Event Management Solutions

It’s a Family Affair! Fill Your Shifts with Families

Rebekah Coenen

As a volunteer coordinator, you are more than acquainted with the struggle to get volunteers to your event. A great way to get more people is including positions that work well for families. It is a great activity for them to spend time together while giving back to the community. How can you get families to your events? We have a few tips that we think might help.

What positions are appropriate for teenagers? 

Most events will have teen-appropriate jobs. Green team volunteers, set-up or tear-down, ticketing or even working with children. It’s a bonus if the job is one that can help them practice skills to benefit them in their professional development, like money-handling or on-site logistics. Jobs that require working with attendees (or greeting them as they enter) will give teens important communication and interpersonal skills.

 

Some families will want to spend the day together, are there positions like that?

Any position that has multiple spots within a shift could be a good choice for families to work together. Check-in is a great spot for families like this, they can have time to chat and parents can teach their kids some new skills. While it is tempting to fill the oft-understaffed clean up or tear down crews with families, remember that parents (and especially grandparents) may not be able to lift and carry as much as their children. You can always create sub-responsibilities within these roles that are age-appropriate for everyone in the family. (Bonus for you, those parents can keep the kids in line!) 

 

What events are family friendly? 

Almost any event can be family friendly – yes, even the local folk festival that serves alcohol. If you are just starting out the go to events would be charity races, information booths, neighborhood events, decorating, visiting nursing homes, park clean ups are all great examples. But don’t feel limited, if you are coordinating volunteers for an event you can make it family-friendly. 

 

What positions let me and my family work together? 

Working together is a great way to spend family time together. Volunteering for an event where you build something is a great way to work together, but even working shift at a charity race to pass out water can be a bonding experience. Volunteering at a soup kitchen or food bank is a good way for families to give back to other families that are not as fortunate. 

 

What about little-little ones, are they able join the family fun?

Certain sites aren’t the best place to have kids under the age of about 7 or 8, but don’t despair, as the volunteer coordinator you can create positions that are necessary for the function of your event and sounds like you need a few volunteers to help with daycare. 

 

What if the event really isn’t  family friendly?

Not all events fit the family mold. Maybe the majority of your volunteers need to check IDs or serve a glass of wine or beer. Can’t really have a high schooler handling that job. Depending on the laws in your state there could still roles for older kids, like wiping down table and cleaning up. But if there isn’t something you can do to make it fun for the whole family – it could be a great date night! Maybe the parents need a Saturday night and they can spend it volunteering for their favorite charity. 

 

For almost any kind of event you can make sure you have roles for a range of ages and multiple people in each shift. Those a the two easiest ways to accommodate families of any size. If you don’t have an event that lends its self to a family affair you can get creative with having a child watch area or make it a couples or best friend day out experience! 

 

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De-Briefing After Your Event

Linh Ta

Finally – that event you worked so hard on is over. It finally feels like it’s time to throw on some slippers, grab a bag of chips and wind down with a glass of wine.

But not so fast.

While you should definitely give yourself a pat on the back, the period after an event can give you an opportunity to debrief both for yourself and your volunteer crew while the event is still fresh in your minds.

A de-briefing session can check on what worked and what didn’t for both you and your volunteers. It’s a positive opportunity to put a variety of minds together for a brainstorming sit-down. It can give you a chance to address concerns, highlight strengths and soak in feedback to better future events. And even if you feel like an event went successfully, you will want to check in with your team and volunteers to make sure you’re all on the same page.

Set aside time, have an agenda and get ready to review your goals both for yourself and your team.

 

Questions to ask yourself and your volunteers:

  • Get bigger and better

What are things that can be done to make the next event an even bigger success? Think about both the physical planning of the event and the analyzation of your attendee engagement. Could registration go more smoothly? Do you need more parking? Likewise, is there a way to get more attendees to your event? How was your social media language?

  • The good, the bad and the ugly

Take steps to congratulate yourself, acknowledge what could be improved upon and what needs to be thrown to the wayside. Acknowledge yourself and your volunteers for a job well done, but also discuss what didn’t work and how it can change. 

  • Listen and learn

What kind of feedback did the attendees provide – both explicitly and not explicitly? Brainstorm ways to get attendees to provide direct feedback, but also discuss what was observed. Did people struggle finding things? Was one activity particularly popular?

  • Let’s take action

Create a priority list and determine what actions can and should be done. Making a plan of action sets the tone for both yourself and your volunteers that the feedback they provide will be considered and utilized to make future events even better.

