Agree who opens the community garden for one visit

The volunteer confirms they hold the key and states the exact time they will arrive to unlock the gate. They also name a backup contact the group can reach if they are delayed or cannot make it. This ensures everyone knows when to expect access and whom to ask if plans change. The volunteer does not need to share key codes, lock combinations or storage locations in the group conversation.

One person suggests a time that allows everyone to reach the garden when access is ready. The volunteer confirms whether that time works for their schedule, or proposes an alternative if they cannot arrive then. The group agrees on a single time so everyone knows when the garden will be open. If the visit involves preparing tasks before others arrive, the volunteer may need to open earlier than the main gathering time.

The volunteer tells the group as soon as they know they cannot make it, giving as much notice as possible. They state whether they can hand the key to someone else beforehand, or whether another keyholder needs to take over. The group then asks a different volunteer to confirm they will unlock the gate instead. If no replacement is available, the person organising the visit decides whether to postpone or cancel.

No. The volunteer confirms they hold the key and will unlock the gate, but does not share combinations, code numbers or where keys are stored. If someone else needs to take over the opening, the volunteer arranges a handover directly with that person outside the group conversation. This keeps access secure while still letting the group know who is responsible for unlocking. Only the commitment and timing are shared openly.

The volunteer sends a short message to the group once the gate is unlocked and access is clear. They state that the garden is now open and people can enter. If there are any immediate problems, such as a broken lock or debris blocking the path, the volunteer mentions this so the group knows what to expect. This confirmation lets everyone know they can head to the garden without arriving to find it still locked.

The volunteer sends a message to the group as soon as they realise they will be delayed, stating the new expected arrival time. If they gave a backup contact earlier, that person can decide whether to step in and unlock the gate instead. The group then knows whether to wait or adjust their own arrival times. If the delay is significant, the person organising the visit may postpone the opening to a later time.

Yes. If the original volunteer cannot make it, they tell the group immediately and another keyholder agrees to unlock the gate instead. The replacement volunteer confirms the time they will arrive and sends the same confirmation message once access is ready. If no other keyholder is available at that time, the group reschedules the visit to a day when someone can commit to opening. The commitment always comes from a named person.

Before the visit, the group agrees who will lock the gate when everyone leaves. This is often the same volunteer who unlocked it, but someone else can take responsibility if the opener needs to leave early. The person locking up confirms to the group once the gate is secured. If the visit runs longer than expected, the volunteer responsible for locking communicates any change to their availability so arrangements can adjust.