by A.J. Steinberg, CFRE of Queen Bee Fundraising
Every event planner knows the drill: timelines, logistics, checklists, sponsors, signage, catering… the list goes on. But amid all the hustle and bustle, there’s one critical element that too often gets overlooked until the last minute: volunteer roles.
When volunteers are treated like an afterthought, the results are predictable—confusion, frustration, missed opportunities, and a guest experience that falls flat. But when you take time to thoughtfully plan and assign volunteer roles, the outcome is entirely different: engaged supporters, smooth execution, and an event that radiates professionalism and heart.
The Problem with “Just Show Up and Help”
We’ve all seen it—volunteers arrive at an event only to be met with vague instructions like “hang out
here” or “just help where needed.” What begins as enthusiasm quickly fades into uncertainty. Without
direction or purpose, volunteers feel disconnected, underutilized, and unlikely to return.
This doesn’t just impact the volunteers—it impacts your guests, your staff, and ultimately, the success
of your event.
The Power of Purposeful Roles
Volunteers are most effective when they know:
• Exactly what’s expected of them
• How their role contributes to the bigger picture
• Who to go to with questions
• That their time is valued and appreciated
A well-thought-out volunteer plan assigns clear, meaningful roles that align with your event goals and
enhance the guest experience. It also considers volunteer strengths and interests—because the best
roles are a match between what you need and what they’re excited to offer.
Go Beyond the Basics
Sure, you’ll need greeters and registration help. But what about more creative, mission-driven roles
that elevate your event? Think about:
• Social Media Ambassadors: capturing and posting real-time moments
• Impact Storytellers: chatting with guests about your cause and programs
• Experience Hosts: guiding VIP guests or narrating activities in interactive zones
• Floaters with Purpose: trained to anticipate needs and jump in where needed, not just “helpers
on standby”
Each of these roles makes your event more dynamic, engaging, and aligned with your mission.
A Win-Win for Everyone
When you invest in planning meaningful volunteer roles, you:
• Strengthen the professionalism and flow of your event
• Deepen volunteer satisfaction and likelihood of return
• Amplify your mission through enthusiastic, informed advocates
• Reduce stress and confusion on event day
The best part? Volunteers who feel valued and empowered often become some of your most loyal
supporters—returning not just for events, but as donors, ambassadors, and champions of your work.
Plan for People, Not Just Logistics
As you plan your next event, move volunteer coordination to the top of your priority list. Treat
volunteers like the strategic partners they are—not just extra hands, but essential voices and hearts in
your mission.
Because in the end, a well-run event isn’t just about great programming—it’s about the people who
make it all happen. And your volunteers? They deserve to be more than an afterthought.
