadCount.org/Verify.
Q: I left my driver’s license in the car. What should I put where it says ID?
A: It depends on whether your driver’s license is issued by the state where you want to register to vote. If it
is, then you have to include that number on your registration form. You should wait to register until you have
this information. Once you have it, go to HeadCount.org and register to vote online, or come nd our booth at
another event this year.
If your driver’s license is from another state, then you do not need to include the driver’s license number on your
form. You can write down just the last 4 digits of your social security number (except in KY, TN, VA - where you
need to include your full social security number).
Q: Can I complete a voter registration form if I don’t have an in-state driver’s license (or state issued ID card)
and I can’t remember the last 4 digits of my social security number?
A: NO. You should wait to register to vote until you have this information. Then you can go to
HeadCount.org and register to vote online or come nd our booth at another concert/festival this year!
Note that some states will allow registration without an ID number on a state-issued form. That is the ONLY
exception. And even then we don’t like to do it.
Q: I just got married, divorced or had a legal change of name. Should I re-register?
A: YES. You should register a “change of name” form (this is part of the voter registration form in most states
and on the national form). For Election Day, you should bring along your ID with your new name and address,
or your old name and address and a copy of your marriage certi cate/change of name form.
Q: My gender identity or name that I use does not match my state or federal ID. What should I do?
A: Your voter registration record must match the name on your state and federal ID records. If you have
legally changed your name then you should update your voter registration. Gender is not required with voter
registration, but you can select a “salutation” (i.e Ms., Mr.) that implies gender on many forms and will go into
your record. Federal and state laws are not currently written to provide a uniform system of rules or protection
for people in transition or that have not made a legal change of name. You may be challenged at the polls
if you present di erently than your legal record and you do not have an ID that aligns with your gender. The
poll worker may have to make a judgment call. You may always bring supporting documentation with you
to the polls and ask to speak to the poll judge if the poll worker does not accept your identity as a match for
your voter registration records. More information on your state requirements to update your ID and voter
registration can be found at HeadCount.org/transpeoplevote
If you are not prepared to challenge your poll worker or poll judge, an alternative is to request an absentee
ballot from your state and vote-by-mail. You can nd your state speci c absentee ballot information at
HeadCount.org/Election-Info
Q: Can I register to vote online?
A: In most states, YES. Most states allow you to register online if you have a driver’s license or state issued
ID. In all other states, if the form is available online, you will still need to print it out and send it in to the state
election o ce or your county election o ce. But you can also register with us right now no matter what state
you live in!
Q: When is the deadline to register to vote?
A: Generally it is approximately 30 days prior to any election. However, this varies by state and may also vary
depending on whether you mail in your application, register online, or deliver it in person. To nd your upcoming
registration deadlines, visit HeadCount.org/Election-Info.
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Q. How do I register to vote for my state’s presidential primary or caucus?
A: It depends. Some states hold open primaries that are open to all registered voters, others hold closed
primaries that require that you are pre-registered with the party some time before the general voter
registration deadline and still others will allow una liated voters to select a party on election or caucus day.
The best way to ensure your participation is to register with us now and visit
HeadCount.org/Election-Info to view your state’s speci c requirements.
Address Changes, Overseas and Student Voting
Q: I have moved. Do I need to re-register?
A: YES. You must re-register every time you change your permanent address.
Q: I have an out-of-state driver’s license, but I live in this state and want to register here. Should I use my out-
of-state license ID number or the last four digits of my social security number?
A: You should never use a driver’s license number that is not from the state where you intend to register to vote.
If your driver’s license is out-of-state, then give the last 4 digits of your social security number (except in KY, TN,
and VA where you must provide your full social security number).
Q: I’m going to school in the fall and I don’t know what my address will be. What should I do?
A: The best thing is to register now at your permanent address. Then you can apply for an absentee ballot from
your local elections o ce or change your voter registration address at school when you do know your address.
Q: I move around a lot and I’m really not sure where I’ll be during the election.
A: The best thing to do is to register wherever you have a permanent mailing address. Vote in that district and
bring some proof of address to the polls or apply for an absentee ballot if you will be away during the election.
Q: If I’m changing my address, do I need to note that on the form?
A: In most states, YES. On a state form, look for the appropriate check box and/or ll out the section that
asks for your previously registered voting address. On the federal form, ll out the portion on the bottom half
relating to your address change.
If you don’t remember your old address, or you are not sure where you were last registered, that is okay. Go
ahead and register with the HeadCount volunteer or at HeadCount.org/registertovote!
Filling Out the Form
Q: I have messy handwriting. Can my friend ll out my form for me and then I’ll sign it?
A: Laws vary by state, but in some states anyone who assists in lling out voter registration forms must also
sign and date the form and provide contact info. Because the laws vary, we require that people ll out their
own forms.
Q: I made a few mistakes on my form. Can I just cross it out, and neatly write in the correct info on the line
above the box or do I need to start over?
A: When in doubt, start over. If you do correct anything on the form, be sure to initial.
Q: If someone’s handwriting is a little messy but easily correctable, can someone x it after the form is
submitted?
A: The best thing is for the form to be handed back to the person who is trying to register. Once they walk
away, an individual’s form cannot be altered.
Q: Why do you need my social security number? I don’t want to give that out.
A: A social security number is only required in most states if you do not have a current in-state driver’s license
or state-issued ID. Usually, you only have to provide the last 4-digits of the social security number. In KY, TN and
VA, you are required to provide your full social security number.
You can nd HeadCount’s privacy policy at HeadCount.org. We never record, retain or distribute your driver’s
license or social security number.
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Q: Why do they ask for my phone number?
A: Phone numbers are used to contact a registrant if there is a problem with information on their registration
form. HeadCount will not share your phone number.
Voting Early or Absentee
Q: Can I vote before Election Day?
A: Many states allow no-excuse absentee voting by mail (which you can complete before Election Day). A
number of states o er in-person early voting in addition to or instead of no-excuse absentee voting. You can
check HeadCount.org/Election-Info to con rm if your state has either of these options.
Q: How do I vote if I will be away from home on Election Day?
A: You can generally vote by absentee ballot if you will be away from home on Election Day. Many states also
o er in-person early voting in the days or weeks leading up to the election. Visit
HeadCount.org/Election-Info for more information on absentee and early voting.
Q: How do I request an absentee ballot?
A: Visit HeadCount.org/Election-Info to nd your state’s process and requirements for an absentee application
and connect with your local election’s o ce and request an absentee ballot.
Election Day Information
Q: How do I know where to vote?
A: Find your polling place by visiting the website of your state election o ce or visiting
HeadCount.org/Election-Info. You should receive a voter information card/certi cate in the mail that will direct
you to your polling place. Polling places can be moved, however, so it is important to check where to vote before
Election Day.
Q: What is a provisional ballot?
A: A provisional ballot is used when a voter’s eligibility cannot be con rmed at the polls. Often this occurs due
to out-of-precinct voting, if the voter has not updated their address on their voter registration or, more often,
if the voter cannot provide su cient identi cation. The laws governing the use of provisional ballots vary by
state. Most of the time these ballots will not be counted until the voter can be veri ed, a process that happens
after Election Day and usually only a ects an extremely close or tied election.
Other Questions
Q: The registration form asks for information that I’m uncertain about. Should I take my best guess or leave it
blank?
A: You should complete all required sections of the voter registration form to the best of your ability. The
problem with leaving portions of the form blank is that there are di erent rules in di erent states regarding
what is a complete form and how to treat incomplete forms. You also have to attest to the truthfulness and
accuracy of the information you’ve provided. If you have an idea but are unsure, write “to the best of my
knowledge” next to a section you’re not 100% sure of.
Q: If I’ve moved from another state, is it considered a “change of address” or a “new registration” or on some
state forms a “new voter”?
A: ALL THREE! You should ll out the sections that ask for your previous registered voting address with as
much detail as you can remember. If you register to vote in a new state, you will be considered a rst time voter
and will be required to provide ID at the polls — this might be a photo ID or simply a document verifying your
new address (such as a utility bill, bank statement or paystub). A full list of your state’s requirements for rst
time voters can be found in the Voter ID section of this book or at
HeadCount.org/Voter-Info.
68
Updated 1/2022
ALABAMA - To register in Alabama you must:
• be a citizen of the United States
• be a resident of Alabama and your county at the time of registration
• be 18 years old before any election
• not have been convicted of a felony involving moral turpitude (or
have had your civil and political rights restored)
• not currently be declared mentally incompetent through a compe-
tency hearing
• swear or arm to “support and defend the Constitution of the U.S.
and the State of Alabama and further disavow any belief or alia-
tion with any group which advocates the overthrow of the govern-
ments of the U.S. or the State of Alabama by unlawful means and
that the information contained herein is true, so help me God”
ALASKA - To register in Alaska you must:
• be a citizen of the United States
• be at least 18 years old within 90 days of completing this registra-
tion
• be a resident of Alaska
• not be a convicted felon (unless unconditionally discharged)
• not be registered to vote in another State
ARIZONA - To register in Arizona you must:
• be a citizen of the United States
• be a resident of Arizona and your county at least 29 days preceding
the next election
• be 18 years old on or before the next general election
• not have been convicted of treason or a felony (or have had your civil
rights restored)
• not currently be declared an incapacitated person by a court of law
ARKANSAS - To register in Arkansas you must:
• be a citizen of the United States
• live in Arkansas at the address in Box 2 on the application
• be at least 18 years old before the next election
• not be a convicted felon (or have completely discharged your sen-
tence or been pardoned)
• not claim the right to vote in any other jurisdiction
• not previously be adjudged mentally incompetent by a court of com-
petent jurisdiction
CALIFORNIA - To register in California you must:
• be a citizen of the United States
• be a resident of California
• be at least 18 or older on Election Day to vote
• not currently in state or federal prison or on parole for the conviction
of a felony
• not currently found to be mentally incompetent to vote by a court
• Your signature is required. If you meet the requirements listed above,
please sign and date the registration card in the space provided.
COLORADO - To register in Colorado you must:
• be a citizen of the United States
• be a resident of Colorado for at least 22 days immediately before
the Election in which you intend to vote
• be at least 16 years old, but you must be 18 years of age or older on
the date of the election at which you intend to vote
• not be serving a sentence (including parole) for a felony conviction
CONNECTICUT - To register in Connecticut you must:
• be a citizen of the United States
• be a resident of Connecticut and of the town in which you wish to
vote
• be 17 years old. 17 year olds who will turn 18 on or before Election
Day, may participate in the general primary.
• have completed connement and parole if previously convicted of
a felony, and have had your voting rights restored by Registrars of
Voters
• not currently be declared mentally incompetent to vote by a court
of law
DELAWARE - You may register to vote in Delaware if you:
• are a citizen of the United States, AND
• are a resident of Delaware; (Delaware is your home), AND
• will be 18 years old on or before the date of the next General Elec-
tion.
