How to get enough good volunteers

One of the great problems of special events is the shortage of volunteers. Events do take a lot of labour-power. A small board can be overwhelmed. Staff alone can never keep up. If you hire people to run the event, the costs go through the roof. You may not know any now, but you can recruit them, more easily than you think. Here are the secrets.

1. Do the homework of special events fundraising. Find out how to organize the event. What jobs will you need to create and recruit individuals for? Do this homework by reviewing the plans and results of previous events of a similar nature. Look at the experience of your own organization. Examine events hosted by another agency in your community. Experienced organizers will alert you to essential volunteer roles you might not discover you need till it's too late!

2. Create an organizational chart. An organizational chart is helpful for two reasons:
• First, you will have a chance to clarify roles and relationships between various players in the special event organization.
• Second, you have a tool to use to recruit and orient others. Then everyone knows how he/she fits into the big picture. You may want to include a Volunteer Recruitment Coordinator in your plan, so that there's someone designated to recruit others.

3. Do a basic calendar of organizing. Plot a schedule. Base it on your research, your own experience and your planning skills. Work backwards from the date of the event to be sure you have enough lead time for each activity. Allow time for mistakes, delays and a little procrastination by your organizers.

4. Develop job descriptions for each task within the plan. Before you recruit volunteers, you must know what they have to do. In addition, people are entitled to know what's expected of them before they agree to take on a task. Including the purpose and responsibilities of a job is fundamental to good volunteer management. Include notes on:
• time required
• length of commitment
• qualifications or skills required orientation or training provided
• benefits to gain.

You can sometimes find example in files of past events. Or perhaps you can ask someone who has done the job before to write down what the task involves. Get it on paper.

5. Recruit the best possible person for each job. Make sure everyone knows you need help. Post the job descriptions on public bulletin boards in your office. Include "help wanted" ads in your newsletter. Contact the Volunteer Centre in your community and ask for help in these activities.

Volunteer Job Fairs are being held in more and more communities. Here's how they work. Several non-profit groups get together on the same day with tables displaying information on their work and their need for volunteers. The public is invited to browse among the booths looking for a volunteer opportunity that suits them. These can be sponsored by a volunteer centre, or a corporation. ManuLife Insurance, for example, has held them in the cafeteria of their main office building.

Volunteers can also be recruited from specific groups. The Junior League, a national service organization of women, for example, has an excellent training programme to improve its members' skills. They place members on the boards of non-profit groups to help them improve their systems. Retired people are another source of extraordinary talent. In some communities, you can recruit with the help of organized senior citizens' associations. There are also special interest seniors' groups, such as the Canadian Auto Workers Retirees Club, or the Retired Rotarians. Open recruiting like this is the process of telling the world you need help and waiting to see who will apply. It's fine for the troops who do all the day-by-day work.

For specialized skills and campaign leaders, you need a different technique. Face-to- face recruitment is the most successful way to get the people you need. While thinking of the qualities you need for each job, go through a list of your members, supporters and contacts. Include outsiders who might be friendly. Consider who might be the best fit. Make a list of potential candidates for each job, prioritizing the names to contact.

6. Encourage the event's leaders to contact the potential candidates. The chairpeople of the event should interview the potential candidates, just as if they were hiring for a job. Even if there is only one possible candidate, this communicates your seriousness. It usually makes the task more attractive. Use the job descriptions, calendar and organizing chart. The chairperson's goal is to determine if the person is interested, able to do a good job, and available.

7. Immediately recognize the recruitment of volunteers. Send each volunteer that you select a letter confirming his/her appointment. Include a copy of current plans for the event. Invite him/her to an organizing meeting.

8. To be effective, volunteers must have information and perspective. Keep in contact with volunteers. Be sure they are fulfilling their responsibilities -- and catch any problems early. Help them if problems do occur. Encourage their creativity and commitment. Keep them apprised of the overall picture.

9. Confirm everyone's involvement before the Big Event. Have a pre-event coffee meeting the day before the event to be sure all will go smoothly. Halifax organizer Ray Pierce says, "Don't trust anybody! If you haven't checked it, it hasn't been done."

10. Recognize hardworking volunteers -- at the event itself and afterwards. Recognition consists of both saying "thank you" and being open to constructive criticism. Remember these people came to know the realities of a job. Collecting their comments soon after an event improves the event next time.

What jobs do you need to fill?
There's nothing more frustrating than discovering at the last minute that you forgot to fill a crucial job. There are hundreds of different volunteer role in all the. different types of events. It would be impossible to list every one of them. But it is possible to suggest a few you should consider.

Here is a list of types of volunteer activities you may find useful in organizing your special event:
• Overall Event Co-ordinator;
• Beer/Wine/Liquor Co-ordinator;
• Car Parking Organizer;
• Clear up Crew;
• Decorations Co-ordinator;
• Emergency Crew (in case of no-shows);
• Entertainment Co-ordinator;
• Financial Management/Accounting/Banking;
• Food Co-ordinator;
• Graphics Designer (ensure coordinated theme);
• Media Liaison;
• Patrons/Head Table Co-ordinator;
• Person to get licenses, permits, check laws;
• Production Co-ordinator;
• Program Committee;
• Publicity Co-ordinator;
• Secretary;
• Security people;
• Signs/Directions;
• Aide Solicitors of in-kind donations;
• Souvenir Supplier;
• Special Arrangements Aide;
• access for the disabled;
• child care;
• sign language interpretation;
• Technical Equipment Aide;
• sound equipment, lighting equipment;
• Ticket Sellers;
• Union clearances for musicians, actors for serving staff, if needed;
• Ushers/Hosts;
• Volunteer and Donor Recognition Co-ordinator;
• Volunteer Recruitment Co-ordinator;
• Welcoming Committee.