Volunteers are often at the heart of an event’s success, whatever it may be. Their commitment and energy help turn a simple activity into a memorable experience. However, volunteer management is not a trivial task: it requires diligence, organisation, and attention. A well-coordinated team can significantly improve event efficiency, while poor management can lead to confusion and disorganisation.
Here’s a detailed guide on how to successfully manage your volunteers, whether for a festival, a sports race, or a cultural event.
Summary
1. Define clear objectives and a detailed schedule
Volunteer management starts well before the big day. It is essential to determine the tasks to be completed and assign specific missions to each volunteer. A poorly defined or poorly distributed task can lead to confusion that will affect the entire event.
Identify needs and create a detailed schedule
Start by assessing the event’s needs. What are the key positions? How many volunteers are required? Tasks can range from welcoming participants to managing refreshment stations, ensuring security, or assisting technical teams. Once you have a clear idea of the roles, develop a detailed schedule.
The schedule must be not only precise in terms of dates and times but also flexible. It is often necessary to adapt to unforeseen events such as delays or last-minute changes. A volunteer management platform, such as WeezCrew, makes it easy to plan these adjustments quickly and transparently.
Planning and assigning tasks
Once the roles are defined, distribute the tasks logically and evenly. For example, for a sporting event like a race, it is essential to have volunteers in strategic areas such as the start line, finish line, and refreshment stations. A well-thought-out distribution will enable better coordination within the team.
The goal is for each task to be clearly described, so volunteers know exactly what they need to do, when, and where to go. This will reduce the risk of errors and ensure better organisation.
2. Establish clear and ongoing communication
Communication is one of the pillars of successful volunteer management. Without a constant and clear flow of information, misunderstandings can easily arise.
Pre-event communication
Before the event, it is essential to communicate clearly with your volunteers. Provide them with all the necessary information: schedules, meeting locations, specific tasks, safety instructions, and codes of conduct. Good preparation avoids last-minute mistakes and ensures that volunteers feel involved from the start.
Tip: Sending automated emails through a dedicated platform, like WeezCrew, can simplify this step. By sending a confirmation email with a summary of essential information (schedules, tasks, emergency contacts), you ensure that your volunteers have everything they need before even starting.
Communication during the event
Once the event has started, it is crucial that communication remains fluid. Volunteers must be able to contact you easily if needed and receive real-time updates. WeezCrew offers an integrated and centralised communication system, allowing for the sending and receiving of SMS messages for both organisers and volunteers. This enables immediate information transfer and allows for responding to urgent requests without delay.
For example, if a volunteer has a last-minute issue, such as an emergency or an unexpected absence, they should be able to contact a manager quickly. Similarly, you should also be able to inform volunteers quickly of any last-minute changes or adjustments.
Post-event communication
Volunteer management does not stop at the end of the event. It is just as important to thank your volunteers and provide feedback on how the event went. This can be done through a simple thank-you message but also through a satisfaction survey to gather feedback on their experience.
3.Train and support volunteers for optimal organisation
Adequate volunteer training
Good volunteer management always starts with well-thought-out training. It’s not enough for each volunteer to know their specific tasks; they must also understand the overall objective of the event. This creates a sense of belonging and strengthens volunteers’ commitment. A brief training session beforehand helps each volunteer feel more prepared and confident in their tasks, which improves their effectiveness. Additionally, this has a direct impact on the quality of the event.
Organise a briefing session
Before the event, a detailed briefing is a must. It’s the opportunity to present the event as a whole, explain the tasks and safety instructions, and answer volunteers’ questions. An interactive briefing encourages volunteers to ask questions and express concerns. Using tools like WeezCrew can facilitate the organisation of this briefing and the dissemination of important information. This moment also provides an overview of the event’s schedule and ensures everyone understands their role within the organisation.
