{"id":12263,"date":"2023-04-05T17:04:47","date_gmt":"2023-04-05T16:04:47","guid":{"rendered":"https:\/\/teamkinetic.co.uk\/blog\/?p=12263"},"modified":"2023-04-12T10:11:07","modified_gmt":"2023-04-12T09:11:07","slug":"events-without-volunteers","status":"publish","type":"post","link":"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/","title":{"rendered":"Top Tips for Managing Event Volunteers"},"content":{"rendered":"\n<p><strong>There\u2019s no doubt about it that without volunteers many events would, quite simply, not be able to function. Just look back to your last event and think about how many of your team consisted of volunteers, what difference did they make? A big one I\u2019m sure&#8230;<\/strong><\/p>\n\n\n\n<p>Ensuring your volunteers are engaged, informed and pumped for the event is crucial for making sure they show up, and for getting the most out of them on the day. Get this right, and as a force, they can be one of your most valuable assets.<\/p>\n\n\n\n<p>To help you get started (as often that\u2019s the hardest part) we\u2019ve pulled together our \u201ctop tips for managing event volunteers\u201d. Take ten minutes to read through them, and in no time you\u2019ll be winning over a loyal tribe of people as passionate as you are about making your event a success.<\/p>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<h4 class=\"wp-block-heading\">TOP TIPS FOR MANAGING EVENT VOLUNTEERS<\/h4>\n\n\n\n<p>&nbsp; &nbsp; 1. &nbsp; Recruit your volunteers early<\/p>\n\n\n\n<p>&nbsp; &nbsp; 2. &nbsp; Communicate before, during and after the event&nbsp;<\/p>\n\n\n\n<p>&nbsp; &nbsp; 3. &nbsp; Match their talents with responsibilities<\/p>\n\n\n\n<p>&nbsp; &nbsp; 4. &nbsp; Prepare for no-shows&nbsp;<\/p>\n\n\n\n<p>&nbsp; &nbsp; 5. &nbsp; Avoid &#8220;boring&#8221; briefs &#8211; get them pumped<\/p>\n\n\n\n<p>&nbsp; &nbsp; 6. &nbsp; Value them and their time<\/p>\n\n\n\n<p>&nbsp; &nbsp; 7. &nbsp; Share your success<\/p>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.blerter.com\/hs-fs\/hubfs\/perry-grone-732606-unsplash.jpg?width=670&amp;name=perry-grone-732606-unsplash.jpg\" alt=\"Birds-eye-view of group of event volunteers with hands in together\"\/><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\">&nbsp;<\/h4>\n\n\n\n<h4 class=\"wp-block-heading\">&nbsp;1. Recruit your volunteers early and win their loyalty<\/h4>\n\n\n\n<p>When planning your event, ensuring every element is covered can be a daunting task. And when you need to recruit a hundred or so people that you\u2019re not paying to be there, you may just find yourself breathing deeply&#8230;but no fear, a little organisation in advance can help you be way ahead of the game.<\/p>\n\n\n\n<p>Recruiting your volunteers early is crucial. It\u2019ll give you time to build loyalty so they are invested and ready to get involved, and do the job at hand &#8211; all with a smile!<\/p>\n\n\n\n<p>Here\u2019s how you can attract the kind of people you want to be your volunteers:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Be the energy you want to attract in everything you post during the recruitment process. That way you\u2019ll attract people that fit the mould.<\/li><li>In your recruitment content, using testimonials from previous volunteers can be really powerful.<\/li><\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"770\" height=\"993\" src=\"https:\/\/teamkinetic.co.uk\/blog\/wp-content\/uploads\/2023\/04\/image.png\" alt=\"\" class=\"wp-image-12264\" srcset=\"https:\/\/teamkinetic.co.uk\/blog\/wp-content\/uploads\/2023\/04\/image.png 770w, https:\/\/teamkinetic.co.uk\/blog\/wp-content\/uploads\/2023\/04\/image-233x300.png 233w, https:\/\/teamkinetic.co.uk\/blog\/wp-content\/uploads\/2023\/04\/image-768x990.png 768w\" sizes=\"auto, (max-width: 770px) 100vw, 770px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\"><li>Harness the power of Social media &#8211; spread your message through groups and pages that relate to what you\u2019re about.<\/li><li>Build a community for your volunteers through social channels. It will make them feel a big part of it the event. Plus it\u2019s a great way to keep in touch with the tribe making recruitment a breeze next time.<\/li><li>Encourage current volunteers to get their friends involved.