Managing Event Volunteers
The Saint Paul Area Council of Churches is a 100-year-old organization that brings together congregations to overcome poverty, promote peace and dismantle racism. Communications Director Gina O’Connell has organized and helped plan dozens of fund-raisers, training sessions, trade show booths and awards events for both non-profit and for-profit organizations in the Twin Cities.
Q. Do you have any tips for managing event volunteers?
A. In the non-profit sector, we rely heavily on volunteers for the successful execution of events. It is critical that we value our volunteers and treat them as an important part of the event team.
A volunteer introduced to your organization by one event can yield far more benefits than the gift of time and talent. A fully engaged volunteer can turn into a donor or provide significant community connections.
To ensure a positive experience for both you and your volunteers, I recommend that you focus your attention on recruiting the right volunteers, training them well and thanking them repeatedly.
Recruiting
In order to recruit the best volunteers, you need to demonstrate the appeal of your event. You should stress that being a volunteer will give them the opportunity to:
• Gain hands-on industry experience
• Meet new people (e.g. network)
• Help with your organization's important mission
Don’t forget to emphasize the reason for the event. For nonprofits, volunteers want to know that their work is ultimately helping families in need, funding research for a chronic illness or other important cause.
Be clear up front about what the job entails so there are no surprises. Volunteers will be very disappointed if they are expecting to interact with guests, but instead are in the back room unpacking boxes all day. To ensure happy volunteers:
• Clearly state roles and responsibilities
• Communicate the exact time frame they will be needed
• Discuss their expectations up front
To leverage your volunteers’ experience to the fullest, engage them by asking about their interests and skills, while offering suggestions on how they can best be utilized in this position.
How do you find volunteers? Ask around within your organization first – often times this is your best resource. Draft a volunteer job description and a template email for your colleagues to distribute. The personal inquiry is key. Usually these people are the most likely to share a passion for your mission. I also recommend soliciting volunteers at local colleges and through industry association contacts. Students and beginning event planners will want experience and something to add to their resumes. You may also wish to post the positions on your own website, in an internal newsletter and to job-search boards on the Internet, just as you would a paid position. Volunteer Match and HandsOn Twin Cities are two listing sites we use.
When you advertise the positions, be sure to describe the application procedure and clearly identify the criteria used to select your volunteers. There are plenty of volunteer opportunities out there, so make sure you highlight the reasons why people should volunteer for your particular event.
Training and Clear Communication
I have found that when entrusted with a specific role, volunteers rise to the occasion, but they must be well trained first. Take the time to set up a well-organized training session before your event at which you specify the objectives of the event, your expectations of the volunteers, and responsibilities for each specific role. This is a great time to get them excited about the event and your organization, so make the training fun and respect their time by making the training succinct. Offer a small treat if your budget allows.
Whenever possible, I recommend providing materials in advance of the training sessions so the volunteers can arrive prepared. However, don’t assume everyone will read the materials beforehand. When deciding what information to include, put yourself into the volunteers’ shoes, and ask yourself what you would need to know, i.e. concise directions to the venue, where to park, what to wear, what to expect the day of the event, the event schedule, and questions event guests might ask volunteers. After the training, consistently communicate with your volunteers up until the event. To this end, a weekly email is effective.
Once the event starts, don’t leave your volunteers hanging. Make yourself or a member of your team available for questions, and be sure that someone checks in with the volunteers occasionally.
Appreciation
Most importantly, make sure you are thanking your volunteers when they arrive, while they work and before they leave. You should also provide food and drink while they are on duty. Finally, be sure to give your volunteers a little something to show your appreciation. This could be a small gift, recognition in the event’s printed program or from the podium, or a letter of recommendation for students or beginning event planners.
For nonprofits, your work has just begun once the event is over. Ask the volunteers for feedback on the event and try to integrate these volunteers into other facets of your organization. Keep them connected.
Just remember that although it may take a little extra effort to do all of these things, in the end your volunteers will be happy, do their jobs well and likely return to volunteer at more of your events in the future!