• You may not register to vote in Delaware if you:
• have been adjudged mentally incompetent. Adjudged mentally in-
competent refers to a specic nding in a judicial guardianship or
equivalent proceeding, based on clear and convincing evidence that
the individual has a severe cognitive impairment which precludes ex-
ercise of basic voting judgment; OR
• were convicted of a felony and have not completed your sentence,
OR
• were convicted of a disqualifying* felony and have not been par-
doned.
• *List of Disqualifying Felonies:
• murder or manslaughter, (except vehicular homicide);
• any felony constituting an oense against public administration
involving bribery or improper inuence or abuse of oce, or any
like oense under the laws of any state or local jurisdiction, or of
the United States, or of the District of Columbia; or
• any felony constituting a sexual oense, or any like oense un-
der the laws of any state or local jurisdiction or of the United
States or of the District of Columbia.
DISTRICT OF COLUMBIA - To register in the District of Columbia
you must:
• Be a United States citizen
• Be a resident of the District of Columbia
• Maintain residency in the District of Columbia for at least 30 days
prior to the election in which you intend to vote
• Not claim voting residence or the right to vote in another U.S. state
or territory
• Be at least 17 years old (You may register to vote if you are at least
16 years old. You may vote in a primary election if you are at least
17 years old and you will be at least 18 years old by the next general
election. You may vote in a general or special election if you are at
least 18 years old).
• Not be in jail for a felony conviction
• Not have been found by a court to be legally incompetent to vote
FLORIDA - To register in Florida you must:
• be a citizen of the United States
• be a legal resident of both the State of Florida and of the county in
which you seek to be registered
• be 18 years old (you may pre‐register if you are at least 16)
• not be adjudicated mentally incapacitated with respect to voting in
Florida or any other State, or if you have, you must rst have your
voting rights restored.
• not be a convicted felon, or if you are, you must rst have your civil
rights restored if they were taken away.
• swear or arm the following: “I will protect and defend the Con-
stitution of the United States and the Constitution of the State of
Florida, that I am qualied to register as an elector under the Con-
stitution and laws of the State of Florida, and that all information
in this application is true.”
GEORGIA - To register in Georgia you must:
• be a citizen of the United States
• be a legal resident of Georgia and of the county in which you want
to vote
• be 18 years old within six months after the day of registration, and
be 18 years old to vote
• not be serving a sentence for having been convicted of a felony
• not have been judicially determined to be mentally incompetent, un-
less the disability has been removed
HAWAII - To register in Hawaii you must:
• be a citizen of the United States
• be a resident of the State of Hawaii
• be at least 16 years old (you must be 18 years old by election day in
order to vote)
• not be incarcerated for a felony conviction
• not be adjudicated by a court as “non compos mentis”
National Voter Registration Form – Box 9 - State Specific Requirements
69
Updated 1/2022
IDAHO - To register in Idaho you must:
• be a citizen of the United States
• have resided in Idaho and in the county for 30 days prior to the
day of election
• be at least 18 years old
• not have been convicted of a felony, and without having been re-
stored to the rights of citizenship, or conned in prison on convic-
tion of a criminal oense
ILLINOIS - A signature is required. If signature is missing from registra-
tion form, you will be notied your registration is incomplete. To regis-
ter in Illinois you must:
• be a citizen of the United States
• be a resident of Illinois and of your election precinct at least 30
days before the next election
• be at least 18 years old on or before the next General Election or
Consolidated Election
• cannot be serving a sentence of connement in any penal institu-
tion as a result of conviction of any crime
• not claim the right to vote anywhere else
Preregistration for 17 Year Olds. Illinois permits registration by a 17
year old person who will be 18 on or before the General Election (or the
Consolidated Election, the odd year election for city, township, school
board and other local oces) to register and vote in the General Pri-
mary (or Consolidated Primary) which will nominate candidates for
that next following General Election (or Consolidated Election).
INDIANA - To register in Indiana you must:
• be a citizen of the United States
• have resided in the precinct at least 30 days before the next elec-
tion
• be at least 18 years of age on the day of the next general election
• not currently be in jail for a criminal conviction
IOWA - To register in Iowa you must:
• be a citizen of the United States
• be a resident of Iowa
• be at least 17 years old; A person may vote if they will be 18 years
• old on or before election day. In the case of primary elections, a
person may vote if they will
• be 18 years old on or before the corresponding regular election.
• not have been convicted of a felony or have had your rights
restored
• not currently be judged by a court to be “incompetent to vote”
• not claim the right to vote in more than one place
• give up your right to vote in any other place
KANSAS - To register in Kansas you must:
• be a citizen of the United States
• be a resident of Kansas
• be 18 by the next election
• have completed the terms of your sentence if convicted of a felo-
ny; a person serving a sentence for a felony conviction is ineligible
to vote
• not claim the right to vote in any other location or under any other
name
• not be excluded from voting by a court of competent jurisdiction
KENTUCKY - To register in Kentucky you must:
• be a citizen of the United States
• be a resident of Kentucky
• be a resident of the county for at least 28 days prior to the election
date
• be 18 years of age on or before the next general election
• not be a convicted felon or if you have been convicted of a felony,
your civil rights must have been restored by executive pardon
• not have been judged “mentally incompetent” in a court of law
• not claim the right to vote anywhere outside Kentucky
LOUISIANA - To register in Louisiana you must:
• be a citizen of the United States
• be a resident of Louisiana (Residence address must be address
where you claim homestead exemption, if any, except for a resi-
dent in a nursing home or veteran’s home who may elect to use the
address of the nursing home or veterans’ home or the home where
he has a homestead exemption. A college student may elect to use
his home address or his address while away at school.)
• be at least 17 years old (16 years old if registering to vote with
application for Louisiana driver’s license or in person at registrar of
voters oce), and be 18 years old prior to the next election to vote
• not currently be under an order of imprisonment for conviction
of a felony; or if under such an order (1) not have been incarcer-
ated pursuant to the order within the last ve years and (2) not
be under an order of imprisonment related to a felony conviction
for election fraud or any other election oense pursuant to R.S.
18:1461.2
• not be under a judgment of full interdiction for mental incompe-
tence or limited interdiction where your right to vote has been sus-
pended
MAINE - To register in Maine you must:
• be a citizen of the United States
• be a resident of Maine and the municipality in which you want to
vote
• be at least 17 years old (you must be 18 years old to vote)
MARYLAND - To register in Maryland you must:
• be a U.S. citizen
• be a Maryland resident
• be at least 18 years old by the next general election
• not be under guardianship for mental disability
• not have been convicted of buying or selling votes
• not have been convicted of a felony, or if you have, you have com-
pleted serving a court ordered sentence of imprisonment, includ-
ing any term of parole or probation for the conviction.
MASSACHUSETTS - To register in Massachusetts you must:
• be a citizen of the United States
• be a resident of Massachusetts
• be at least 16 years old (must be 18 years old to vote on Election
Day)
• not have been convicted of corrupt practices in respect to elec-
tions
• not be under guardianship with respect to voting
• not be currently incarcerated for a felony conviction
MICHIGAN - To register in Michigan you must:
• be a citizen of the United States
• be 18 years old by the next election
• be a resident of Michigan and at least a 30 day resident of your
city or township by election day
• not be conned in a jail after being convicted and sentenced
Notice: If a voter possesses a Michigan driver license (DL) or personal
ID (PID), Michigan law requires the same address be used for voter reg-
istration and DL/PID purposes. Use of this form will also change your
DL/PID address. The Secretary of State will mail you a new address
sticker for your DL/ PID.
MINNESOTA -To register in Minnesota you must:
• be a citizen of the United States
• be a resident of Minnesota for 20 days before the next election
• maintain residence at the address given on the registration form
• be at least 18 years old on election day
• if previously convicted of a felony, your felony sentence has expired
or been completed, or you have been discharged from the sentence
• not be under a court-ordered guardianship in which the right to
vote has been revoked
• not be found by a court to be legally incompetent to vote.
MISSISSIPPI - To register in Mississippi you must:
• be a citizen of the United States
• have lived in Mississippi and in your county (and city, if applicable)
30 days before the election in which you want to vote
• be 18 years old by the time of the general election in which you
want to vote
• have not been convicted of murder, rape, bribery, theft, arson,
obtaining money or goods under false pretense, perjury, forgery,
embezzlement, armed robbery, extortion, felony bad check, felony
shoplifting, larceny, receiving stolen property, robbery, timber lar-
ceny, unlawful taking of a motor vehicle, statutory rape, carjack-
ing, or bigamy, or have had your rights restored as required by law
• not have been declared mentally incompetent by a court
70
Updated 1/2022
MISSOURI - To vote in Missouri you must:
• be a citizen of the United States
• be a resident of Missouri
• be at least 17½ years of age (you must be 18 to vote)
• not be on probation or parole after conviction of a felony, until
nally discharged from such probation or parole
• not be convicted of a felony or misdemeanor connected with the
right of surage
• not be adjudged incapacitated by any court of law
• not be conned under a sentence of imprisonment
MONTANA - To register in Montana you must:
• be a citizen of the United States
• be at least 18 years old on or before the election
• be a resident of Montana and of the county in which you want to
vote for at least 30 days before the next election
• not be in a penal institution for a felony conviction
• not currently be determined by a court to be of unsound mind
• meet these qualications by the next election day if you do not
currently meet them
NEBRASKA - To register in Nebraska you must:
• be a citizen of the United States
• be a resident of Nebraska
• be at least 18 years of age or will be 18 years of age on or before
the rst Tuesday after the rst Monday of November
• not have been convicted of a felony, or if convicted, it has been at
least two years since you have completed your sentence for the
felony, including any parole term
• not have been ocially found to be mentally incompetent
NEVADA - To register in Nevada you must:
• Be a citizen of the United States;
• Have attained the age of 18 years on the date of the next election;
• Have continuously resided in the State of Nevada, in your county,
at least 30 days and in your precinct at least 10 days before the
next election;
• Not be currently serving a term of imprisonment for a felony con-
viction;
• Not be determined by a court of law to be mentally incompetent;
and
• Claim no other place as your legal residence.
Preregistration for 17 Year Olds — A person who is 17 years of age or
older but less than 18 years of age and meets all other qualications to
vote in Nevada can preregister to vote using any of the means available
for a person to register to vote. A person who is preregistered to vote
automatically becomes a registered voter on his or her 18th birthday.
Felony Convictions — Any Nevada resident who is convicted of a felony
is immediately restored the right to vote upon the individual’s release
from prison. There is no waiting period or action required by the individ-
ual. The restoration of voting rights is automatic and immediate upon
the individual’s release from prison, regardless of the category of felony
committed or whether the individual is still on either parole or proba-
tion. More information regarding the restoration of voting rights can
be found on the Nevada Secretary of State’s website at: www.nvsos.
gov.
NEW HAMPSHIRE -
• New Hampshire town and city clerks will accept this application
only as a request for their own absentee voter mail‐in registration
form, which must be received by your city or town clerk by 10 days
before the election.