 

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Cutting the Paperwork

Josanna E. Berg-Hammond

By the time you’ve printed out schedules, one sheets and waivers for your event, it can feel like you’ve decimated a small forest.

So, what can you do to digitize your event and cut back on your paper? We’ve rounded up some of our top ways to bring your event into the electronic age and minimize the amount of times you have to pick up all the papers one of the volunteers just knocked on the ground.

 

Waivers

They’re a necessary evil, but at least they don’t have to be the physical embodiment of one. Throw those waivers online and not only do you make it simple for volunteers to fill out before even getting to your event, you have an online database of every waiver you’ve received. Emailing is simple enough, though we’re partial to a folder on your desktop with all the signed waivers and an excel document checking off which volunteer has sent theirs in. But that’s just us! You do you.

 

Sign Up

This one’s a no brainer. There’s no need to have volunteers calling you, signing up on sheets, etc. Just get that puppy online! Simple, easy, and on the internet, which means it will live forever and you can never forget who signed up for the next shift.

 

Tutorials

Gone are the days of the one-sheets that explain everything you need to do. Instead of a typed up document telling volunteers how to do a job, why don’t you show them? Quick video tutorials are easy to shoot on a cell phone and can be emailed, uploaded to your event’s Facebook group or even just texted to the people who need to see them.

 

So there you have it, team. Save yourself some time printing and lugging papers all over and digitize what you can.

 

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Defining Accountability for Your Volunteers: Five Things to do Upfront

Samantha Gratton

“What were they thinking?!”

 

If you’ve ever thought this at the end of a volunteer’s job, you know things can get ridiculous when volunteers decide to go rogue. If you think back though, maybe they didn’t have a clear understanding of their expectations or some accountability to back that up. So, what can you do to avoid more “what the heck?” moments in the future? 

 

Like many things, it starts with clear communication. This communication may be in an email, in a meeting, over the phone, or face-to-face, but know that it has to happen. Volunteers need way more than “welcome to the team,” so this is the perfect opportunity to lay out some expectations and opportunity for accountability. This will not only give them the direction they need to get started, but also will give you more peace of mind and a greater confidence in your volunteers. 

 

Top five things to define with volunteers as their volunteer coordinator: 

 

Role

When a volunteer first starts, let them know what they will be doing. Will they hand out t-shirts or be responsible for the entire check-in table? Will they be in charge of the design concepts or will they merely be using assets already created to make a flyer? Let them know what they are responsible for so they can fulfill their duties. Ask if they have questions, and then ask them to tell you their plans to carry out their mission. Having a discussion or some form of response will give you both an indicator of whether or not you are on the same page.  

 

Goal/Impact

Although it may sound redundant to you, communicate the goals and impact of what they will be doing and the goals and impact of the event overall. Maybe they know their role, but they don’t understand the big picture. Realizing how their part impacts other volunteers, the organization, and even the community will create a sense of ownership and accountability for the volunteer. That way, they know that if they back out last minute or miss a deadline, several people will be negatively impacted. 

 

Timeline

While you’ve got spreadsheets and lists and everything you might need as the volunteer coordinator, sometimes you forget to tell the volunteer what their timeline is. Add in a bit of buffer time, but then tell the volunteer when something is due. For instance, if someone is working on a newsletter for you, let them know when the first draft is due, when you need the revisions back, and when you want to send it—not just the final date you want to send it by. Or, if they are working a shift at an event, let them know when they’ll be done. No volunteer likes to stand around waiting to see if you or someone else will return to let them know if/when they can go home. Without a clear idea of start and end dates, volunteers may bail on you. 

 

Supervisor

Tell volunteers who they should first report to, especially if it isn’t you. Explain the role of the supervisor or person above them and then provide contact information for them. Volunteers need to know who to go to if they have questions or problems, but supervisors also need to be given the introduction in order to show authority when needed. 

 

Checkpoints

If you have a long project or even a long shift, make it clear what your checkpoints will be throughout the process. That way volunteers know you will be available for questions and you continue to communicate the vision of their role throughout its duration. After the duties have been completed, be sure to follow up for feedback in a survey or meeting to provide accountability for both you and the volunteer. 

 

Defining everything volunteers need to know ahead of time means you have to be organized, and you have to communicate. That means you can’t be running around doing everything last minute yourself. Instead, you’ll need to be focusing your attention on empowering your volunteers. In the end, it’s worth it when volunteers not only complete their tasks but do so with a clear understanding of their goals and expectations—minus the frustration or miscommunication. 

