Introduction
Festival volunteers are the often-unsung heroes that can make or break an event. At boutique festivals – smaller, niche events with tight-knit communities – volunteers play an especially vital role. They handle everything from ticket scanning and crowd guidance to artist hospitality and trash cleanup, all for the love of the festival. In fact, many iconic events simply couldn’t happen without volunteer support. For example, over 4,000 community volunteers form the “heart and soul” of the Gilroy Garlic Festival, a famous food festival in California (gilroydispatch.com). Likewise, major music festivals like Glastonbury and Roskilde rely on armies of volunteers to keep things running smoothly. From cultural festivals in India to summer music festivals in Australia, events across every continent depend on volunteer energy and enthusiasm. Treat these volunteers well, and you not only ensure a successful event – you also nurture passionate team members who might become future crew.
This guide shares decades of festival production wisdom on managing volunteers so that they’re happy, effective, and eager to return. From offering short shifts with proper training to providing cheat sheets, radios, good meals, and public thanks, these practices help turn volunteering into a joyful experience. Whether you’re running a small boutique festival or a large international event, the principles of caring for volunteers remain the same. Happy volunteers = happy festival.
Short Shifts with Real Training
One key to volunteer joy is respecting their time. Keep volunteer shifts short and manageable – around 2 to 4 hours whenever possible. Long, grueling shifts can lead to burnout, mistakes, and unhappy volunteers. Many festivals have traditionally scheduled 6-8 hour volunteer shifts (indeed some large events require three 8-hour shifts over a weekend (www.bbc.com)), but cutting shift length can greatly boost morale. As a rule of thumb, experts recommend volunteers work no more than 8 hours in a stretch, and ideally 6 hours or less (festivalfire.com). For a boutique festival, you might enlist a slightly larger volunteer team so that each person can do shorter stints. The goal is to allow volunteers to give their all for a couple of hours, then enjoy the festival themselves.
This way they stay fresh and get to soak in the event they’re helping create.
Along with short shifts, provide real training and orientation for every role. Never assume volunteers will “figure it out” on the fly – uncertainty leads to stress and inefficiency. Instead, brief your volunteers on exactly what their duties are, how to handle common situations, and who to contact for help. Ideally, hold a training session (in-person or virtual) before the festival or on Day 0. Walk them through the venue layout, schedule, radio protocol, ticketing system, safety procedures and any event-specific rules. For example, a volunteer doing registration should know the check-in software and FAQ (dress code, parking info, etc.), while a stage runner should learn basic stage etiquette and timing cues. Hands-on practice helps too – consider run-throughs or role-play scenarios (e.g. simulate answering a guest’s question or responding to an emergency). Thorough training equips volunteers with the skills and confidence to perform well (www.deedmob.com) (www.deedmob.com). It also shows them that they’re valued as important team members, not just free labor.
Crucially, make sure volunteers understand why their role matters. Even mundane tasks feel more meaningful when volunteers see the bigger picture. Emphasize that their contributions – however small – keep the festival running and attendees happy. Share any relevant goals or values (such as sustainability or community engagement) that volunteers are helping to fulfill. When volunteers see themselves as part of the festival’s mission, they’ll be more motivated and attentive.
Finally, avoid wasting volunteers’ time. Don’t over-staff roles to the point that people stand around idle. Every volunteer should have a purpose during their shift. As one volunteer lamented after being assigned to greet guests in a lobby alongside seven other greeters, ‘I started to ask myself why the festival couldn’t have just bought a sign instead of asking for four hours of my time’ (join.timecounts.app). Plan your volunteer assignments efficiently so no one feels their time is being squandered. If things are slow at a particular post, rotate that volunteer to another active area or give them an early break (more on rotation soon). Respecting your volunteers’ time is the ultimate sign of respect – and it keeps them coming back.
Clear Scripts, Cheat Sheets, and Empowerment
Set your volunteers up for success by giving them clear “scripts,” handy cheat sheets, and the right tools for communication. Clarity is king: a volunteer who knows exactly what to do and say in a situation will perform far better (and with less anxiety) than one left guessing. Provide guidelines and scripts for common scenarios they’ll face. For instance, give your info booth volunteers a FAQ sheet with answers to likely questions (venue map, show times, nearest ATM, medical tent location, etc.).
For volunteers handling entry gates, supply a script for greeting attendees and checking tickets or QR codes (including polite ways to resolve issues like invalid tickets or prohibited items). If volunteers might have to enforce rules (age restrictions, re-entry policy), train them in the exact wording and tone to use. Clear, friendly phrases – e.g. “Hi! Can I see your wristband, please?” – and consistent messaging across all volunteers prevents confusion and enhances the guest experience.
