Volunteers & Fundraising Groups

The use of volunteers and fundraising groups to support the planning and delivery of an event can be a mutually beneficial arrangement.

Many events would be unviable without the support of individuals and groups volunteering their time and labour. To ensure a fair exchange between the parties, it is prudent for event organisers to look at ways that they can add value to the experience of their volunteers through acknowledgement, koha, experience, training opportunities, work references, and more.

Volunteering New Zealand

Tūao Aotearoa - Volunteering New Zealand is an association of volunteer centres, and national and regional organisations with a commitment to volunteering in Aotearoa New Zealand.

The Best Practice Guidelines – Te Anga Whaitake have been designed by Volunteering New Zealand to support managers of volunteers at volunteer-involving organisations and events. These guidelines include seven best practice areas which are based around the volunteering life cycle journey which puts the volunteer at the centre.

  • Recruit and engage volunteers.
  • Welcome and onboard volunteers.
  • Volunteer support, leadership and management.
  • Train and grow volunteers.
  • Feedback and recognition.
  • Celebrate volunteer impact.
  • Exit volunteers.
Tips:

Recruitment

  • Develop clear and detailed descriptions of volunteer roles and responsibilities.
  • Identify and target groups or individuals likely to be interested in volunteering, such as local community groups, students, and clubs.
  • Create an easy and accessible application process for volunteers, including online registration forms if applicable.
  • Register your volunteer roles on online volunteering opportunity websites such as SEEK Volunteer.
  • Become a member of your regional volunteer centre Volunteer South to recruit and find volunteers in your region.

Training and Orientation

  • Provide thorough training sessions to ensure volunteers understand their roles, event logistics, and safety protocols.
  • Organise orientation sessions to familiarise volunteers with the event site, key personnel, and emergency procedures.
  • Supply volunteers with necessary materials and resources, such as uniform, maps, schedules, and contact lists.

Coordination and Communication

  • Assign a dedicated Volunteer Coordinator to manage recruitment, training, scheduling, and communication.
  • Maintain regular communication with volunteers before, during, and after the event through emails, newsletters, or social media.
  • Conduct on-site briefings to provide last-minute instructions and address any questions or concerns.

Scheduling and Assignments

  • Create shift schedules that are manageable and considerate of volunteers’ availability and preferences.
  • Assign tasks based on volunteers’ skills, interests, and experience to ensure they are comfortable and effective in their roles.
  • Ensure volunteers have scheduled breaks and access to rest areas to prevent fatigue.

Motivation and Engagement

  • Show appreciation for volunteers through recognition programmes, certificates, thank you notes, or public acknowledgments.
  • Provide incentives, such as event merchandise, meals, or small tokens of appreciation.
  • Organise social activities or gatherings for volunteers to build camaraderie and enhance their event experience.

Legal and Compliance

  • Ensure volunteers sign agreements outlining their roles, responsibilities, and any relevant policies, such as confidentiality and code of conduct.
  • Conduct background checks for volunteers if required, especially for roles involving children, vulnerable populations or handling money.

Health and Safety

  • Educate volunteers on health and safety protocols, including emergency procedures and first aid.
  • Provide any necessary protective equipment or attire for volunteers based on their roles.
  • Collect emergency contact information from all volunteers and ensure they know whom to contact in case of an emergency.

Feedback and Improvement

  • Conduct post-event evaluations with volunteers to gather feedback on their experience and identify areas for improvement.
  • Use surveys or feedback forms to collect volunteers’ opinions and suggestions.
  • Hold debriefing sessions to discuss what worked well and what could be improved for future events.

Post-Event Recognition

  • Host a thank-you event or celebration for volunteers to show appreciation for their contributions.
  • Send follow-up communication, such as thank-you emails or newsletters, highlighting the success of the event and acknowledging volunteers’ efforts.
  • Provide certificates of participation or letters of recommendation for volunteers to use in their personal or professional endeavours.
Useful Links:
Have you considered?
  • Where do I source volunteers and fundraising groups from?
  • What roles and responsibilities within your event organisation could be supported by volunteers or fundraising groups?
  • How will you recognise the contribution of volunteers?