by A.J. Steinberg, CFRE of Queen Bee Fundraising
Every successful event—whether it’s a fundraising gala, a community festival, a charity walk, or a school carnival—has one thing in common: a team of dedicated volunteers working behind the scenes to bring it all to life.
From greeting guests and managing registration tables to setting up décor and solving last-minute hiccups, volunteers are the unsung heroes who turn plans into unforgettable experiences. While event planners may design the blueprint, it’s the volunteers who breathe life into every detail.
More Than Just “Helping Hands”
Volunteers aren’t just filler for gaps in staffing. They are ambassadors for your mission and stewards
of your guest experience. The energy, warmth, and enthusiasm they bring can make the difference
between an event that feels transactional and one that feels transformational.
Here’s the truth: people may not remember what you said on stage, but they’ll remember how they felt
walking into your event. And that feeling often starts with the volunteer who welcomed them with a
smile, helped them find their seat, or made sure everything ran smoothly behind the curtain.
Empowered Volunteers = Exceptional Events
Want your volunteers to shine? Treat them like the vital team members they are. That means:
• Clear communication about their roles and responsibilities
• Proper training so they feel confident and prepared
• Recognition and appreciation during and after the event
• Meaningful roles that allow them to see the impact of their contribution
When volunteers feel seen, valued, and empowered, they don’t just perform well—they become
invested. They become repeat supporters, enthusiastic promoters, and even future donors or board
members.
Volunteers as Culture Carriers
Your volunteers are often the first and last people your guests interact with. That makes them powerful
carriers of your organization’s culture and values. If you want your event to leave a lasting impression,
start by making sure your volunteers are aligned with your mission—and excited to share it.
Encourage them to be storytellers. Invite them to share why they’re giving their time. That authenticity
shines through and adds depth to your event’s impact.
It’s Time to Rethink Volunteer Strategy
As you plan your next event, don’t put volunteer coordination at the bottom of your checklist. Build it
into your strategy from the beginning. Invest time in volunteer recruitment, engagement, and
appreciation the same way you would with sponsors or speakers.
Because at the end of the day, the success of your event won’t just be measured in dollars raised or
programs delivered—it’ll be measured in the connections made, the stories shared, and the hearts
touched. And volunteers are key to making all of that happen.
Ready to elevate your volunteer experience?
Whether you’re looking to attract more passionate people or improve how you engage the ones you
already have, start with this mindset: Volunteers aren’t just support—they’re your secret ingredient.
