Volunteer Resources

• You want to provide meaningful, fulsome but not overwhelming volunteer experiences which will enhance your event and ensure volunteers want to return. 
• How many volunteers will I need? Start by clearly outlining as many of the tasks needed for planning, set up, implementation as well as post event that you can. Where can you group these tasks to create roles? Which roles require expertise from your planning team and which do not? How long might each task take? 
• Create Volunteer Role Descriptions Each volunteer's role and responsibilities should be clearly laid out. This helps avoid confusion and ensures everyone knows what is expected of them. This should also include who volunteers will be reporting to, for larger events over 100 attendees, volunteers should report to someone on the planning team who is not the event lead. 
• Matching volunteers with tasks that align with their skills and interests will provide ensures that everyone can have a positive experience. For volunteers interested in expanding their skills organizers could encourage experienced volunteers to mentor newer volunteers. 
   

• Offer Orientation or Training sessions to familiarize volunteers with the event details, procedures, and any specific skills required for their roles. For smaller event this can be done just prior to the event for larger events with more details they should be conducted on a separate day. 
• Include information in your training about the overall event. It is important that your volunteers can clearly articulate your event's purpose, goals, and expectations.
• Information on basic emergency procedures should be included as well and designate specific roles in case of unexpected situations at your event.
• Ensure first aid station information and emergency contacts readily available for the volunteers to access or have a plan how they should proceed in the event this occurs.
• Consider including team-building activities within your training to also help volunteers get to know each other. This can foster a sense of camaraderie and teamwork to enhance the overall volunteer and event experience.
   

• For all but especially regularly occurring events it is helpful to develop a document or small handbook that includes important event information, contact details, and guidelines for volunteers. Many event organizers do this digitally now so volunteers can access this on their phones but have a plan if you are working with youth or adults who may not have a device. 
• Include expectations, event details, event schedules, emergency procedures, and any specific rules or regulations about your event.
   

• Include a Volunteer call out in your overall Event Marketing plans. Volunteers are crucial to the success of your event and you want to attract the best and brightest.
• Consider what type of marketing approach might reach the volunteers you are looking for options include posters, social media, newspaper ads, etc.  
• The City of Abbotsford Volunteer Services Division is happy to post volunteer opportunities on our website for local community and non-profit groups and events. This website is accessed by our database of over 1,700 City of Abbotsford volunteers. Email us at volunteer@abbotsford.ca  to submit your request.
   

• Offering perks or benefits when volunteers contribute their time to your event serves as a powerful gesture of appreciation. These tokens not only function as practical necessities during the event but also symbolize a tangible acknowledgment of their dedication and hard work.
• A t-shirt creates a sense of unity and belonging among volunteers, fostering team spirit and making the experience memorable.
• Providing a complimentary meal or snacks ensures that volunteers are well-nourished and energized, enhancing their overall satisfaction and motivation.
• Additionally, small tokens or items act as mementos, serving as a lasting reminder of their valuable contribution and encouraging them to participate in future events.
• By recognizing the efforts of volunteers through these thoughtful gestures, event organizers not only express gratitude but also cultivate a positive and rewarding atmosphere that encourages continued engagement.
   

• Promoting inclusivity and diversity in volunteer recruitment is not just about filling positions; it's about creating a rich tapestry of perspectives and experiences that enrich the entire volunteer team.
• When we actively seek volunteers from various backgrounds, cultures, and walks of life, we foster an environment where different ideas flourish, and creativity thrives. By embracing diversity in volunteer recruitment, we not only reflect the broader community we serve but also create a space where individuals from all backgrounds can collaborate, learn from one another, and collectively make a more significant impact. 
   

