The secret to successful event volunteer programs

The common myth of recruiting excess volunteers to allow for no shows is just that, a complete myth.

The secret to a successful event volunteer program is simple - engage with volunteers authentically, treat them with the respect they deserve and they will turn up!

Volunteers aren’t just a workforce, they are your ambassadors and often your directors of first impressions.

Find out how the Bastille Day French Festival recently achieved an almost 100% attendance rate. 

As Richard Branson says, “If the person who works at your company is 100% proud of the job they're doing, if you give them the tools to do a good job, they're proud of the brand, if they were looked after, if they're treated well, then they're gonna be smiling, they're gonna be happy and therefore the customer will have a nice experience.”

We had the pleasure of working with the 2022 Bastille Day French Festival Melbourne to train, schedule and oversee the volunteer workforce.

The program brought together members of the French, event, hospitality, tourism, university and multicultural communities along with returning volunteers from previous Festivals. 

We recruited across a variety of channels and the focus was always the experience we could provide. Volunteer recruitment shouldn't just be the ask. It needs to give something to the volunteer in return.

We built this into our communications and started building the excitement from the very first point of contact. This strong communications created a strong community and a strong program.

Bar a few illnesses (to be expected), we had nearly 100% attendance rate and a fully committed, engaged and passionate workforce.

In fact their energy and enthusiasm was palpable - reflected through the amazing feedback received from guests and stall holders.

How did we achieve this?

• We asked them and listened about why they were interested in volunteering
• We maintained clear and regular communication with them
• We were open about the moving operational goal posts of an event and potential shift changes
• We were transparent in their roles and potential reallocations
• We held online meet and greets and pre event training
• We sent reminders and rev ups in the lead up
• We preempted the ebbs and flow of the event and planned their roles accordingly
• We had a dedicated team leader on the day
• We invited them to participate in event activations as our guests
• We ensured recognition throughout the event verbally, publicly and via social media
• We followed up with thank you messages

What we could offer them was always our focus, not what we needed or wanted from them - and we carried this through in everything we did. We may not have always got it 100% right but we gave it our best shot and will continue to grow and improve.

Treat your volunteer workforce with respect and the return is far beyond the investment.

If you need help with your event's volunteer program, contact us today. Call us on 03 8600 9660 or email us on info@fetchingevents.com.au - we would love to help you fetch amazing results with your volunteer workforce!

Author

Fetching Events & Communications is a boutique agency that works with the community, for the community, specialising in project management, event management, communications and volunteer engagement. Combining our international event experience in media with our communications knowledge and skills, Fetching Events & Communications provides a fully integrated events, volunteer engagement and communications service.