Volunteers are the unsung heroes behind many successful festivals. They bring energy, enthusiasm, and a strong sense of community to events, all while providing crucial support to the festival staff. A well-organized volunteer program can significantly extend a festival’s operational capabilities, allowing organizers to do more with less paid staff. However, harnessing volunteer power isn’t as simple as putting out a signup sheet – it requires careful planning, clear communication, and dedicated management. When done right, a volunteer program not only boosts your workforce but also turns volunteers into passionate ambassadors for your event.
Volunteers benefit both the event and the community around it. Festivals gain support in crucial areas – from ticket scanning and beverage service to merchandise sales and waste management – while local community members take pride in helping the event succeed. Indeed, that community spirit can become a defining feature of a festival, as volunteers feel a sense of ownership and accomplishment from being an integral part of its success.
Recruiting Volunteers: Defining Roles and Expectations
Recruitment is the first step to building a strong volunteer team. Successful festival organizers start by determining how many volunteers are needed and what roles they will fill. Typical volunteer roles at a festival might include:
– Gate and Ticketing Assistants: Checking tickets or wristbands at entry gates.
– Ushers and Crowd Guides: Directing attendees, answering questions, and helping with crowd flow.
– Parking and Traffic Helpers: Managing parking lots and vehicle traffic.
– Merch Booth or Concessions Support: Assisting staff with selling merchandise or food (often just helping manage lines or restocking).
– Green Team (Waste Management): Keeping the grounds clean, recycling, and trash collection to maintain a tidy venue.
– Artist and Crew Runners: Helping festival artists or crew with errands, such as getting water or delivering messages (usually with some prior experience or as a trusted role).
– Stagehands Assistants: Assisting stage managers or sound crews with minor tasks (cable running, moving equipment) during set changes.
– Info Booth Volunteers: Staffing the information tent to assist guests with schedules, lost & found, and general inquiries.
– Volunteer Hospitality: Managing the volunteer check-in area or lounge, handing out uniforms or meal tickets, and keeping morale up.
Once the needs are identified, create clear role descriptions for each volunteer position. Outline the duties, required skills or physical demands, the schedule or time commitment expected, and who the volunteer reports to. Clarity up front ensures people sign up for roles they are comfortable with and prevents misunderstandings later. Promote the volunteer opportunities widely – on the festival website, social media, email newsletters, and through community channels. Local universities, community centers, and volunteer organizations can be great places to find eager volunteers, especially if your event is community-oriented.
(bloomerang.co)It’s essential to include detailed role descriptions on the volunteer registration page or application form. Allow volunteers to indicate which roles they are interested in, rather than assigning everyone arbitrarily. When volunteers choose a role that matches their interests or skills (for example, a friendly outgoing person for an info booth, or a physically strong person for setup crew), they are likely to perform better and enjoy the experience more. During recruitment, also communicate any minimum commitment (such as “volunteer 8 hours for a full festival pass”) and the perks they’ll receive in return (which will be discussed later). Being transparent about expectations and benefits from the start will attract reliable volunteers and weed out those who aren’t serious.
Finally, consider applications or interviews for certain key volunteer positions. In large festivals, roles handling money (like merch sales) or safety (like volunteer medics or security assistants) might warrant a bit of vetting or requiring prior experience. Even a brief phone or video interview can help ensure you’re bringing on volunteers who are a good fit and truly motivated. Once selected, confirm each volunteer’s role, schedule, and commitment in writing (via email or a signup portal), so they have a record of what they agreed to. This initial agreement sets a professional tone for the volunteer program.
Training and Orientation for Volunteers
Before the festival gates open, invest time in training and orienting your volunteers. Enthusiasm alone isn’t enough – volunteers need to know how to do their assigned jobs and understand the festival’s operations and culture. A comprehensive volunteer orientation session can make a world of difference. This could be an in-person meeting days or weeks before the event, a virtual webinar, or even a detailed video and handbook that volunteers can review on their own. The orientation should cover the festival layout (site map), schedule, key staff introductions, emergency procedures, communication methods (like which radio channel or phone number to use for help), and the specific duties of each volunteer team.
If possible, bring all volunteers (or at least team leaders) together for a pre-festival briefing. This meeting helps build camaraderie and gives volunteers a chance to ask questions. It’s also an opportunity to outline the festival’s mission and values, which reinforces why their contribution matters. For example, if sustainability is a core value, stress the importance of the Green Team’s role and that everyone (regardless of role) should pitch in to keep the site clean. When volunteers understand the bigger picture, they feel more motivated and responsible.