NEW JERSEY - To register in New Jersey you must:
• be a citizen of the United States
• be at least 18 years of age by the time of the next election
• be a resident of this State and county at your address at least 30
days before the next election
• not be serving a sentence or on parole or probation as the result
of a conviction of any indictable oense under the laws of this or
another state or of the United States
NEW MEXICO - To register in New Mexico you must:
• be a citizen of the United States
• be a resident of the State of New Mexico
• be 18 years of age at the time of the next election
• not have been denied the right to vote by a court of law by reason
of mental incapacity and, if I have been convicted of a felony, I have
completed all conditions of probation or parole, served the entirety
of a sentence or have been granted a pardon by the Governor.
NEW YORK - To register in New York you must:
• be a citizen of the United States
• be a resident of the county, or of the City of New York, at least 30
days before an election
• be 18 years old by December 31 of the year in which you le this
form (Note: You must be 18 years old by the date of the general,
primary, or other election in which you want to vote)
• not be in jail or on parole for a felony conviction
• not currently be judged incompetent by order of a court of compe-
tent judicial authority
• not claim the right to vote elsewhere
NORTH CAROLINA - To register in North Carolina you must:
• be a citizen of the United States
• be a resident of North Carolina and the county in which you live for
at least 30 days prior to the election
• be 18 years of age by the day of the next general election
• have your rights of citizenship restored if you have been convicted
of a felony
• not be registered or vote in any other county or state
NORTH DAKOTA - North Dakota does not have voter registration.
OHIO - To register in Ohio you must:
• be a citizen of the United States
• be a resident of Ohio
• be 18 years old on or before election day. If you will be 18 on or
before the day of the general election, you may vote in the primary
election for candidates only.
• not be convicted of a felony and currently incarcerated
• not be found incompetent by a court for purposes of voting
OKLAHOMA - To register in Oklahoma you must:
• You must be a citizen of the United States and a resident of the
State of Oklahoma.
• You must be 18 years old on or before the date of the next election.
• If convicted of a felony, you must have fully served the sentence
of court-mandated calendar days, including any term of incarcer-
ation, parole, or supervision, or completed a period of probation
ordered by any court.
• You must not now be under judgment as an incapacitated person, or
a partially incapacitated person prohibited from registering to vote.
• You must submit the printed, signed, dated voter registration ap-
plication. The signature must be the original, handwritten auto-
graph or mark of the applicant. No one may sign on the applicant’s
behalf, and no facsimile, reproduction, typewritten, electronic or
other substitute signature, autograph, or mark will be valid.
OREGON - To register in Oregon you must:
• be a citizen of the United States
• be a resident of Oregon
• be at least 18 years old by election day
PENNSYLVANIA - To register in Pennsylvania you must:
• be a citizen of the United States at least one month before the
next election
• be a resident of Pennsylvania and your election district at least 30
days before the election
• be at least 18 years of age on the day of the next election
RHODE ISLAND - To register in Rhode Island you must:
• be a citizen of the United States
• be a resident of Rhode Island
• be at least 16 years of age (you must be 18 years old to vote)
• not be currently incarcerated in a correctional facility due to a fel-
ony conviction
• not have been lawfully judged to be mentally incompetent by a
court of law
SOUTH CAROLINA - To register in South Carolina you must:
• be a citizen of the United States
• be at least 18 years old on or before the next election
• be a resident of South Carolina, your county and precinct
• not be conned in any public prison resulting from a conviction of
a crime
• never have been convicted of a felony or oense against the elec-
tion laws, or if previously
• convicted, have served your entire sentence, including probation or
parole, or have received a pardon for the conviction
• not be under a court order declaring you mentally incompetent
• claim the address on the application as your only legal place of
residence and claim no other place as your legal residence
71
Updated 1/2022
SOUTH DAKOTA - To register in South Dakota you must:
• be a citizen of the United States
• reside in South Dakota
• be 18 years old by the next election
• not be currently serving a sentence for a felony conviction which
included imprisonment, served or suspended, in an adult peniten-
tiary system
• not have been adjudged mentally incompetent by a court
TENNESSEE - To register in Tennessee you must:
• be a citizen of the United States
• be a resident of Tennessee
• be at least 18 years old on or before the next election
• not have been convicted of a felony, but if convicted, your eligibility
to register and vote depends upon the crime you were convicted of
and the date of your conviction. For more information about this
process, call 877-8504959 or visit https://sos.tn.gov/ restoration. If
your conviction has been expunged, you are not considered to have
a felony conviction. • not be adjudicated incompetent by a court
of competent jurisdiction (or have been restored to legal capacity)
TEXAS - To register in Texas you must:
• be a citizen of the United States
• be a resident of the county in which the application for registration
is made
• be at least 17 years and 10 months old (you must be 18 to vote)
• not be nally convicted of a felony, or if a convicted felon, you must
have fully discharged your punishment, including any incarcera-
tion, parole, supervision, period of probation or be pardoned.
• have not been declared mentally incompetent by nal judgment
of a court of law
UTAH - To register in Utah you must:
• be a citizen of the United States
• have resided in Utah for 30 days immediately before the next election
• be at least 18 years old on or before the next election (individuals
who are 16 and 17 years of age may pre-register to vote; if a 17
year old will be 18 years of age on or before the upcoming general
election, they may pre-register and vote in the primary election)
• not be a convicted felon currently incarcerated for commission of
a felony
• not be convicted of treason or crime against the elective franchise,
unless restored to civil rights
• not be found to be mentally incompetent by a court of law
• currently resides within the voting district or precinct in which you
register to vote
VERMONT - To register in Vermont you must:
• be a citizen of the United States
• be a resident of Vermont
• be 18 years of age on or before election day
• have taken the following Oath: You solemnly swear (or arm)
that whenever you give your vote or surage, touching any matter
that concerns the state of Vermont, you will do it so as in your con-
science you shall judge will most conduce to the best good of the
same, as established by the Constitution, without fear or favor of
any person [Voter’s Oath, Vermont Constitution, Chapter II, Sec-
tion 42]. By signing in Box 9, you are attesting that you have sworn
or armed the Vermont voter’s oath as printed above.
VIRGINIA - To register in Virginia you must:
• be a citizen of the United States
• be a resident of Virginia and of the precinct in which you want to
vote
• be 18 years old by the next May or November general election
• not have been convicted of a felony, or have had your civil rights
restored
• not currently be declared mentally incompetent by a court of law
WASHINGTON - To register in Washington you must:
• be a citizen of the United States
• be a legal resident of Washington State, your county and precinct
for 30 days immediately preceding the election in which you want
to vote
• be at least 18 years old by Election Day
• not be under Department of Corrections supervision for a Wash-
ington felony conviction
• 16- and 17-year-olds can sign up as Future Voters and be auto-
matically registered to vote when they turn 18
WEST VIRGINIA - To register in West Virginia you must:
• be a citizen of the United States
• live in West Virginia at the above address
• be 18 years old, or to vote in the primary be 17 years old and turn-
ing 18 before the general election • not be under conviction, proba-
tion, or parole for a felony, treason or election bribery
• not have been judged “mentally incompetent” in a court of com-
petent jurisdiction
WISCONSIN - To register in Wisconsin you must:
• be a citizen of the United States
• be a resident of Wisconsin and have resided at the registration
address for at least 28 days.
• be 18 years old
• not have been convicted of treason, felony or bribery, or if you
have, your civil rights have been restored
• not have been found by a court to be incapable of understanding
the objective of the electoral process
• not make or benet from a bet or wage depending on the result
of an election
• not have voted at any other location, if registering on election day
WYOMING
• Wyoming by law, cannot accept this form unless State law is
changed.
Sources: State Websites - National Voter Registration Form
Instructions - Fair Elections Legal Network
Updated: 7/2021
72
Updated 1/2022
State
State
Box 6
Box 6
ID Number
ID Number
Box 7
Box 7
Party Choice
Party Choice
Box 8
Box 8
Race
Race
Alabama DL, if not 4 N Y
Alaska DL, if not 4 N N
Arizona
1
DL, if not 4 Y N
Arkansas DL, if not 4 N N
California DL, if not 4 N N
Colorado DL, if not 4 Y N
Connecticut DL, if not 4 Y N
Delaware DL, if not 4 Y N
DC DL, if not 4 Y N
Florida
5
Better to register online
DL, if not 4 Y Y
Georgia DL, if not 4 N Y
Hawaii DL, if not 4 N N
Idaho DL, if not 4 N N
Illinois DL, if not 4 Y N
Indiana DL, if not 4 N N
Iowa DL, if not 4 N N
Kansas DL, if not 4 Y N
Kentucky SSN Y N
Louisiana DL, if not 4 Y Y
Maine DL, if not 4 Y N
Maryland DL, if not 4 Y N
Massachusetts DL, if not 4 Y N
Michigan DL, if not 4 N N
Minnesota DL, if not 4 N N
Mississippi DL, if not 4 N N
Missouri DL, if not 4 N N
State
State
Box 6
Box 6
ID Number
ID Number
Box 7
Box 7
Party Choice
Party Choice
Box 8
Box 8
Race
Race
Montana DL, if not 4 N N
Nebraska DL, if not 4 Y N
Nevada DL, if not 4 Y N
New Hampshire WE CANNOT REGISTER
New Jersey DL, if not 4 Y N
New Mexico
4
WE CANNOT REGISTER WITH PAPER FORM
New York DL, if not 4 Y N
North Carolina DL, if not 4 Y Y
North Dakota WE CANNOT REGISTER
Ohio DL, if not 4 N N
Oklahoma DL, if not 4 Y N
Oregon DL, if not 4 Y N
Pennsylvania DL, if not 4 Y Y
Rhode Island DL, if not 4 Y N
South Carolina last 4 SSN N Y
South Dakota DL, if not 4 Y N
Tennessee SSN N N
Texas
2
WE CANNOT REGISTER
Utah DL, if not 4 Y N
Vermont DL, if not 4 N N
Virginia SSN N N
Washington DL, if not 4 N N
West Virginia DL, if not 4 Y N
Wisconsin
3
Better to register online
DL, if not 4 N N
Wyoming WE CANNOT REGISTER
1- ARIZONA - Voter must provide a post-Oct. 1, 1996 driver’s license
number to vote in state or local elections; if giving SSN, they will only be
able to vote in federal elections, unless the election ocial nds their proof
of citizenship on record with DMV or they submit citizenship documents.
2 - TEXAS - DO NOT collect Texas forms out of state. You may give
registrant the form to the voter to mail to the state directly or have them
register to vote online, print, sign and mail the form from home.
3 - WISCONSIN - Use online voter registration tool to register Wisconsin
residents that have in-state ID. If the registrant does not have an in-state
ID, collect a proof of residence (utility bill, bank statement, lease) with
registration and send email to [email protected]g. Be sure to obtain the
phone number so that we can follow up to conrm proof prior to sending to
state.
