Keeping Your Event Volunteers Engaged and Motivated
Imagine your nonprofit has a big fundraising event coming up. You’re figuring out the venue, refining your marketing, and negotiating with vendors. And in the midst of spinning all of these plates in the air, you’ve also recruited twenty or so of your most loyal supporters to serve as volunteers.
For the event to be successful, you’re relying on your volunteer team, and you also want them to have a great experience. In this guide, we’ll explore strategies to boost engagement for your volunteers and keep morale high.
Train and support your volunteers.
Laying a solid foundation for your event volunteers starts with proper training. It might not seem like training directly connects to engagement and motivation, but when volunteers are confident in their tasks, they can relax and enjoy the work, rather than getting confused and mentally checking out. Taking the time to brief your volunteer team ahead of the event means that when guests begin arriving, you can also relax and trust that your volunteers know what to expect and what to do.
To prepare your team for success, schedule a training session a week before the event and try these tactics:
- If possible, host the training at the event venue, so you can walk through the physical layout of the space and simulate event day.
- Practice running key event processes, like check-in, or have volunteers test guest activities, like submitting a mobile bid if you’re hosting a silent auction. If volunteers have experience with these activities, they’ll be better prepared to troubleshoot, should guests need help during the event.
- Explain your overall goals for the event, so volunteers understand the big picture. When you involve them in the strategy, they’ll feel more ownership and be excited to lend their support.
Pair your training efforts with a designated day-of point person who floats between stations. Having a visible, accessible staff member ready to troubleshoot minor issues prevents small hiccups from escalating into major operational delays.
Streamline volunteer management.
In addition to preparing your volunteers ahead of time with training, ironing out communication, scheduling, and the other administrative tasks necessary for volunteers to show up prepared is just as vital for engagement.
To make sure nothing slips through the cracks, especially as you’re managing other event-related tasks, take advantage of these features of your volunteer management platform to automate the logistics and free up your team’s time:
- Bulk actions and shift duplication to update schedules for all of the event volunteers together, instead of one by one
- A mobile app that serves as a communication hub for your volunteers, keeping them up to date on your event
- Self check-in for volunteers on the mobile app
When volunteers have the information and tools they need readily accessible, they’ll have an easier time performing their duties and getting the most out of the experience.
Build community and connection among your team.
Your event volunteers care enough about your cause to dedicate their time and energy to it. Reflect that passion back to your volunteers by fostering a supportive, collaborative atmosphere throughout the experience.
Cultivate a strong sense of camaraderie using these approaches:
- Pair volunteers together. Build community amongst your volunteers by pairing them up with a buddy or mentor. In addition to creating a social connection, they’ll be able to help each other with tasks and navigate any issues better together.
- Encourage interaction. Provide opportunities for volunteers to socialize during or after their shifts. Host a brief morning coffee hour before the doors open, or invite everyone to a post-event dinner to celebrate the day’s achievements.
- Launch a chat. In your volunteer mobile app, enable communication in an event- or shift-specific chat. Even before the event, this tool will help volunteers get to know each other and ask questions.
As you’re thinking about your holistic volunteer strategy, remember that providing a positive experience for this event will encourage volunteer retention. Being thoughtful about these details of volunteer involvement will ensure volunteers return and help you host engaging, well-organized events in the future.
Mix up tasks to keep roles fresh.
Even the most enthusiastic supporters may lose steam after scanning barcodes for six hours straight. Keeping roles dynamic prevents fatigue and helps your team maintain high energy levels from the opening remarks to the final cleanup.
Prevent burnout and maximize your team’s potential by applying these scheduling tactics:
- Rotate responsibilities. Mix up tasks so individuals aren’t bored by repetitive duties during long shifts. For instance, swap volunteers from a physically demanding role, like directing parking traffic, for a seated job at the information desk halfway through the day.
- Implement cross-training. Empower your team by training them on multiple stations, such as registration, guest guidance, and activity facilitation, so they can seamlessly swap roles mid-event.
- Match tasks to hidden talents. Bloomerang’s guide to volunteer scheduling recommends matching individuals to tasks that align with their unique hobbies or professional skills. Being assigned to specialized tasks will make them feel valued.
- Shift duties by event phase. Keep energy high by transitioning individuals from high-activity setup roles to more conversational, interactive roles as the gathering progresses.
Always keep a list of low-stress bonus tasks on hand for moments when a station is fully covered, but supporters still want to help. Asking an extra helper to capture candid smartphone photos for your social media feed, for example, provides them with a fun, creative outlet.
Show your appreciation and gather insights.
Recognizing hard work keeps the team feeling invigorated and deeply connected to your nonprofit’s overarching goals. Consistently practicing gratitude can transform a one-time helper into a lifelong advocate for your cause.
Solidify your relationships by executing these as a part of your post-event follow-up:
- Send timely thank-you messages. Actively show your appreciation through simple, authentic gestures. Consider sending emails 24-48 hours after the event to quickly express your gratitude and follow up with handwritten thank-you notes that mention specific contributions volunteers made during the day.
- Request input. Ask for feedback to demonstrate that you value volunteers’ voices. Send out a brief digital survey asking what they enjoyed most and where the organization could improve logistics for the next gathering.
Share the final financial or community impact numbers with your team as soon as they are finalized. Showing them exactly how their time translates into meals served, funds raised, or other forms of impact provides the ultimate validation for their efforts.
An intentional approach to volunteer management will lead to a unified and highly motivated team. By prioritizing clear training, dynamic roles, and authentic gratitude, you’ll make your event a great experience for volunteers and guests alike. Apply these strategies to your next gathering, and you’ll build a loyal, enthusiastic base of supporters who actively look forward to championing your mission.
