Tips to attract, motivate, and retain volunteers for events

Volunteers play a critical role in bringing events to life, from setup to managing logistics, and enhancing the guest experience. Engaging the right volunteers, motivating them, and ensuring they feel valued are key to creating memorable and successful events. Here are tips for how you can attract, motivate, and retain volunteers for event management.

Read till the end to find out the one thing which will guarantee success.

How to attract the right volunteers

• Define Clear Event Roles: Make sure each role is clear and exciting—whether it’s greeting guests, managing stages, or assisting with setup. People are more likely to sign up and stay when they know what to expect. Craft descriptions that align with the energy and creativity of the event. Don't forget to include start time and how long they are expected to stay.

• Promote Event-Specific Perks: Event volunteers can gain valuable hands-on experience that translates well into future event planning or management roles. Highlight these unique opportunities in your recruitment materials to attract volunteers interested in gaining experience or simply having fun with a purpose. A perk could also be free access to paid activities.

• Leverage Community and Online Platforms: Target local social media groups, schools, and community organisations to spread the word. Many people are looking to get involved in community events but need to know about the opportunity. A few well-placed ads or posts can bring in a wealth of volunteers.

  
  

Tips to motivate and engage volunteers

• Provide Orientation and Training Specific to the Event: Volunteers will be more confident and committed if they understand their role, the event layout, and the flow of the event. For large events, consider offering a site tour or briefing session to orient volunteers before the event day.

• Communicate the Event’s Impact: Volunteers want to know that their efforts matter. Share stories about the event’s purpose—whether it’s to raise funds for a local cause, build community spirit, or showcase local talent. This helps volunteers feel part of a larger mission.

• Offer Small “Thank You” Perks During the Event: Simple perks like meal vouchers, coffee, or designated rest areas can make a big difference to volunteers working long shifts. Knowing they’re appreciated makes them more willing to put in extra effort.

• Rotate Roles and Offer Hands-On Learning Opportunities: Events can be fast-paced, which is exciting but also challenging. Keeping things fresh by rotating roles lets volunteers experience different parts of the event, and it provides a well-rounded experience that many will appreciate.

  
  

  

  
  

Tricks to recognise and retain event volunteers

• Celebrate with a Post-Event Gathering: Hosting a small celebration or appreciation event lets volunteers reconnect, reflect, and have fun together. Share success stories from the event and recognise standout efforts.

• Provide Public Recognition and Certificates: Highlight volunteer contributions on social media, in post-event newsletters, or on your website. Many volunteers appreciate this recognition, especially those looking to add event experience to their resumes.

• Collect Feedback and Invite Volunteers for Future Events: After the event, send a quick survey to get feedback on their experience. Showing a genuine interest in their input demonstrates that you value them as part of the team. Many will appreciate being asked to join future events, knowing they made a positive impact. Don't wait too long after the event as people will have moved onto the next thing very quickly.

What not to do

• Overworking Volunteers: Events can be hectic, but it’s crucial not to overload volunteers with back-to-back tasks. Build in regular breaks, keep shifts reasonable, and ensure volunteers know where they can go for downtime.

• Provide Inadequate support or unclear Instructions: Unclear instructions can lead to confusion and frustration. Make sure volunteers have a point person for questions, a clear schedule, and quick access to information on the day.

• Underestimating the Value of a Personal Thank You: A face-to-face “thank you” or a personalised message after the event goes a long way. Volunteers need to feel their contributions were noticed and appreciated.

Volunteers can be an event’s greatest asset, bringing passion, energy, and invaluable hands-on support. With the right strategies in place—clear roles, engaging training, and meaningful recognition—your event will not only run smoothly but leave volunteers feeling rewarded and eager to return. By building a loyal volunteer base, you’re setting the stage for future event success and a supportive community network that grows with every event.

Although most of these tips and tricks are common sense, due to the hecticness of events, things get often overlooked. Putting a dedicated volunteer manager will in place will ensure nothing is missed. This role is a perfect opportunity for a returning volunteer.

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