Nonprofit event planners often face a recurring challenge: after investing time and energy into recruiting volunteers, many don’t return. This can leave teams scrambling to fill roles or manage tasks with fewer hands, making it harder to deliver a successful event. The disconnect often lies in how volunteers are welcomed, prepared, and supported throughout the process.
Retaining event volunteers isn’t just about getting them through the door—it’s about creating a volunteer experience that makes them want to stay. In this post, we’ll explore strategies for more effective onboarding, training, and ongoing engagement. These tips can help you build stronger relationships with your volunteers and encourage long-term participation.
Create an easy onboarding experience.
How you onboard new volunteers sets the tone for their experience with your nonprofit. A smooth, welcoming process can help new volunteers feel confident and valued, increasing the likelihood they’ll stay engaged beyond their first fundraising event. Whether it’s for a charity run, silent auction, or donation drive, well-planned volunteer onboarding is an investment in your event’s success.
Effective onboarding should include:
- A warm welcome. Make volunteers feel appreciated and excited to join your event by immediately showing gratitude for their interest in volunteering.
- Clear event details. Provide key information about the event’s purpose, schedule, and logistics.
- Contact information for the volunteer manager. Ensure volunteers know who to reach out to with questions or concerns.
- Role descriptions. Clearly outline what each volunteer’s role and responsibilities will involve.
- Training instructions or dates. Share details about any necessary preparation or training meetings they’ll need to attend before the event.
- A simple form to collect important information. Collect information such as contact details, preferences for roles or tasks, and any accommodations or special needs.
Consider whether it’s feasible to handle onboarding fully online. A digital system saves time by streamlining communication, forms, and training materials, but it can lack the personal touch that connects volunteers to your cause. If you go digital, add thoughtful touches like a personalized welcome email or live Q&A session.
A clear, positive onboarding process helps volunteers feel prepared and appreciated. By making the experience easy and enjoyable, you set the stage for a successful event and lasting relationships with the people who power your mission.
Provide flexible training opportunities for volunteers.
A well-designed training experience is essential for preparing volunteers and ensuring your event runs smoothly. By offering flexible training options, you can accommodate diverse schedules and learning preferences, helping everyone feel confident in their roles. Consider providing online training modules, multiple dates for in-person sessions, or live virtual meetings to ensure accessibility for all volunteers.
No matter the format, your training should cover key details and best practices to set volunteers up for success, including:
- Volunteer responsibilities. Clearly explain the specific tasks of each role, like setting up, greeting guests, or using event software, so volunteers know exactly what’s expected.
- Your event’s rules. Cover guidelines such as dress codes, auction rules, prohibited items, or rules for guest conduct to ensure everyone understands and follows the same standards.
- Communicating with other volunteers and staff. Provide tips on effective teamwork and how to handle questions or issues that may arise during the event.
- Communicating with guests. Share best practices for being approachable, helpful, and professional while interacting with attendees.
- Using your event software. Offer simple instructions or tutorials to help volunteers confidently navigate relevant tools like your silent auction platform or check-in app.
If your training sessions are in-person or live, consider incorporating team-building activities to foster a sense of community among volunteers. Beyond building community, this also boosts morale and helps them feel more connected to your cause. By prioritizing flexibility and thorough preparation, your volunteers will feel empowered and ready to make your event successful.
Support your volunteers at the event.
Creating a supportive and enjoyable experience for volunteers on the day of your event is essential to encourage them to return for future events. Here are key ways to provide that support:
- Offer a quick training refresher before the event begins. Review key responsibilities and expectations to help volunteers feel prepared and confident. Cover details like timing, gestures, and guest interactions. For example, if you include a live paddle raise fundraiser at a dinner event, instruct volunteer servers to wait to clear plates or engage with participants until after the paddle raise is over so they don’t distract from the action.
- Ensure help is always available. Assign a few team members to answer questions and assist volunteers during the event. Then, establish a clear line of communication, like a group chat, walkie-talkies, or an on-site volunteer manager, so support is always within reach if volunteers need help.
- Provide food and drinks. Offer snacks, water, or a full meal to keep volunteers energized and comfortable throughout the event. If you provide food for guests (such as at a gala), ask about volunteers’ dietary restrictions beforehand and accommodate their needs.
- Express gratitude for volunteers’ hard work. Publicly thank volunteers during the event to show their contributions are valued. Consider providing small tokens of appreciation, such as branded t-shirts or stickers, to make volunteers feel recognized and connected to your nonprofit.
By incorporating these practices, you’ll create a positive experience for your event volunteers, increasing the likelihood they’ll return to support your future events.
Follow up strategically with volunteers.
The end of an event is the beginning of building lasting relationships with your volunteers. Start those relationships off strong by leading with appreciation. Thank volunteers multiple times in different ways, such as by:
- Sending a heartfelt email right after the event to express immediate gratitude.
- Following up with a text message or handwritten note to make your appreciation feel more personal.
- Using a mix of communication methods to ensure every volunteer feels recognized.
Along with your thanks, send a post-event survey to gather volunteers’ feedback and suggestions. Follow up with updates later on after you’ve implemented their ideas to demonstrate that you value their input.
Then, share the impact of their contributions to empower volunteers and deepen their connection to your cause. In follow-up communications, you might provide event photos, success stories, and fundraising results to highlight their role in the event’s success. Show them the tangible difference their efforts made by sharing metrics like total funds raised or number of lives impacted.
Finally, encourage future involvement by sharing upcoming events and volunteer roles that match each volunteer’s interests. For instance, Double the Donation suggests highlighting volunteer grant opportunities to help maximize their impact. When crafting messages, center them around volunteer data, such as preferred communication channels and role preferences, to personalize your outreach and show volunteers you’re listening to them.
Build lasting connections with your volunteers.
Retaining volunteers is vital for the success of your nonprofit’s events and the overall strength of your organization. Volunteers who feel valued, prepared, and supported are more likely to stay engaged and return for future opportunities. With these tips, you can create an experience that fosters loyalty and connection. Remember, retention isn’t just about saving resources—it’s about building a community of passionate individuals who share your mission.