Volunteers are the backbone of any successful fundraising event. They’re often the first people guests meet at check-in, the helping hands that collect in-kind donations, the friendly faces answering questions, and the behind-the-scenes force keeping the event moving while staff focus on donors, sponsors, and storytelling.

And yet, volunteer recruitment is often treated as a last-minute task or an afterthought to be figured out once sponsorships are sold and other details are locked in. The result? Understaffed registration tables, confused greeters, stressed staff members filling gaps, and volunteers who feel unprepared and underappreciated. 

Fortunately for nonprofit event organizers, recruiting great volunteers doesn’t have to require more effort—just a better approach. When volunteer roles are clearly defined, well-supported, and treated as an integral part of the event’s success, you build a team that shows up prepared, represents your organization well, and wants to come back year after year.

This post will outline essential do’s and don’ts of event volunteer recruitment to make your next event an even bigger success.

Volunteer Recruitment Do’s

Do: Create Specific Job Descriptions and Shifts 

One of the biggest mistakes nonprofits make is recruiting volunteers as if they’re interchangeable placeholders. “We need help” isn’t a compelling ask, and it rarely attracts the best people for the job. 

Instead, professionalize the volunteer experience by clearly defining roles, responsibilities, and expectations:

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• Write crystal-clear job descriptions. Instead of a generic volunteer signup, list individual positions so people can choose the roles that fit their interests and comfort levels—and reduce confusion on event day. For example, if you’re holding a charity golf tournament, you might have roles for:
  
  • Registration and check-in
  • Setting up golf hole signage before the tournament starts
  • A witness for the hole-in-one contest
  • Greeting golfers as they arrive and directing them to check-in, the driving range, and golf carts
  • Running an on-course game
• Specify physical requirements upfront. If a role requires standing for hours, walking around the golf course, lifting boxes of swag or signage, or being outdoors in the sun, say so. Transparency avoids last-minute role changes and ensures volunteers are set up for success.
• Define manageable time blocks. Asking someone to commit to an entire day is a fast way to tank your sign-up rates. Break your event into two to three-hour shifts whenever possible. Shorter commitments feel more doable, especially for people who work full-time, students, and parents. You’ll often fill positions faster as a result!

Do: Invest in Training and Communication Tools

A well-informed volunteer is a confident, empowered volunteer. Preparation doesn’t just make your event run better; it makes volunteers feel respected and valued. Here’s how:

• Use technology to stay organized. Tech is a powerful tool for planning and executing fundraising events—and coordinating volunteers. Use tech to assign roles, schedule shifts, collect contact information, and send automated reminders to volunteers so they don’t ghost you on event day. Post your volunteer signup link on your golf tournament website so people see the volunteer opportunity when browsing packages and event information.
• Host a virtual orientation session. A 15-minute Zoom call or a short pre-recorded video sent a week or two before the event can make a huge difference for volunteers. Cover the basics like parking instructions, arrival time, dress code, weather considerations, whether there will be food or drink provided, and who to contact with questions or emergencies.
• Provide an event day cheat sheet.  Give every volunteer a lanyard card or one-page handout with event FAQs to confidently assist participants without constantly needing to track down staff. Include questions like:
  
  • Where are the restrooms?
  • Who handles sponsorship questions?
  • What’s the Wi-Fi password?
  • Where should golfers go after check-in?
  • When do the event doors open, and what time do certain events start?
  • Where will lunch be provided?

Do: Treat Recruitment as Donor Acquisition 

Because they’ve chosen to give their time, volunteers are clearly invested in your organization and event’s success. Statistically, people who volunteer are more likely to donate financially to an organization later. This means volunteer recruitment shouldn’t be treated as simply staffing, but rather the beginning of a donor relationship. Make this transition seamless by:

• Capturing complete contact information. A clipboard or sign-in sheet with a first name simply isn’t enough. Use a registration system that collects email addresses and phone numbers so volunteers can be properly stewarded after the event.
• Sending a volunteer-specific thank you. Don’t lump volunteers into the general attendee follow-up. Fundraising Letters recommends sending a dedicated thank you email that acknowledges their specific contribution, as well as the hours volunteers collectively gave, what those hours made possible, and the impact they helped create.
• Inviting them to get involved again. Great volunteers want to feel personally connected to your mission. Invite them to serve on a planning committee, help recruit other volunteers for your next fundraising event, or support another program. Engagement builds loyalty, and loyalty leads to long-term support. 

Volunteer Recruitment Don’ts

Don't: Rely Solely on Individual Outreach

Recruiting volunteers one-by-one is time-consuming and inefficient. Instead, look for ways to fill slots in groups when possible. Try these ideas:

• Leverage sponsors and corporate partners. Many companies have Corporate Social Responsibility (CSR) goals or paid days off to volunteer. Ask your event’s corporate sponsors to provide a team of volunteers for a specific role—and name it accordingly. For example, at your golf fundraiser, you might have the “XYZ Bank Registration Team” or “The ABC Insurance Setup Crew.” This fills roles quickly and gives the sponsors additional exposure.
• Engage civic and community groups. Groups like Rotary clubs, Kiwanis clubs, high school National Honor Societies or service organizations, and college fraternities and sororities often need community service hours and are eager to help. One group commitment can fill multiple shifts all at once.
• Empower existing volunteers to recruit others. Recruiting one reliable group leader who can bring 10 people along to help is far more effective than recruiting 10 individuals separately. Adding a peer-to-peer element to your volunteer outreach lets your supporters organically expand your reach. 

Don't: Forget the Event Experience Is for Volunteers, Too

Volunteer retention starts with the event experience. If volunteers are hungry, overheated, confused, or unappreciated, they likely won’t be back next year—no matter how good your cause is. Here’s how to enhance the volunteer’s experience:

• Feed them well. Nobody has fun when they’re hangry, so ensure volunteers have access to water, snacks, and a real meal during a break. Never make volunteers wait until guests are done eating to scavenge leftovers. Include volunteers in your meal count—this small investment goes a long way in building goodwill and ensuring volunteers have the fuel they need to provide a great experience. 
• Provide identifiable swag. Branded t-shirts, hats, or badges help volunteers feel like they are part of the team and make it easy for guests to know who can help them. A unified look also helps create a sense of pride and belonging among volunteers.
• Include them in the fun. When possible, allow volunteers to hear the program, attend the awards ceremony, or listen to a mission moment. When volunteers understand the “why” behind the work, they’re far more likely to stay engaged long-term.

Final Thoughts: Build a Volunteer Program, Not Just a Roster

Successful fundraising events don’t happen by accident, and neither do great volunteer teams. By clearly defining roles, investing in communication, treating volunteers like future donors, and prioritizing their experience, you create an event that runs more smoothly and builds deeper community support. 

If volunteer recruitment feels chaotic or overly manual, it may be time to explore a volunteer management solution that works together with your event management platform. The right tools can help you recruit faster, communicate better, and steward volunteers just as intentionally as your donors to set your nonprofit up for stronger events, better fundraising outcomes, and stronger relationships every year.

Jen Wemhoff accidentally discovered her passion for nonprofits in college. An internship while earning a degree in Communications from Doane University led to a 20 year career in the nonprofit sector, where she found a strong desire to be part of something bigger than herself. Her vast nonprofit experience includes roles in marketing, fundraising, and direct programming. When Jen came to GolfStatus as Communications Manager in 2020, she was struck by the power of the sport to raise money to power nonprofit missions. She tells GolfStatus’s story across platforms and channels and develops educational tools and resources to help nonprofits tap into golf’s giving power. Jen, her husband, and two daughters call Lincoln, Nebraska home.