As a meeting or an event planner, you are only going to be in one place at a time. However, there are always several tasks that are going to need to be done at one time. For this reason, you recruit some volunteers, which is extremely cost efficient. This allows you to delegate tasks to the volunteers so that everything can get done.
It sounds easy and great, but often times when you are working with volunteers some issues arise. It is important to remember that you are going to need to train your volunteers. Often times, the volunteers are not going to have any experience. In addition, you will need to provide clear directions to ensure that you have a successful event.
When you are planning to use volunteers for an event, there are several things that you can do to build a relationship with these individuals so that your event will be a success. Here are a few tips for working and managing a group of volunteers for any type of event.
The very first thing that you need to do is to make sure to let the volunteers know that you are available if they have any type of question or if they are uncertain about anything. You are going to want to make sure that they know you are accessible. It is better for them to ask you the first time, when they need it, than to do the task wrong and then have to go back to fix the issue.
Provide Clear Instructions
Make absolute certain that you provide your volunteers with precise, clear instructions. It is worth your time and effort to go through the event with them the night before if at all possible. This will give them a chance to ask you any questions. When you train the day of the event things can become quite chaotic.
It is important to remember that volunteers are not professionals. This means that you need to be extremely explicit. If you ask them for a BEO, do they know what that is? Do not assume that they do.
Make it Fun
Remember, these people are volunteering their time to help you out. Make sure that you are providing a fun atmosphere for them to work in. Do not get so overwhelmed that you start barking out orders and don’t even smile. This will not encourage anyone to help you out again.
Give Them Food
You need to make sure to provide the volunteers with food and drinks while they are there. Remember, these people are giving you their time without expecting any type of pay. The very least that you can do is provide them with a snack and a drink while they are at the event helping you out.
Above all else it is important that you thank each of your volunteers. Some event planners will provide their volunteers with gifts. One of the best things that you can do is to send them a personalized thank you note as this will be extremely appreciated.