Hands-on training is vital for certain roles. If volunteers will be scanning tickets, show them how to use the scanners or the entry app. If they’ll assist with parking, walk the parking lot with them and explain the traffic flow plan. For an info booth role, provide an FAQ sheet about the event. Even a short walkthrough of “a day in the life of a volunteer” can help set expectations (for instance, explain what to do if an attendee asks a difficult question or if there’s an unexpected situation). Pair new volunteers with experienced staff or volunteer captains when possible – shadowing for the first hour of a shift can build confidence and ensure tasks are done correctly.
Don’t forget to cover rules and protocols during training. Volunteers should know what to do if they encounter lost children, how to handle minor first aid (and when to call in medical staff), the procedure for escalating disruptive attendee behavior to security, and where to find supplies or maps to hand out. Make sure they also know the boundaries of their authority – for example, volunteers are generally not expected to confront aggressive attendees or handle security issues themselves, but rather to fetch the professionals. Clarify these points to avoid well-meaning volunteers inadvertently creating liability or safety issues.
On the first day of the festival, it’s wise to have a quick check-in and refresher meeting for volunteers at the start of each shift or day. You can remind everyone of key points, update them on any overnight changes (like a schedule change or a weather issue), and pump them up for the day. When volunteers feel prepared and supported, they project confidence to attendees and can perform their roles much more effectively.
Scheduling Volunteers in Shifts (with Breaks)
Creating a fair and effective volunteer schedule is like assembling a puzzle – you need to match people to positions and time slots, all while keeping everyone fresh and motivated. Start by breaking down the festival’s needs by time and activity. Determine how many volunteers you need for each role during each time block of the event. For example, you might need 10 gate assistants from 10am-2pm and another 10 from 2pm-6pm if those are peak entry times, or a cleanup crew each night after closing.
Balanced shift lengths are crucial. Avoid overly long shifts that exhaust your volunteers. For most festivals, shifts of about 4-6 hours are ideal, especially if the work is physical or the environment is hectic. If you must schedule any longer shifts (say an 8-hour stretch for an all-day crew), make sure to incorporate a meal break and at least one other short rest break. It’s best practice to schedule breaks into the shift calendar or have floater volunteers who can step in to give others a breather. No volunteer should be expected to work an entire day or weekend without downtime – remember, they’re giving their time for free (or for a ticket), and burning them out helps no one.
(festivalfire.com)Experienced organizers advise limiting volunteer shifts to reasonable lengths – often no more than 6-8 hours – so that volunteers stay fresh and even have time to enjoy the festival themselves. Providing essentials like water, snacks, and access to a meal during those shifts is also critical for keeping morale and energy up. One veteran volunteer coordinator even recommends that, when possible, avoid assigning a volunteer to work during the set of their absolute favorite band or artist; this small gesture can boost volunteer happiness and shows that the festival values their experience too.
When scheduling, also consider rotation and days off. If your festival spans multiple days, many events require each volunteer to work one shift per day (for example, a total of 3 shifts across a 3-day festival). Others might have volunteers do two shifts on one day, leaving them another day entirely free to attend as fans. Whichever approach, ensure no one is scheduled for back-to-back grueling shifts or a very late night followed by a very early morning. A good scheduling plan might have volunteers alternate between busy periods and lighter tasks if they do multiple shifts, to avoid fatigue.
Use tools to stay organized: a spreadsheet or volunteer management software can help track assignments, hours, and contact information. Share the schedule with volunteers well ahead of the festival and get confirmations. It’s wise to have volunteers formally acknowledge their assigned shifts (via email response or through a portal) to reconfirm commitment. As the event approaches, send reminders of shift times and any last-minute instructions. It’s also smart to build a small pool of backup or standby volunteers – people who can step in if someone cancels last-minute or extra hands are needed in an emergency. These could be volunteers who expressed willingness to do more, or even some cross-trained staff that can pinch-hit if necessary.