 

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Quick Tips to Cover Your Bases When Planning an Event

Julie Kent

 

Have you ever had an event go 100% according to plan? We wish it weren’t true, but we’re guessing your answer is probably no.

 

While it’s impossible to plan for every single thing that could go wrong, making sure you have adequate backup plans in place can help minimize the stress on the actual day of the event — especially if something does go awry. Here is a list of 5 quick tips to help you prepare and make sure you have those bases covered! 

 

Standby Volunteers 

People get sick and things come up. Have a specific sign-up for “standby” volunteers. Make sure to let them know that if they haven’t heard by a certain time the day of the event, they can assume they’re not needed and can get on with their original plans. 

 

Weather Plan

If you’re organizing an outdoor event, make sure you plan for mother nature. Do you have tents or shelter that can be utilized so the event can stay outside, or do you need an indoor space as a backup? Or can you set a “rain date?” There are a number of options, just make sure to have chosen one beforehand! 

 

First Aid 

Regardless of your event, make sure to have a first aid kit ready in case someone gets hurt. In general, check out the space (indoor or outdoor) and correct any potential safety hazards. For example, if you’re organizing a volunteer race, don’t choose roads with lots of potholes. 

 

Prepare Your Volunteers & Attendees 

Communicate helpful tips to volunteers and attendees. For example, if your volunteer race is on a trail that may have uneven surfaces, let them know. If you’re doing an activity that would be best with closed-toe shoes, make it required. 

 

The Right Volunteers 

Think carefully through the types of jobs you’ll need volunteers for leading up to and during the event. Then make specific roles for volunteers instead of just having everyone sign-up for a general “volunteer” position. Giving volunteers autonomy will be motivating to them, and will also ensure you’re utilizing their skills for the right thing. 

 

No event will ever be perfect, but that doesn’t mean you shouldn’t strive for the best possible experience for both your volunteers and your attendees! We hope this list helps your planning and we’ll cross our fingers that you’ll never actually need to use any of these tips. 🙂 Happy planning! 

 

 

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Nurturing Volunteer Relationships 

Brianne Sanchez

Volunteer coordinators know that developing relationships with volunteers takes time and intention.

 

When there are endless roles to fill, it can be important to make sure every contact isn’t an ask, and that there’s a blend of informing volunteers on developments at the organization and appreciating how much they give in the mix, too.

 

“I definitely see the value in reaching out to volunteers outside of asking them for something,” says Jana, a longtime volunteer coordinator at a homeless youth shelter. “We try to send birthday cards each year to volunteers and at least one other personalized note or small gift outside of that. That could be a quick hand-written note sent to them in the mail or a small gift with an agency branded mug, shirt, or other small token of our appreciation. These other touch points are usually not connected to an anniversary or milestone, rather just an opportunity to check in. I think it’s important to build a personal relationship with our ongoing volunteers, but I have the luxury of being able to do that more easily than an organization that works with thousands of volunteers yearly.”

 

Jana says that enlisting the help of the clients you serve can also send a meaningful message to volunteers. Think of ways the “thank you” can come from the collective voice of the organization, rather than just your position. 

 

“Because the majority of our volunteers work withthe kids here in the shelter, we will sometimes ask the kids who work with them to sign a card or even create their own. If we know a volunteer is ill or injured, we may send get well cards to let them know we are thinking of them. Our organization also has quarterly talent shows where the kids in the shelter perform songs, skits, live art installations, and more. We invite our volunteers to attend these shows as a way to celebrate the achievements of the kids they work with and we’ve had a great response from the volunteers who attend.”

 

Volunteer coordinators at non-social service organizations can also get creative. Environmental organizations might send volunteers an annual calendar with nature photography. An animal shelter could create thank you videos that get everyone’s tails wagging. Enlist your marketing and/or development team to help come up with creative touchpoints that aren’t an ask. 

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Figuring Out When and How to Say “No Thanks” to a Volunteer

Samantha Gratton

We love our volunteers and their willingness to contribute. Sure, we all have our days when everyone is driving us crazy or it just seems like it’d be easier if we did everything ourselves. But deep down, we know we couldn’t do what we do without volunteers!

 

But what about those volunteers who aren’t a great fit for your organization? Like new volunteers who don’t have the necessary experience? Or how about the volunteers that have been there forever but are bringing everyone down and holding people back? When is it time to deny a volunteer? How do you tactfully say, “no thanks”?

