The Secret Sauce to Recruiting Superhero Volunteers
Charity events rely on volunteers to help set up, coordinate events, and tear down. They are the unsung heroes who make sure everything runs smoothly, and without them, you'd be left with a bunch of confused attendees and a lot of empty chairs. So, how do you recruit these superheroes? Below are steps to help you create a volunteer program that attracts top-notch volunteers who will keep coming back year after year.
Figure Out Your Volunteer Needs
Start by writing down every spot you need a volunteer. Yes, it's like creating a treasure map, but instead of treasure, it's a list of tasks like setting up event signage, check-in tables, and decorations. Then, write a basic job description for each role. This helps potential volunteers understand their roles and responsibilities, attracting those with the right skills and interests. For example, Set up Volunteers will be the ones putting up those fancy event signs and setting up check-in tables. It's like being part of a well-oiled machine, minus the oil (unless you're serving food, then there might be oil involved). Next, create shift hours for each volunteer role. If this is an all-day event, start with 3-4 hour shifts. Pro Tip: have each shift overlap 15-20 minutes for volunteers to train the new volunteers or in case they are late. Because let's face it, someone will always be late, and it's better to be prepared.
Next, figure out how many volunteers are needed for those positions. It’s good to recruit more volunteers in case you have no-shows (and you will). Also, schedule more volunteers for check-in at the beginning of the event when the lines are expected to be longer. Once the event is in full swing, you could schedule fewer volunteers. It's like a game of Tetris—everything needs to fit together perfectly.
Recruiting Volunteers
Instead of casting a wide net and hoping for the best, focus on specific groups that align with your event's needs. Target special interest groups, community organizations, and professional associations that have members with relevant skills and values. It's like finding the perfect puzzle piece; it just clicks.
Recruitment Channels
Online Channels: Create a dedicated volunteer page on your website with detailed information about available positions. Leverage social media platforms to share volunteer opportunities, success stories, and behind-the-scenes content. Think of it as a sneak peek into the magic of your event.
Offline Channels: Attend community fairs and events to promote volunteer opportunities. Partner with local businesses and sponsors for collaborative volunteering events. Engage with local media outlets for increased visibility. It's like being part of a big community party, but with more purpose.
Word-of-Mouth Recruitment: Leverage your existing volunteer base to spread the word about your event. Implement a referral program that offers incentives or recognition for volunteers who successfully recruit new participants. It's like a volunteer pyramid scheme, but in a good way.
Benefits to Offer Volunteers
So, it makes sense to provide a great atmosphere where the charity and the volunteer both benefit. These benefits can take many forms:
Provide food and beverages (because who doesn't love free snacks?)
Provide free swag: Event Staff T-shirt, reusable water bottle, sunscreen, etc. (basically, all the essentials for a stylish volunteer)
Provide tickets to participate in the event after/before volunteer hours (the ultimate reward)
For some school children, this provides community service hours required by their school (win-win for everyone)
Tip: Provide various volunteering options to accommodate different schedules and commitments. This may include offering shifts at different times and days, as well as micro-volunteering opportunities for those with limited availability. It's like having a volunteer buffet—something for everyone.
Registration Platform
Use volunteer management software to streamline the recruitment and application process. This helps you stay organized and saves time. Showcase the meaningful work volunteers will be doing through testimonials, photos, and videos of past events. This helps potential volunteers understand the difference they can make by participating. Here are some effective volunteer sign-up platforms and websites that can help streamline your volunteer recruitment and management process (these platforms are for your reference only, not an endorsement):
Final Thoughts
By implementing these strategies, you can create a comprehensive and effective volunteer recruitment plan for your charity event. Remember to tailor these approaches to your specific event and target audience for the best results. And most importantly, thank your volunteers—they're the real MVPs!