4 - NEW MEXICO - Use online voter registration tool to register New Mexico
residents that have in-state ID. If the registrant does not have an in-state
ID, send them home with the form. DO NOT COLLECT IN FIELD.
5 - FLORIDA - Use online voter registration tool if registrant has
conforming in-state ID. If registering on a paper form, provide required
3rd party voter reg org legal disclosures.
BOX 9 - When signing the federal voter registration form in Box 9,
applicant agrees that they meet all state specic eligibility and oath
requirements.
DL = In-state Driver’s License or State Issued ID Card. Must match the
state of registration, but address does not have to match if registrant has
moved. Use Last 4 of social (or full SSN where indicated) when in-state
ID is not available.
PRE-REGISTRATION: If the minor does not know their SSN or have a DL,
permit, or other state-issued ID card, send the form home with them or
have them register online.
FEDERAL FORM CHEAT SHEET
Updated: 8/2021
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Updated 1/2022
Lost until completion
of sentence. In some
states a
post-sentencing
waiting period
additional action
required for restoration
Lost until
completion of
sentence (parole
and probation),
automatic
restoration after
Voting rights are
restored
automatically
after release from
prison and
discharge from
parole (people on
probation may
vote)
Lost only while in
prison, rights
automatically
restored when
released. Must
re-register to vote
to be eligible.
Never lose right
to vote
ND
MT
WA
OR
ID
NV
CA
AZ
UT
CO
NM
AK
TX
OK
KS
NE
WY
SD
MN
IA
MO
AR
LA
MS
AL
TN
IL
WI
IN
OH
PA
NY
KY
WV
VA
NC
SC
GA
FL
MI
HI
VT
CT
ME
NH
MA
RI
NJ
DE
MD
DC
FELONY CONVICTION
RE-ENFRANCHISEMENT SCHEDULE
TIPS TO SUPPORT RE-ENTRY:
If the person doesn't know their status (did I complete
probation?) then don’t register them to vote. Give them
our card and tell them to register at HeadCount.org once
they find out if their voting rights have been restored.
There are a lot of variations by state to these laws and
broad categories may not be the best reflection of the
person’s ability to register. See state-by-state details,
which will note certain types of felonies or frequency of
felonies that may impact voter registration.
For , the states may require additional time or actions
prior to restoring voting rights. DO NOT REGISTER IN
THE FIELD. Have them check with their attorney or the
state and, once rights are restored, they can regsiter at
HeadCount.org.
MAP KEY:
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STATE-BY-STATE DETAILS
Alabama: People with certain felony convictions involving
moral turpitude can apply to have their voting rights
restored upon completion of sentence and payment of
fines and fees; people convicted of some specific crimes -
including murder, rape, treason, and crimes involving
children - are permanently barred from voting.
Arizona: People convicted of one felony can have their
voting rights restored upon completion of sentence,
including all prison, parole, and probation terms and
payment of legal financial obligations. People convicted of
two or more felonies are permanently barred from voting
unless pardoned or restored by a judge.
Delaware: People with most felony convictions have their
voting rights restored automatically after completion of
sentence, including prison, parole, and probation. People
who are convicted of certain disqualifying felonies -
including murder, bribery, and sexual offenses - are
permanently disenfranchised. People convicted of election
offenses are disenfranchised for 10 years following their
sentences.
Florida: As of July 1, 2019, people convicted of a felony
who register to vote in Florida and have any outstanding
fines or fees associated with their sentence may be
charged for fraudulently registering to vote. It is critical
that they are sure of their status before registering to
vote. In Nov 2018 Florida voters approved a constitutional
amendment which automatically restored voting rights to
most people convicted of a felony at the completion of
their sentence, except those convicted of murder and
felony sexual offenses.
Iowa: In August 2020, voting rights were restored for most
people convicted of a felony that have completed their
sentence. However, people convicted of homicide or man-
slaughter must petition to have their rights restored.
Kentucky: In 2019 voting rights in Kentucky were restored
to people convicted of a felony via executive order from
the governor. Some violent felonies, including rape and
murder, are excluded from the restoration order.
Louisiana: Voting rights are restored for those on proba-
tion or parole who have not been incarcerated during the
last five years. Practically speaking, this means many if
not most people on probation are eligible to vote and a
small number of people on parole for more than five years
are eligible.
Maryland: As of March 10, 2016, voting rights are restored
automatically after release from court-ordered sentence
of imprisonment. People who are convicted of buying or
selling votes are permanently disenfranchised.
Mississippi: People who are convicted of specified disqual-
ifying offenses are permanently disenfranchised unless
pardoned by the governor or their right to vote is restored
by a two-thirds vote of both houses of the legislature.
Missouri: People with most felony convictions have their
voting rights restored automatically after completion of
sentence, including prison, parole, and probation. People
who are convicted of election-related offenses are perma-
nently disenfranchised.
Nebraska: In Nebraska, voting rights are restored two years
after the completion of sentence. Nebraska disenfranchises
persons with treason convictions until they have their civil rights
individually restored.
Nevada: As if July 1, 2019, any person convicted with a felony
who is not currently in prison may register to vote.
New Jersey: On March 17, 2020, in New Jersey people convicted
of a felony who are on probation or parole are eligible to vote.
North Carolina: In September 2021 the courts ruled that North
Carolina citizens that have felonies but are not incarcerated do
not lose their voting rights, or that they are restored at release
from incarceration. This ruling was reversed within weeks and
will continue to be litigated.
Oklahoma: In Oklahoma, citizens are disenfranchised for the
time period set out in their original sentence. Voting rights are
restored once this time period has elapsed.
Ohio: Persons who have been twice convicted of a violation of
Ohio’s elections law are permanently disenfranchised.
Tennessee: Tennessee has one of the most complex disenfran-
chisement policies in the country. People completing sentences
for some felony convictions, who have paid all restitution and
court costs, and are current with child support payments may
apply for rights restoration. Individuals with certain types of
convictions, including rape, murder, and bribery, among others,
are permanently disenfranchised.
Washington: Voting rights restored to those on probation and
parole through a law that goes into effect January of 2022.
Wyoming: Voting rights automatically restored after five years
to people who complete sentences for first-time, non-violent
felony convictions in 2016 or after. Applications are required
from people who completed sentences for first-time, non-vio-
lent felony convictions before 2016, and from people convicted
outside Wyoming, or under federal law. People with violent
convictions or with multiple felony convictions are permanently
disenfranchised, unless pardoned by the Governor.
Sources: Brennan Center - National Conference of State
Legislatures - State Websites
Updated: 9/15/2021
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State Age
18 on or
before the
next
election
Vote in state
primaries
at 17
Other
Alabama
x
Alaska
17 + 9 months
Arizona
x 18 before general election
Arkansas
x
California
16
Colorado
16 x
Connecticut
x x 18 before general election
Delaware
16 x
DC
16 x 18 before general election
Florida
16
Georgia
17 + 6 months
Hawaii
16
Idaho
x
Illinois
x x 18 before general election
Indiana
x x
Iowa
17 + 6 months
Kansas
x
Kentucky
x x
Louisiana
16
Register online, at DMV or
Board of Elections oce
Maine
17 x
Maryland
16 x
Massachusetts
16
Michigan
x
Minnesota
x
Mississippi
x x
Missouri
17 + 6 months
What is pre-registration? It is the way new voters can register to vote BEFORE they turn 18. They are automatically registered on their 18th birthday.
If the person registering doesn’t have a state-issued ID card (DL or Permit, other state ID) or know their state’s alternate ID (SSN), please send the form home for them to complete
with their parents.
DO NOT COLLECT FORMS WITHOUT COMPLETE INFORMATION.
Note: States without specific laws governing procedures for pre-registration fall into the “18 on or before next election day” category.
Sources: State Websites, National Voter Registration Form Instructions, National Conference of State Legislatures
PRE-REGISTRATION INFORMATION
updated: 7/2021
State Age
18 on or
before the
next
election
Vote in state
primaries
at 17
Other
Montana
x
Nebraska
x x 18 before general election
Nevada
17
New Hampshire
x
New Jersey
17
New Mexico
x x
Distribute form or register at
HeadCount.org
New York
16
North Carolina
16 x
North Dakota
Ohio
x x
Oklahoma
x
Oregon
16
Pennsylvania
x
Rhode Island
16
South Carolina
x x
South Dakota
x
Tennessee
x
Texas
17 + 10 months
Utah
16 x
Vermont
x x 18 before general election
Virginia
16 x
Washington
16
West Virginia
17 x 18 before general election
Wisconsin
x
Wyoming
x
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VOTER ID REQUIREMENTS
Strict Photo ID or Strict ID states require the voter to cast a provisional ballot.
Voters may need to take steps after their ballot is cast to verify their identity
with the local elections office for their vote to count.
Photo ID states request a photo ID, but have alternative ways you can vote.
ID states request ID and will accept a variety of documents.
For more information about what is accepted in each state go to
HeadCount.org/voter-id
No matter what state you are in, first time voters at a new registration
address should bring a current proof of residency (ID, Utility Bill, Bank
Statement, Lease) with them when they go to vote.
Voter ID laws are often subject to litigation and change rapidly. The most
up-to-date information will be on our website.
Updated: Dec. 2021
Strict ID
Photo ID
ID
No ID requirement
Strict Photo ID
OR
WA
ID
NV
AK
HI
CA
UT
WY
MT
ND
SD
NE
CO
AZ
NM
KS
OK
TX
MN
WI
IA
MO
AR
LA
MS
AL
GA
SC
NC
VA
WV
TN
FL
KY
IL
IN
OH
MI
PA
NY
CT
NJ
DE
MD
DC
VT
ME
RI
MA
NH
LOCAL
EVENTS
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COMMUNITY EVENTS
Community Events are a cornerstone of every local HeadCount team. We hope you will source and identify a
quarter of your annual outreach via local community events.
Ideal community events are either non-ticketed or have a low ticket cost to make them available to a wide
range of socio-economic attendees. Non-ticketed events are also great for large groups of volunteers! Target
events with at least 500 attendees and a young, transient, or under-resourced population.
When you have identied a community event you would like to pursue, please put it in the requests tab on the
Intranet. You can also access here:
The Field Director will conrm the event with you and get it online.
SERVICE PROVIDERS
Many nonprot organizations provide direct services to under-resourced populations. Reaching out to the
providers to identify key times to set up during high trac periods can be extremely impactful, especially if
the provider has a lobby or waiting area. Examples include workplace retraining centers, re-entry programs,
health clinics, unemployment services, etc.
Another option for reaching under-resourced populations is looking to service provider fairs. Often
community centers, churches or other facilities host groups of service providers (with trailers for dentists,
clinics, showers, etc), so people can come to one place to access resources. These events are great
opportunities to set up a voter registration drive.
LOCAL BUSINESSES
Working with local businesses to set up voter registration
drives can be very fruitful! Look for a business partner
that is well respected in the community you want to reach
and is willing to share that there is a voter reg drive with
their social media following. Identifying these businesses
requires getting to know the community, consider using
social media to identify businesses that are active in the
local area. i Together you can make an “event” out of the
drive. Some places may want to oer a special, like $1
slice, or ½ o drink special, or rae tickets for a record, to
encourage turn out. Remember that any special or contest
cannot be an incentive for registering to vote.
