Event Management Solutions

Tips for a Successful Training Program

Lucy Williams

Whether you’re inventing, innovating, or organizing a training program for your volunteers, having clear lines of communication will always be your best practice.

In essence, you’re training your volunteers to be  community ambassadors. The more prepared you are for them, the more prepared they’ll be for the field.

 

As you consider how to do these things, think of different learning styles and abilities. Be prepared to cover the same material in audio and visual ways.

 

Start by asking these questions:

  • What is the break-down of roles and how do they interact?
  • What kind of personalities fit each role?
  • What will they need to communicate?

 

The next set of questions to ask are:

  • What is the amount of time you will have to train each volunteer?
  • How complex is their role?

 

If given a short amount of time, the best thing that can be done is to have some sort of training video and a practice run before being thrown into the ring. Repetition is advantageous. The more your volunteers are able to practice, or imagine themselves in the role they will be managing, the better. Videos are not as efficient as hands-on experience, but are highly economical in their ability to suit all learning types.

 

Also crucial is making sure that lines of communication are clear to volunteers and that they have a reference for questions that may be fielded to them. Make a contact sheet that everyone can share with important contacts. Include maps and event schedules. It is up to you when you distribute all necessary information, but present the information in a digestible way. Be mindful of information overload.

 

Always leave room for error, expect the worst, and hope for the best. Find ways for your volunteers to put their best foot forward and they will.

 

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3 Times to Start a Volunteer Facebook Group

Anna Elliot

We’ve had a lot of volunteer coordinators ask: should I create a Facebook group for my volunteers? We’ve found the answer is a little more nuanced than you’d expect. At their best, Facebook groups facilitate conversation and further recruitment opportunities. However, if not utilized and maintained they can be wasted space or just another platform to worry about. We’ve found Facebook groups are most helpful when you have several engaged users.

 

Here are 3 reasons a Facebook group could be beneficial to you and your volunteers:

 

You have a group of repeat volunteers
First of all, if this is the case, congrats! Now your challenge is to keep these volunteers coming back. A Facebook group is a great way to both foster community among your volunteers as well as keep them updated on future volunteer opportunities. It also gives volunteers a space to interact with each other, form friendships outside of the events, and even decide events at which to volunteer together.

 

You are hosting an annual event
Annual events tend to be a big push for volunteer coordinators and organizers. Maintaining a Facebook group throughout the year can help keep the event and organization on your volunteer’s radar. Facebook is a good tool to share news and other updates in a casual way throughout the year. Then, when the next year rolls around, you can ask if anyone is interested in volunteering again.

 

Your event has several dozen volunteers
If you are running a large event with several volunteer stations, a Facebook group can be a great way to keep your volunteers posted on event changes, reminders, and needs as the event approaches. It also gives the volunteers a chance to inform themselves before reaching out to you with questions. (Pro tip: You can post FAQ’s, shift expectations, or any other helpful resources in the group). Finally, it provides a way for volunteers to post last minute shift change needs should emergencies arise.

 

Once you create a group of any of these three types, check in periodically to answer questions or post updates. In the end, you are the expert on your own events and volunteers. Ask yourself if you have enough volunteers for them to support the platform, if not it’s okay! Building a solid group takes time. A larger group of engaged volunteers provides more opportunities to build community than a small group of one-time volunteers any day.

 

 

 

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Volunteer Coordinate Like a BOSS: Best Practices for Task Management

Samantha Gratton

On Mondays you debrief the weekend’s event and facilitate a brainstorm meeting for how to do the next one even better. On Tuesdays you have three different phone calls lined up with the executive director, the city councilman, and the marketing director before hosting a new volunteer training in the evening. On Wednesdays, you wear pink.

 

Okay, so you’ve got a million things to do as a volunteer coordinator. You barely have the time to read this blog post but needed a quick reprieve from the many hats you wear and the ever-growing to-do list. There are only so many hours in the day, so how can you make the most of them?