• A standardized volunteer application for is important to collect contact info for your volunteers but could also include some shift and introductory information to help with placement. 
• Consider who your volunteers will be interacting with to determine the level of vetting should be required. Volunteers who will be working with children or vulnerable person should undergo a Police Information or Criminal Records Check. 
• Volunteer Screening could include; 
  • An interview – group or individual interviews are a great way to determine role fit and placements
  • References – requesting a personal or professional reference via name and contact information or letter submission can provide some additional background. 
  • Signing a Volunteer Agreement or Commitment. Preparing a document to include information on what is expected of volunteers in this role provide a clear understanding of expectations.
  • A Police Information Check (PIC) or Criminal Records Check (CRC). Local police departments offer PIC usually for a reduced fee for volunteers. For Abbotsford Residents a PIC can be requested from the Abbotsford Police department for $27 in-person or online. 

To support British Columbia’s non-profit sector, the Province of British Columbia Criminal Records Review Act allows organizations that have volunteers working with children or vulnerable adults to have criminal record checks done by the Criminal Records Review Program (CRRP) for free. Check here to see if you qualify and sign up Criminal Record Check BC - Province of British Columbia.
 

• Create Shifts - If your event spans several hours or days, plan for several shifts to avoid volunteer burnout. Determine how many volunteers are needed for each shift using your task planning information.  
• Be flexible if you can with your schedule - Recognize that volunteers have other commitments. Be flexible with scheduling and offer various time slots or shifts to accommodate different availability.
• Account for Breaks - Ensure that volunteers have breaks during longer shifts. Adjust the number of volunteers accordingly to cover breaks without leaving tasks unattended.
• Volunteer Experience Levels - Consider the skill and activity level required for each task. Tasks that need specialized skills may require fewer volunteers but with specific expertise.
• Build in a Buffer - Plan for a bit more than the minimum number of volunteers needed. Having a buffer allows for unexpected issues or last-minute changes. For critical tasks, consider having backup volunteers, this ensures that essential functions are covered even if someone can't make it.
   

• If your event is large or reoccurring you may consider using volunteer management tools or software to streamline the process. Many of these tools can help you schedule, communicate with, and track volunteers more efficiently.
• Regardless of your scheduling tools, onsite paper backups are always recommended for schedules and volunteer contact info.
   

• Sending out scheduled shift assignments, requesting confirmations and reminder emails or texts with shift date, time, location information and an onsite contact number close to your event date is a great way to remind volunteers and to ensure they have all the information they need. 

• Create a system for all volunteers to check in upon arrival onsite. 
• Ensure you clearly communicate the location where and the person to whom volunteers need to check in with upon arriving for their shift. 
• Consider if volunteers will need to have a place to store their belongings. 
   

• Have a system in place to monitor how well tasks are being covered during the event. Do you more help than you thought in one area? Be ready to adjust volunteer assignments if some tasks are being overwhelmed while others are less busy.
• Have someone who is able to do regular check in with volunteers during their shift. Do they have all the information and supplies they need?  Do they need washroom or water breaks?   
   

• Consider onsite communication options for your event. There are apps which allow easy communication with all types of smart phone devices. Ensure volunteers are included in your onsite communication plans.
• Ensure changes and updates are communicated clearly and volunteers are able to access support when needed.
   

• Ensure volunteers have all the tools, materials, and information needed to perform their tasks effectively. 

• Create a way for volunteers to let you know they have completed their shift
• In-person, software, texting or sign out sheets are some options.  This an important to verify who on site in the event of emergency, for post event hours verification and for continuity of the event during a shift change. 

• Recognition and appreciation after an event help sustain the motivation of volunteers by acknowledging their hard work and the impact they made. When volunteers feel appreciated, they are more likely to remain engaged and committed to future events. 
• It’s important to acknowledge the efforts of your volunteers regularly, both publicly and privately. Not everyone likes to be recognized the same way. Public acknowledgements could include social media, newsletters, or your organization's website.
• Consider creating personalized thank-you messages, cards or letters, hosting a post-event recognition event or casual gathering or giving certificates to outstanding volunteers.
• Consider providing volunteers with a letter or certificate to verify their volunteer hours.  Many volunteers require this for school credit, work experience verification, reference letters and future volunteer placements.
   

• Conduct post-event evaluations with volunteers to gather feedback on their experiences. Use feedback to make improvements for future events and to show volunteers that their opinions are valued.