How do you recruit, train, and manage volunteers for your event sponsorship and fundraising activities?

One of the key points is to understand their willingness to work on our project and the passion they have to accomplish the goals.

One thing I have found helpful is to document the expected deliverables of the volunteers and let them have a copy from the onset, so they know what to do and do it up to standard.

A) I advertise through social media and public relations in schools, universities, and to the general public. I collect data on the registration site (name, birthdate, academic certificate, contact info, volunteer experience, and interests). B) I categorize volunteers into experienced and first-time groups. C) I hold a group meeting to introduce the event and volunteer tasks. D) I organize workshops for all volunteers. E) I appoint experienced volunteers as team leaders after testing. For specialized tasks, I meet with selected volunteers to understand their skills and motivations.

We actually find it very difficult these days as hardly anyone wants to volunteer their own time for free, plus people say they have no free time but the ones we do have, have volunteer in their lifes previously. We have used leaflets, spoken on open days about the benefits of the feel good factor & the fact it does look good on a CV, some people only do it for a short period of time I've noticed to enhance a CV, then you have others that actually do it for a lifetime because they love it without needing any pay back of any kind it's they have a love of it helping others over the years being the positive role model.

In my experience, it's also good to ask for recommendations from people who share similar values, interests and expertise. That way you're likely to get more qualified candidates.

Sometimes, not everyone who applied will be able to carry out their expected deliverables, so the training process also serve as an opportunity to filter your candidates.

I think it’s also very important to assign 1 contact or volunteer coordinator for them to report questions or issues to. I see some events with too many captains and not enough sailors.

One highly effective tool for managing volunteer communication is WhatsApp Communities. By creating smaller groups based on specific tasks or roles, you can avoid overwhelming volunteers with irrelevant information and ensure targeted, purposeful communication. This structure allows messages to reach only the volunteers they concern, preventing information overload while keeping the flow of updates organized and efficient. It's an easy-to-implement solution that maintains clarity and engagement while enhancing coordination throughout the event.

Here are some key tips to consider: - Recruit an authentic Head of Volunteers: pick a leader who serves as a genuine example, preferably with a personal background/career story in volunteering. This can inspire others to follow suit. - Prioritize HR for supervisors: Recognize the significance of effective HR practices for supervisors. Leaders must possess the capacity to listen, guide, and assist volunteers where needed. - Ensure fair task distribution: Avoid monotony by distributing tasks fairly and implementing rotation. While some less attractive tasks are inevitable, rotating responsibilities allows everyone to contribute in areas they enjoy.

Throughout your event, it's essential to prioritize the well-being and safety of your volunteers. Ensure they have access to adequate breaks, refreshments, and comfortable working conditions. Provide clear safety guidelines and emergency procedures, and conduct regular check-ins to address any health or fatigue issues. Offer support services such as first aid stations or mental health resources. Recognize signs of burnout or stress, and take proactive measures to prevent them, ensuring a healthy and productive environment for your volunteers.

Beware, as there are employment and tax issues here as well with volunteers. When we sold VidCon to Viacom we stopped using volunteers because the company feared it would be too much of a risk. So, check with your employment lawyers (and other counsel) to make sure you aren't running afoul of laws or setting yourself up for unforeseen liability.

Volunteer retention should be a major goal. Create great experiences for your volunteers so they will come back, either to the same event or to other events you organize.

1. Recruitment a. Identify Volunteer Roles b. Target Recruitment Channels Social Media Community Networks Volunteer Platforms. c. Create a Strong Pitch d. Screen Applicants 2. Training a. Orientation b. Role-Specific Training c. Hands-On Practice d. Tools and Resources e. Code of Conduct 3. Engagement and Retention a. Set Clear Goals b. Regular Communication c. Recognize Efforts 4. Onsite Management 5. Post-Event Engagement

I'm personally on a few Committee in various roles & have notice the struggle to get volunteers for a specific day, we have noticed it with the young people as we previously looked for assistance at the Girl Guides, D of E, Seacadets, Army Cadets groups which are actually struggling to get young people into their organisations.