 

How do those other volunteer coordinators do it?

 

Leverage your tools

There are so many great tools out there – but you need to find what works best for you. Do you love color coding your calendar and hanging it in front of you? Or do you love the ease of having it all on your phone? Do you use Evernote or Asana to keep track of your ongoing lists of ideas and to-dos or do you keep a stack of post-it notes right next to your computer for when the moment of inspiration hits? What might work for someone else isn’t always best for you, so think through what works most effectively for you and incorporate those tools into your daily routine.

 

When it comes to volunteer management software, we got you. For starters, we love volunteer coordinators so much that we have a free version with a TON of features. Or, as you need a more robust system, we have a few different plans for you to choose from. Either way, make sure you take advantage of the training and tutorial videos we have so you can make the most of it. The more you learn about VolunteerLocal’s software, the more you might be able to cut down on all of the things you are otherwise doing by hand (like, easily putting together a list of everyone’s t-shirt size, exporting volunteer hours fulfilled by each individual needing a signature for hours worked, or filling multiple volunteer slots with a team of people).

 

Delegate it

You know all of those volunteers you manage? Well, believe it or not, some of them might be able volunteer by way of managing a small team of other volunteers. You simply can’t do it all. So even if you have the most knowledge or understanding of your event, you can’t be everywhere at once. When you find and connect with dedicated and willing volunteers, promote them to a leadership role. They may find the work more meaningful, and you will have less to stress about.

 

While you may be short-staffed (because face it, who isn’t?), it’s important to let your co-workers know what’s going on and how they might be able to help. Maybe they’re in a slow period or have the capacity to take on a little more this week/month. Clear communication of what you need and how someone can help instead of just constantly exclaiming “I’m so busy!” will make all the difference in getting some assistance.

 

Whoever you delegate tasks to, remember that means you have to step aside to let them do it once the training is over. Instead of micromanaging their every move to make sure it’s done the exact same way you would do it, try to empower your volunteers leaders and co-workers to make the decisions that will work best. You may find yourself pleasantly surprised when they come up with ideas and solutions that exceed what you’ve come up with in the past.

 

Remember what’s important

Sometimes you’ll go through a season that just stretches you a bit – personally or professionally. You may have to push through to get to the other side, but try to remember why you do what you do. Whether it’s because you work for an organization that helps people or promotes cultural experiences or positively impacts your community, what you do makes a difference. It might not seem like it when you’re sorting through spreadsheets or licking dozens of envelopes on those thank you cards, but it does. Perhaps you are the one with the best organization skills on the team or maybe you connect with volunteers in a way that really inspires them. At some point you chose to get into this role with this organization, so remind yourself why.

 

Once you remember why you do what you do, it’s often easier to see how best to prioritize the tasks in front of you. Sometimes you’ll have to make sacrifices and hard decisions in order to prioritize what matters most. Keep those important things on the top of the list and the “if it works out, then great!” things near the bottom (or on another list altogether) so you don’t get too distracted or overwhelmed.

 

While you’re remembering things, remember that you aren’t a machine, so don’t expect yourself to act like one. You’ll probably get tired or overwhelmed every once in awhile – that’s okay. You’ve got this! Give yourself a break when you need it and try to plan for a little self-care as you can. Maybe that means sticking to your lunch break or scheduling a massage or long-overdue haircut for the week after your event. It might seem like you’re adding another task to your list, but these are the kind of things that allow you to work better and more effectively in the long-run.

 

 

 

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How To Use Community Events to Promote Your Event

Lucy Williams

So, your event is coming up and you’re wondering how to maximize your reach outside of social media. As in, The Real World.

 

Without the face-to-face connection how can you be sure that the people who have RSVP’d are actually coming? We all know that outside of a faithful crowd or following, only about 10% of people really show up and what it comes down to is word-of-mouth.

