Whether you’re holding an event for 50 or 50 000, New South Wales has the volunteers, the venues and the expertise to make your event a success.

Who can engage volunteers?

Engaging volunteers for a major event can be a key success factor. Along with their valuable work, volunteers add a unique flavour to events that both participants and spectators appreciate. 

If you are a not-for-profit organisation wanting to organise a major event, here are some tips on using volunteers. You can also advertise your upcoming event on The Centre for Volunteering website.

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: The Centre for Volunteering on (02) 9261 3600 as early as possible.

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, and
• On the day, organisers should ensure there are enough tasks to keep everyone occupied.

Tip 7: Insurance cover is compulsory. There is more information about this below, and The Centre for Volunteering will assist you with insurance enquiries.

Tip 8: Volunteering is an activity performed in the not-for-profit sector only and volunteers do not replace paid workers nor constitute a threat to the job security of paid workers.

How to assign roles to volunteers
To help organisers plan their engagement of volunteers, here are some of the roles volunteers can fill during major events:

• Spectator services
• Information booths
• Marshals
• Drink stations attendants
• Handing out pamphlets
• Selling buttons/badges/ raffle tickets
• Time keepers (e.g. swimming)
• Pre-event office assistance, registration etc
• Logistics
• Packing sample bags prior to an event

The Centre for Volunteering will help explain and define these roles when you're sourcing your volunteers.

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 when sourcing volunteers for you.

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. Here 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.

Contact The Centre for Volunteering

Don't delay when planning your event. Contact The Centre for Volunteering early to benefit from the experience, dedication and enthusiasm of event volunteers:
Ph: 02 9261 3600
Fax: 02 9261 4033
Email: info@volunteering.com.au 
Web: www.volunteering.com.au