If you made the brave and perhaps daunting choice to host a multi-day event, we at VolunteerLocal applaud and support you! Coordinating volunteers for one day is crazy enough, and you have added a whole other layer. This can double the number of shifts, alongside the number of volunteers needed to fill them.
Here are some things you’ll want to consider as a means to keep everyone from burning out before the final shift has ended.
1. Location changes – If you are coordinating for a charity race there could be a marathon one day, and a 5k the next, or maybe a kid’s race. Chances are the main event hub will stay in the same location but you might have a different starting or end point. Don’t forget to add or subtract those shifts. A good way to keep yourself from getting spread too thin is delegating one of the smaller tasks to a volunteer and having them help you coordinate.
2. Overnight Security – Are you leaving the merch tent over night? It would mean no unpacking and repacking the next day. It’s probably better to hire out security instead of recruiting volunteers. You need to coordinate and make sure the security company knows exactly what you need, but they should be able to handle the rest.
3. More Shifts – It’s a no brainer that more days equals more shifts which probably means more work, but it doesn’t have to mean getting overworked. Delegating is a great way to keep everything moving quickly and keep your sanity. You physically cannot be everywhere at once, so don’t try
4. More Volunteers – More shifts (hopefully) means more volunteers. This is a great place to use delegation too. Maybe you can organize a few tiers of volunteers, one tier would be daily volunteer coordinators. They would see that all the shifts on their day are filled. Another tier could be morning and afternoon coordinators. Having levels broken down would free up more of your time to focus on big picture issues and not get bogged down by filling every single shift.
5. Watch Out for Micromanaging – It is really easy to get wrapped up with having to know exactly what every volunteer is doing, or how many shifts everyone is signed up for. Communication will help everyone understand the mission and tasks for the event, so if you have communicated well, it’s time to let go and trust your volunteers.
Are you feeling overwhelmed by all you have to do? Make sure you take care of yourself and your passion. No matter how much you love your cause and working with volunteers if you don’t allow yourself any grace you could burn yourself out.
Check out our blog with strategies to make sure you keep your passion for volunteer coordinating alive: https://blog.volunteerlocal.com/volunteer-coordinator-burnout-and-how-to-avoid-it/