 

First, look at your local calendars. These can be found through the city website, arts organizations, etc. Maybe there’s a regular event you yourself go to and you think your fellows would like to know what you’re throwing.

 

As you do your research, you’ll find that most of these events charge a booth fee. The benefit, though, is that the public turnout is huge. If you have some volunteers to spare to work the crowd, you can get tremendous returns signing up volunteers or just raising awareness. Such events would be:

  • Farmer’s Markets – when the weather is fair these can be as often as twice a week on different days for different crowds.
  • Festivals & Fairs – One-time events with huge turn outs and long run-times, like state fairs.
  • Sports Events – Such as marathons or competitions can get a lot of media coverage.
  • Other expos – specialty crafts, cultural show-cases, auctions, etc.  

 

If you have a small budget and you can’t afford to purchase a space, look to organizations already dedicated to community building, ie:

  • Public Libraries –  libraries are all about getting people in libraries. Period. Think about how your event might be relevant to whatever programming they’ve got going on and have some ‘literature’ ready to hand out.
  • Engage public schools – this can be daunting as public school teachers have a lot to keep up with during the year, but there’s probably an after school club or program that would love to have you.
  • Small businesses – community awareness is crucial to the vitality of small business owners. By helping you, they help themselves.

 

Whatever you decide to do, make sure your materials themselves are engaging. Make stickers, make t-shirts, use fun colors and interesting fonts. Smile, be aware of body language and make your rap short and sweet. You never know who you might impress or where sponsors will come from!

 

 

 

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10 Tips for Finding and Retaining Your Best Volunteer Group

Rebekah Coenen

One of the hardest parts about being a volunteer coordinator is recruiting reliable volunteers.

 

What’s even more difficult? Making sure they stick around year after year. We’ve rounded up our top tips to help you get and keep your volunteers.

 

Communicate clearly.

Set expectations and communicate logistics in advance.. If your volunteers know what to expect from you and the experience, they’ll be much happier and willing to commit their time.

 

Post in multiple mediums.

If you want to reach every kind of person you can’t just stick to social media. Try local message boards, post fliers, or get a booth at the farmer’s market.

 

Include everyone in the fun.

If you spend time as a group, make sure everyone is involved and not just a core group of people. Friendships will be made, but cliques can be hurtful.

 

Hold meetings.

Not only will your current volunteers bring their friends, but it’s a good time to set your expectations and solidify everyone’s commitment.   

 

Address problems head on.

Volunteers may be giving their time for free, but you’re still the boss in the situation. If volunteers are butting heads, make sure to have a sit down so everyone can talk it out.

 

Encourage social events.

Creating social spaces for your volunteers can create a sense of community that’s harder to cultivate during volunteer shifts. Get volunteers out and about with each other as a way to build your team.

 

Be a part of the community. I know, taking on coordinating volunteers for a huge event is enough work, but if you go to events in your community you will be able to network and build a reputation for your own event.

 

Have a presence online.

We live in a time where you need to have something online. It can be a Facebook page, or just a one-page site that tells people what the event is, how to volunteer, and who to contact with questions.

 

 

 

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Choosing Your Location, Location, Location

Samantha Gratton

 The location changes everything when it comes to event planning.

Talk to any realtor (or any normal person quoting a realtor) and you’re bound to hear the phrase, “Location, location, location.” Why? Because it makes a difference – especially in event planning. The location sets a tone, affects outreach and visibility, and determines overall accessibility and appeal.

When the sky’s the limit, you ask, “Where should this event take place?” You dream a minute and are suddenly transported to a nice sandy beach before you remember your event’s in Chicago in the middle of January.

It’s  important to dream big and start a creative brainstorm, but also to stay grounded in some of the limitations and intentions behind your event. When it comes to location scouting, these are our top considerations:

 

Availability

There’s no sense getting your heart set on a place if it isn’t available how or when you need it. Is the maximum capacity there smaller than your projected attendance? Are there enough rooms that suit your needs? Is it perfect but you’d need to change your date?