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Updated 1/2022
Be sure to take lots of photos. Post on personal social media and send them to [email protected].
Include the name of the partner, city and date in the subject line of your email. We want to be able to say
thank you publicly whenever a business supports us.
PUBLIC ASSEMBLY/MARCHES
HeadCount can support non-partisan public
assemblies and marches with voter registration
and engagement. Like community events, this is a
great opportunity to engage groups of volunteers.
Initial steps include determining a staging area, an
all-star volunteer or co-Team Leader to act as your
#2 at the other end of the march, and setting up a
canvass plan for voter registration.
Staging Area:
You need to nd a place to meet your volunteers
2 or 3 hours before the event starts. From this
location you need to train your volunteers, sign
out clipboards, and distribute supplies. Remember,
your volunteers will not be able to get to you easily
to turn in forms or to get more supplies. You need to leave them prepared for the day.
If there is a location for a rally or booths to support the march, you can make this the home-base and staging
area. From there you can meet your volunteers, sign out clipboards, and send volunteers to areas along the
march route.
For a mobile activation, you may need to nd a library conference room, a coee shop, or hotel lobby to serve
this purpose.
Voter Registration Plan and Clipboard “Sign Out”:
For large marches and rallies, we recommend numbering your clipboards. Each volunteer will be assigned
clipboard numbers, and sign a waiver committing to return them at check in. Each volunteer should leave
their telephone number with you and a designated end location and time to turn in their clipboards.
Volunteers should work in teams and be assigned locations along the march route. Finding turns or narrow
areas may be benecial as people will slow down and stop.
Often groups will gather one to two hours prior to the start time in a designated area. Have an early, trained
team go to that location (see the march website or Facebook page for details) to canvass while people are
waiting for the march to begin.
Special Supplies:
We recommend backpacks with a Register to Vote Here teardrop banner for volunteers.
If you are doing multiple mobile activations you may request a backpack for your kit.
We also recommend a shoulder bag (like a canvas grocery bag) for the volunteers with
an envelope for completed forms. If they grow tired this can also support their extra
clipboard and pens. If it looks like rain be sure to give all volunteers plastic bags to
protect their forms.
Volunteer waivers and clipboard sign out sheets are necessary for large groups of
volunteers to keep track of materials. These can be downloaded from the Documents
Section of the Intranet for use.
Staying nonpartisan (What’s allowed & what isn’t.)
The right to assemble and protest is as sacred as the right to vote. When people exercise their First
Amendment rights and make their voices heard, we also want them to make their voices heard at the polls.
This is staying true to our mission of supporting participation in democracy. So we encourage you and all
Scan here to
order supplies.
HeadCount.org/supplies
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Updated 1/2022
our volunteers to bring HeadCount voter registration to these sort of events. That said, we always stay in
our “lane” of registering and turning out voters. We do not carry protest signs, chant slogans or amplify the
message of the event (regardless of our own personal beliefs). Instead, we serve the public by registering
voters at these events, just as we do at concerts. HeadCount Team Leaders are empowered to decide what
events of this sort to attend, just as with community events. The only limitations are that legally we can not
have a presence at candidate rallies, campaign events, or any event organized by a political party. And we will
not attend any event that incites violence or where we feel our volunteers might be unsafe.
For example, HeadCount participated in the March for Our Lives events in 2018 but never took a position
on their issue or policy statements - we were there just to oer voter registration to participants. We had
volunteers at Occupy Wall Street events nationwide, also to just register voters.
Particular emphasis on non-partisanship should be given in training, however, to make sure volunteers know
their role at the event. Volunteers may not carry signs, wear shirts, buttons, or engage in chants, etc. that are
pro or anti any issue, party, candidate or the event’s subject matter. When volunteering with HeadCount they
leave their personal opinions at home and are there to support democracy!
PRIDE EVENTS
HeadCount has a long history of successful
community voter registration drives at
everything from local Pride block parties to
major Pride festivals that attract visitors from
all over the country. The most successful Pride
events have been sourced by local TL over the
years. If you are a new TL be sure to check with
other TLs in your area, or local alumni, to see if
there is an established relationship with event
organizers.
When planning out your community events for
the year, search your city name and Pride to nd
out about what Pride events are happening in
your community. Reach out to event organizers
asap as these are often popular events with
limited booth space. We almost always approve
a reasonable booth fee for Pride events - submit
your request to the Field Director for nal
conrmation. If the event is a festival that has a national draw, additional resources may
be available from the oce to support a large special event.
We recommend featuring HeadCount.org/Pride in your outreach to event organizers,
letting them know that we have specic resources to support attendees. Moreover, make
sure that you have QR or text code signage that will take attendees directly to this page
at the event. You can request those materials by - scanning the QR Code.
Before starting outreach or entering a pride event, please read Tips To Enhance
LGBTQ+ Competency on page 96. This document was developed by HeadCount’s Pride
Committee to best equip Team Leaders and volunteers with sensitivity and awareness in
this space.
SCHOOL DRIVES
School based voter registration drives are an incredible opportunity to get in front of a group of new voters!
Whether it is at a high school, community college or university the best way to access the school is through
a student, teacher, or sta member. We recommend getting to know your volunteer base and to see if you
have a contact.
Email templates can be found in the Local Events Resources section of this guide.
Scan here to
order supplies.
HeadCount.org/supplies
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Updated 1/2022
College:
Freshman orientation, move-in days on campus, welcome back concerts, etc.
are all prime times to reach large groups of new voters when they have just
changed their address and often close to a fall election date.
Setting up in the quad, at a sporting event, or outside of the dining hall can
also provide a lot of exposure. In smaller settings, presenting to a student
group, service organization, or class is impactful both for voter registration
and volunteer recruitment.
Access to a university may depend on partnership with a student group. This
is a great way to meet and train new volunteers!
High School:
High schools can be harder to access. The biggest challenge is nding the
gatekeeper at the target school. We recommend reaching out to student
government clubs, government or social studies department chairs, PTAs,
and/or student service organizations.
Our greatest success stories come from classroom presentations when we
give a short talk on voting and hand out forms (be sure to pass out pens, too, as the kids usually have pencils
on them). College fairs, graduation week activities, and senior nights are also successful.
NATIONAL VOTER REGISTRATION DAY
HeadCount is a founder of National Voter Registration Day, an annual
nationwide event the third Tuesday in September that involves thousands of
organizations, Secretaries of States, and others to inspire voter registration. On
that day we register voters on city streets all over America. We also unleash our
digital “Clipboard Campaign,” where hundreds of musicians and celebrities post
photos on social media of themselves holding our “Register to Vote” clipboards.
TLs are asked to organize voter registration drives in their communities around
NVRD in honor of the day.
Pro Tip:
Setting up in the
lunchroom is not typically
successful as the students
have a short period to
eat. If you want to set
up a booth in a common
area we recommend the
morning or afternoon
when they have more
down time. Alternatively
ask when the upper class
students have a free
period.
LOCAL
EVENTS
RESOURCES
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Updated 1/2022
COMMUNITY EVENTS MANUAL
HeadCount encourages all Team Leaders to source and secure non-ticketed community events to diversify
their outreach.
Non-ticketed events automatically create socio-economic diversity in their reach due to the low cost.
However, you also need to look at the target market and attendance to ensure it is a viable voter registration
opportunity.
In addition to stand-alone events, visiting a location with a dedicated audience to talk about HeadCount
and provide voter registration services is also a great opportunity to generate meaningful community-based
voter registrations.
If the event cannot generate at least 10 voter registrations it is not worth your generously volunteered time.
There will be some events where you can register hundreds and others where you may register less than 10.
We hope these tips will help you nd the sweet spot!
REQUIREMENTS
1. Attendance: Events should have a minimum attendance of 250 for consideration.
2. Location of event: Events with HIGH foot trac!
3. Community: Does this event serve low-income, communities of color, students, or an otherwise
underserved community?
FINDING THE BEST EVENTS
Google
Start with our favorite search engine … GOOGLE! Type in your city name or neighborhood name and search
for upcoming events.
1. Search examples include:
• “Summer Street Fairs in Brooklyn”
• “Wake Technical College Career Fairs”
• “College Fairs in Miami-Dade County”
• “Community Event Calendar Downtown LA”
• “Freshman Orientation Weekend for University of St Louis”
• “Dia de los Muertos Festival”
• “PRIDE Events in Seattle”
• “Food Truck Rodeos in Virginia Beach”
• “Conventions (Comics, Young Adult Books, Gaming, etc) at your county or city convention
center”
• “Handmade Market in Portland” (Artisan Fairs)
2. Local radio stations: Radio stations often sponsor and promote free events. Check their calendars
online!
3. Community Centers: Do a Google search of community centers in your area, and check out their
events calendar. Some search examples include:
• “Local art centers”
• “Community space near me”
• “Community space local artists”
• “Arts and Performing Centers near me”
• “Re-entry fair”
• “Community health clinic”
• “Workforce retraining”
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Facebook:
The “Events” section on Facebook is a great place to nd events that are happening in your area. The plus
side of Facebook Events is the direct access to organizers— you know who created the event!
1. Look at events that your Facebook Friends are attending, or have invited you to. Do any of these
events meet our event criteria?
2. Click on the Discover section of the Event page to nd events that are outside of your network.
Here are some tips on how to adjust the lters
• TIME: Ideally, you will want to reach out to an event at least one month in advance.
• Don’t be discouraged by an event with a short-turnaround time! If it isn’t already
explicitly mentioned in the event page, there is a chance that this may be a recurring
event.
• LOCATION: Cast a wide net and type in the name of a large city or metropolitan area in
your initial search
3. CATEGORY: This lter is the most important in your search! Although we encourage you to nd
events that you nd meaningful, try to keep in mind the parameters and questions that we set up
in the introduction section.
• Here are the categories we’ve found most success in:
• 1. Art
• 2. Causes*
• 3. Comedy
• 4. Dance
• 5. Food
• 6. Music
• 7. Other
• 8. Theater
*Make sure the events that you are searching for are non-partisan.
Eventbrite:
Eventbrite is a great place to nd a broad spectrum of events ranging from free to high-cost ticketed events
and everything in-between. This platform is your best bet at nding large-scale events (i.e. local music
festivals, food truck festivals, quirky alternative events) in your area.
Just like an onion, Eventbrite has layers that you can add or remove to your search in order to nd events:
1. “Free Events Only” lter: On the main Eventbrite landing page, you can sort through all events in
your area/neighborhood.
2. “Pick a Category” lter: Eventbrite has pre-selected categories that are extremely helpful to
narrow down events.
• Music
• Food & Drink
• Film & Media
• Arts
• Fashion
• Community
• Family & Education
• Holiday
• School Activities
• Other
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3. Use “Keywords” in the search bar: If there are specic events that you are interested in, use the
search bar for the events that you would like to reach out to.