 

Consider and evaluate

First, be fair to yourself and your volunteer by evaluating what the situation is and if it’s possible to handle it. Do they need training or guidance from someone more experienced? Do they need to be reminded of volunteer expectations? Is there a way to talk with them about an issue or their attitude in a way that can solve the problem without having to ask them to leave? Is it not as bad as you think, and you’re simply having a bad day? Determine if there’s a way to resolve the issue or the reason they aren’t working well on the team. If there isn’t a way to do that, then proceed. Unfortunately, there will be volunteers whu just won’t work.

 

Identify and try to accommodate  

Make every effort to pinpoint what it is that doesn’t match up with your organization. For new volunteers, it might be as simple as having too many people apply for the same job. You don’t want extra people standing around looking bored at your event. If that’s the case, see if there are other opportunities for those volunteers in another area or with another event in the future. Or, maybe their application missed the deadline or their references did n’t check out. Let them know the volunteer requirements were not met and what it would take to get accepted at another point.

 

Maybe the volunteer didn’t have the skills you needed for the job you were looking to fill. If there are other ways they can still contribute, let them know what options may be a better match at this time. Offer up an area where you still need help, but be understanding if they choose not to participate in that way.  

 

If your reason for turning down a volunteer has more to do with them needing to take a break after years of work in order to give others the opportunity to serve and give a voice, make sure to do it with grace. Regardless of their situation, acknowledge the work they have contributed and how it helped get you to where you are today. Then, explain that your organization is now moving in another direction with new leadership. While you’d love their continued support, explain that this new direction requires full commitment and focus from the volunteers.  

 

Finally, if a volunteer acts in a way that goes against the mission of the organization or blatantly disregards the volunteer requirements, politely and privately ask the volunteer to step downl. Express gratitude for their service, but clarify how they have acted in a way that is not permitted on the volunteer team.

 

Thank and update

No one wants to be ghosted, so don’t just ignore the volunteer in hopes that they get the hint. Communicate clearly with volunteers and thank them for their interest and willingness to volunteer.

 

Regardless of the method, make sure this continues to come from a place of thanks, even if they aren’t the right fit. It’s flattering to be a sought-after organization and maybe at another point the fit will be right. If there will be more opportunities for them to volunteer in a different capacity or at a different time, let them know that you plan to contact them again in the future. And then follow through with that commitment. If this person is probably better off not returning, make a (private) note in their records, wish them well and again, thank them for their time or interest or willingness. Even if a volunteer is leaving on bad or uncomfortable terms, there’s probably at least one thing you can thank them for.


In the end, make sure your “no thanks” includes both “no” and “thanks.”

 

 

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Setting Your Volunteers in Motion Before the Event

Anne Summers

The other day I had a conversation with a coworker about a crazy situation that happened leading up to a major event several years ago. She just said one sentence, and we burst into laughter as we recalled all of the stress and scrambling that happened behind the scenes.

 

Things like that have a way of growing funnier the more time passes, especially when the crisis is averted. But it brought up an interesting point. Since my coworker and I lived that stressful situation, we could recall all the details in an instant, and yet no one attending or volunteering for the event had a clue what happened. That happens a lot in our line of work, doesn’t it? Staff members put in a huge amount of hours and have crazy work experiences surrounding the event, but typically we keep the last-minute crises under wraps.

 

It’s often a necessary part of the job, but there are ways we can communicate with our volunteers in the days and weeks leading up to the event that can help both volunteers and staff be more efficient and prepared at the time of the event.

 

Transparency: Tell them what you and your team are doing

As previously stated, there are plenty of behind-the-scenes happenings that don’t need to be shared. But it can be helpful to communicate to your volunteers about the work you and your team are doing. Giving them a high level overview helps them understand the broad scope of event planning while also demonstrating how they fit into the grand scheme of things.

 

By sharing some of the details of your preparation and goals, your volunteers are both better ready to jump into the middle of things. They are also more prone to show grace to you and to others when the unexpected things derail the original plan along the way.

 

Share these details 5-7 days before the event in order to get your volunteers into the right mindset.

 

Preparation: Tell them what they should be doing

Let’s get practical! Communicate the necessary details that allow your volunteers to arrive with everything they need, including realistic expectations. List items to bring along, clothing recommendations, maps of the venue including meeting places, and other amenity details such as restroom locations and food and beverage options. When your volunteers show up prepared, they are more confident and eager to work while also more likely to have an enjoyable experience.

 

Share these details 3-5 days before the event to give your volunteers time to gather things they may need.

 

Teamwork: Tell them what you can be doing together

One of the best parts of coordinating volunteers in the age of social media is that you don’t have to do all the communicating yourself! Alert your volunteers of your organization’s social media posts so they can share it on their personal accounts. Or provide them with approved images and talking points, so they can create their own posts. Whatever approach you take, celebrate these little ways you can work in tandem with your volunteers before the event.