 

Cost

More likely than not, you’re working on a budget, maybe even a tight one. What is the cost of all of the possible locations under consideration? Will the cost put too big of a dent in your budget? Is there room in the budget to cut down on costs in another area so more funds can be available for the location? Or, will the location provide food, security or some other segment of your budget that you had allocated elsewhere?

 

Outreach

Is this an area with high visibility? Or a location that is highly desired? Does it carry a “wow factor” that may draw more people? If not, think of how can you address that or add to its appeal. Consider whether this location will expand your reach so that more people are aware and interested in your event. Perhaps most importantly, decide whether this location will align with the goals of your organization.

 

Sponsorship

You may have others who have skin in the game here and therefore a few thoughts on where the event should be held. Be open to suggestions, but also be willing to make an ask. Sometimes business can obtain a sponsorship designation by way of providing the location and features for the event. Not only does that help you in finding a venue, but it broadens their reach in the community as well.

 

Distance

Consider the drive time (as well as public transportation and/or walkability) it takes to get to the event for your target audience. Will a faraway destination provide appeal or deter people from coming? What other local businesses and amenities are nearby? This goes for both the people attending the event and the people volunteering at it.

 

Impact

What kind of impact will a certain location provide? Will it help the community and boost the local economy or cause traffic in an already busy area? Be cognisant of whether the aesthetics of the location will cause a distraction to attendees or be a source of inspiration. Think about the positive and negative impact the event location will have on attendees, volunteers, staff, and the local community.

 

While we all have certain ideals and deal breakers, you may have to compromise on some things. Know where you can and should be flexible with your expectations. Prioritize these different elements as best you can to find a location that will be the best fit for your event.

 

*No control over the location? Sometimes you have say in where your event takes place and sometimes you don’t. But even if the streets for your run are already approved or the conference rooms are already booked–you do still have a lot of control over the location of where your welcome desk is, where the volunteers check in, and what the flow of your event consists of. Be sure to make a new map to reflect the changes so everyone knows where to go. Maybe you’re stuck in the same location as you’ve always been, but there’s a way to be more efficient or effective with the setup of the route, the food, or the volunteer stations.

 

 

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How to Properly Research for Your Event

Rebekah Coenen

Have you ever been to a race and wondered if the organizers have even seen the route?

 

Whether you’re starting a new event or re-envisioning a classic, doing the research to make sure your event is the best it can be is important. As a coordinator, it’s important to do the work on the back end so your event runs smoothly.

 

We suggest beginning with prioritizing what’s most important for your event. This will depend greatly on the type of event you are hosting. Maybe the food and beverage vendors are at the top of the list for your music festival, but the number one consideration for your charity race is where the finish line will be.

 

Whatever your considerations, here are a few tips to help you get the most out of your research.

  •  Start early. Anyone who’s planned truly anything knows that popular venues fill up before their calendar is event posted. There’s nothing worse than finding the perfect location only to be told it was booked 6 months ago.

 

  • Ask around. You may turn to online search engines first, but asking around within your network is a great way to save time and get feedback from people you trust.

 

  • Don’t be afraid to try things again. Maybe your first attempt at team t-shirts was a disaster, but this year you have a better design idea and know who to go to for printing. We’re firm believers in “there’s always next year.” Keep building your event on the lessons of the previous year.

 

  • Have a clear goal for your event. Each event you coordinate will have different goals. Getting vendors who fall in line with your eco-friendly mission might be different than the ones who match up with your budget. Figure out your goals and make a plan to meet them.

 

  • See it in person. This goes for just about everything at your event. If food is the main draw, make sure to try it before you book it. If the location needs to be a particular size or type go see it – just in case. Day-of is always crazy enough on its own, so minimize the amount of surprises.

