Introduction
Volunteers are the cornerstone of many events, whether it's a festival, a sports race, a conference or a fundraiser. Their commitment ensures that the event runs smoothly and efficiently. However, managing them requires rigorous organisation.
From recruitment to on-site coordination, motivation and recognition, every step is essential to ensure a positive experience for both volunteers and participants.
Why are volunteers essential to an event?
The key role of volunteers in the organisation
Volunteers fulfil a variety of indispensable roles. They are responsible for welcoming participants, managing registrations, supervising the various activities, providing logistical assistance and sometimes even security. Without them, organising an event would be much more complex and costly.
The benefits of a well-managed team of volunteers
Their presence brings an energy and dynamism that makes the experience more welcoming for the public. A well-managed team of volunteers helps to improve the efficiency of the organisation, optimise the running of activities and ensure a quality service. What's more, when they are properly valued, volunteers stay involved and return from one edition to the next, creating a real community around the event.
Recruiting volunteers: where and how do you find them?
Defining the needs and tasks of volunteers
Before you start recruiting, it's important to define the needs of the event. How many volunteers are needed? What tasks need to be covered? What are the working hours involved? A clear description of the tasks to be carried out will help to attract motivated people and avoid misunderstandings.
Where can volunteers be recruited?
Volunteers can be recruited via various channels. Social networks are an excellent way of advertising and reaching a wide audience. Volunteering platforms can also put organisers in touch with people who are already involved in this type of activity. Schools and universities are also a good source of volunteers, as many students are looking to gain experience in organising events. Finally, local associations often have a network of volunteers ready to get involved.
When recruiting, it is essential to take into account the skills and availability of applicants. Some posts require specific skills, such as first aid management or foreign language skills for welcoming an international audience. It is also important to ensure that volunteers are available at the times requested, to avoid last-minute cancellations.
Organising and managing volunteer teams
Distribution of tasks and responsibilities
Once volunteers have been recruited, their work needs to be organised efficiently. The division of tasks must be well thought out so that each person knows exactly what they have to do and who they should contact if they have a problem. A detailed schedule helps to avoid work overloads and to ensure that all tasks are covered at every moment of the event.
To ensure good coordination, it is useful to appoint zone managers or team leaders. These people facilitate communication between the volunteers and the organisation, and enable a rapid response in the event of unforeseen circumstances.
Communication and coordination of volunteers
The importance of a clear and precise briefing
A good briefing is essential before the start of the event. It should include a general presentation of the event, a detailed explanation of the tasks to be carried out, safety instructions and the contact details of the people in charge. Clear, structured information helps to avoid mistakes and establish a climate of trust.
Tools for fluid communication
During the event, communication must remain fluid. Instant messaging tools such as Slack, Imagina or Trello enable information to be passed on quickly and unforeseen events to be managed in real time. It's also important to have a system for notifying people of absences or last-minute changes, so that the schedule can be adapted to suit your needs.
Volunteer training and support
Training volunteers in advance is an excellent way of preparing them and making them more effective. People who know their role well feel more at ease and more involved in their mission. Training can take the form of a face-to-face workshop, an explanatory video or a summary document sent by email.
During the event, volunteers need to be accompanied on the ground to answer questions and guide them if necessary. Managers must be available to help them and ensure that everything goes according to plan.
Motivating, recognising and retaining volunteers
A motivated volunteer is a committed volunteer. To keep them motivated, it's important to create a friendly team spirit and a good atmosphere right from the start. Offering meals, drinks or a T-shirt bearing the event's logo is a way of thanking them and reinforcing their sense of belonging.
Recognition is a key element in retaining volunteers. A simple word of thanks, a personalised message or a certificate of participation can make all the difference. Organising a thank-you evening after the event is also a great way of recognising their commitment.
Post-event monitoring and evaluation
After the event, it is essential to take stock of volunteer management. Gathering their feedback by means of a satisfaction questionnaire will enable you to identify the strong points and areas for improvement for future editions.
Keeping in touch with volunteers is also a good strategy for building loyalty. A Facebook group, a newsletter or a thank-you email can help maintain the link and keep them informed of forthcoming events where they could get involved.
Conclusion
Volunteer management is a key element in the success of an event. Good recruitment, effective communication and sincere recognition of their commitment ensure their motivation and involvement. By looking after their volunteer team, organisers not only ensure the success of their event, they also build a committed community ready to support future initiatives.
FAQ
How do you recruit motivated volunteers?
It's essential to communicate the benefits of volunteering and make people want to get involved by highlighting the benefits of the experience.
How do you manage a large number of volunteers without stress?
Organisation is the key. A good schedule, zone managers and effective communication tools help to structure the work and avoid confusion.
How can you avoid last-minute cancellations?
Regular follow-up with volunteers before the event helps to maintain their commitment. It is also useful to have a list of emergency volunteers ready to step in if necessary.
Why is it important to thank volunteers after the event?
Recognition is essential for retaining volunteers and encouraging them to return for future events.
How can you retain volunteers for future events?
Creating a link with them after the event, involving them in decision-making and giving them rewarding responsibilities will help to maintain their commitment over the long term.