During the festival, make sure there’s a check-in procedure for each shift. Have a central volunteer HQ or tent where volunteers report at the start and end of their duty. This helps track attendance and ensures roles are filled. If someone doesn’t show up, the volunteer coordinator can quickly deploy a backup or reassign others. After a volunteer’s shift is over, encourage (or even require) them to check out at HQ – this is important for safety (so no one is left unaccounted in an emergency) and it provides a chance to thank them, give them any earned rewards (like meal coupons or merchandise), and remind them of their next shift if they have one.
Volunteer Incentives and Perks
Volunteers may be altruistic, but they’re still human – offering the right incentives can greatly improve recruitment and retention. The classic incentive for festival volunteers is free or discounted admission. Many festivals offer a free full-event pass (or day pass) in exchange for a set number of volunteer hours. For example, a volunteer might work two 5-hour shifts on different days and then enjoy the rest of the festival for free. This is a win-win: the festival gets crucial labor, and the volunteer gets to attend an event they love without buying a ticket.
Beyond tickets, exclusive perks can sweeten the deal. Providing volunteer-only merchandise like a t-shirt or badge not only serves as a uniform during the event but becomes a badge of honor and souvenir afterwards. Some events give volunteers swag bags with festival merchandise or contributions from sponsors. A very appreciated perk is free or subsidized meals on the days they volunteer – meal vouchers for onsite food vendors or a simple catered lunch can keep volunteers happy (and save them money).
(northside.dk)Major festivals often set up a dedicated Volunteer Lounge on site, where volunteers can relax when off duty. In this lounge, they might find discounted or free refreshments, comfortable seating, phone charging stations, and a place to securely store their belongings. For instance, one large festival provides a volunteer lounge with 50% off beverages, free water bottles for each volunteer, and hot meals during each shift, plus access to an exclusive volunteer camping area. Perks like these not only reward volunteers for their hard work, but also create a community space where they can bond with each other. The camaraderie built in the volunteer lounge can be as valuable as the tangible rewards – it makes volunteers feel like they are truly part of the festival family.
In addition to material perks, consider recognition and social incentives. Simple things like thank-you shoutouts can go a long way. Many festivals hold an appreciation party or after-event gathering for volunteers, celebrating their contribution once the dust has settled. Some acknowledge star volunteers on the festival’s social media or blog, giving a public thanks. You can also provide certificates of volunteering or reference letters (especially if your festival is tied to a nonprofit or community cause – volunteers might appreciate documentation of their service for school or work portfolios). And always, always encourage festival staff and management to treat volunteers with respect on the ground. A culture of appreciation – where stage managers, artists, and security say “thank you” to the volunteers – makes the volunteers feel valued.
One thing to manage carefully is the incentive structure relative to the work asked. Make sure the reward matches the commitment. If you ask for too many hours for too little reward, potential volunteers may opt out or even sign up and then drop out upon realizing it’s not worth it. Conversely, if the perks are overly generous for very little work, you might get an excess of signups but not enough work to go around (or you’ll waste resources on free-riders). Find a fair balance and clearly communicate it. For example, “12 hours of volunteering earns you a full weekend pass, meal vouchers, an event T-shirt, and access to the volunteer lounge.” That tells a prospective volunteer exactly what they give and what they get.
Organization and Oversight: Managing Your Volunteer Team
Having volunteers doesn’t eliminate the need for experienced oversight – in fact, it demands it. Appoint a Volunteer Coordinator (or a team, for larger festivals) to be in charge of the entire volunteer program. This person acts as the point of contact for volunteers before and during the event. They will handle communications, answer questions, make the schedule, and troubleshoot issues that arise. The coordinator should ideally be someone with great people skills, patience, and the ability to calmly solve problems on the fly – because volunteer management can be like herding cats, especially in a festival’s fast-paced environment.
For big events, it’s effective to structure volunteers into teams with a team leader or captain for each group of volunteers doing a similar job. For example, all parking volunteers might have one staff supervisor or veteran volunteer as a lead. That lead checks in their team, assigns specific posts (like which parking lot section each person covers), and serves as the go-to if a problem comes up. This way, the central Volunteer Coordinator isn’t overwhelmed with minor questions, and volunteers have an immediate supervisor who is “in the trenches” with them. Ensure the team leaders have a way to communicate quickly with the coordinator (like via radio or a messaging app) if they need more help or to report an incident.