 

Share these details 1-3 days before the event to build buzz leading up to the big day.

 

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Five Typical Festival Jobs

Josanna E. Berg-Hammond

Every festival is its own unique little unicorn, but we all know there are a few jobs that are mandatory no matter what the festival is.

 

We’ve rounded up the top 5 volunteer jobs we know almost every festival needs and a quick tip for each one to keep your festival running smoothly.

 

Set Up

Calling all perfectionists! The best move you can make with set up is rounding up all the volunteers who are obsessed with things looking just right and then letting them work their magic. No need to hover, they won’t be happy until everything’s perfect.

 

Tear Down

You guys trying to rage? This one is for the people who like to break stuff. Gather a team of your brawniest folk and get to tearing – just make sure someone doesn’t throw out all the screws you need for next year.

 

Food and Beverage

People think the food and beverage beat is going to be the best because of snacks, but we all know that station is all about the money. Calculated, focused and responsible people will make sure everything’s taken care of and you don’t have to worry about the change drawer.

 

Wrist-Banding

Ever had a wrist band cut off your circulation while an angry person chews their gum and glares at you? Did it make you feel terrible? Yeah, it’s the worst. This spot is for the amicable, smiley folk who are just excited to welcome you to the event.

 

Green Team

The green team needs to care, plain and simple. When you don’t care, you take those plastic bottles and throw them in the trash can because it’s closer. When you do care, you carefully assess each pickup to make sure you’re filing it into the correct area according to Mother Earth’s standards.

 

So there you have it. Every volunteer is wonderful in their own way and they all have a special skill set making them perfect for a specific job. Assess your team, assign appropriately, and let everything fall right into place.

 

 

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How to Plan a Safer Event

Anne Summers

Leslie Knope is a fictional real hero of mine.

Not only is she a rare character that I enjoy watching again and again, but she’s the Queen of Preparedness. She’s the Type A, obsessive, binder making genius who has backup plans for her backup plans. (My personal favorite being her Mission Im-Pawnee-able Knope Protocol in “Emergency Response.”) I personally share very little of her unfettered enthusiasm for detail, but when it comes to thinking about the safety of your volunteers and event attendees, it’s necessary to adopt that Leslie level of commitment

 

Real life problems are rarely solved as quickly as in a 22-minute sitcom, but working through each possible scenario well before the event ensures that you can set an effective solution in motion quickly after the need arises. Keep reading below for some tips to keep your people safe and prepared.

 

Do Your Research

Warning: I’m about to use terms like ‘liability’ and ‘exhaustive list’ and other terms easily found on the Least Exciting Words list. But again, we’re talking about keeping real people safe and cared for, so hang in there with me.

 

When you are brainstorming topics to address in your emergency response plans, be thorough. If you’re an eternal optimist, meet up with your opposite personality to create an exhaustive list of possible problems that may arise. This can include, but is not limited to, severe weather, haphazard infrastructure, disruptive volunteers, assorted sources of violence, and general liability. Many of these topics can be categorized together and may share similar emergency plans, but listing each possibility individually helps ensure you’ve properly covered your bases.

 

Make a Plan

It’s time to conquer that list with a plan. Outline the action steps necessary to diffuse emergency situations, and compile your work into a central document. This document or binder should provide the details of your emergency management tactics. It’s also a great place to keep pertinent information such as contact information, event and venue details, contingency plans, permits, etc.

 

Share the Details

It sounds simple, but distribute the plan. Too often I’ve found myself in situations where crucial information existed but the one person who knew the plan was nowhere to be found. So frustrating! And completely unnecessary.

 

Place printed copies of the emergency protocols in multiple, easily accessible locations, and communicate these locations to your team leaders and volunteers. Include these details into your volunteer training events and be sure to walk through the essential details again on the day of your event. Your team and volunteers will find peace of mind knowing emergency plans exist and can perform with greater confidence if those plans need to be enacted.

 

Keep in Touch

As the event goes on, use your preferred communication method to keep in touch with your volunteers. As effective volunteer coordinators, you’re already doing this to encourage and manage your team. Remember to also use these lines of communications to keep tabs on any emerging situations that may need your attention.

 

In the end, we hope and pray these plans and protocols are completely unnecessary. We can’t all match Leslie Knope’s energy, but we do care about our volunteers just as much. In the event of an emergency, taking these steps to keep your team and your attendees as safe as possible.

 

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