Quick Tips to Cover Your Bases When Planning an Event

Have you ever had an event go 100% according to plan? We wish it weren’t true, but we’re guessing your answer is probably no.

 

While it’s impossible to plan for every single thing that could go wrong, making sure you have adequate backup plans in place can help minimize the stress on the actual day of the event — especially if something does go awry. Here is a list of 5 quick tips to help you prepare and make sure you have those bases covered! 

 

Standby Volunteers 

People get sick and things come up. Have a specific sign-up for “standby” volunteers. Make sure to let them know that if they haven’t heard by a certain time the day of the event, they can assume they’re not needed and can get on with their original plans. 

 

Weather Plan

If you’re organizing an outdoor event, make sure you plan for mother nature. Do you have tents or shelter that can be utilized so the event can stay outside, or do you need an indoor space as a backup? Or can you set a “rain date?” There are a number of options, just make sure to have chosen one beforehand! 

 

First Aid 

Regardless of your event, make sure to have a first aid kit ready in case someone gets hurt. In general, check out the space (indoor or outdoor) and correct any potential safety hazards. For example, if you’re organizing a volunteer race, don’t choose roads with lots of potholes. 

 

Prepare Your Volunteers & Attendees 

Communicate helpful tips to volunteers and attendees. For example, if your volunteer race is on a trail that may have uneven surfaces, let them know. If you’re doing an activity that would be best with closed-toe shoes, make it required. 

 

The Right Volunteers 

Think carefully through the types of jobs you’ll need volunteers for leading up to and during the event. Then make specific roles for volunteers instead of just having everyone sign-up for a general “volunteer” position. Giving volunteers autonomy will be motivating to them, and will also ensure you’re utilizing their skills for the right thing. 

 

No event will ever be perfect, but that doesn’t mean you shouldn’t strive for the best possible experience for both your volunteers and your attendees! We hope this list helps your planning and we’ll cross our fingers that you’ll never actually need to use any of these tips. :) Happy planning! 

 

 

Julie Kent

Julie is a staff writer at VolunteerLocal. She enjoys living by the mountains, binging on Netflix, and volunteering.