Nearly 60% of those working in the meeting and event industry started since the onset of the COVID-19 pandemic, according to research by Freeman. In these 101 articles, we provide key learnings for those new to the industry to help set them up for success.
By Ann Fellman
The event planning process is becoming more complex, often incorporating virtual or hybrid elements, AI insights, personalized content and other aspects that elevate the overall experience. That’s why recruiting reliable event volunteers is more important than ever.
Recurring volunteers provide skilled support and valuable experience. By focusing on retention, you can also reduce new volunteer acquisition costs.
Follow this checklist to ensure you’re covering all your bases to recruit reliable volunteers who will support your organization for the long term:
- Outline your volunteer event needs
- Reach out to former volunteers and other supporters
- Train volunteers thoroughly
- Make the volunteer experience unforgettable
- Stay in touch with volunteers after the event
The first step in recruiting the right volunteers is ensuring you have the necessary nonprofit software to gather volunteer information and manage scheduling processes. Specifically, search for volunteer management software that allows you to store volunteer profiles, create communications campaigns and track volunteer engagement histories.
With the right tools on your side, you can more easily incorporate the following volunteer recruitment best practices.
1. Outline your volunteer event needs
Giving potential volunteers clear role expectations will help you find the right people with the skills, motivation and availability you need to host a successful event.
Common event volunteer roles include:
● Registration and check-in
● Parking attendants
● Concessions
● Safety ambassadors
● Set up and clean up
If your event has a hybrid or virtual element, you may also recruit volunteers for technical roles, such as managing your livestream or responding to chats.
Create clear role descriptions for each assignment that include information about responsibilities, necessary skills and the date, time and location of the event.
Share your volunteer postings on your nonprofit’s website. Include the link across your marketing channels, including email and social media, to reach a broader audience.
2. Reach out to former volunteers and other supporters
Former volunteers and other supporters have already expressed their support for your mission, making them the perfect audience to reach out to when recruiting event volunteers.
Leverage your volunteer management system to identify your most engaged former volunteers, whether from events or general volunteer opportunities.
In addition to former volunteers, widen the scope of your recruitment efforts to include:
● Past event attendees, including silent auction participants or gala attendees
● Donors, including major donors or donors in your membership program
● Peer-to-peer fundraisers
Make an impact by reaching out to these individuals personally using email, text or phone calls. Let them know why you think they’d be a perfect fit for your event volunteer roles.
3. Train volunteers thoroughly
An engaging, informative training session makes volunteers feel more comfortable in their roles, boosting satisfaction and retention.
Host a quick orientation session on event day and incorporate the following elements:
● Ask volunteers to arrive at your event early for a rundown of their tasks. Volunteers should arrive at least 15 minutes early so they can get an idea of what their roles will involve and ask any questions.
● Give volunteers your contact information to use for questions or emergencies. If unexpected situations arise, volunteers should be able to get in touch with a staff member quickly to communicate the issue and ensure the proper steps are taken to prioritize safety.
● Provide a handbook with instructions or talking points. Create a volunteer handbook that supporters can reference for FAQs or talking points they should use with event attendees. Provide both a printed and online version that volunteers can access from their mobile devices.
● Equip volunteers with supplies. Depending on their roles, this could include a parking safety baton, a neon vest, a branded t-shirt with their role on the back or other essential items they need to fulfill their tasks effectively.
You can also host volunteer training a few days before your event or across two sessions if needed. This may come in handy to train volunteers for complex roles for virtual or large events.
After volunteers have been trained and have some experience under their belt, you might even give them the responsibility to train other volunteers. Offering leadership roles is an effective way to foster volunteer retention and build a stronger volunteer base.
4. Make the volunteer experience unforgettable
Supporters want to feel like they’re getting a one-of-a-kind experience when they engage with your nonprofit.
Make your volunteer experience memorable with these tips:
● Invite volunteers to a pre-event social meetup. Allow volunteers to mingle and get to know one another at a fun social event like a happy hour or bowling meetup. This can help volunteers feel much more connected to your nonprofit and start building bonds with their fellow supporters.
● Create a group chat for volunteers to communicate as needed. You can use an app like GroupMe or a group text chat (SMS, WhatsApp, Teams, etc.) for volunteers to communicate with each other before and/or during your event.
● Shout-out volunteers during the event. Let attendees know that the event could not have taken place without the tireless efforts of your volunteers.
● Highlight volunteers’ impact after the event. According to Bloomerang’s donor management guide, donors want to know the impact of their gifts—and the same goes for your volunteers. Measure your event’s success to determine the ROI of your volunteer program. Let volunteers know what their support during your event accomplished, whether it was helping to sort thousands of pounds of food for your community food bank or managing your most successful fundraising 5K yet.
Facilitating a positive experience for volunteers on event day is essential, but volunteers will be even more motivated to stay involved when you intentionally create a fun, engaging community surrounding your program.
5. Stay in touch with volunteers after the event
Don’t let volunteers fall off your radar after your event wraps up. Stay in touch with them by incorporating these stewardship activities into your retention strategy:
● Send eCard thank you notes. According to eCardWidget’s volunteer retention guide, eCards are a memorable way to show your appreciation because they can be sent by anyone—your volunteer coordinator can send them to volunteers, volunteers can send them to each other and donors and event attendees can send them to family and friends to spread the word about your cause.
● Send a volunteer experience survey to gather feedback. Ask volunteers to provide feedback to help you understand what your program is doing well and where it can improve. Use their insights to outline a strategy for enhancing future event volunteer experiences.
● Send personalized event and opportunity recommendations. Use your volunteer management software to track volunteers’ involvement histories. Send them event opportunities that align with their interests and experience.
You can also invite volunteers to take on new roles at your organization, such as peer-to-peer fundraising, advocacy or peer leadership opportunities. This helps introduce volunteers to new opportunities and strengthen their connection to your organization.
Well-run events attract corporate sponsors, positive media attention and an influx of donations for your mission. Volunteers play a major role in creating a positive experience for all attendees and furthering your nonprofit’s fundraising goals.
With these tips, you can recruit volunteers who not only do great work at your events but stay involved for the long term.
As the Chief Marketing Officer at Bloomerang, Ann Fellman is responsible for the company's overall thought leadership, brand, marketing, and community outreach programs that work to strengthen relationships with customers and the broader nonprofit community. Ann brings with her more than 24 years of experience in business-to-business (B2B) marketing in the technology industry, including time spent working at a nonprofit organization.