<\/li><li>Promote benefits from helping at your event. Whether that\u2019s free tickets, some freebies or the chance to meet some famous faces.<\/li><li>Make sure your opportunities look great and sound exciting. <\/li><\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">2. Communicate, communicate and communicate some more<\/h4>\n\n\n\n<p>Communication is key, and I\u2019m not just talking about the day. If you want to win your volunteer&#8217;s loyalty, you need to keep them informed before, during and after the event.<\/p>\n\n\n\n<p>You\u2019ll need to provide information prior to the event on the logistics, when and where to arrive etc. But don\u2019t forget, these people have most likely chosen your event to volunteer for because they have a genuine interest in what it\u2019s all about.&nbsp;&nbsp;<\/p>\n\n\n\n<p>To get them really engaged, keep them up-to-date on how the planning is going, what the event\u2019s going to look like and even things like how many sign-ups or attendees you have so far. The more they feel involved early on, the more they\u2019ll feel a sense of responsibility for making the event a success.<\/p>\n\n\n\n<p>Throughout the event, use&nbsp;<a href=\"https:\/\/teamkinetic.co.uk\/\">TeamKinetic<\/a>&nbsp;as your direct communication channel between you and your volunteers. This will enable them to fulfil their role effectively and will also make your job a lot easier &#8211; it\u2019s like having eyes and ears everywhere. Handy right?!<\/p>\n\n\n\n<p>It\u2019s super important you follow up with your volunteers post-event. Thanking them for their time is a top priority, but make sure to include updates on what you\u2019ve got coming up next. It\u2019s a perfect way to keep them engaged with your organisation.<\/p>\n\n\n\n<p>You\u2019ve done all that amazing work to recruit them, make your life easier next time by keeping in touch so you can call on them again. They\u2019re part of your tribe now &#8211; keep it that way!<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.blerter.com\/hs-fs\/hubfs\/william-white-34988-unsplash.jpg?width=670&amp;name=william-white-34988-unsplash.jpg\" alt=\"hands in the air at event with the word 'community' lit up\"\/><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\"><br><strong>3. Give your volunteers responsibilities that match their talents<\/strong><\/h4>\n\n\n\n<p>With all those volunteers you\u2019ve got on board you\u2019re going to have a seriously broad skillset at your disposal &#8211; make sure you use it.&nbsp;<\/p>\n\n\n\n<p>Now you\u2019ve got your awesome lines of communication set up and an incredibly engaged group of people, you can collaborate directly with them to identify the right people for the right roles.<\/p>\n\n\n\n<p>Some will be happy to be placed anywhere, but if there\u2019s an opportunity to let people put themselves forward for specific roles, then do it. They\u2019re human after all, and we\u2019re all more likely to commit to something we actually want to do.<\/p>\n\n\n\n<p>It&#8217;s also key to ensure you define&nbsp;their roles&nbsp;early so they can be fully prepared for the event.&nbsp;<\/p>\n\n\n\n<p><a href=\"http:\/\/teamkinetic.co.uk\">Try our tools<\/a>&nbsp;to help assign roles and schedule volunteer slots.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">&nbsp;<\/h4>\n\n\n\n<h4 class=\"wp-block-heading\">4. Prepare for no-shows<\/h4>\n\n\n\n<p>No matter how meticulously you organise and how coveted your volunteer slots are, you have to face the fact you\u2019re still going to end up with no-shows. There are lots of things you can do to try and prevent this, particularly through your comms prior to the event. But no matter how diligent you are, there will be some missing faces on the event day.<\/p>\n\n\n\n<p>TeamKinetic allows volunteers to tell you they can&#8217;t make it, and as the event gets closer you can add additional on-screen messaging to really drive home the importance of attending.<\/p>\n\n\n\n<p>Plan for this in advance by booking in \u201cfloaters\u201d \u2013 volunteers with good general skills who can fill any required role. We suggest a buffer of an additional 15% of your volunteer force. Even if every single volunteer shows up (one can dream) you\u2019ll still be able to find jobs for those spare super skilled floaters.