 

When beginning or continuing research for your event everything seems like the most important part.  Make sure to prioritize your to-do items and have a clear idea of what you want the event to accomplish. With those two things in your tool belt, you can tackle researching anything for your event.

 

 

 

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Keeping Longtime Volunteers In Your Corner

Brianne Sanchez

 

In many cases, longtime volunteers don’t just help tell your organization’s story – they ARE the story.

If you have volunteers who’ve been connected since your organization’s founding, they can help frame the problem your org set out to solve and outline how successfully initiatives have fulfilled the mission over the years. Like strong finances, volunteer retention can help paint a picture about the health of an organization.

 

Effectively managing and motivating volunteers means you’ll save time and effort with recruitment and training. But don’t simply count the years of service and print them on a certificate to present at your annual recognition event. Leverage that knowledge to ‘promote’ volunteers to take on a leadership role.

 

United Way of Central Iowa does just that with seasoned volunteers in their VITA tax preparation program. Of nearly 200 certified volunteers, about 20 are tapped to serve as site leaders.

 

“We look for long-timers and people who are natural-born leaders,” says Holly Sagar, who manages the program. “We have a former head of the county health department and a CFO. People who have stepped up their entire lives.”

 

These site leaders go through extra training, but Sagar says that in her 10 years of volunteer management experience, relationship-building and engagement is what converts casual volunteers into dedicated team leaders.

 

“We put a white board in the break-room where we ask ‘What do you see?’ and ‘What do we need to change?’ – and then we try to make it happen, Sagar says. She thinks this attitude is what gives their program an 86% retention rate.

 

Having a deep bench of seasoned volunteers provides many advantages – but it’s helpful to be aware of some potential drawbacks, too.

 

There are huge benefits to having the institutional knowledge that comes from volunteer longevity, but it also means new initiatives might be met with resistance. Identify longtime volunteers who can serve as advisers and champions of change if, say, your mentoring program wants to institute annual background checks or other best practices that haven’t been traditionally used. Ask them how they think the new policies and procedures impact their fellow volunteers, and test messaging with them to make sure your communication hits the right mark.

 

Relationships are key to fundraising, and longtime volunteers might have stronger community ties than a new executive director. Perhaps this means they can open doors for development staff, or fill in gaps about past communications with donors.

 

 

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Battling Festival Fatigue: 7 Ways To Look Out For Your Music Festival Volunteers

Anna Elliot

Music festivals manage to capture what many people crave – a shared community experience with like-minded people.

 

It’s a chance to step away from the monotony of normal daily life and be apart of something bigger than yourself. While festivals look fun and carefree to festival goers, they can involve long, labor-intensive hours for event staff and volunteers. Here are a few ways to avoid festival fatigue and take care of your volunteers:

 

The free ticket
We’ll just come out and say it – the primary reason many folks choose to volunteer at music festivals is to see great bands for free. The free ticket is a hallmark of the festival volunteer experience and a great way to draw an enthusiastic crew. Depending on the length of your festival, there are plenty of ways to tier festival access by offering passes to more sections of the festival based on number of hours worked. While the ticket is a way to get volunteers in the door, the music festival is so much more than a free pass. The experience is what keeps volunteers coming back.

 

Sell the volunteer experience, not just the perks
Two unique things about festivals come to mind: the behind the scenes peek and the people you meet. One of the best things about music festivals is getting to meet so many new people with common interests, perhaps from very different backgrounds. Plus, many volunteer opportunities cater to groups – so you may get to share the experience alongside trusted friends. Volunteers usually arrive early to help set up and get to see the camp come to life – from idea to bustling reality. They work alongside event coordinators, band crews, and sometimes the talent themselves. They’ll leave knowing they played a part in making the event happen and with a greater appreciation for event organizers.

