Volunteers

Many events include support from volunteers both in the planning and implementation stages of your event. The support volunteers provide an event is invaluable and volunteers should be made to feel this way by the event organisers.

Where to recruit volunteers

In planning to recruit volunteers you may like to think about the type of event you are organising and what sort of people would be interested in being involved in your event.

There are a number of TAFE and University courses in event management with students eager to gain on-ground event experience.

Artshub and Our Community are two websites where you can advertise for volunteers.

If you would like further advice on recruiting volunteers you can contact Council's Cultural Event Officer.

What information should be provided to volunteers

At the minimum volunteers should be given clear instruction on:

• the event program and purpose - this way volunteers can answer questions and are familiar with the days proceedings
• their role at the event. This information should be clear and preferably provided to the volunteer prior to the event. The more detail you provide the volunteer about what you would like them to do the more they are able to use their own initiative on the day, and 
• occupational health and safety and emergency management procedures. Volunteers should not be required to undertake any of the emergency procedures unless appropriately trained and qualified. They should, however, be well informed about what to do in the event of an emergency and who to contact.

Managing volunteers at an event

Volunteers will often be the face of your event and much more accessible to the public than you as the event organiser. It is your responsibility to ensure volunteers are well informed and happy so that they can be the face you want them to be at your event.

You should consider how busy you are likely to be during the event and allocate a staff member or volunteer to be the contact person for volunteers if you are likely to be busy.

Most importantly show volunteers your appreciation for their efforts. Where possible provide them with a meal and drinks throughout the day. Thank them and invite them to any post event celebrations. Request their feedback and make sure they feel valued. If you do this you are more likely to retain volunteers for future events. 

Further information

Some information on Our Community can help you with managing volunteers.

Further information on the management of volunteers can be found on Volunteering Victoria.