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Dec 14, 2016 9:07:00 AM by InitLive

How Volunteers Will Transform Your Large Event

Volunteer Management

volunteers-large-eventLarge events require many moving parts that can't possibly be supervised and completed by one person (albeit by those rare superheroes that confound us all - we applaud you!). Most of us mere mortals need extra help and, with limitations in budgets and staff, that help needs to come from volunteers. While recruiting volunteers may initially seem like a daunting task, it comes with many perks - both for you, the event manager, and the event itself. Here are the top 6 ways that volunteers will transform your large event.

The many hands (of your volunteers) will make light work 
You've heard it before and you know it's true. Don't be a martyr and take on more than you need to. Make considerations early on about what your staffing needs will be as you lead up to the event and on your event days. Do this with an open mind - imagine you had no limitations - how many people would you have? What would you have them do?

Volunteers have big hearts
Think about it - if people are willing to help at your event without pay, generally speaking, they will be more passionate than someone who's only being motivated with pay. Passionate people do what they can to go above and beyond, and, these will be the people that set your event apart. 

Volunteers can help promote your event
A volunteer's passion can go further than just the quality of their work. Their enthusiasm can be contagious too - one of many reasons why volunteers are perfect for promoting your event. Give them reasons and outlets to share about their involvement, create contests, tell them to invite friends and family, and more. With a highly saturated events market, this kind of promotion can go a long way.

A large volunteer team doesn't have to be daunting anymore 
But how can that be possible, you say? Well, as the events industry continues to advance, so have the tools that event planners can use. If you've ever thought to yourself that you wish there were tools better than spreadsheets and walkie-talkies, you'll be happy to hear that there are! Use a volunteer management software, like InitLive, that makes recruitment, scheduling, and communication easy.

Volunteers cut costs!
Using volunteers give you access to a variety of talent that would otherwise cost a great deal of money. For example, 100 volunteers working at a 5 hour conference at $12/hr, would cost $6000 ($12 x 5 x 100). While we can't forget to remember the costs associated with having volunteers (i.e. feeding them, appreciation gifts, etc), even with those expenses, you should still save a lot (not to mention the time it would take to ensure everyone gets paid).

Volunteers enhance the quality of your event 
Running an event is a large investment and there's a huge amount of pressure associated with achieving a safe and successful event day. A very important element to planning for this is delegating properly. When you do, you will have enough people to do their jobs well and without too much stress. It will also give you greater confidence that everything will run smoothly on event day.

So if you're not already recruiting volunteers for your large event, you're missing out on all these perks and more. Delegating is challenging (that's why a Google search will come up with an endless list of blog articles), but once you start leveraging the help of event volunteers, you won't look back.


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