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In it for Event Success

5 Ways to Get Volunteers Settled on Event Day

Posted by InitLive on Jun 5, 2019 9:02:00 AM

Get-volunteers-settled-on-event-dayYour event is all set. The vendors are on time, and the public will be arriving in just a few hours. Suddenly a horrifying thought pierces your brain: What if the volunteers don't show up? Well, if you've made all the key information available to your volunteers, you have nothing to worry about. Here are five things volunteers need on the day of the event so that they can get settled quickly:

1. Maps/directions

Location, location, location. First-time volunteer arrivals need to find out where they are and where they need to be. Help them orient themselves quickly by allowing them online access to maps and accurate directions well before the event takes place. Lastly, have human staff and AI standing by to respond to communications from those who request additional directions at the last minute. 

2. Parking, traffic updates and driver safety

Don't let your volunteers rely exclusively on landmarks around the event site while they're arriving for the first time. It may even be a good idea to make parking vouchers available online for those who have pre-registered. And if your event is located at a site with dense traffic, say at a sports complex or within an urban college campus, provide updates on weather, construction, and accidents for incoming volunteers who are following a potentially harrowing on-site route as they drive to the parking area.

3. Online registration and sign-in

Once your volunteers arrive, make sure that they don't feel like they're standing around: provide online registration and check-in for the tech-savvy early bird. For those who prefer a more personal approach, have an information table with staff ready to greet volunteers. And ensure that your team members are ready to assist with online registration, print out name tags, or generate receipts.

4. Shift schedules, duties, and brand persona

These should be made accessible online before your volunteers step foot on the scene. On the day of the event, updates should be made in real time, and volunteers can sign up for alerts for schedule changes and other vital information. Also, have a list of duties posted online for volunteers in each major area, as well as a checklist for dress code and performance expectations.

5. Chain of command 

Finally, your volunteers need to know the chain in command. Provide them with access to online lists of team leads, line managers, and event administrators, as well as a contact list of their fellow volunteers. They'll know who to turn to as their direct report, and they'll also be able to contact other volunteers to make independent shift changes. While your volunteers enjoy a sense of autonomy, upper-level event leaders are freer to handle the broader aspects of the event. 

InitLive is an all-in-one event staff scheduling and communication tool which event professionals use to plan and orchestrate a safer, more organized, and more successful event. Use InitLive to make your administrative work easier. And help get your volunteers quickly and safely to where they need to go -- so that everything is good to go, right from the start.

For more information on organizing successful events through exceptional volunteer management, check out our resource page!   

Topics: Volunteer Management