Even with the best of charity, no fundraising event would survive without the involvement of several volunteers and this is also true for smaller non-profit organizations. Whether managing kiosks, welcoming participants, helping with assembly and dismantling, etc., their help is essential.
1 – Recruitment:
Finding the right volunteers can be a very difficult task. As a non-profit organization, it is essential to have interviews, or at least to plan a short meeting with each of the interested parties. Not all the services a volunteer offers must be taken …
First, make sure they understand your values and goals, and then assess if they have the skills to do the tasks you ask.
You cannot be as selective as in an interview for an employee, but be convinced, from the start that you choose the right volunteers for successful fundraising events.
2 – The distribution of tasks:
Once you have found the right volunteers, you must now give them the right tasks. Begin by first learning how to know them, what are their motivations, what do they like in events, why do they want to give time for your event? By answering these questions, you can assign the right volunteer to the right task.
For example, do not entrust the task of monitoring a blocked street to someone who likes contact with the public, place them at the reception desk for they will be more motivated to give you better results.
3 – Information:
It is important to provide clear information to volunteers regarding fundraising events. Since they are not part of the organization during planning, they cannot know all the details. Event managers, in most cases are in direct contact with the participants, so they will be the first to be questioned by the participants.
Also, to make sure that everything goes smoothly, make sure that all volunteers can communicate with you, or a responsible person, at all times. You do not want them to make bad decisions with lack of information.
4 – Instructions:
On the day of the charity event, you must reserve time for a “briefing” with them. Have them arrive in advance and take the time to explain to them what to do. Provide instruction sheets that they can keep with them and refer to, if necessary.
Also ensure that all volunteers know the tasks of other volunteers during the course of fundraising events. In cases where some volunteers do not turn up, you can replace them with another who already know what to do.
5 – Meals, expenses and rewards:
It is absolutely necessary to reserve a budget item for volunteers at fundraising events. Although they do not expect to be paid, they do not expect to have to spend either.
If they have to eat, you have to provide the meal. Make prior agreements with your caterer or find a sponsorship.
Same thing applies for traveling. If they have to use their own cars to travel a long distance, make sure to at least pay for the gasoline.
And finally, think about rewarding them by thanking your volunteers. It’s not mandatory that it’s expensive, only a little something that will prove you appreciate their involvement. For example, if you have promotional items (sweaters, caps, etc.) to the effigy of your event, book in a few for them. You can also offer them a discount at one of your sponsors, a gift card, etc.
Certainly, although it is essential, the management of volunteers is not an easy task. However, by applying these tips, your experience will be more enjoyable and if your event is recurring, you will have less and less difficulty finding, motivating and keeping your volunteers.