When you host an event like a nonprofit gala, your ultimate goal is to create a memorable experience for attendees that makes them feel connected to your community and cause. While your nonprofit’s staff are responsible for event strategy and planning, volunteers help everything run smoothly during the event to enhance the attendee experience.
According to a survey by 360MatchPro, 83% of respondents volunteer to contribute to a cause they care about. Use your volunteers’ commitment to your mission to fuel an event that empowers attendees to deepen their involvement with your organization.
In this guide, we’ll discuss eight volunteer roles you can assign to ensure you properly manage every aspect of your gala and engage attendees.
1. Event Setup
Before your nonprofit gala begins, you’ll need a team of volunteers dedicated to event setup. Recruit volunteers to assemble tables and chairs, hang decorations, arrange centerpieces, and distribute signage throughout the venue.
During volunteer onboarding and orientation, make it clear how you’d like volunteers to prepare the venue. Also, note any safety regulations and accessibility standards they should be aware of, such as providing clear pathways for attendees to move through, securing cables, and keeping emergency exits unobstructed.
2. Check-In
Start your gala on the right foot with check-in volunteers. Station this volunteer group at the event’s entry point where they’ll be responsible for:
Facilitating check-in. Prepare your volunteers to find attendees within your event check-in software and mark them as present. Alternatively, if you opt for self check-in, have a volunteer or two ready to assist attendees who aren’t sure how to use your platform or run into technical difficulties.
Distributing name badges. Name badges help attendees identify each other. Have check-in volunteers distribute these badges to attendees so they can immediately start building connections.
Providing event materials. Lastly, check-in volunteers should hand out event materials, such as your agenda, schedule, and event technology instructions.
When you equip your volunteers to check in attendees successfully, you set the tone for your gala and show guests you’re committed to providing a smooth event experience.
3. Welcome Committee
After attendees are checked in, they may need help navigating the venue and finding the activities they’re most interested in. Your welcome committee can give directions and provide general assistance throughout the event.
Select volunteers for the welcome committee who are friendly and sociable to make a good first impression on attendees. It’s especially important for welcome committee members to have name tags so guests can easily identify them and ask them for support as needed.
4. Auction Coordinator
A live or silent auction can add an interactive element and boost engagement during your gala. Auction coordinators may facilitate your auction by:
Securing auction items
Creating auction pamphlets or bidding sites
Setting up item displays
Monitoring the bidding process
Enforcing auction rules
Helping winners claim prizes
Additionally, if you host a raffle to accompany your auction, your auction volunteers can manage raffle ticket sales and distribute prizes.
5. Tech Support
Implementing the right technology can make your event more exciting, efficient, and memorable, but you’ll need a dedicated team to ensure everything runs smoothly.
For example, EventMobi recommends using an event app to compile event resources, facilitate communication, increase engagement, reduce waste from physical materials, and collect event data. If you choose to implement an event app for your nonprofit gala, familiarize your tech support volunteers with all relevant frontend features, and show them how to resolve any issues in the backend.
Other event technology you may leverage includes auction software, text-to-give tools, live streaming software, and interactive displays. Depending on how many tools you use, you may split your broader tech support team into smaller groups so you have volunteers who specialize in each platform.
6. Social Media Team
Assemble your social media-savvy volunteers to promote your nonprofit gala before, during, and after your event. Check out these marketing ideas your social media team can implement at each stage:
Before. Pre-event promotion is all about encouraging your supporters to register and building anticipation among attendees. Post engaging infographics that explain relevant event details, such as the date, time, location, activities, and purpose of the event. You may also use sneak peeks of the venue and event setup to pique interest and drive more sign-ups.
During. Have your social media team document the gala and post important updates in real time. They may interview attendees about their experience, record snippets of your auction, or snap photos of guests interacting with each other to share on your social media profiles.
After. Once your gala is over, remind attendees of their incredible experience by posting photos and videos of the event. You can also use this content to promote future events.
In addition to posting event content, your social media volunteers should also engage with your followers online. Ask them to respond to comments, run polls, and repost photos and videos from attendees.
7. Guest Relations
One way to bolster your event sponsorship packages is to provide personalized assistance to sponsors with a guest relations team. These volunteers may also work with VIP guests and major donors. Their responsibilities may include:
Escorting guests to reserved seating areas
Answering questions
Addressing concerns
Facilitating networking opportunities
Providing accessibility support
Soliciting feedback
Expressing gratitude
Ultimately, your guest relations volunteers ensure guests who have shown unwavering support for your cause have all their needs met and expectations exceeded throughout the gala.
8. Cleanup Crew
After your gala comes to a close, the cleanup crew should be equipped to return the venue to its original condition. This team will:
Break down tables and chairs
Clear decorations
Dispose of trash
Vacuum, sweep, and mop
Check for lost items
Once your cleanup crew has performed their responsibilities, walk through the venue with them one last time to make sure everything is clean and organized appropriately.
To effectively retain nonprofit gala volunteers, make sure to take their preferences into account when assigning roles. Send them surveys before and after each event to gauge satisfaction and collect data on their preferred positions. That way, you can keep volunteers engaged, allowing them to provide the best experience possible for attendees.