Events: Do’s & Don’ts for Managing Committees
“Success comes when people act together; failure tends to happen alone.”
Managing volunteer committees is crucial for successful nonprofit events, yet it’s one of the most stressful aspects of pulling one off.
Here's a guide to ensure your committees are effective, volunteers feel valued, and you don’t pull your hair out.
Do:
Establish Clear Roles and Responsibilities
These foundational tasks may seem like more work up front, but it will pay off by saving you time and energy in the long run.
Clearly define each committee's purpose.
Assign specific roles and delegate tasks.
Provide written job descriptions for each position.
Provide Training and Resources
Conduct orientation sessions.
Offer training on event procedures and expectations.
Supply necessary materials and tools.
Communicate Regularly
Hold regular meetings with committees.
Use email updates and communication platforms to keep people informed between meetings.
Maintain transparency and provide updates: overcommunicating is better than undercommunicating.
Recognize and Appreciate Volunteers
Publicly acknowledge volunteer contributions: in newsletters, on your event website, in your social media, at the event itself.
Provide small tokens of appreciation or certificates.
Host a post-event appreciation gathering.
Offer Support and Guidance
Yes, you have to manage and support volunteers just like you have to manage staff.
Be available to answer questions and address concerns.
Provide ongoing feedback and encouragement.
Offer mentorship or guidance for new volunteers.
Foster a Positive Environment
Create a welcoming and inclusive atmosphere.
Encourage teamwork and collaboration.
Celebrate successes and milestones.
Don't:
Be Unorganized
Avoid unclear objectives and task assignments.
Don't neglect planning and logistics.
Refrain from haphazard or infrequent communication.
Overwhelm Volunteers
Avoid assigning too many tasks to one person.
Don't set unrealistic deadlines.
Refrain from putting too much pressure on volunteers.
Micromanage
Avoid constantly checking in and controlling every detail.
Don't doubt volunteers' abilities.
Refrain from being overly critical.
Neglect Communication
Avoid infrequent updates and meetings.
Don't ignore questions or concerns.
Err on the side of overcommunicating.
Forget to Express Gratitude
Avoid failing to acknowledge volunteer efforts.
Don't take their contributions for granted.
Refrain from showing a lack of appreciation.
Create a Negative Atmosphere
Avoid negativity or conflict and address it ASAP if it happens.
Don't neglect team morale.
Refrain from excluding or isolating volunteers.
Yes, it’s all a lot to think about. But creating and managing a high-performing, dedicated committee of volunteers is a critical part of any successful event.
Have other tips or experiences to share? Drop them in the comments!
