Top 4 Strategies to Help Manage Conference Volunteers

When organizing a conference, you’re likely focused on picking a venue, securing speakers and sponsors, and developing the event’s agenda—all with the goal of providing an enriching, engaging attendee experience.

While it’s important to cater to attendees and create a memorable conference experience, don’t forget about the people who make your event possible: your volunteers. From setting up your event to troubleshooting technology issues, volunteers are the backbone of your conference, helping attendees navigate the event and ensuring everything runs smoothly.

Launching a volunteer management strategy allows you to organize your volunteer team and create a positive volunteer experience. Explore these tips for effectively managing conference volunteers.

1. Clearly Define Each Role

Start by developing volunteer role descriptions. When you set clear expectations from the very beginning, prospective volunteers can make informed decisions about whether they’d like to participate in your event. Additionally, once they accept their positions, volunteers will know exactly what they must do, leading to higher efficiency and productivity.

Follow these steps to make each role description comprehensive:

• Create a title and brief overview. Summarize what the role entails with titles like “Speaker Session Moderator,” “Networking Facilitator,” and “Technical Support Volunteer.” Then, briefly introduce each role and its purpose to give prospective volunteers a quick understanding of the responsibilities involved.

• List key activities. Expand on those responsibilities with a list of tasks volunteers in each role must complete. For example, a Welcome Volunteer may be responsible for checking in attendees, distributing badges, pointing attendees in the right direction of their first speaker sessions, and helping them download your conference app.
• Specify any skills or experience required. Some roles may require specialized skills or experience to be successful. For instance, you may insist that Technical Support Volunteers have experience operating sound and lighting systems. Note which skills are preferred and which are required so volunteers only sign up for opportunities that apply to them.

In addition to role-specific elements, clarify the time commitment for joining your volunteer team. For example, you may explain that volunteer shifts are four hours long, and volunteers must arrive at the venue at least 20 minutes before their assigned shift to check in.

2. Provide Comprehensive Training

Once volunteers have signed up, prepare them for their roles with training. Training allows you to ensure everyone is on the same page, answer any questions, and address concerns before your conference.

Provide training via the following methods:

• Hosting pre-event training sessions. Gather volunteers in person or virtually to walk them through your event’s details, including the schedule, venue layout, and emergency protocols. Then, you can break into groups based on role to dive deeper into each role’s responsibilities.

• Developing resources. Consider creating a volunteer handbook for all volunteers to reference during the event. You may include information like key contacts on your team, a copy of the conference schedule, and the answers to frequently asked questions.
• Demonstrating how to use event technology. Show volunteers exactly how to use the tools involved in their roles. For example, EventMobi explains that the best conference apps support networking through features like attendee, speaker, and sponsor profiles, public and private messaging, and appointment booking. Volunteers responsible for facilitating networking opportunities and offering tech support should familiarize themselves with how these features work.

At the end of the training process, volunteers should feel confident in their ability to execute their roles effectively and better understand how your event will run.

3. Use Volunteer Management Software

Just as you use event management software to manage all aspects of your event, you should use volunteer management software to coordinate your volunteer team and keep all relevant volunteer program information in one place.

Look for a platform with these features:

• Automated tracking. Keep track of volunteer hours, impact metrics, volunteer feedback, and user-generated content automatically.

• Communication tools. Message volunteers via SMS, push notifications, and email to update them on event changes, reminders, and emergencies.

• Integrations with existing tools. Connect your volunteer management software to your CRM, communications platform, and payment processor for seamless data transfers and user experience.

• Reporting and visualizations. Easily analyze volunteer metrics with custom reports.
• Data security measures. Keep sensitive volunteer data safe with a platform that offers data encryption, two-factor authentication, and access control.

In addition to these features, search for a platform with innovative solutions that encourage volunteers to participate in fundraising to increase their support.

For instance, Golden offers AI fundraising tools that allow you to identify volunteers who may become donors and cultivate relationships with them to earn more for your organization.

4. Show Appreciation for Volunteers

After your event wraps up, show volunteers how much you appreciate their time, dedication, and effort. Proper volunteer stewardship ends the experience on a high note and encourages them to return for additional volunteer opportunities in the future.

Implement these strategies to demonstrate your gratitude:

• Recognize volunteers publicly. Before your event concludes, thank volunteers in front of your audience. Let attendees know how volunteers have shaped their conference experience. Additionally, consider posting a social media shoutout highlighting your volunteers’ work.

• Send personalized thank-you messages. Follow up with personalized thank-you notes or emails that address each volunteer by name and reference their specific contributions. At the end of your message, promote opportunities to expand their impact, such as volunteer grants and volunteer time off (VTO). According to 360MatchPro, “The average employee participation level for volunteer grants sits at just 3%,” so raising awareness can push volunteers to take advantage of this opportunity.

• Offer appreciation gifts. If you have enough room in your event budget, consider presenting volunteers with tokens of your appreciation, such as branded merchandise or gift cards. These items act as mementos of the conference experience, encouraging volunteers to sign up again.

As you thank volunteers, show them you’re committed to offering the best volunteer experience possible by collecting their feedback. Implement feasible suggestions to improve your volunteer program, and inform volunteers of the changes you’ve made based on their input.

Effective volunteer management isn’t just about preparing volunteers for your conference. It also involves building strong relationships with volunteers so they become lifelong supporters of your organization. Remember to follow up with conference volunteers throughout the year with additional volunteer opportunities to maintain momentum from your event.

About the Author

Chrissy Gow, Director of Marketing at EventMobi

Since 2021, Chrissy Gow has led the marketing team at EventMobi, a leading event technology platform. A graduate of the prestigious University of the Arts London with a Master's from Toronto Metropolitan University, her thesis critically interrogated post-feminist marketing tactics in the digital economy. Her global professional background spans the fashion, luxury hospitality, and tech sectors and is complemented by her proficiency in various languages.

Gow's work has appeared in acclaimed publications worldwide, including the UK's Independent Newspaper, L'Official France and India, and VOGUE Australia. In luxury hospitality, she managed private events for notable figures from European royal families and luminaries in international music, art, and business at events such as the Cannes Film Festival and the Monaco Boat Show. As the founder of AccessAR, Gow secured and delivered high-profile clients and campaigns for brands and organizations like The Ad Council of America and Columbia Records.

Gow's grounded yet innovative approach positions her as a leader in the intersecting arenas of marketing and event management. Her ability to navigate complex marketing landscapes with strategic foresight speaks to her notable proficiency and authority in an ever-evolving field.

About EventMobi

With 15+ years of event experience, EventMobi continues to innovate to provide you with the most intuitive and effective event technology. From Registration and Badging to Lead Capture for exhibitors and Event Apps loved by attendees, EventMobi offers a full suite of event management solutions backed by world-class customer support and event production services.