Volunteers: Essential to the Event Magic
Volunteers show off their cool outfits that match the “Choose Your Own Adventure” theme for Bike Works Seattle’s Bikecitement! 2022, held at the Renton Pavilion.
[Image Description: Three people in adventure-themed outfits with sashes and fanny packs pose holding their clipboards and flags, ready to work as volunteers for the event.]
How can volunteers enhance your event?
You’ll often see volunteers running the simpler transactional income streams at a fundraiser (such as selling merch, raffle tickets, wine ring toss, and other games of chance).
At a conference or a fundraising event, greeting and registration can be staffed by a dedicated volunteer corps.
Some events have a special station such as a photo booth, game station, or an art activity where a charming volunteer host makes all the difference between guest engagement and guests ignoring the activation.
If you’re running a dessert dash or some other scheme where fresh items must be picked up and brought to the venue on event day, a well-organized group of volunteers is vital!
And of course, there’s everyone’s favorites: the beloved set-up and break-down!
Truly, any task (or set of tasks) that can be trained onsite makes a terrific volunteer opportunity. And volunteering is a terrific way to engage and build a relationship with those active, helpful members of your community who would rather help by *doing*.
This year, some organizations noticed that event volunteers had “lost the habit” of volunteering, and have been slow to return after the two- or three-year hiatus of the in-person event during the pandemic. We’re advising all our clients to start a little further in advance to build excitement and recruit your volunteers, as you may find yourself working with a brand new group of people. If any of your long-standing helpers are still showing up, make sure to honor their expertise: ask them what works best, make sure they’ll have the supplies and training they need for success, and ask if they’ll help train and guide the newer volunteers at their station.
One way you can rebuild and sustain your volunteer corps is by treating your volunteers very well. Clear, concise communication in advance of the event, a clearly defined set of roles during the event, a safe and comfortable place to work, plenty of water, a full meal (and the time to sit down and eat it) while onsite … these are things that will make your volunteers feel loved and appreciated, and keep them coming back year after year.
We can see volunteers in action at the check-in table, helping an event guest as she arrives at the King County Library System Foundation Event: Literary Lions Gala 2023 held at the Hyatt Regency Bellevue. Photo Credit: Vivian Hsu Photography
[Image description: One person with a large handbag is leaning towards a table, holding her wallet. On the other side of the table, some people are seated and others are standing, all are working wearing ‘volunteer’ badges. On the table, we see laptops, stacks of tote bags, and stacks of paper programs.]
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