• Conventions (Comics, Young Adult Books, Gaming, etc)
• Food Truck Festival
• Street Fair
• Artisan Fair
• Career Fair
• PRIDE Events
• Holiday Events and Celebrations (i.e. Day of the Dead, Black History Month, Chinese
New Year, Latinx Heritage Celebration)
Social media as an organizing tool
Social media can be an eective organizing tool and can help you nd events and ways to reach voters.
Engage in the following practices to use social media most eectively. If you have personal pieces to add to
this list, please do!
Search relevant hashtags for your city and neighborhoods within your city — ex:#eventsinNAMEOFCITY
#exploreNAMEOFYOURCITY, #exploreNAMEOFNEIGHBORHOODSINYOURCITY.
Follow local businesses, festivals, neighborhood events, community boards, and neighborhood associations so
that events they host will pop up in your feed.
Like and comment on partners posts to show love and support for what
they’re doing and keep your feed populated with local content.
Look for any current hashtags that can be used for upcoming events/
movements, i.e. #BLM, #WomensMarch #Pride.
Local radio stations:
Radio stations often sponsor and promote free events. Check their
calendars online, contact their Director of Partnerships or Event Planner
to see if you can participate in their upcoming events. Maybe you can even
get on the air to talk about HeadCount!
Radio stations are also a great way to recruit volunteers and increase
brand awareness. Lots of people receive information this way and we can
reach new audiences. We have a communications kit that we can provide
to them with information to push on their social networks, and messaging
they can push out on the airwaves. If you aren’t sure how to make these
contacts look up who works in their Community Aairs department.
Reach out using phone, email, LinkedIn or another method to try to set up
a meeting
FINDING THE DETAILS FOR EACH EVENT
Check website or ask organizer:
• Attendance in past years
• Is anyone else doing voter registration
Timing of Events:
• Events close to voter registration deadlines for primary, local,
and general elections yield the highest results, use date to
promote events and create urgency
• Fall move-in days and events on local campuses yield high
returns
Pro Tip: If another voter
registration organization
is already conrmed, we
recommend passing on
the event. However, if you
wind up with another voter
reg organization on site -
remember that we’re all
on the same team! If they
are non-partisan see how
you can work together. As
HeadCount has federal
forms we are able to often
provide services that others
cannot at high trac
events. It’s okay to share and
report combined numbers
if you work as a team! We
cannot, however, ever let
other organizations take
HeadCount’s forms or any
personal information o of
HeadCount’s forms.
Pro Tip: If your volunteers
cannot connect with
attendees then results will
be low. Look to partner
organizations in your city to
recruit volunteers that best
represent demographic of
the event.
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Make sure you are prepared for attendees:
• Going to an event that targets high school students? Be sure to have in-state forms to best serve
those that are pre-registering
• Going to a Spanish speaking event? Make sure to have Spanish voter registration forms and
volunteers that speak Spanish
• HeadCount can provide you with Spanish Language forms and signs. If you nd yourself doing
a lot of events with a largely Spanish speaking crowd, please Request a Spanish resource kit
from the supply request portal.
• Going to an event with a homeless or housing insecure population? Be sure to review your state’s
rules through National Coalition for the Homeless
CONTACTING EVENT COORDINATORS
When to Contact: ASAP. Many events conrm participants months in advance - contact organizers as soon
as you run the event by your RC to make sure it will qualify! Check out the Document Section of the Intranet
for email templates and a HeadCount one pager (on Page 88 of this guide) to use when reaching out to
events near you.
What to know when you’re applying: HeadCount is a 501(c)3 nonprot. Many local events will give you access
for free as long as your provide proof of our status. Send completed applications to HeadCount’s Field
Director for signature and approval, and they will provide the letter.
What if there is a fee? If your event reaches thousands of people in the target populations we may be able to
cover small fees. Submit request for fee to Field Director prior to making agreements with any events.
How to get volunteers without the show? Non-ticketed community events are a great opportunity to bring
out groups of volunteers. Connect with service fraternities or sororities, socially conscious local businesses,
Boys & Girls Club or other groups that may want to volunteer together. Call the volunteer that signed up
but really isn’t into music. Have families come out to volunteer together! Most of all, this is the time your
volunteer team community building will pay o. Send monthly emails blasts to build hype for the community
events and explain why we’re doing them so people want to be a part of what’s happening!
GET INTO YOUR COMMUNITY
In your community, there are many places where you can reach populations that are not otherwise being
served. Some locations look for regular programing and will promote HeadCount as a featured event leading
up to your participation.
Start With What You Know
Whether you have lived in your metro area your entire life, or just relocated to the area, you can be a
successful organizer. First, think of the natural connections you have.
• Where do crowds gather?
• Have you volunteered anywhere in the community?
• Where do you go for services in your community?
• Where do people go for information?
• Do you have family members or friends who work places that may be good
host sites?
Don’t be afraid to use the connections you have, even the newer ones. Think of the
connections you already possess rst to make warm contacts.
Pro Tip - know
Absentee Ballot
requirements
while working
with College
Students.
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Great locations for voter registration include:
• HIGH SCHOOLS! Connect with a senior social studies teacher and try to hit all their classes with
a presentation about voting and voter registration forms. If your state allows pre-registration, hit
juniors too!
• See if schools are hosting COLLEGE OR CAREER FAIRS where you can set up a voter registration
booth. Reaching out to the college fair organization or college counselor at the school will help you
gain access.
• SENIOR NIGHTS and graduation week festivities are also prime time for voter registration.
• COLLEGE APARTMENTS or DORMS present a concentrated population of newly relocated voters!
See if you can set up at a move-in day or provide voter registration in the courtyard close to
deadlines.
• SETTING UP ON A STREET CORNER or A LOCAL PARK is a great way to get a feel for your
community and register voters without having to set much up. All you need is a few volunteers and
clipboards!
• FOOD BANKS and SHELTERS represent a unique opportunity to reach the underserved, but your
presence needs to be timed appropriately. At a Food Bank you would only want to set up a booth if
there is a mass distribution date.
What about Farmers Markets?
Setting up a booth at a farmers market close to voter registration deadlines M AY be fruitful if the market
attracts a younger demographic or is in a food desert and takes food stamps. Beware that many farmers
markets attract a much older demographic that are already registered. Look for markets with over 20 regular
vendors close to colleges and other areas where younger people live. Visit one weekend to scope out the
attendees. Ask the market to list you on their weekly vendors list and promote HeadCount via social media
leading up to the event. Setting up a recurring booth at a farmers market may not make sense due to the
regularity of shoppers.
Community Building
HeadCount Team Leaders serve as representatives in their community. Community building and networking
events take signicant time and do not represent something all volunteer Team Leaders can do. If you are
able to invest your time in community building, the goal is to strategically identify partner organizations and
key people that will open doors for community events. Volunteer recruitment is also likely at these events. You
may be able to participate as a panelist or speaker at these events. Always bring a volunteer sign up sheet!
Fruitful events for non-partisan community building include:
• Issue-based meetups with politically engaged attendees (environmental, transit, food security)
• Coalitions to increase local voter engagement
• Young nonprot professionals (YNPN) meetups
• Networking happy hours
• Social justice oriented panel presentations
Note: These events DO NOT meet stipend requirements for a non-ticketed community events.
If you are able to invest the time, networking is the most eective tool you can use to nd success and
create more events. At some events you may be tabling with a group of nonprot organizations. Introduce
yourself to these organizations - you never know what connections you can make. Many of these nonprots
will be at several events that you will more than likely be at as well, so getting to know your neighbors can
be impactful. They can inform you about other events they will be at, that you were possibly not aware of.
Exchanging business cards or contact information is recommended. Reach out to them that same day or the
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next day and express that you would like to work with them at any upcoming events they may be putting on
themselves or participating in.
Even working with nonprots that have similar missions to HeadCount can be helpful. Other organizations
might get into events that we can not, and they may need our help if they do not have enough volunteers for
an event.
Some nonprot organizations may have an oce that provides services and or classes to people. These
types of places are often open to oering Voter Registration drives, and may even ask for you to train their
employees or clients about Voter Registration. We always recommend going to these sites in person so you
can get a sense of location and if they have a big enough lobby or outside space for set up. You would want
to meet the oce manager and introduce yourself, let them know about HeadCount and try to see if there
is a date you can come back to do a Voter Registration Drive. Because of the services and classes they may
provide, it is possible that doing multiple visits could ensure you reach their whole clientele base.
RECRUIT VOLUNTEERS
Finding volunteers for community events can be a bit tough. Most people volunteer in order to see a free
show. However, there are some methods that can lead to success:
• Working with community organizations and businesses and making volunteer opportunities avail-
able to members and employees
• Recruiting volunteers on-site at community events
• Making volunteering at a community event a prerequisite for getting a volunteer spot at a high-in-
terest concert
• Sending out regular metro email blasts (at least monthly) so all volunteers know about all upcom-
ing events, both music-oriented and community events
You’ll nd that many volunteers who work community events end up becoming Team Leaders, as they are the
most dedicated and committed volunteers.
When working in dierent populations, it is important to have volunteers that reect the community to do
true peer-to-peer voter registration. If you are working in a community that may speak a dierent language,
try to have volunteers that speak that language and can support the event. For this reason, recruiting
volunteers while you’re at events is imperative. Talk to people at the events about volunteering. Initiate the
conversation. That’s on you, and it’s essential.
Ask your volunteers: When sending your monthly email to volunteers ask for ideas and connections! You
may have a director of student activities or a social studies teacher on your list that would love to help you.
Remember you are a team!
AFTER THE EVENT
Remember to follow up with the organization/organizer within 24 hours of the event! Send a quick email
thanking them for welcoming HeadCount, # of voters that were registered, pictures, or a meaningful
interaction you had with attendees.
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COMMUNITY EVENTS
HeadCount is a 501(c)(3) non-partisan nonpro t organization that uses the power of music
and community to register voters and raise social consciousness.
With 18 years of experience, HeadCount stages voter registration drives at more than 1,000
music, cultural and community events a year. We reach young and low-propensity voters
where they are to inform and empower them to engage in civic life.
HEADCOUNT PROVIDES
• Experienced voter registration team
• Dedicated signage
• Paper and digital voter registration
COMMUNITY EVENT PROVIDES
• 10x10 footprint, table + chairs
• Access for volunteers
• Social media posts & web promo
For more information on how to organize a voter registration drive at your event,
please send us an email at [email protected]
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COMMUNITY OUTREACH EMAIL:
INITIAL EMAIL TO NEW EVENT/ORGANIZATION
Subject: Voter Registration Partnership with (Name of event/Organization)
I hope this email nds you well.
I’m (Your name), a Team Leader with HeadCount in (Name of city). HeadCount is a non-
partisan, non-prot voter registration organization that has led voter engagement eorts
on tours with musical artists such as Ariana Grande & Harry Styles and at music festivals
such as Bonnaroo & Lollapalooza.