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">5. No \u2018boring\u2019 briefs allowed &#8211; get your info across AND get your volunteers pumped!!<\/h4>\n\n\n\n<p>Remember; your vibe attracts your tribe &#8211; you want energy, you want enthusiasm and you want switched-on volunteers to help you run your event. Get the important stuff across in your brief, but encourage them to have fun too.<\/p>\n\n\n\n<p>The important bits might sound like this:<\/p>\n\n\n\n<p>&#8211; The expectations of the day<\/p>\n\n\n\n<p>&#8211; Any equipment required<\/p>\n\n\n\n<p>&#8211; Get them to download Blerter where they can find the outline of the day and can communicate with you<\/p>\n\n\n\n<p>&#8211; Answer any questions they may have<\/p>\n\n\n\n<p>&#8211; Sign-ups&nbsp;&nbsp;<\/p>\n\n\n\n<p>Get this stuff across as succinctly as possible, you don\u2019t want to waste precious time or have your volunteers switching off before they\u2019ve even begun. But remember, your briefing time is also an opportunity to get your volunteers pumped up. They turned up (high-five) so they\u2019re ready to make it happen and muck in where needed. The more energy they have, the more they\u2019re going to put into it &#8211; harness that.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">6. Value them and their time<\/h4>\n\n\n\n<p>We\u2019ve already determined you couldn\u2019t run your event without your volunteers, and they\u2019re a lot more likely to&nbsp;keep giving you their time if they feel appreciated.&nbsp;For the little time, it takes to say a \u201cthank you\u201d every now and again, you get a lot in return so make sure you do.<\/p>\n\n\n\n<p>Keep in mind a few other things you can do to acknowledge you value them and their time:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Be organised and communicate instructions clearly and succinctly<\/li><li>Load them up with swag, freebies and event sponsor goodies<\/li><li>Give them access to the event outside of their volunteer hours, so they can enjoy what they helped create<\/li><li>Organise social events or a special volunteer-only workshop where volunteers can get behind the scenes, meet the stars, build rapport with each other, or learn new skills<\/li><li>After the event, ask for their feedback &#8211; it shows you care about their experience too. Plus they\u2019re an engaged bunch of people who saw every aspect of how your event was delivered (very useful for your post-event reviews)<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><img decoding=\"async\" src=\"https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=796&amp;name=simon-maage-351417-unsplash.jpg\" width=\"796\" alt=\"A poster that says 'Give thanks' held up in frame by woman in a  field \" srcset=\"https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=398&amp;name=simon-maage-351417-unsplash.jpg 398w, https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=796&amp;name=simon-maage-351417-unsplash.jpg 796w, https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=1194&amp;name=simon-maage-351417-unsplash.jpg 1194w, https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=1592&amp;name=simon-maage-351417-unsplash.jpg 1592w, https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=1990&amp;name=simon-maage-351417-unsplash.jpg 1990w, https:\/\/www.blerter.com\/hs-fs\/hubfs\/simon-maage-351417-unsplash.jpg?width=2388&amp;name=simon-maage-351417-unsplash.jpg 2388w\"><\/h2>\n\n\n\n<h4 class=\"wp-block-heading\">7. Share your success<\/h4>\n\n\n\n<p>You\u2019ll be communicating with your volunteers post-event to send them your gratitude. This is also a great time and place to share with them the overall success of the event. Most of your volunteers will have a vested interest in what your event is all about so they\u2019ll be keen to know how it went. Plus, they are a huge part of delivering it on the day and deserve to share in its success.<\/p>\n\n\n\n<p>Share pictures, stories, and stats about the day &#8211; and don\u2019t forget to call out your incredible tribe of volunteers, encouraging them to come back next time!