The right volunteers can transform your fundraising event
Every successful fundraising event has one thing in common. Behind the scenes is a team of volunteers making hundreds of small things happen.
They're welcoming guests, selling raffle tickets, checking people into auctions, answering questions, collecting donations, managing registration and keeping the event running smoothly. When they're well organised, attendees barely notice the work they're doing. When they're not, even the best-planned fundraiser can quickly become stressful for guests and organisers alike.
The challenge isn't simply finding volunteers.
It's recruiting the right people, giving them clear responsibilities and ensuring they feel confident enough to deliver a great experience.
Whether you're organising a gala dinner, golf day, school fundraiser, charity walk, church event or community fundraiser, here's how to build a volunteer team that makes fundraising easier - for both your organisation and your supporters.
Start Recruiting Earlier Than You Think
One of the biggest mistakes organisations make is waiting until the final few weeks before an event to recruit volunteers. By then, many people have already committed to other activities, leaving you with a much smaller pool to choose from.
Instead, begin recruiting as soon as your event date is confirmed. This gives you more time to fill specialist roles, provide training and replace anyone whose plans change before the big day.
It's also worth thinking beyond simply asking for "event volunteers". People are far more likely to step forward when they understand exactly how they'll contribute. Rather than posting a generic appeal, advertise specific opportunities such as welcoming guests, managing raffle sales, assisting with silent auctions or helping with registration and event setup. Clear roles make it much easier for volunteers to picture themselves getting involved.
Don't underestimate the power of a personal invitation either. While social media and email campaigns certainly have their place, many experienced fundraising professionals agree that people are far more likely to volunteer when they're asked directly by someone they know and trust.
Fundraiser Takeaway: Start recruiting early and ask people personally for clearly defined roles. Specific invitations are far more effective than broad requests for volunteers.
Look Beyond Your Existing Volunteer Base
Many organisations rely on the same dedicated volunteers year after year. While their commitment is invaluable, depending on a small group can eventually lead to volunteer fatigue.
Every fundraising event is an opportunity to welcome new supporters into your volunteer community. Previous donors, event attendees, parents, corporate partners, sporting clubs, universities, local businesses and community organisations can all be excellent sources of enthusiastic volunteers.
Some people may not feel ready to make a financial donation but are happy to contribute their time and skills. Others may volunteer for one event before becoming long-term supporters or donors themselves.
Building a larger volunteer network doesn't just help your next fundraiser - it strengthens your nonprofit for years to come.
Make It Easy to Say Yes
Many potential volunteers hesitate because they're unsure what's involved.
Remove that uncertainty by explaining exactly what you're asking them to do, how long they'll be needed and what support they'll receive. Knowing they'll be working a two-hour registration shift with full training feels far less intimidating than simply being asked to "help on the day."
Being transparent about arrival times, responsibilities, breaks and who they'll report to helps volunteers feel prepared before they even arrive.
The easier you make it for people to understand the commitment, the easier it becomes for them to say yes.
Give Volunteers Confidence Before Event Day
Good volunteer training isn't about covering every possible scenario. It's about making people feel confident.
Walk volunteers through the event schedule, explain the guest journey and discuss the questions they're most likely to receive. If you're using digital fundraising technology, allow volunteers to practise before attendees arrive so they're familiar with the process.
Simple fundraising platforms can dramatically reduce the amount of training required. Rather than spending valuable time teaching complicated systems, volunteers can focus on creating a welcoming experience for guests.
Platforms like GalaBid, for example, are designed to make tasks such as guest registration, mobile bidding, payments and winner notifications straightforward for both fundriasers and volunteers. With much of the administration automated, volunteers spend less time troubleshooting technology and more time engaging with supporters.
Fundraiser Takeaway: The easier your fundraising platform is to use, the quicker volunteers become confident - and the smoother your event will run.
Match Volunteers to Their Strengths
Not every volunteer enjoys the same type of role, and that's a good thing.
