Volunteer Management That Works

“Show up around seven and we'll find something for you” is how good volunteers end up standing around while the organizer runs in circles.

Give each person a real job, a start time, an end time, and somebody to report to. Tell them what to wear and whether they'll be lifting, handling money, or directing cars. Feed them, give them water and breaks, and let them know when their shift is actually over.

Recruit people into real jobs: north-gate greeter from 7:00 to 10:00 is easier to understand than “morning help.” Include physical demands, outdoor exposure, and whether the role handles money, vehicles, or conflict. Use a standby list for the inevitable no-shows without scheduling so tightly that one absence breaks the gate.

Brief teams in small role groups after a short all-hands welcome. Give each person a supervisor and a way to call for help; volunteers should not invent policy for an upset entrant. At shift change, require a handoff. Afterward, thank people promptly and ask what confused them—their view often reveals problems leadership never saw.

Recruit for specific shifts

“Help needed” produces vague commitments. Ask for a named role, arrival time, release time, supervisor, and physical requirements. Send a one-page role card before the event, repeat the briefing on site, and arrange water, breaks, food, and a clear handoff at shift change. Reviewed and updated August 2026.