How to estimate your volunteer needs (and why it's the key to retention)

For an event organiser, managing volunteers is a balancing act. One of the most common — yet most critical — mistakes happens well before the event: accurately estimating how many volunteers you need.

Poor planning can have disastrous consequences: overstretched, exhausted teams, or conversely, idle volunteers who feel they're serving no purpose. In both cases the experience is negative, and the chances of them coming back the following year are slim.

So how do you avoid this pitfall? Here's a simple three-step method for precise, stress-free planning.

1. List every mission, without exception

The first step is to map out, exhaustively, all the tasks that volunteers will need to cover. The easiest way to do this is to think in terms of areas or zones:

• Welcome & Ticketing: ticket checks, managing invitations, handing out accreditations, etc.
• Logistics & Signage: set-up, tear-down, parking management, guiding the public, etc.
• Bar & Catering: service, stock management, etc.
• Prevention & Safety: crowd flow management, information points, etc.

Don't forget any task, even those that seem minor. It's the sum of these details that makes the difference.

2. Quantify the needs for each mission

Once the list is set, you need to attach numbers to every line. For each mission, ask the right questions:

• How many people are needed? (e.g. 2 people per entrance)
• For how long? (e.g. from 6 pm to 2 am)
• What skill level is required? (e.g. fluent English, a driving licence, etc.)

By multiplying the number of people by the number of hours, you get a total volume of volunteering hours. That's your reference figure. Also remember to build in a safety margin of around 15% to cover surprises and last-minute drop-outs.

3. Centralise to optimise: the role of technology

Having a clear view of your needs is good. Being able to match them against real sign-ups and availability is better. This is where using a digital tool becomes essential.

Trying to manage this complexity with Excel spreadsheets is not only time-consuming but also error-prone. Qoezion, our volunteer management software, lets you:

• Visualise your needs in real time and the number of volunteers already assigned to each mission.
• Let volunteers apply directly for the slots that interest them, based on their skills and preferences.
• Immediately identify unfilled positions so you can adjust your recruitment.

In short, a good estimate of your needs is the first step towards a successful volunteer experience. It's a sign of respect for your volunteers' time and commitment, and the best way to retain them over the long term.

Manage your volunteers without spreadsheets. Qoezion helps you recruit, schedule, communicate with and retain your teams from a single tool. Start for free — no commitment.