 

But have perks for volunteers, too
Much of the festival experience happens between volunteer shifts. Offering volunteers the essentials – a place to camp, a place to shower, and free meal tickets – will not only help them rest before their next shift, but will also eliminate more cost-prohibitive factors of attending a festival. Don’t forget about the little perks, too! Free water, volunteer tents, and phone charging stations are essential during long shifts. Oh, and event t-shirts don’t hurt either.

 

Rely on past volunteer testimonials
No one understands the festival rush quite like volunteers themselves. Encourage prior volunteers to share their experiences – good and bad. Consistent feedback will help you know what to change for the next event and help highlight which aspects people look for. You can even invite a few trusted volunteers to write a FAQ for your volunteer information page.

 

Share photos and videos
There’s a reason for the common adage “a picture is worth a thousand words.” Getting volunteers to see your event and picture themselves there is key. Encourage volunteers to snap and shoot moments of their experience. You may try using a volunteer-specific event hashtag on Instagram and feature volunteer photos on your event account. Or, try a snapchat geo-filter for quick event-specific video sharing. Seeing the event through the eyes of the volunteer gives a unique perspective event photographers may not be able to capture.

 

Set realistic expectations
Volunteering at a festival isn’t only fun and games. While there are plenty of benefits, volunteers are required to do their fair share of heavy lifting – often literally. They may have to deal with difficult people, or work very early or very late. It’s important for event and volunteer coordinators to clearly explain what is expected for each shift block.

Proactive communication is a must to avoid volunteer burnout. Set a standard of clear communication from the start with a simple volunteer sign-up system. Here you can allow volunteers to note preferences, limitations, and see their respective duties in one place.

 

Have fun
In the end, a little bit of chaos is inevitable. Festivals are about having fun – even for volunteers. Your festival’s success is tied up in your volunteer’s success and with these tips, it’s sure to be a good experience.

 

 

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5 Steps For Choosing The Perfect Race Route

Julie Kent

If you’re organizing a race, of course you need a route!

What might not be so obvious, though, are the little things that could end up making or breaking whether or not racers have the best experience possible. We’ve compiled the top-5 “off the beaten path” steps to help ensure your route contributes to your run’s success!

 

  • Determine your audience – The first step is to figure out what type of runners you’re targeting. Is it a family fun run, a run that you can bring along your dog, or do you want to attract racers trying to set PR’s? Determining this will not only help you narrow in on the most effective marketing campaigns, but also provide useful context when choosing the route.
  • Make a list of the “must haves” – You know your audience. Now, put yourself in their shoes. What type of route would make them excited to sign-up? For example, if it’s a fun run, make sure to incorporate nice scenery or a route that goes through the city/town. If you’re trying to attract more competitive runners, make sure that the route is accessible – you won’t be able to get away with a route that isn’t 100% closed off to runners. Other “must haves” may include:
    • Route that includes lots of trash cans (if dog friendly
    • Route that includes a loop or easy way to break it into a smaller distance, if you’re planning to have a 1 mile, 5K, and 10K.
    • Smooth terrain if attracting kids or parents pushing strollers.
  • Start experimenting with routes – Once you have a clear idea of what you’re looking for, it’s time to start experimenting! There are free tools online (RaceEntry, PlotARoute) that can help you start mapping out possible paths. Don’t forget about public parks that have designated running/walking paths/trails!
  • Take ‘em on a test run – Choose your top few routes and try them out! Nothing beats actually experiencing how the route flows. You may find out that the route uses a road that is going to be too busy, or the hills are a little too challenging for your audience.
  • Choose the best one – Hopefully you have a clear winner, but if not, don’t forget to consider things like distance from where your racers are going to be coming from, parking accommodations and amount of space for spectators.

 

There you have it! Easy peasy, I hope! Now that you have your route, it’s time to start promoting the race! If you need help recruiting and managing volunteers, we can help! Our platform makes it so seamless that you’ll wonder how you ever got by without it.

 

We’d love to hear from you! What considerations are most important to you when choosing a route?

 

 

 

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