Module 3: Creating an empowered Event Team to drive success

Events cannot operate without volunteers! Many events are stretched and feel they need more volunteers, and younger volunteers. We challenge event committees to think more about how they are structured and how they are managing volunteers, because gaining maximum efficiencies with less volunteers is going to be the ideal solution for regional events into the future. This module is all about how to set up an efficient structure that allows volunteers to achieve more with less, and make your event more attractive to new volunteers.


Module Outcomes

  • You’ll understand why people volunteer and what motivates them

  • You’ll learn practical ideas and tips on recruiting volunteers

  • You’ll learn the importance of effective leadership and empowerment

  • You’ll understand when it’s time to use external professional assistance

Lesson 1: Recruiting volunteers and meeting expectations

By the end of Lesson One you will have a clear understanding on the invaluable resource of volunteers, why people volunteer, and how to attract and retain them.

Lesson 2: How do you get the best out of your volunteers?

By the end of Lesson Two you will understand what it takes to manage a united team of volunteers. You will have the skills to provide your team with clear and concise communication and leadership. You will also understand how you can ensure your team remain empowered and motivated so as to effectively add value to the vibe and enjoyment of your event.

Lesson 3: When do you call on external professional support?

By the end of Lesson Three you will be better placed to address the issue of what to do when your event outgrows its volunteer team base. You will be able to determine when is the best time to transition from your current committee’s skill base to calling in external professional support.

 

Each lesson includes 

  • Online on-demand pre-recorded training video 

  • Supporting resources, tools and templates to help you action learnings 

  • Successful case studies and examples to highlight how others do it well

  • Links to further supporting readings, podcasts and blog articles to extend your knowledge 

  • Access to Q&A sessions to allow further discussion on the topic 

 

Resources included

  • Volunteer Recruitment Tipsheet

  • Volunteer Roster Template

  • Volunteer Briefing Template

  • Event Coordinator Position Description Template

 

Case Study: Woodford Folk Festival, QLD

INTERVIEW WITH VOLUNTEER MANAGER KAREN MCBRIDE

Successful event volunteer management.jpg

The annual Woodford Folk Festival is the largest of the three events, which requires a small army of over 2,700 volunteers (including 150 department heads and an organisational structure that would blow your mind!).  

The Woodford programme features concerts, dances, street theatre, writers’ panels, film festival, comedy sessions, acoustic jams, social dialogue and debate, folk medicine, an entire children’s festival, art and craft workshops, circus performances and workshops, late night cabarets, parades, special events including a spectacular fire event, and an environmental programme featuring talks, debates and films. 

Karen talks to us about the Woodfordia philosophy of empowerment and gratitude, the innovative volunteer software they’ve created called ‘Venus’ and how she ensures supreme efficiencies in everything they do by having robust systems and good tools. Karen’s number one tip in recruiting and retaining volunteers is MAKE THEM LOVE YOU.

 

Testimonial

A measure of success for me is that at our recent AGM, we were successful in filling three executive positions and twelve sub-management positions out of fifteen. It clearly shows the confidence people now have in an association that is being run a professional level, with procedures, KPIs, an operation manual and flow charts to assist. Without this level of professionalism I believe we would still be floundering.

- Kim Boyter, Event Coordinator, Goomeri Pumpkin Festival

 

Cost: $150 + $15 GST for individual or event committee

 


 

Linda Tillman