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For many associations and not-for-profit organisations, annual conferences or events are a highlight of the year. These gatherings provide a
platform for members to connect, learn, and share ideas. Volunteers' contributions are often indispensable to ensure these events run
smoothly. Volunteers can be involved in tasks ranging from supporting staff at the registration desks to crowd and traffic control, liaising
with sponsors and exhibitors, and much more.
While volunteers can be a significant asset, ensuring their safety, clarity of purpose, and recognition is crucial. Here are some key steps
to effectively protect and support your volunteers:
😎 Define Roles with Clear Job Descriptions
Provide detailed job descriptions that clearly outline the tasks volunteers will perform. In particular, who do they report to? What hours
are they required to work? This ensures everyone understands their responsibilities and minimises confusion.
😎 Conduct a Proper Induction
Every volunteer should undergo an induction process. This includes:
Familiarise them with their roles, responsibilities, and reporting structure.
Educating them on relevant policies and procedures, focusing on occupational health and safety (OHS). Providing a comprehensive briefing on
emergency protocols and event-specific guidelines.
😎 Secure Volunteer Insurance
Pay attention to the importance of separate volunteer insurance. This coverage protects against potential incidents, such as workplace
injuries, and demonstrates your commitment to volunteer safety.
😎 Recognise and Appreciate Volunteer Contributions
Remember to consider the value of recognising your volunteers' hard work. Consider ways to express your gratitude, such as:
❣️ Hosting a post-event thank-you gathering.
❣️ Providing certificates of appreciation or small gifts.
👏Publicly acknowledged their efforts during the closing remarks of the event.
Volunteers are the backbone of many successful events. By ensuring they are well-prepared, protected, and appreciated, you create a positive
experience for them while safeguarding the success of your conference.
💡 What ideas do you have to manage and reward your volunteers?
Most association leaders face a persistent challenge: growing and retaining members. It’s not uncommon to hear stories of
members who join for a year, drop off, and then rejoin two years later. While this cycle may seem harmless, it carries hidden costs—such
as staff time, marketing expenses, onboarding resources, and software overhead—that
can quietly drain your association’s budget.
Running an association or not-for-profit (NFP) is no small feat. Whether you're leading a professional body, a community group, or a
national peak organisation, one question always lingers:
“How do we know we’re doing well?”
It’s a fair question—and an important one.
How we help membership based, not-for-profit associations now and into the future.
