Event Volunteer Prep: Making the Most of Your Nonprofit’s Event

It’s Right Before Your Event Begins

Thank goodness for our event volunteers! They man the check-in tables, greet guests, and help with the silent auction – not to mention numerous other activities, both big and small. Without them, we would not be able to hold our yearly fundraising event. 

But are you making the most of their presence at the actual event? Here is a check list to consult as you plan for your next event. 

1. Are your event volunteers visible?

If a guest needs help of any kind, they should be able to spot a volunteer quickly and easily. Try having them wear a name tag at a minimum. Better yet is a branded t-shirt, hat or a hanging medallion. Use your imagination!

If you can answer yes to all these questions, you can rest assured that you are making the most of your event volunteers!. All these actions will make your volunteers feel part of your nonprofit team and empower them to help. Try these at your next fundraising event and see if you don’t notice a difference. 

2. Do your event volunteers understand what is going to take place that night?

Inevitably, they will receive questions from guests about what will take transpire during the event. Be sure to provide them with the information they will need to answer them! This can be done in two parts: an email the week before outlining the event itinerary and other important event details. Follow the email with a brief refresher once they arrive at the event itself. A quick walk through is ideal if possible. 

3. Can your event volunteers make the case for donating to your cause?

Equip your volunteers with an “elevator pitch”: a few short sentences describing your cause and your nonprofit’s impact on the community. This will help them feel more comfortable speaking to guests about your nonprofit. You can even give them a few silent auction items to suggest to interested guests. For example, a volunteer could mention, “Don’t miss the ‘Weekend at the Beach’ package. At last year’s event, this was the crowd favorite.”  They could even point out their own personal favorite auction item!

4. Do your event volunteers feel appreciated?

You can provide a pre-event snack or dinner or suitable perk to show how much you value their time and start the event off on the right foot. 

If you can answer yes to all these questions, you can rest assured that you are making the most of your event volunteers! All these actions will make your volunteers feel part of your nonprofit team and empower them to help. Try these at your next fundraising event and see if you don’t notice a difference. 

For other tips to make your next fundraising event run more smoothly, read https://bidrocket.com/blog/?p=154. Also, check out the auction feature of our fundraising software. Here you can add your silent and live auction items with images, descriptions, and pricing.

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