We were drawn to your organization for its focus on empowering/organizing your
community. We’re wondering if we might be able to send a HeadCount volunteer team to
register voters at your upcoming event? All we need is a table and access for our volunteers
— we bring all the materials!
Let me know what you think!
Warm regards,
(Your name)
(Your city) Team Leader
IF ORGANIZATION OR EVENT SAYS YES:
Subject: Re: Voter Registration Partnership with (Name of event/Organization)
Here are some items to make sure you’ve cleared with the event/organization.
Fantastic! A few quick questions for you:
• Is there a table that HeadCount can use for the duration of the event?
• How many volunteers can we bring to the event? Can our volunteers walk around
and approach people?
• What time can we set up/close down?
• We also would love to promote this event on our social media channels if you’re
interested. Please send us your social media handles when you are able!
Send social media handles over to Aziza at AzizaG@HeadCount.org
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IF ORGANIZATION OR EVENT SAYS NO:
Subject: Re: Voter Registration Partnership with (Name of event/Organization)
Dear (Name of event/Organization) team,
Thank you for getting back to me, and I appreciate your consideration!
If there are any events we can collaborate together on in the near future, please feel free to
reach out to me or email Info@HeadCount.org.
Warm regards,
(Your name)
(Your city) Team Leader
EMAIL AFTER EVENT
Subject: Thank you from HeadCount!
Dear (Contact Name),
Thank you for having us at (Name of event) on (Day). Our volunteers had a wonderful time
and we are happy to share that we registered ## people to vote while getting ## people to
engage via our (name of digital campaign, i.e. Save the Vote) campaign!
We appreciate the opportunity to be present at your event, and look forward to collaborat-
ing in the near future!
Warmly,
(Your name)
(Your city) Team Leader
*If you have any pictures of volunteers at event, or attendees registering to vote, share them
with the organization!
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EMAIL TEMPLATES TO REACH OUT TO SCHOOLS:
SAMPLE INTRO EMAIL TO A HIGH SCHOOL/COLLEGE/UNIVERSITY
Re: Hosting a Voter Registration Drive at Your School
Hi, my name is (Your Name). I am a Team Leader for HeadCount (Metro Area). HeadCount
is a non-partisan, nonprot organization that focuses on voter registration and voter
engagement.
We are stepping up our eorts to help educators and students get their high school
populations registered to vote. We would like to work with you and/or a student group at
your school to register students through classroom presentations or by setting up a booth in
a common area.
I would love to talk with you about getting a drive set up in the next few weeks.
We can also work directly with students and faculty to host their own voter registration
drives, providing resources and training to empower student-led organizations.
For more information about HeadCount, you can visit our website.
I look forward to talking with you soon.
Best,
(Your name)
(Your city) Team Leader
SAMPLE INTRO EMAIL TO ORGANIZER OF A COLLEGE FAIR
Re: Voter Registration at Your College Fair
Hi, my name is (Your Name). I am a Team Leader for HeadCount (Metro Area), a non-
partisan, nonprot organization that focuses on Voter Registration.
We would love to set up a booth at your College Fair and help students get registered to
vote before the upcoming registration deadline. If you’re interested, let’s set up a time to
talk through details!
My organization, HeadCount, has volunteer teams throughout the country, who have
registered over A MILLION people by setting up voter registration drives in unexpected
places like concerts, festivals, and community events. We are stepping up our eorts to help
educators and students get their populations registered to vote as well.
For more information about HeadCount, visit our website at HeadCount.org.
I look forward to talking with you soon.
Thanks
(Your name)
(Your city) Team Leader
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SAMPLE EMAIL TO COMMUNITY COLLEGES FOR SET UP AT EVENTS
Re: Bringing VOTER REGISTRATION to your campus
I am a Team Leader with HeadCount, a non-partisan, nonprot organization that focuses
on youth voter registration. I would love to set up a table on (date) at your (name of event)
to help get students registered to vote before the upcoming registration deadline. If you’re
interested, let’s set up a time to talk through details!
With volunteer teams across the country, we have registered over a MILLION people
by setting up voter registration drives in unexpected places like concerts, festivals and
community events. This year, we are trying to extend that reach to high schools and college
campuses to make registering to vote even more accessible to young voters.
For more information about HeadCount, visit our website at HeadCount.org
Thanks so much for your help in this eort!
Best,
(Your name)
(Your city) Team Leader
HEADCOUNT
POLICIES
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2021 TEAM LEADER STIPEND POLICY (CHANGES MADE)
Team Leaders will achieve part or all of a possible $1,500 in stipend funds through the following:
1. Completing 750 total actions ($750)
For leading teams that generate 750 total individual actions (any combination of voter registra-
tions and digital interactions such as legislative actions). To unlock these earnings, you must lead
a minimum of 12 events.
2. Leading 20 events total, including 5 community events (up to $750)
(a) $500 for leading a combination of twenty (20) HeadCount events (shows/concerts, festivals,
community events, virtual events) and organizing a National Voter Registration Day (NVRD)
event the week of September 26, 2021 (NVRD is on September 28). If the event is a multi-day
event, TL’s will be credited with one event per day of that event.
(b) $250 for setting up and managing ve (5) community events. NVRD event(s) can be included.
To be eligible for stipend funds outlined in 1 and 2a/2b, TL’s must attend at least 6 out of 9 Organizer Calls
or “Oce Hours.” It is important for Team Leaders to stay up-to-date on ongoing HeadCount initiatives and
Team Leader best practices, which will be shared during these meetings.
POLICY JUSTIFICATION
This policy is being implemented to reward TLs that put in the eort to attend at least 20 HeadCount events
per year in markets with shows or events that are attended by an audience that is underserved, young,
transient or otherwise needs voter registration services.
This policy rewards those that generate at least a fourth of their annual outreach through community events.
The policy also rewards those that typically attend festivals or large-scale events for their extra eort at
these events. This policy also adds accountability measures for Team Leader attendance on important
organization-wide calls.
In an eort to ensure full accessibility, we will provide any necessary accommodations that are requested.
Please notify us if you would like to discuss the accessibility of any of the above stipend components with
regards to your personal situation.
This policy only applies to states or local jurisdictions where the described criteria are permitted under
applicable laws and regulations. In states and jurisdictions where prohibited by law, HeadCount reserves the
right to make individual nancial awards to recognize eort/contributions to the organization. This stipend
policy is void where prohibited by state law.
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NON-PARTISAN POLICY
When registering voters, HeadCount sta and volunteers will oer voter registration no matter what party,
candidate, or political view an applicant supports and HeadCount sta and volunteers will not express
support or opposition for any candidate or political party.
SOBRIETY POLICY
1. Be completely sober while working. All volunteers and sta are required to refrain from using
alcohol or drugs before and during any shift while representing HeadCount, or while wearing
HeadCount work gear (t-shirts).
2. At a festival, you should never be visibly intoxicated or consume alcohol in a manner that will
interfere with your work performance the following day. You are always representing HeadCount
and a guest of the festival and should never be making others aware of your consumption. Always
be clear-minded when on a festival shift.
3. No use of “hard” drugs at a festival. When attending a festival or event on behalf of HeadCount,
you may not consume, purchase or distribute any substance that is illegal across the U.S., including
but not limited to Lysergic acid diethylamide (LSD/Acid), Ecstasy (MDMA), Mushrooms (psilocybin),
Cocaine, Oxycontin, Heroin, or Methamphetamine.
The policies above are “zero tolerance.” Failure to comply will result in ejection from an event and being
ineligible to volunteer at all future HeadCount events. You may also be charged for the full price of admission.
ACKNOWLEDGMENT OF RESPONSIBILITY AND PRIVACY IN THE FIELD
HeadCount sta and volunteers understand and acknowledge that knowingly lling out false or improper
information on a voter registration form is potentially subject to criminal penalties and that any such activity
is not sanctioned by HeadCount.
HeadCount sta and volunteers will not retain or use any of the personal information provided by
prospective voters or obtained in the process of my participation in this initiative, including email addresses,
phone numbers or identication numbers. I accept legal responsibility for any activity inconsistent with this
policy.
SEXUAL HARASSMENT POLICY
Anything that could possibly be construed as harassment has no place at HeadCount. You’re going to meet
awesome people who look up to you as a leader. You may develop friendships that naturally grow beyond
HeadCount. However, it is important to never use your leadership position in inappropriate ways. Do not irt
or make sexual jokes with volunteers. Never use people’s private information obtained through the Intranet
(cell phone or emails) to pursue a romantic connection or anything that can be perceived that way.
Other behaviors that are prohibited and can be categorized as harassment include:
• Unwanted sexual advances
• Sexual advances while volunteering
• Requests for sexual favors
• Obscene gestures
• Sending sexually explicit emails, texts or photos
• Verbal or physical conduct of a sexual nature including uninvited physical contact and lewd jokes
• Comments on someone’s physical appearance, gender, or anything that makes someone
uncomfortable
• Asking volunteers to wear revealing clothing to attract attention
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Any discussion or behavior that results in someone feeling unsafe and creates an uncomfortable or
inhospitable working environment is considered harassment and will not be tolerated.
Inform the Field Director immediately if you, or someone on your team, is experiencing any of this.
Alternatively, you can submit an incident report to report@headcount.org.
Note: If the Field Director was involved in the incident or is non-responsive please contact Kendra, HR
Business Director KendraW@HeadCount.org . If you are unable or uncomfortable for any reason to contact
the Field Director, or if you have not received a satisfactory response within ve (5) business days after
reporting any incident of what you perceive to be harassment, please contact the HR Business Director.
DIVERSITY AND INCLUSION POLICY
HeadCount is committed to fostering, cultivating and preserving a culture of diversity and inclusion.
Our human capital is our most valuable asset. The collective sum of the individual dierences, life
experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities and talent that our
employees invest in their work represents a signicant part of not only our culture, but our reputation and
HeadCount’s achievements.
We embrace and encourage our employees’ and volunteers’ dierences in age, color, disability, ethnicity,
family or marital status, gender identity or expression, language, national origin, physical and mental ability,
political aliation, race, religion, sexual orientation, socio-economic status, veteran status, and other
characteristics that make our community of employees and volunteers unique.
HeadCount’s diversity initiatives are applicable—but not limited—to our practices and policies on recruitment
and selection; compensation and benets; professional development and training; promotions; transfers;
social and recreational programs; layos; terminations; volunteer selection; volunteer leadership assignments
to tours, festivals, and other special events; and the ongoing development of an environment built on the
premise of gender and diversity equity that encourages and enforces:
• Respectful communication and cooperation between all employees, volunteers, and the
communities we serve.
• Teamwork and volunteer participation, permitting the representation of all groups and employee
perspectives.
• Organization-wide contributions to the communities we serve to promote a greater understanding
and respect for diversity.
