We talk a lot about the value of local. We eat local. We buy local. And we know how important it is to recruit locally. What are the best ways to leverage the presence of local volunteers?
Reaching out to community organizations is essential to both enlisting enough volunteers and incorporating your event into the hosting community. Schools often have incentives for students to pursue volunteer opportunities. Certain sororities and fraternities have service built into their bylaws. Service-minded organizations such as Kiwanis, Rotary Club, and Lions Club focus on community improvement and have great potential to partner with you.
By recruiting from a variety of entities, your volunteer base grows in diversity and gives you an effective snapshot of the city, suburb, or neighborhood you’re planning to reach. Each individual offers a unique understanding of the local context and can provide insight as to how to successfully tailor your event to the event location. Now let’s make the most of it!
1. Give Some Form
Before asking your volunteers about event details, gather as a staff to decide the aspects of your event that are most core to your mission and vision. You know your organization and its goals the best! List the qualities and methods that are central to who you are as an organization or to the event itself. These are your non-negotiables and therefore not up for discussion or debate with your volunteers. This may sound harsh, but by providing this structure before you talk with volunteers, the conversation remains focused and your volunteers better understand the overall goals of the event and organization.
2. Give Some Freedom
Now that your non-negotiables are in place, decide what is flexible! There is often a difference between “the way we’ve always done it” and “the way we should do it this time.” Your volunteers can help you bend and shift on these topics to maximize your overall effectiveness. Take a look at your logistical decisions, local marketing strategies, or any other areas that need to adapt to different locations, and bring in your volunteers! Utilize email surveys or plan volunteer forum opportunities. Identify key volunteers who seem most in-step with your work and invite them to planning meetings. It’s not wise to incorporate every idea, of course, but intentionally communicating with your volunteers helps you adapt to event locations and helps your volunteers invest in their work on a deeper level.
3. Get Some Feedback
While we strive to integrate great methods before the event, sometimes the best ideas come afterward. After an event, continue your volunteer communication to gather ways you succeeded and ways you can improve in the future. Keeping notes about what worked and what should be modified helps create an even better experience when you return and shows your volunteers that you’re listening!
Incorporating the voice of your volunteers may take patience and creativity, but the end result elevates your event from good to great.