Once you have recruited volunteers AND onboarded them, the whole main job is still there. For the actual job is the event itself. And if the event goes wrong, then it's actually the leaders' responsibility, no matter who has done what. Here are some tips to help you get started.
Motivation along the way
To ensure that the volunteers keep their motivation up, there must be a steady flow of correct and useful information. All leaders must take care of their volunteers along the way, and correct, praise, motivate and lead them in a good way. Remember that care and a good experience make volunteers happy to sign up again.
Close all knowledge gaps
If there are knowledge gaps after the onboarding process, you must make sure that the volunteers also receive the necessary training along the way. Preferably through e-learning, which ensures that everyone learns the same thing. The advantage of e-learning is that you can complete it on your own, in a short time and from almost anywhere.
Local knowledge is important
Make sure all volunteers and leaders have knowledge of the area and the event. If there are many visitors to the event, it is an advantage that the volunteers know a little about stave churches or other visuals, plus to toilets, bars, first aid zones etc. Also do not forget that everyone should have knowledge of the event's values and know how you want to appear to the outside world. Keep the wrong people away from the press!
Confirmations
Use a system that ensures that the volunteers always confirm that they have understood and undertake to carry out the tasks they are assigned, also along the way. Received and understood is extremely important. Also remember that there is a big difference in commanding someone, as opposed to them taking on a task themselves. After all, they are volunteers.
Access to all
Make sure that all volunteers have the necessary accreditation and access, keys and knowledge of what and where they are going, specific meeting places / times, etc. Misunderstandings around this are a typical source of a failed event.
Be prepared
HSE and non-conformance management are extremely important to be aware of. What do you do if this happens…? Go through theoretical events and situations, and give the volunteers a tool for reporting. Always strive for a better event and bring all important learning points forward.
Transport and relocation
Make sure that all volunteers know how to get to and from the event, and how they may move internally at the event. It is useful e.g. not to move quickly through a crowd of 3,000 people. It is also not very popular to walk across a ski slope in the middle of a World Cup race. If someone arrives late for the change of guard, it usually goes beyond many.
Backup
Always have some people without specific chores, who can step in where needed. A kind of "Task force" or "Stunt squad" is almost always needed, because something unforeseen always happens. Leaders should not really have their own, specific responsibilities, in addition to facilitating and following up their volunteer group along the way. If they have spare capacity, they can assist other people in charge and volunteers.
Important contacts
Everyone should know who is present by managers, volunteers and emergency personnel at all times, and know exactly how to contact them. Everyone should also know who to contact if outsiders are wondering about something, whether it is the press, police, ambulance personnel or the fire service.
Smile seller
Make sure that all volunteers (guards, bar staff, ticket agents, first aid staff, etc.) are happy and kind to all guests. Guests are needed for an event, and without them you have nothing. If the guests are happy, they will come back next time, and vipps you have a sustainable event.