<\/p>\n\n\n","protected":false},"excerpt":{"rendered":"<p>There\u2019s no doubt about it that without volunteers many events would, quite simply, not be able to function. Just look back to your last event and think about how many of your team consisted of volunteers, what difference did they make? A big one I\u2019m sure&#8230; Ensuring your volunteers are engaged, informed and pumped for [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":12359,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","footnotes":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":false,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false}}},"categories":[3],"tags":[561,85,256,92,96,161,231,178,99,145,102],"class_list":["post-12263","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news-views","tag-event-volunteers","tag-teamkinetic","tag-teamkinetic-volunteer-management","tag-volunteer","tag-volunteer-management","tag-volunteer-management-software","tag-volunteer-management-software-uk","tag-volunteer-management-system","tag-volunteer-software","tag-volunteer-system","tag-volunteering"],"jetpack_publicize_connections":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.10 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\r\n<title>Top Tips for Managing Event Volunteers - TeamKinetic<\/title>\r\n<meta name=\"description\" content=\"We\u2019ve pulled together our top tips for managing event volunteers. They&#039;re a crucial aspect when it comes to managing any event.\" \/>\r\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\r\n<link rel=\"canonical\" href=\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\" \/>\r\n<meta property=\"og:locale\" content=\"en_GB\" \/>\r\n<meta property=\"og:type\" content=\"article\" \/>\r\n<meta property=\"og:title\" content=\"Top Tips for Managing Event Volunteers - TeamKinetic\" \/>\r\n<meta property=\"og:description\" content=\"We\u2019ve pulled together our top tips for managing event volunteers. They&#039;re a crucial aspect when it comes to managing any event.\" \/>\r\n<meta property=\"og:url\" content=\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\" \/>\r\n<meta property=\"og:site_name\" content=\"TeamKinetic\" \/>\r\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/TeamKineticUK\" \/>\r\n<meta property=\"article:published_time\" content=\"2023-04-05T16:04:47+00:00\" \/>\r\n<meta property=\"article:modified_time\" content=\"2023-04-12T09:11:07+00:00\" \/>\r\n<meta property=\"og:image\" content=\"http:\/\/teamkinetic.co.uk\/blog\/wp-content\/uploads\/2023\/04\/Blog-Post-Covers-13.png\" \/>\r\n\t<meta property=\"og:image:width\" content=\"1600\" \/>\r\n\t<meta property=\"og:image:height\" content=\"900\" \/>\r\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\r\n<meta name=\"author\" content=\"Chris Martin\" \/>\r\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\r\n<meta name=\"twitter:creator\" content=\"@TeamKineticUK\" \/>\r\n<meta name=\"twitter:site\" content=\"@TeamKineticUK\" \/>\r\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Chris Martin\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"8 minutes\" \/>\r\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\"},\"author\":{\"name\":\"Chris Martin\",\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/#\/schema\/person\/faa34760f4a3d387850388450ba51cb6\"},\"headline\":\"Top Tips for Managing Event Volunteers\",\"datePublished\":\"2023-04-05T16:04:47+00:00\",\"dateModified\":\"2023-04-12T09:11:07+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\"},\"wordCount\":1520,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/#organization\"},\"keywords\":[\"event volunteers\",\"TeamKinetic\",\"Teamkinetic volunteer management\",\"volunteer\",\"volunteer management\",\"volunteer management software\",\"volunteer management software UK\",\"Volunteer management system\",\"volunteer software\",\"Volunteer system\",\"volunteering\"],\"articleSection\":[\"News &amp; Views\"],\"inLanguage\":\"en-GB\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\",\"url\":\"https:\/\/teamkinetic.co.uk\/blog\/2023\/04\/events-without-volunteers\/\",\"name\":\"Top Tips for Managing Event Volunteers - TeamKinetic\",\"isPartOf\":{\"@id\":\"https:\/\/teamkinetic.co.uk\/blog\/#website\"},\"datePublished\":\"2023-04-05T16:04:47+00:00\",\"dateModified\":\"2023-04-12T09:11:07+00:00\",\"description\":\"We\u2019ve pulled together our top tips for managing event volunteers. 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