Practical training on the ground
Certain tasks, such as access management, serving the public, or dismantling, require specific skills and a good knowledge of the event’s environment. For this, it is essential to organise practical training sessions on the field. These sessions allow volunteers to familiarise themselves with the site’s real conditions and acquire the necessary reflexes to handle the situations that will arise. This helps them prepare better and boosts their confidence. A proactive approach in advance ensures smoother operations and a better experience for all event participants.
4. Create a united team
A successful event relies not only on efficient logistics management but also on team spirit. A united and supportive group of volunteers is not only more motivated but also more productive and easier to manage. Cohesion among volunteers creates a positive atmosphere, which is essential for overcoming stressful moments and dealing with unforeseen circumstances.
Organise social events
Volunteers are not just people who carry out tasks. They often get involved out of passion or the desire to contribute to a project. To encourage this dynamic, it is essential to organise informal events that help build connections. These events could take the form of collective lunches or pre-event activities to strengthen solidarity within the group. Such an approach shows that you care about your volunteers’ experience, not just their contribution to the event’s success. These social moments also provide an opportunity to address any questions or concerns, further improving communication and creating a more pleasant working environment.
Strengthening team spirit during the event
Throughout the event, it is important to encourage volunteers to support each other. Teamwork is crucial for managing tasks efficiently, and the more united the team, the better the performance. This solidarity can be further enhanced by offering work formats that promote collaboration, such as collective tasks or regular meet-ups for sharing updates. Volunteers will be more satisfied with their experience and more likely to engage in future events, especially if the event highlights their contributions and the impact they had. Creating a convivial and supportive atmosphere during the event is therefore essential for maintaining a positive team dynamic.
“With WeezCrew, we’ve noticed a strengthening of the community spirit, especially thanks to the community tab that brings all our volunteers together in one space.” Flore, Volunteer Manager, Paris Marathon
5. Monitor and evaluate volunteer performance
Monitoring volunteers during the event is crucial for ensuring everything runs smoothly. It allows for quick problem resolution and provides feedback to improve the volunteer experience.
Real-time monitoring
Effective management involves real-time monitoring. This means appointing someone to supervise volunteers, check task progress, and intervene if needed. With tools like WeezCrew, organisers can track tasks and their progress directly from their account, ensuring a smooth event. This instant monitoring also allows for quick reactions to any setbacks, preventing negative impacts on the volunteer experience.
Continuous feedback and final evaluation
It’s important to have a feedback system, whether formal or informal, to gather input on volunteer performance. These evaluations can happen through spontaneous conversations, but it can also be useful to structure the process with a post-event questionnaire. This feedback helps acknowledge volunteers’ contributions and thank them for their involvement while identifying areas for improvement. It also provides an opportunity to discuss their impressions of the event’s organisation and refine recruitment strategies for future events.
6. Fidéliser les bénévoles pour l’avenir
One of the long-term goals is to retain volunteers for future editions. Volunteers who feel appreciated and respected are more likely to return for other events.
Build a long-term relationship
Volunteers are valuable assets for events. To retain them, it is essential to offer sincere recognition and attractive perks. For example, participation certificates or privileges such as exclusive access to certain areas or invitations to private events can strengthen their commitment. Furthermore, offering opportunities to get more involved in organising future events will create a lasting connection, fostering their loyalty. This contributes to their sense of being part of a larger, valued network that they’ll be happy to return to.
Use management platforms for retention
Management tools like WeezCrew are also invaluable for ensuring retention. They allow organisers to create a database containing key information on each volunteer: their availability, preferences, and past experiences. This approach helps anticipate the needs of each event based on volunteer availability. It also encourages the creation of a true volunteer network, facilitating communication via SMS and increasing the chances of retention.
Organisers can also send targeted messages through channels such as social media, event pages, or simple emails, creating a long-term retention strategy.
Volunteer management for your events
A solid work framework, fluid communication, and appropriate supervision not only optimise organisation but also create an environment where volunteers can thrive. By following these principles and using the right management tools, you will ensure the success of your event while creating memorable experiences for your volunteers.
With tools like WeezCrew, optimising management and improving the volunteer experience ensures their retention.