Good oversight also means keeping records and being organized. Maintain a volunteer roster with contact information, assigned roles, and schedules – and have it accessible during the festival (printed out, or on a staff-only cloud document). Note which volunteers have checked in and which completed their shifts. If someone flakes out and doesn’t show up, make a record of it. If someone goes above and beyond, note that too. These details will help when recruiting next time (you’ll know who your rockstar volunteers are, and who maybe shouldn’t be invited back). Many festivals institute a deposit system for volunteers, especially when demand to volunteer is high. They might require volunteers to buy a ticket (or put a deposit via credit card) which is fully refunded after they complete all their shifts. This provides a strong incentive not to no-show at the last minute. If you use such a system, communicate it clearly and make sure to promptly refund those who fulfill their commitment – it builds trust.
During the event, oversight includes making sure volunteers are actually doing the tasks assigned and are doing them correctly. This doesn’t mean hovering or micromanaging – rather, periodically check in on each area. The volunteer coordinator or roaming staff should walk the grounds, touch base with volunteers, and see if they need anything or have questions. Volunteers will often be too polite to voice concerns unless asked; by proactively checking, you can catch issues early. Maybe a volunteer didn’t get relieved for their break on time, or they ran out of supplies at their station – things like that can be fixed quickly if someone is monitoring.
Be prepared to adjust on the fly. Despite the best plans, festival situations change. Perhaps one entrance is getting slammed with attendees and needs extra hands, or an afternoon volunteer shift has several no-shows. A well-managed volunteer program has contingency plans: floaters who can plug gaps, or non-critical assignments that can be paused while those volunteers are redirected to urgent needs. Foster an environment where volunteers know that it’s okay if they are re-tasked – flexibility is part of festival work. Just ensure that any changes are communicated clearly and fairly (don’t constantly move a volunteer around or extend their shift without consent, for example).
Finally, make sure to enforce rules consistently. If a volunteer is not performing or is behaving inappropriately (for instance, ignoring their duties to go watch a show, or being rude to attendees), the volunteer coordinator must intervene. Ideally, set expectations in advance that volunteers are subject to removal if they violate important rules or fail to do their part. It’s rare, but sometimes you might have to reassign or dismiss a volunteer mid-event – handle it professionally and with gratitude for the time they did contribute, if possible, but always prioritize the festival’s needs and safety.
Tailoring the Program to Your Festival’s Scale and Type
Every festival is unique, and your volunteer program should be tailored to fit the event’s size, duration, and vibe. Small community festivals (say a one-day street fair or a local food festival) might rely entirely on volunteers, often drawing from the immediate community or a sponsoring organization’s membership. In these cases, volunteers might wear multiple hats and have a closer, family-like dynamic. Communication can be more informal (group emails or even a group chat) and training might be simpler since the event footprint is small. However, even at a small scale, the principles of clear roles, good scheduling, and showing appreciation still apply. In fact, they can be even more important if your volunteers are essentially the whole workforce – you need them to feel committed.
For large-scale music festivals or multi-day events that attract people from all over, the volunteer program can be massive. Major music festivals often have hundreds or even thousands of volunteers. Here, a more formal structure is needed – possibly an online volunteer registration system, multiple coordinators or department heads, and certainly thorough training since you can’t brief everyone individually. Big festivals sometimes partner with volunteer organizations or charities to source and manage volunteers. For example, some UK festivals work with charity partners (like Oxfam) that recruit and oversee volunteer stewards in exchange for a donation. This can be a smart route if managing thousands of volunteers is beyond the core team’s capacity, but it still requires oversight to align those external groups with your festival’s operations.
The type of festival also influences volunteer roles and management. A music festival might have volunteers focused on attendee-facing roles (ticketing, crowd guidance), whereas a film festival might need volunteers for theater ushering, ticket taking, and hospitality lounges. A food & drink festival could utilize volunteers for things like vendor support, handing out samples, or managing demo areas, and these might need more food safety briefing. Conventions or pop culture festivals rely on volunteers for things like registration desks, line management for panels, or merchandise store assistance. Always tailor the training to the context – e.g., volunteers at a family-friendly cultural festival might need briefing on how to assist parents or lost children, whereas volunteers at an EDM music festival might need extra orientation on safety and hydration issues among attendees.
