How to Recruit and Manage Event Volunteers
Define the roles you need, recruit people who will benefit from the experience, train them properly, look after them on the day and recognise their contribution. Volunteers are part of the guest experience.
To recruit and manage event volunteers well, define the roles you need, recruit people who will genuinely benefit from the experience, train them before the event, look after them on the day and recognise their contribution afterwards. Volunteers are often the people guests meet first, so they are part of the guest experience, not just extra hands.
For festivals, conferences and community events in Ghana, volunteers can make ambitious events possible, and the experience can be valuable for young people building skills and networks.
Define the roles first
List the tasks volunteers will do, how many people each requires and when: registration, ushering, information desks, artist or speaker support, social media, logistics and accessibility support. Write a short description for each role with responsibilities, hours and any skills needed.
Do not use volunteers for roles that should be paid professional work, such as security, technical production or anything requiring specialist responsibility.
Explain what volunteers gain
Be clear about what you offer: experience, training, a certificate or reference, networking, meals, transport support or access to parts of the event. Volunteers who know what they will gain are more committed.
Recruit from the right places
Universities, creative schools, community groups, previous attendees and partner organisations are good sources. Our complete guide to event marketing in Ghana covers how to reach these audiences. Use a short application form and select people whose interests match the roles.
Train before the event
Hold a briefing session covering the event's purpose, programme, venue layout, their roles, how to handle common questions, who to contact with problems and safety procedures. Give each volunteer a short written guide.
Organise the day
Assign team leaders, publish a clear schedule with shifts and breaks, and add volunteer briefings to the event run sheet. Make sure volunteers have identification, water, meals and somewhere to rest.
Communicate clearly
Use a single group channel for updates, with team leaders responsible for passing on changes. See how to use WhatsApp for business communication in Ghana for guidance on groups and privacy.
Look after their wellbeing
Avoid overly long shifts, make sure volunteers can get home safely and give them a clear way to raise concerns. Take particular care with volunteers under 18.
Recognise their contribution
Thank volunteers publicly and personally, provide certificates or references promised and invite them to future events. Returning volunteers become experienced team members. Ask for their feedback; they often notice problems guests do not report.
Our Black Star International Film Festival case study notes that empowering volunteers strengthened the festival's role as a platform for young creatives.
Related reading: how to plan the guest experience for a corporate event, how to plan event registration and check-in and how to build an annual event that grows each year.
PR369's Events and Experiences service covers event planning, team coordination and delivery. Email info@pr369.com with your event and the support you need. We will begin with a strategy conversation.
