![]() ![]() Start filling positions with the volunteers you have available, and if you still need more, start spreading the word that you have a need. Now that you know the roles, number of volunteers, shifts, and tasks that you need to make your event a success, determine if you have enough event volunteers in your current pool of volunteers to cover all the needed shifts. ![]() Having expectations clearly defined will tease out any misinformation, overlapping responsibilities, gaps of oversight, or poor assumptions. If you already have this written out for previous roles, be sure to review them to check for accuracy and make sure all the information is up to date. For example, if you need someone to keep the bathrooms clean, it’s unlikely you’ll find a volunteer willing to do this for an eight hour event, so break down the shifts into two shifts of four hours each.Ĭreate appropriate job descriptions for the positions, even if means just creating a short bullet point list. When doing this, take into consideration the shifts that will need coverage. Once you have a list of roles and tasks that need to be covered by volunteers, determine how many volunteers you’ll need for each position. For example, you might use a volunteer to manage the signage, and you might prefer to enlist the efforts of a graphic designer or a volunteer who has completed this task with success in the past. Mark any roles that can be done by new volunteers and those that might need to be completed by more experienced volunteers so you can be sure they’re filled accordingly. If these can be done by volunteers, write it down - even if you don’t have a title for the role yet. Think through both the high-level and detailed tasks that will need to be considered before, during, and after the event. Perhaps you need someone to collect vendor material coming in the mail, someone else to monitor trash cans during the event, and others to keep the bathrooms clean. Make a list of each and every possible role for which you might need a volunteer. If you or a member of your team has any experience with planning for this event in the past, determine how much time you’ll need to plan it and then add approximately 15-20 percent more time as a buffer to account for any unexpected emergencies or delays. Perhaps you’ll even need to plan multiple events at the same time. Consider the following planning tips when scheduling volunteers for your next event, and share any tips you’ve gained from experience in the comments below!ĭepending on how much time separates one event from another, you may need to start planning the next event as soon as you’ve finalized the other. And one of the most important aspects of planning an event is the volunteer team that will help make your event a success. That’s because when it comes to events, every detail counts. If you’ve ever been responsible for event planning, you know it’s common to pour months of planning into an event that may only last a few hours. ![]()
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