Managing Volunteers For Your Event

There are many large events and charity functions that may greatly benefit from utilizing volunteers. However, individuals will often greatly underestimate the challenges associated with managing a large number of volunteers, and this can make the experience more chaotic than necessary.

Identify The Exact Roles That Need To Be Filled By Volunteers

When you are in the early stages of planning for the event, it is important to identify the specific roles that the volunteers will be filling. Otherwise, you may find that you have far more or fewer volunteers than needed. Also, this will ensure that all of those that have volunteered will be put to good use. Without having a clear understanding of the roles needing to be filled, it is likely that you may have groups of idle volunteers.

Take Advantage Of Digital Registration And Coordinating Systems

Utilizing digital volunteer registration and online volunteer coordinating sheets can greatly reduce the paperwork involved with managing these individuals along with streamlining the process for both those managing the event and those volunteering to work it. Ideally, you may want to opt for an online service as this will make it easier for individuals to register to volunteer on their own schedule. Furthermore, these services will reduce the risk of this information being lost due to fire, flooding or other sources of unforeseen damage.

Stay In Regular Communication With The Volunteers

At the time that the volunteers register, it is important to collect contact information for them. There may be instances where the event will require changes to its planning, and if you lack this information, you may be unable to inform the volunteers of the changes. This will also allow you to send out calls to fill positions that may become vacant or understaffed before the event. While it is important to keep an open dialogue with your volunteers, you will also want to avoid overwhelming them with communications as this could lead to them failing to check your messages or read your emails.

Make The Experience As Fun As Possible

While there will be tremendous amounts of work to be done on the day of the event, it is important to make this experience as fun as possible for the volunteers. Otherwise, you may find it difficult to get return volunteers for the other days of your event or in the future when you host it again. Luckily, this does not have to be a major distraction from the work needing to be done. For example, you can host an after-event party for volunteers, give awards for those that have done especially good jobs, or give volunteers time to tour the event.