Also consider the demographics of your volunteers relative to the festival. If you’re running a festival geared towards younger crowds (like a high-energy music fest), you may get mostly young adult volunteers who are festival enthusiasts. They might have lots of excitement but perhaps less experience – plan accordingly to give them structure and leadership. If it’s a charity-run festival, you might get a wider age range, including older volunteers or corporate volunteer groups, who might bring experience but have different needs (maybe less able to do heavy physical tasks, or only available certain hours). Know your team and adjust roles to suit their strengths. A good match of volunteer to task (an active college student for manual tasks, a detail-oriented person for handling artist check-ins, a cheerful local for greeting guests) can make a big difference.
Successes and Pitfalls: Lessons from Experience
Seasoned festival producers have seen both the triumphs and troubles of volunteer programs. On the success side, there are festivals that have developed a loyal volunteer community year after year. For instance, a regional folk music festival might start with 50 volunteers one year and, after treating them well, find that 40 of them return the next year along with their friends. Over time, the volunteer program becomes a tight-knit crew that deeply understands the event. These returning volunteers require less training, can be trusted with more responsibility, and often help recruit and train newcomers. The festival benefits not just from reduced staffing costs, but from the infectious enthusiasm these volunteers bring – attendees can feel that positive energy. Such success usually comes from consistent respect, gratitude, and good organization that makes volunteering fun rather than a burden.
However, there are also cautionary tales. One common pitfall is poor communication leading to no-shows or drop-outs. Imagine a scenario: a festival signs up 100 volunteers but sends scant information afterward – no clear instructions, no reminders. Come festival day, only half of them show up on time (the rest forgot or got confused), leaving critical stations understaffed. In another case, a volunteer might arrive but quit mid-shift because the actual work was not what they expected or they felt mistreated. These situations can leave the organizers scrambling and can dampen the festival experience for attendees (for example, long lines at gates or trash piling up because volunteers went missing). The root causes are typically lack of preparation: unclear expectations, insufficient training, and volunteers not feeling accountable or valued. Such failures highlight the importance of the very strategies outlined above – clear communication, training, fair scheduling, and good management.
There have even been festivals criticized in the press for exploiting volunteers – for instance, promising a great experience but then overworking volunteers with 12+ hour shifts and neglecting basic needs. Those festivals not only risk volunteer burnout and negative word-of-mouth, but they may also run afoul of labor regulations (in some jurisdictions, if a for-profit festival uses too many unpaid volunteers in what should be paid roles, it could face legal issues). The lesson is clear: treat volunteers ethically and kindly. Provide breaks, amenities, and gratitude, not just because it’s the right thing to do, but because a happy volunteer is a more effective volunteer. Conversely, a mistreated volunteer might walk off the job or, worse, convey their bad experience to attendees or on social media.
By learning from both the successes and the pitfalls, new festival producers can avoid reinventing the wheel. Building a volunteer program is a big project in itself – it should be approached with as much seriousness as hiring staff. When volunteers are organized well, they become an incredible asset that can elevate the festival in ways that go beyond what paid staff alone can achieve.
Key Takeaways
- Volunteers amplify your staff and build community spirit: With proper management, volunteers can cover many support roles, bringing enthusiasm and local pride to your festival.
- Clear roles and expectations: Define each volunteer role with specific duties and communicate requirements upfront to avoid confusion and ensure volunteers sign up for suitable positions.
- Thorough training and orientation: Provide sessions (in-person or virtual) and materials so volunteers know the venue, their tasks, emergency procedures, and who to go to for help.
- Smart scheduling with breaks: Organize volunteers into shifts that are reasonable in length (and include rest breaks), ensuring no one is overworked and every critical post is filled. Plan for backups and avoid scheduling conflicts that could demotivate volunteers.
- Attractive incentives and perks: Offer rewards like free tickets, event merchandise, meals, and a comfortable volunteer lounge. Show appreciation through thank-yous, social events, and recognition – a valued volunteer is a loyal volunteer.
- Strong oversight and support: Designate a coordinator and/or team leaders to manage volunteers. Maintain good communication, supervise tasks, and be ready to solve problems or reassign folks as needed. Keep the experience positive and organized.
- Adapt to your event’s needs: Scale your volunteer program’s structure to the size of your festival and the nature of your event. Use appropriate tools and possibly partner with organizations for large volunteer forces, but always uphold the same principles of clarity, respect, and preparation.
- Learn and improve continuously: After each festival, gather feedback from volunteers and staff. Note what went well and what didn’t. By refining the volunteer program year after year, you’ll build a stronger, more effective team and an event that people love to support.
25th August 2025