Some people naturally thrive in guest-facing positions where they can welcome attendees, answer questions and encourage participation in raffles or auctions. Others are happier working behind the scenes preparing auction items, organising logistics or supporting administration.
Taking a little time to understand each volunteer's strengths often leads to a much happier team. People who enjoy their role are more engaged, more confident and much more likely to volunteer again.
Where possible, ask volunteers which tasks they enjoy rather than assigning roles at random.
Keep Communication Clear and Consistent
One of the easiest ways to reduce stress on event day is to make sure volunteers know exactly where they need to be and when.
Rather than sending one lengthy email packed with information, communicate in stages as the event approaches. Confirm shifts well in advance, send final schedules about a week before the event and provide a short reminder the day before covering arrival times, parking, dress requirements and emergency contacts.
Clear, timely communication gives volunteers confidence and allows organisers to spend less time answering questions once the event begins.
Recognise Volunteers Before, During and After the Event
Volunteer retention starts with appreciation.
Thank volunteers throughout the event, not just afterwards. A quick conversation, checking in during a busy shift or acknowledging someone's efforts can make a lasting impression.
After the event, let volunteers know what they helped achieve. Share the amount raised, the impact those funds will have and any positive feedback from attendees. Connecting volunteers to the mission reinforces the value of their contribution.
Finally, ask for feedback while the experience is still fresh. Volunteers often identify simple improvements that organisers may not have noticed, helping make future events even more successful.
Fundraiser Takeaway: Volunteers who feel appreciated, informed and connected to your mission are much more likely to return for your next fundraiser.
Technology Should Support Volunteers, Not Replace Them
Digital fundraising tools have transformed the way charities run events, but technology should never replace the human element.
Volunteers remain essential for welcoming guests, answering questions, solving problems and creating the friendly atmosphere that supporters remember long after the event has finished.
The best technology simply removes repetitive administrative tasks. Automated registration, mobile bidding, digital payments and instant winner notifications reduce manual work, allowing volunteers to focus on delivering an exceptional guest experience.
For nonprofits running regular fundraising events, this can also make volunteer recruitment easier. When people know they'll be using intuitive systems rather than complicated spreadsheets or paper bid sheets, they're often more willing to volunteer and require far less training.
Key Lessons for Fundraisers
Recruit Early
Starting recruitment early gives you access to a wider pool of volunteers and allows more time for planning and training.
Be Clear About Expectations
People are much more likely to volunteer when they understand exactly what's involved and how much time they'll need to commit.
Invest in Confidence
Practical training and simple processes help volunteers feel comfortable and capable from the moment they arrive.
Choose Technology That Simplifies the Day
Easy-to-use fundraising platforms reduce administration, minimise training and allow volunteers to spend more time supporting guests.
Value Every Volunteer
Showing genuine appreciation and sharing the impact of their contribution helps build a loyal volunteer community that will support future events.
Great Volunteers Create Great Fundraising Events
Successful fundraising events aren't built by technology alone. They're built by people.
When volunteers feel confident, supported and appreciated, they create a better experience for guests, reduce pressure on organisers and ultimately help raise more for your cause.
By recruiting thoughtfully, communicating clearly and giving volunteers the tools they need to succeed, you'll build a stronger volunteer community and deliver smoother fundraising events year after year.
And by pairing great volunteers with intuitive fundraising technology like GalaBid, your team can spend less time managing administration and more time creating memorable experiences that inspire supporters to give generously.
Give Your Volunteers the Tools to Succeed
The easier your fundraising platform is to use, the more confident your volunteers will be—and the more time they'll have to focus on your supporters instead of paperwork.
From guest registration and mobile bidding to raffle sales, payments and winner notifications, GalaBid helps simplify event management so your volunteers can concentrate on creating an exceptional fundraising experience.
Explore how GalaBid can help you run your next fundraising event with less administration, happier volunteers and more engaged supporters.
Start exploring GalaBid today.
