Event Planning with Volunteers

Event Planning with Volunteers

            There may be a time where you will be in charge of planning an event that involves volunteers. These volunteers are great assets that will allow the event to happen at a much lower cost. This cost savings is an even greater importance when the economy has cut event revenues to a bare minimum. How is the best way to go about organizing the unpaid workforce for an event?

            It should go without saying that each volunteer wants to feel that they have an important part, and that they are appreciated. Whatever you do, do not waste the unpaid helper’s time. Holding a meeting where no new information is presented, and where feedback or information is not sought, should be avoided. You will also want to avoid spending time with only a few select individuals, while ignoring the rest. Everyone that shows up should be equal in importance to you. Then what should the organizer do?

            An event planner should use this precious resource wisely. You may find in this rough economy that there are fewer volunteers. This means that efficiency is of the utmost importance. There are two parameters that need to be used in planning the people’s assignments. One is to have a list of assignments ready for the person to look at and check off their top three likeable duties. Giving the person the ability to pick their most liked duties will go a long way in satisfying the needs of the worker and may help influence them to work other events that you may hold in the future.

            You will also want to have a little questionnaire section below the list of possible duties. This list should help you decide how best to schedule that person and what duty to assign. Do try to keep the assignments within the top three assignments the person chose. The questionnaire should ask if they have cashier experience. If a person has this experience and one of their choices was selling tickets, then by all means, that would make you and that person happy. The more focused the duties and skills are, the more important it is to match each one. You may want to ask if a person is a First Responder, or Emergency Medical Certified.  By nature, these people will be on the watch for visitors with signs of distress such as heat stroke and be able to provide assistance. If put in a position where they are removed from the people and working in a backroom somewhere would be a disservice to the attendees. Putting people in the right places will also help protect you in a legal situation.

            In regards to the legal aspect, you will also want to ask if the volunteer has a felony conviction. You will probably want to put that person working somewhere away from children and other conflict raising duties. Sure, the person may not be honest and admit a felony, but it will go a long way in showing your concern. Please do not consider anything said here as legal advice since I am in no way an attorney. The scenarios are only mentioned to help you as an event planner see all aspects of the planning process.

            Considering the wants of the volunteers, the needs of the organization, and a strong consideration for individual attributes, the event should be uneventful (in a good way). Like with all relationships, some will work and others will not. You will however, find that merging people and duties in this suggested way will cut down on a lot of conflict and increase productivity. Following these simple suggestions, your event will be a success for all concerned. Try them and see the results. You may be surprised at how many repeat volunteers you have at your next event.