10 Tips to Manage VolunteersVolunteers can be recruited to undertake a wide variety of roles at an event. You can see volunteers working on tasks ranging from event registration, through to logistics and customer service and support.
Motivated, friendly, enthusiastic and well-trained volunteers are crucial to successful event delivery and are an important part of your event team. Because volunteers can be such a valuable resource for your event, learning the skills to manage and develop them is a vital skill for an event manager. |
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1 - START RECRUITING AS EARLY AS YOU CAN
Think about recruiting volunteers well ahead of your event. Even if you have not yet defined specific roles or tasks for volunteers, start an ‘expression of interest’ list then follow up when you get more specific about your recruiting.
2 - WRITE A COMPETITIVE JOB ADVERT
Did you know 58% of volunteers only work for a single organisation each year? This means that you will have competition from other event organisations. You cannot assume just posting a job advert for volunteers will work. Take time to develop a compelling job advert to attract volunteers.
3 - REMEMBER VOLUNTEER SELECTION IS A TWO-WAY STREET
While an organisation seeks volunteers to meet its needs, volunteers similarly seek an event or organisation which meets their needs. Matching volunteers and events involves focusing on a win-win outcome for both parties. If you don’t think the volunteer applying will benefit from being a volunteer for you, it may be better in the long term to suggest the opportunity is not right for them and find someone else.
4- CLEARLY IDENTIFY THE ROLES AND RESPONSIBILITIES OF VOLUNTEERS
As an organisation it is important that your staff know their job roles and responsibilities. The same is true for your volunteers. It is common to have a variety of roles at an event, so it is equally important to identify the parameters of each role and ensure that you create roles to suit the varying skills, interests and motives of your volunteers.
5 - DON'T OVERLOAD VOLUNTEERS
Volunteers should not feel overloaded in their role – make sure they have fewer roles and responsibilities than you would a paid staff member.
6 - A SIMPLE VOLUNTEER AGREEMENT IS GOOD FOR EVERYONE
A volunteer agreement can be provided to support a new volunteer and have them become comfortable with their role. An agreement will typically include the importance of the work they do and set standards of performance and behaviour from the start. A volunteer agreement is simply written confirmation of the understanding between the volunteer and the organisation.
7 - APPOINT VOLUNTEER SUPERVISORS
Volunteers require adequate supervision and support so it is important to identify people who will supervise and support the volunteers. Consider who and how volunteers will be supervised and the ratio of supervisors to volunteers.
8 - HAVE ORIENTATION SESSIONS
One way to ensure new volunteers feel comfortable and happy is to provide a strong orientation or induction program. Whilst you don’t want to overwhelm the volunteer before they start, giving them clear information on the role is essential so that they feel adequately prepared. Think about the information volunteers need to be aware of straight away and what can be provided over time. Then prioritise this information and spread it out over time in the lead up to the event.
9 - REMIND ALL DEPARTMENTS YOU HAVE VOLUNTEERS
Having volunteers will always have an impact on your business. To ensure that you identify all the areas that volunteers impact, you should consult with all key departments and stakeholders. For instance, consider what the HR department identify as the required policies and procedures for volunteers, or whether the IT department needs to make IT equipment available to your volunteers.
10 - CONFIRM ATTENDANCE
Ask volunteers to confirm their attendance a few days before the event and ask them to get in touch if circumstances change in the run up to the day. Don’t rely on one method of communication if you are concerned about a volunteer not showing up, it’s important to give them a friendly reminder to let them know you’re counting on them.
BONUS TIP - SAY THANKS!
Recognition is the means by which volunteers are appreciated or rewarded for their contribution to the organisation and it is an important step to consider at the end of the volunteer experience with your event. Consider things like letters of appreciation, small gifts, a 'thank you' function, honour boards. You can be creative but always remember to thank your volunteers. Not only is it the right thing to do, but they will also be more likely to help you in the future.
Think about recruiting volunteers well ahead of your event. Even if you have not yet defined specific roles or tasks for volunteers, start an ‘expression of interest’ list then follow up when you get more specific about your recruiting.
2 - WRITE A COMPETITIVE JOB ADVERT
Did you know 58% of volunteers only work for a single organisation each year? This means that you will have competition from other event organisations. You cannot assume just posting a job advert for volunteers will work. Take time to develop a compelling job advert to attract volunteers.
3 - REMEMBER VOLUNTEER SELECTION IS A TWO-WAY STREET
While an organisation seeks volunteers to meet its needs, volunteers similarly seek an event or organisation which meets their needs. Matching volunteers and events involves focusing on a win-win outcome for both parties. If you don’t think the volunteer applying will benefit from being a volunteer for you, it may be better in the long term to suggest the opportunity is not right for them and find someone else.
4- CLEARLY IDENTIFY THE ROLES AND RESPONSIBILITIES OF VOLUNTEERS
As an organisation it is important that your staff know their job roles and responsibilities. The same is true for your volunteers. It is common to have a variety of roles at an event, so it is equally important to identify the parameters of each role and ensure that you create roles to suit the varying skills, interests and motives of your volunteers.
5 - DON'T OVERLOAD VOLUNTEERS
Volunteers should not feel overloaded in their role – make sure they have fewer roles and responsibilities than you would a paid staff member.
6 - A SIMPLE VOLUNTEER AGREEMENT IS GOOD FOR EVERYONE
A volunteer agreement can be provided to support a new volunteer and have them become comfortable with their role. An agreement will typically include the importance of the work they do and set standards of performance and behaviour from the start. A volunteer agreement is simply written confirmation of the understanding between the volunteer and the organisation.
7 - APPOINT VOLUNTEER SUPERVISORS
Volunteers require adequate supervision and support so it is important to identify people who will supervise and support the volunteers. Consider who and how volunteers will be supervised and the ratio of supervisors to volunteers.
8 - HAVE ORIENTATION SESSIONS
One way to ensure new volunteers feel comfortable and happy is to provide a strong orientation or induction program. Whilst you don’t want to overwhelm the volunteer before they start, giving them clear information on the role is essential so that they feel adequately prepared. Think about the information volunteers need to be aware of straight away and what can be provided over time. Then prioritise this information and spread it out over time in the lead up to the event.
9 - REMIND ALL DEPARTMENTS YOU HAVE VOLUNTEERS
Having volunteers will always have an impact on your business. To ensure that you identify all the areas that volunteers impact, you should consult with all key departments and stakeholders. For instance, consider what the HR department identify as the required policies and procedures for volunteers, or whether the IT department needs to make IT equipment available to your volunteers.
10 - CONFIRM ATTENDANCE
Ask volunteers to confirm their attendance a few days before the event and ask them to get in touch if circumstances change in the run up to the day. Don’t rely on one method of communication if you are concerned about a volunteer not showing up, it’s important to give them a friendly reminder to let them know you’re counting on them.
BONUS TIP - SAY THANKS!
Recognition is the means by which volunteers are appreciated or rewarded for their contribution to the organisation and it is an important step to consider at the end of the volunteer experience with your event. Consider things like letters of appreciation, small gifts, a 'thank you' function, honour boards. You can be creative but always remember to thank your volunteers. Not only is it the right thing to do, but they will also be more likely to help you in the future.