Challenges (Not Cons)
As with most things, working with volunteers can come with some challenges. Volunteers aren’t paid, so CVBs and planners can’t — and shouldn’t — treat them as staff, Cordo said. He’s worked with some amazing volunteers but has also seen poor performers.
“The benefit of paying for your staffing is that you create an expectation of quality,” he said.
It can also be difficult to round up volunteers. Some want to have a regular schedule and know exactly when they’ll be needed, which isn’t always possible, Gregory said.
Volunteers may also not be able to do certain jobs. They may not be skilled or trained in certain duties. Planners also shouldn’t ask unpaid helpers to do unpleasant jobs; planners should hire someone to, say, pick up trash, Cordo said. The Greater Springfield CVB also doesn’t use volunteers to drive shuttles and won’t let them handle money because they aren’t bonded, Wydra said.
What it comes down to is knowing your people and training them properly, Stewart said. Maybe one volunteer isn’t a people person and would prefer to stuff welcome packets; another loves to chit-chat, glad-hand, and meet and greet.
“It’s my personal opinion that if you train them, you know their skills and you know their personality; then it’s up to you or whoever is in charge of volunteers to make sure their skills and personality match their assignment,” Stewart said.
Keep in Mind
Planners should remember a few key points when working with a CVB and its volunteers to help staff events. Planners should give CVBs plenty of notice, which will allow CVB staff to plan ahead, reach out to volunteers and find the right people, Gregory said.
Organizers should set expectations up front and communicate those. Know what you need for your event, and be specific, Cordo said. Instead of saying the event needs help with registration, planners should specify the duties volunteers will perform, which will help the CVB put the right people at the registration tables. If you want volunteers to wear matching uniforms or shirts, say so, and plan for that.
Once staffing, both paid and volunteer, is booked, organizers need to continue to communicate. Before the event, planners should follow up several times to make sure adequate staff is booked and plan for an extra person or two in case someone can’t make it, Cordo said.
In the end, planners should remember that volunteers, whether an 80-year-old retiree or an 18-year-old high school intern, are there on their own time of their own volition.
“Because they are volunteers and they are not paid employees, they will treat you with respect if you treat them with respect,” Stewart said.