All employees and volunteers of HeadCount have a responsibility to treat others with dignity and respect at
all times. All employees and volunteers are expected to exhibit conduct that reects inclusion during work, at
work functions on or o the work site, and voter registration drives, festivals, and at all other HeadCount-
sponsored and participative events.
Any employee found to have exhibited any inappropriate conduct or behavior against others may be subject
to disciplinary action. Any volunteer that has exhibited inappropriate conduct or behavior against others will
no longer volunteer with HeadCount.
Employees or volunteers who believe they have been subjected to any kind of discrimination that conicts
with HeadCount’s diversity policy and initiatives should seek assistance from HeadCount’s HR Business
Director.
TIPS TO ENHANCE LGBTQ+ COMPETENCY
At HeadCount, we are committed to fostering, cultivating, and preserving a culture of inclusion. Members
of the LGBTQ+ (lesbian, gay, bisexual, transgender, and queer) community are a central part of our
HeadCount team, and we want to make sure that everyone feels welcome to volunteer and vote with us. As
Team Leaders, you are expected to create an inclusive environment for everyone, regardless of their sexual
orientation and gender identity. We encourage you to follow the below guidelines at your next event!
To learn more about the work HeadCount is doing to register the LGBTQ+ community to vote, check out
HeadCount.Org/Pride.
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INTRODUCE YOURSELF WITH YOUR PRONOUNS
Introducing yourself with your pronouns is an easy way to create a welcoming environment for LGBTQ+
volunteers, especially folks that identify as transgender and non-binary. When training volunteers, kick o the
training by including pronouns as part of introductions.
Here’s an example! “Hi folks, Thanks so much for volunteering with HeadCount today! My name is Katrina, my
pronouns are they/them, and I’m from Brooklyn, NY. My rst concert was Britney Spears and I have volunteered
with HeadCount for 10 years. As you introduce yourself, let us know your name, pronouns, where you’re from,
your rst concert and how long you’ve been volunteering with HeadCount!”
What are pronouns? Pronouns are parts of speech used to describe a person without using their name. A few
examples of pronouns are she/her, he/him, they/them, xe/xir, and fae/faer. Here’s what pronouns look like in a
sentence: “That is his voter registration”, or “They are registering to vote”. Sometimes in the eld, a volunteer
won’t know what pronouns are. To learn more about how to explain what pronouns are and why we use them,
visit GLSEN’s pronouns guide.
DON’T MAKE ASSUMPTIONS
At HeadCount, we don’t want to assume anyone’s sexual orientation, gender identity, or pronouns. We
address everyone with “they/them” pronouns until they share their pronouns with us and we use gender
neutral language when addressing potential voters.
Recommendation: As an alternative to “guys”, “ladies”, “sir/ma’am”, and other gendered language, we
recommend using the following: friends, pals, folks, besties, y’all, everyone/everybody, voters, or fans.
MEET EVERYONE WHERE THEY’RE AT
Members of the LGBTQ+ community face discrimination and violence across the country. Not all LGBTQ+
people feel comfortable speaking about their LGBTQ+ identity, voting, or engaging with systems of
government. At HeadCount, our goal is to lower the barriers to voting, not to pressure anyone to do
something that they are uncomfortable with. For example, someone may not want to register to vote
at a Pride event out of fear that they will be outed in their day-to-day life: please respect this! For many
marginalized communities, going to shows with artists they love is a safe and special space. Remember, we
are guests in their community and we need to be considerate.
REMIND VOTERS THAT “GENDER” FIELDS ON VOTER REG. FORMS ARE OPTIONAL
When someone is registering to vote, the gender or title that they identify with might not be included on the
voter registration form they are using. For example, on the National Voter Registration Form, the only place
to indicate your gender or titles is the “Mr./Mrs.” box. On state-specic forms, the options are varied but most
have a box where folks can only indicate their sex/gender as “male” or “female”.
When a situation pops up where the registrant’s gender/title is not reected in the form you are using, you
can always tell folks that this eld is 100% optional and they can leave it blank.
WHAT HAPPENS IF YOU MESS UP?
Everyone makes mistakes - we’re all human! If you use someone’s incorrect pronoun or make an inaccurate
assumption about them, correct yourself immediately, apologize, and move on. Apologizing profusely draws
more attention to the incident and can sometimes make it worse. Even if you say you’re sorry, remember that
nobody is obligated to accept your apology. The best way you can address your mistake is to get it right in the
future.
Here’s an example! If you make a mistake, try saying something like this: “I’m sorry! Thank you for correcting
me. I meant to say her t-shirt. Are you still interested in registering to vote?”
Another reminder: Don’t hesitate to canvas someone because you’re unsure of their gender identity or
pronouns. We want to register everyone to vote! Be open to approaching all potential voters and make a
conscious eort to use gender neutral language in your interactions.
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501(c)3 - The organization is a corporation, trust,
unincorporated association, or other type of
organization exempt from federal income tax under
section 501(c)(3) of Title 26 of the United States
Code. It is one of the 29 types of 501(c) nonprot
organizations in the US. HeadCount is a 501(c)3
nonprot organization.
Box 9 Reference Guide - A reference guide for the
state-by-state requirements and instructions for
registering to vote with the federal form. Box 9 refers
to the box on the Federal Voter registration form
where a registrant signs their name to acknowledge
they understand and meet the state requirements
for registering to vote.
Canvassing - When volunteers walk around the
crowd with clipboards registering voters away from
the HeadCount table.
Caucus - (in some US states) a meeting at which
local members of a political party register their
preference among candidates running for oce or
select delegates to attend a convention.
Community and Diversity Event (C/D Event) -
Diversity events serve low-income communities,
communities of color or otherwise historically
underserved populations. A non-ticketed event with
a specic emphasis on involving these communities
is considered a community and diversity event.
Community events are street fairs, parades, school
registration drives, seasonal events
Digital Action - Digital actions are actions taken via
a direct link either from a tablet, QR code or text
codes. Digital actions have dual purpose. First, they
build our community when people opt-in and provide
contact information via a digital action. Second,
digital actions are the rst step in our get-out-the-
vote eorts.
Entry Procedure - The process by which HeadCount
TLs and volunteers gain entry into a venue for
tabling. This will be detailed on the Intranet and
emailed to you before the show.
Executive Director - The head of HeadCount. Reach
the Executive Director by emailing Info@HeadCount.
org
Event Advance Sheet - Information for your show.
Contact information, entry procedures, set-up
details, etc. Will be emailed to you on the day of your
event.
Federal Voter Registration Form - Provides voter
registration access for 45 of the 50 states at any
time. The federal form is governed by federal law and
accepted through agreements with the states under
the Help America Votes Act (HAVA).
FedEx Billable Stamp - Pre-printed FedEx labels to
use when sending voter registration forms and other
paperwork to HeadCount HQ.
Festivals Team - The team at HeadCount HQ that
advances all festivals. They work out all the logistics
of getting a volunteer team set up at a festival.
Field Director - The person at HeadCount HQ
in charge of making sure the eld operations,
volunteers, TLs and RCs run smoothly.
Field Operations - Any in-person activity or operation
we take.
First Round on HeadCount - Organized by a TL,
HeadCount will pay for the rst round of drinks or an
appetizer at a pre-scheduled gathering away from a
show. Must be pre-approved in writing.
General Election - A regular election of candidates
for oce, as opposed to a primary election. A regular
election for statewide or national oces.
Get-Out-The-Vote (GOTV) - The eort to encourage
people to get to their polling place and cast a ballot
in any election.
Intranet - An internal website that centralizes
information and communications for each show.
As a Team Leader, you‘ll need to log onto the
Intranet regularly and take action to communicate
any updates for each event. Using the Intranet is a
requirement of the TL position.
Local Form or In-state form - The form created and
published by the state in which you are registering a
voter.
Metro Area - An area dened by a major city in the
HeadCount universe. TLs, volunteers, and venues
are assigned to a metro area in the Intranet. This
serves as a primary search and lter for HeadCount’s
organizing.
Non-Partisan - Organization or eorts whose core
purpose is not in support of a political party or
candidate, nor is it biased toward any political party
or candidate.
GLOSSARY
100
Updated 1/2022
Non-Partisan Policy - When registering voters,
HeadCount sta and volunteers will oer voter
registration no matter what party, candidate, or
political view an applicant supports and HeadCount
sta and volunteers will not express support or
opposition for any candidate or political party.
Online Voter Registration - Voter registration through
a digital channel. HeadCount oers online voter
registration for all states that accept it.
Paper-based Voter Registration - Traditional voter
registration collected through a paper based system.
Paper applications are lled out and sent back to
HeadCount HQ for processing.
Participation Row - Social action villages at concerts
and festivals.
Partnership Team - The team at HeadCount HQ
responsible for securing partnerships - they work
with our sponsors, such as Ben and Jerry’s and
D’Angelico to bring in funds, samples, donations and
set up events.
Primary - The process by which voters can indicate
their preference for their party’s candidate, or a
candidate in general, or by-election, with the goal of
narrowing the eld of candidates. Depending on the
state and administrative divisions within the state,
voters might consist of the general public in what is
called an open primary, or the members of a political
party in what is called a closed primary.
Processing Envelope - A large envelope in your kit.
You will place all the paper work for an event in
this envelope, seal it in a FedEx pouch and ship it
to HeadCount HQ using one of the pre-paid labels.
Paper work includes voter registration forms, Field
Tracking sheets, Volunteer Sign Up sheets, any
additional event specic materials, Photo Waivers,
Volunteer Waivers, donations collected.
Reimbursement Form - A form to ll out when you
spend money on behalf of HeadCount. This form is
necessary to get money reimbursed to you. It must be
lled out within 14 days of the expense and sent with
a receipt to the Field Director at HeadCount HQ.
Residencies - Relationships with a local venue or
promoter, that generates shows and events that are
set up through those relationships (as opposed to the
artist).
Sexual Harassment Policy - HeadCount’s ocial
stance on Sexual Harassment including what
constitutes sexual harassment, how to report
instances, and the consequences.
Show Report - A form to ll out post-show both on
the intranet and in written form. The show report
details how many voter registrations were taken
at your event, how many other actions, donations
collected and details about the volunteers at your
event.
State Issue ID - A valid government issued photo
identication (ID) includes a driver’s license, a state
issued photo ID, or a passport.
Stipend Policy - HeadCount’s policy on exactly how a
TL qualies for a stipend.
Supply Kit - The kit of items that are sent to a TL in
order to set up a voter registration drive at an event.
Thank You for Registering Card - Cards we give to
everyone once they register to vote with us. NOTE:
Many states have a legal requirement that 3rd party
registration organizations provide a receipt with
contact information. The THANK YOU card serves
that purpose and should always be distributed.
Training Guidelines for Team Leaders - A document
that helps TLs train the volunteers at an event.
Underserved Community - Communities of people
who for one reason or another are historically
under-resourced and overlooked with voter
engagement, education and registration services.
Laws and systems over periods of time may have
disenfranchised the community or group of people.
Venue - The place where the event is held.