by Beth Blair
Managing volunteers for sporting events. M
ost sporting events rely heavily on volunteers’ gen- erous donation of time and labor. Whether juggling a handful of helpers or hundreds of volunteers the truth is the situation can be tricky since volunteers aren’t techni- cally employees. Volunteers cherish their time on the job, want to feel appreciated and know their efforts are helpful. Plus, many vol- unteers are frontrunners when it comes to donations for fundrais- ers and ambassadors for the event. That’s why the key to successful management of volunteers is three-fold: what is done before, dur- ing and after the event.
Before the Event
Recruiting and retaining volunteers is a topic of its own but even before the signup sheets are full, as all planners know, it’s never too early to have a plan. When it comes to delivering the ideal event, good communication with volunteers is paramount and it’s no different when planning a sporting event. That’s why the foundation for proper volunteer management is distributing a clear and concise volunteer policy. This is a chance to tell volun- teers what is expected of them, qualifi cations needed (age require- ments, skills, physical expectations) and what benefi ts or perks they will get in return for their time (lunch, t-shirt, post-party, tickets to other events, etc.). You will want to make sure that these perks are purchased in advance. Additional details that should not
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be omitted are time commitment, safety and emergency infor- mation, supervisor contact information and any other pertinent event information. Depending upon the level of involvement some training may be necessary. These gatherings are best done well before the event. It’s best to keep these meetings brief and to the point but effec- tive so everyone walks away feeling confi dent in knowing their responsibilities. Designating volunteers to activities they enjoy (water stations, passing out fi nisher medals, crossing guards, con- cession stands) and leaders for each division will help make the event run smoothly and avoid one person being the overwhelmed “go-to person”. Try tools like
www.signupgenius.com for an easy way to fi ll specifi c volunteer roles. When there are various spots to fi ll, take it a step further and organize teams for the purpose of building camaraderie and keeping the common goal in sight. This is especially helpful if many volunteers are teens or younger since teams can keep the kids accountable and on task.
During the Event The big day has arrived and the proper people are in place - now
it’s show time! First, are your volunteers wearing their appropriate uniform? This may be an obvious suggestion; after all, t-shirts are often an expected bonus for volunteers during sporting events. In some cases, it’s one of the reasons volunteers sign up for events;
MIDWEST MEETINGS SUMMER 2013
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