For Event Organisers
Key information for event organisers
Volunteers come from all walks of life and are ready to lend a hand for
a good cause.
Advertise for event volunteers
Are you a not-for-profit organisation and holding an event or are you involved in a not-for-profit fundraising event? Members of The Centre for Volunteering can advertise
their event and their request for volunteers through the Volunteer Referral Service and on GoVolunteer for free
Complete our online job advertisement form
making sure to include the details of your event, how many volunteers your need and what they will be doing.
Juliana Collins, Community Volunteer Coordinator, Manly Council wrote...
Thank you so much for your support in assisting
me with volunteers for our Manly Jazz Festival - I can't express how
appreciative I am!!! We had such a fantastic result with some amazing
volunteers assisting us, we had a total of 38 volunteers during the
3 day event and 13 of these were Event Volunteers from Volunteering
NSW, with many other enquiries that we simply could not fit on the
roster!!!! It was an amazing outcome, we will definitely use your Event
Database again especially for such large scale events, the $50 would
definitely be money well spent.
It was useful having volunteers who have been
exposed to the event environment before, our events team provided
fantastic feedback, even stating we had the best bunch of volunteers
this year EVER.
Historic House Trust wrote of our event matching service...
"... our volunteer target for this event has been reached. I would particularly like to thank [The Centre's Events Team] for their assistance. We received an outstanding response once the email was sent out from The Centre for Volunteering and I attribute our rapid success in achieving our recruitment goal to the use of this service.
If you're not a member of The Centre for Volunteering, find out how you can become a member today.
Key tips when planning to engage volunteers
When organising an event, there are some vital things to keep in mind
when involving volunteers.
Tip 1: Contact The Centre for Volunteering and Events.nsw.gov.au to inform
them of your upcoming event.
Tip 2: Volunteering is a not-for-profit activity and is not a substitute
for paid employment. Volunteers expect no financial rewards, but their
time and experience deserve recognition and gratitude.
Tip 3: Volunteers should be informed clearly of what's going on
at all times before, during and after the event.
Tip 4: The Centre for Volunteering recommends that organisers appoint
a volunteer coordinator to answer questions and act as a general point
of contact prior to and on the day/s of the event.
Tip 5: Organisers should provide refreshments and amenities for volunteers
just as for paid staff, especially for periods exceeding four hours.
Tip 6: Leading up to the event:
- Include the volunteers as part of your team - hold an orientation session,
- On the day, organisers should ensure there are enough tasks to keep everyone
Tip 7: Insurance cover is compulsory. There is more information about
this below, and The Centre for Volunteering will assist its member organisations
with insurance enquiries.
Tip 8: Volunteering is an activity performed in the not-for-profit
sector only, it is not a substitute for paid work and very importantly,
do not replace paid workers nor constitute a threat to the job security
of paid workers.
How to assign volunteers: Event volunteering roles
To help organisers plan their engagement of volunteers, here are some of the
roles volunteers can fill during major events:
- Spectator services
- Information booths
- Drink stations attendants
- Handing out pamphlets
- Selling buttons/badges/ raffle tickets
- Time keepers (e.g. swimming)
- Pre-event office assistance, registration etc
- Packing sample bags prior to an event
Tips for holding orientation sessions
Some issues you should inform volunteers about include:
- The nature of the event
- Their duties
- What tasks they are required to do and how to do them
- Avenues for support (such as contact points)
- Reimbursement (such as for travel)
Remember, volunteers are there to help and if something is promised, the event organiser should honour that promise and deliver.
Compulsory insurance requirements
It is mandatory for organisations to possess insurance that protects volunteers
from risk at events. You should be familiar with all the clauses of the
policy and provide details to your volunteers early on. The Centre for
Volunteering will request this be confirmed before advertising your need
for volunteers on our website.
When volunteers participate in an event they become part of your workforce,
just as paid employees are. Notwithstanding insurance, proper health and
safety practices should be in place to minimise the risk to volunteers,
paid staff and spectators.
Listed below are some of the types of insurance needed:
- Personal Accident Insurance
- Public Liability Insurance
- Directors' and Officers' Professional Indemnity Insurance
- Motor Vehicle Comprehensive Insurance
- Property and/or Contents Insurance
Organisers should seek professional advice in determining specific policies to cover the above.