Finding (and keeping) event volunteers

As you gear up to host a successful event, you need to find reliable and helpful event volunteers. Volunteers play a crucial role in creating a memorable experience for attendees and ensuring smooth event operations. We'll walk you through how to find dedicated volunteers and explore various strategies to attract more of them. Let's start building a volunteer program.

Step 1: Define Your Volunteer Needs 

Assess Event Requirements:

Define your volunteer needs by conducting a thorough evaluation of the event's size, duration, and complexity. By breaking down the event tasks into specific categories, such as 

• registration 
• information desk 
• setup 
• teardown 
• crowd control 

you can identify the exact number of festival volunteers needed for each role.  This assessment enables you to estimate the total volunteer count required to ensure you have a seamless volunteer management process.

Consider how volunteer shifts align with the event schedule to create a well-structured plan that accommodates availability and preferences. An assessment of event requirements and volunteer hours is the foundation for recruiting and managing a dedicated team of volunteers.

Volunteer Shifts:

First, plan your volunteer shifts for the event. Start by assessing the timeline and duration. Break down the event into manageable time blocks, such as morning, afternoon, and evening sessions or specific activity periods. Think about when most volunteers are available and make sure important tasks have enough volunteers.

In the last step, use your list of essential roles and responsibilities. Estimate the time required to complete each task. Consider the availability and willingness of volunteers to commit to specific time slots to determine the number needed for each shift.

Factor in breaks and rotation to prevent volunteer fatigue and you can ensure seamless coverage. This will help you build out a well thought out volunteer management plan .

Here’s a great example of well-defined volunteer applications, courtesy of Eventeny

Step 2: Create an Attractive Volunteer Opportunity 

To write a compelling volunteer description focus on highlighting the unique and rewarding experiences. Clearly outline the purpose and goals of the event and explain how their contribution will directly impact success.

Emphasize the specific event volunteer roles and responsibilities, showcasing the variety of tasks available and the opportunity to develop new skills.

Use engaging language to get excited and show your passion for the event. Invite volunteers to join in and help create an unforgettable experience.

Mention any benefits or incentives, such as free event access, meals, exclusive merchandise, or recognition certificates, to further entice potential volunteers. Provide clear instructions on how to sign up and include contact details for any inquiries. Creating a compelling volunteer description will attract dedicated individuals and foster a sense of unity and excitement for the event.

This is an example of a well-thought-out volunteer application process on Eventeny. The volunteers' use demonstrates organization and respect.

Step 3: Utilize Online Platforms 

Set Up a Dedicated Volunteer Page on Your Event Website:

Create a dedicated page on your event website specifically for volunteering opportunities. Provide detailed information about the event, its purpose, and the roles and responsibilities of volunteers. Also, include a signup form where potential volunteers can express their interest and provide their contact information. You can easily use the ones you create on Eventeny, and as always, there’s no limit to the number of applicants or applications!

Leverage Social Media:

Utilize your event's social media channels to spread the word about volunteering opportunities. Post engaging content, such as photos and videos that showcases the event's impact and the fun volunteers can have. Create event-specific hashtags to make it easy for potential volunteers to find and share information about your event. Encourage your existing followers to share volunteer opportunities with their networks, extending your reach to a wider audience.

Utilize Effective Volunteer Management Platforms and Websites:

Post your volunteer opportunities on popular websites, such as VolunteerMatch, Idealist, and HandsOn Network. Eventeny makes it easy to craft and share volunteer opportunities, ensuring that you have qualified applicants that are easy to vet. Craft a compelling and detailed description of the volunteer roles and emphasize the positive impact and benefits to the volunteers.

Step 4: Engage with Local Communities and Organizations 

Local Colleges and Universities:

Reach out to campus organizations or career centers to for recruiting volunteer students who may be interested in event management experience. You can use flyers in the appropriate buildings or talk to teachers and professors to find engaged students.

Community Centers and Libraries:

Post flyers or brochures at community centers, libraries, and other public spaces to reach locals who are looking for volunteering opportunities. This is a good way to find people who can help but may not be aware of you.

Step 5: Word of Mouth and Networking 

Referral Program:

Encourage current and past volunteers to refer friends or family members by offering incentives or recognition for successful referrals. Event tickets, meals, travel assistance, or preferred time slots can be effective ways to motivate volunteers to get the word out!

Networking Events:

Attend networking events or conferences related to event management and volunteer management strategy. There you can interact with potential volunteers who share a passion for event organization. Networking with others may help you come together and get contact info for their volunteers and vice-versa. This helps you find volunteers with a track record, and it can strengthen the event community too.

Step 6: Conduct Interviews and Orientation 

Volunteer Interviews:

Conduct interviews with potential volunteers to get to know them better. Ask about their interests, previous experiences, and skills. This will help you match volunteers with tasks that align with their abilities and passions, increasing their sense of fulfillment.

Take the time to build a personal connection with those volunteers during the interview process. During interviews, inquire about availability and commitment levels. Then you can assign shifts and schedules that accommodate their preferences, ensuring they feel comfortable and invested in the event.

Orientation and Training: Providing Essential Information:

Host a comprehensive orientation session before the event to provide information about the event's purpose, goals, and logistics. Be transparent about the event schedule, roles, and expectations to avoid confusion. Offering training sessions or workshops during the orientation will make for engaged volunteers. This training will boost their confidence and competence, contributing to a smoother event experience.

Take the time to express your gratitude and appreciation for their dedication and contribution. Emphasize the importance of their role in the success of the event. Simple thank-you notes or small tokens of appreciation can go a long way in boosting volunteers' motivation and morale.