Volunteers are often the heartbeat of a successful fundraising event, yet they’re frequently one of the most overlooked planning elements. In this post, Shannon shares practical insights on how clear direction, thoughtful role placement, and meaningful appreciation can transform willing volunteers into confident, impactful event-day partners.
Volunteers Are Gold—But Only If They’re Set Up to Succeed
After every event, it’s worth pausing to reflect on two things: what worked beautifully, and where things felt harder than they needed to be. At a recent gala, one thing was immediately clear: this organization had an incredible group of volunteers. They were enthusiastic, mission-driven, and eager to help.
The challenge?
They didn’t know what they were supposed to do.
Good intentions alone aren’t enough. Without clear direction, even the most passionate volunteers can feel unsure, underutilized, or frustrated. And that’s a missed opportunity for them and for your event.
Why Volunteers Matter More Than Ever
Many people want to support a cause but aren’t always in a position to give financially. Volunteering becomes their way in. This is especially true for young professionals who care deeply about philanthropy but may still be building financial capacity.
When someone offers their time, it’s one of the most generous gifts they can give. The least we can do is make sure their time is well spent.
Match Roles to Strengths (Everyone Wins)
One of the smartest ways to maximize your volunteer team is to learn what they enjoy and what they don’t. Simple interest cards or sign-up forms can uncover valuable skills like organization, sales, decorating, accounting, or marketing.
Some volunteers love selling raffle tickets. Others would rather organize supplies behind the scenes. When you align people with what they’re naturally good at, you create happier volunteers and stronger results. It’s a win for morale and for your bottom line.
Share the Vision, Not Just the Task
Once roles are assigned, bring your volunteers into the bigger picture. They don’t just need instructions; they need context.
A short meeting a day or two before the event (highly recommended) helps volunteers understand the flow of the evening, expectations, and timing. It also builds team energy. When volunteers feel connected to the mission and excited about the event, it shows.
Adding a little friendly competition doesn’t hurt either. Incentives like gift cards for top raffle sellers can spark energy and fun. We’ve seen college groups and community teams rally in impressive ways. Sometimes, selling hundreds of tickets for a simple prize.
Get Organized (Before Doors Open)
Clear logistics matter. A pre-printed list with volunteer names, roles, arrival times, dress code, and backup assignments can save you from last-minute scrambling. Build flexibility into the schedule so volunteers know their shift might run longer than planned.
And don’t forget transitions. If someone is greeting guests early on, make sure they know where to go and what to do once that role ends.
Volunteers Aren’t Guests (and That’s Okay)
One common challenge we see is volunteers trying to juggle their duties while also enjoying the event as attendees. Often, this leads to gaps, for example, like an empty registration desk while volunteers are seated at dinner.
Consider hosting a separate appreciation gathering for volunteers so they can focus fully during the event itself. If you want volunteers to enjoy the gala, hiring temporary event staff for key roles may be the better solution. Many temp agencies provide staff already trained in fundraising software like Greater Giving, GiveSmart, or OneCause.
Also, a dedicated volunteer room stocked with snacks, water, and simple meals goes a long way. It’s more practicaland more economical than volunteers trying to step in and out of a plated dinner.
Gratitude Isn’t Just for Donors
Volunteers deserve a thank-you plan too.
Keeping volunteers engaged year after year requires intention. A casual pizza night, trivia evening, bowling outing, or small celebration can reinforce how valued they are. Volunteers play a different role than donors, but they are just as essential to your mission.
As your accounting year winds down, it’s a perfect time to reflect on the people who show up, roll up their sleeves, and make your work possible. A heartfelt “thank you” can mean more than you realize.
Many event committees have never been given the time or space to think about what it really means to set volunteers up for success. Maybe it’s simply always been “all hands on deck.” At Everything Gala, we help organizations take a more intentional approach. We leverage virtual sessions to facilitate simple, effective volunteer trainings that bring clarity and confidence to your event team. If you’re curious what that could look like for your organization, let’s get to know each other with a brief introductory call.
written by…
Shannon Eason
CEO of Everything Gala &
International Auctioneer Champion
Shannon Eason, Founder and CEO of Everything Gala, is a dynamic and engaging force in the world of fundraising. As an International Auctioneer Champion, she’s mastered the art of captivating audiences—blending charisma, energy, and strategy to inspire generosity and help organizations crush their fundraising goals. A recognized expert in the field, Shannon has presented at workshops, seminars, and conferences from coast to coast, sharing her insights and passion for elevating fundraising events. Through Everything Gala, she partners with nonprofits, schools, and socially driven causes to turn purpose into powerful results.
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