In addition to scripts for guest interactions, prepare cheat sheets for procedures and emergency protocols. A one-page quick reference can be a lifesaver when a volunteer’s mind goes blank. This could include important phone numbers/radio channels, key staff contacts, step-by-step instructions for things like processing a ticket refund or what to do if a child gets lost, and escalation guidelines for various incidents. Many festivals issue volunteers a small handbook or a laminated card on a lanyard covering these essentials. Empower your team with knowledge at their fingertips.
Equip volunteers with proper communication tools as well. Two-way radios are invaluable for volunteers in spread-out or critical positions (parking lots, stage crew, security perimeters). If a volunteer has a radio, teach them basic radio etiquette (like what code words or channels to use, and to keep chatter succinct). For roles that don’t warrant a radio, ensure volunteers at least have a way to reach their supervisor or the control center – whether via a provided walkie-talkie, a special phone number, or a messaging app. Quick communication means small issues won’t spiral into big problems. For example, if an entry gate volunteer encounters a counterfeit ticket, they should be able to radio the box office manager immediately. Equip them to act swiftly and you’ll resolve most challenges before they impact the festival.
Perhaps most importantly, empower volunteers with decision-making authority appropriate to their role. Don’t force every minor question up the chain of command – that frustrates both volunteers and attendees. Instead, trust volunteers to handle small decisions on the spot when it makes sense. Define the boundaries of their authority during training. For instance, an experienced volunteer area lead might be allowed to reposition a barricade or grant an extra meal voucher to an attendee with a special need, without seeking manager approval. Even newer volunteers can be empowered with discretion: a parking volunteer could be told, “If an elderly driver needs a closer spot, it’s okay to allocate one of the staff parking spaces – just inform HQ after.” By contrast, make it clear which issues must be escalated (safety incidents, anything involving money, etc.). When volunteers know you trust them to exercise judgment in certain situations, they take more pride and ownership in their work. They become proactive problem-solvers rather than passive placeholders.
Real-world example: at Sundance Film Festival, volunteer ushers are entrusted to manage theater entry and fill empty seats with wait-listed guests. They have defined guidelines, but in the moment they often must decide how many people to let in from the queue – a responsibility that improves the festival’s operations and gives the volunteers a sense of accomplishment. Similarly, many music festivals have volunteer “ambassadors” roving the grounds to answer questions and report issues; these ambassadors are empowered to act as the friendly face of the festival, creating positive vibes through countless small interactions.
Of course, empowerment goes hand-in-hand with support. Let volunteers know that if they’re unsure about a decision, they won’t be judged for asking for help. Encourage a team mindset where volunteers feel comfortable radioing a supervisor with any concern. The aim is to strike a balance: volunteers have enough autonomy to keep things flowing, but also the backup to handle things safely. When you get this right, volunteers feel confident and trusted – and festival-goers receive great service from an engaged team.
Feed Them Well and Rotate Roles
Volunteers give their time and energy; in return, take care of their basic needs. Good food, snacks, and water are not perks – they’re essentials. A hungry or dehydrated volunteer will get fatigued and cranky quickly. Budget for volunteer meals or ample refreshments in your festival planning. This doesn’t mean you have to splurge on gourmet catering (though if you can, go for it!), but do provide something nutritious and satisfying. Experienced festival organizers caution against the easy trap of feeding your crew nothing but cheap fast food. Pizza and fries might be convenient, but they won’t sustain someone through a long, active day (festivalfire.com). Instead, arrange more balanced meals – think sandwiches or burritos with veggies and protein, fruit, salads, pasta, etc. Many events partner with local restaurants or food trucks to provide discounted meal combos for volunteers. For multi-day festivals, vary the menu if possible so volunteers don’t get the same meal every day. Also be mindful of dietary restrictions: ask volunteers in advance if they’re vegetarian, vegan, or have allergies, and try to accommodate them so everyone has real nourishment.
Don’t forget coffee and hydration. Having free coffee, tea, or energy drinks at the volunteer center can be a huge morale booster (late-night shifts go down easier with a warm cup of coffee in hand!). Equally important, ensure water is always accessible – give volunteers refillable bottles or have water stations designated for crew. Encourage volunteers to take short hydration breaks. These little comforts keep your team alert and healthy throughout the event.
Beyond food, pay attention to rest and rotation. Rotate volunteers between roles or locations when possible, especially during long event days. Doing one task for 6 hours straight is tough – even a highly motivated person will lose steam. Rotating assignments serves multiple purposes: it reduces monotony, provides physical relief, and gives volunteers a chance to experience different aspects of the festival. For example, if you have volunteers directing parking in the morning, swap them to an information booth or stage crew helper role in the afternoon. This way they’re not standing in a parking lot all day, and they get to enjoy a change of scenery and pace. Rotation is also a sign of respect, showing you don’t intend to “use someone up” on the least desirable job for the whole event.
If rotating roles isn’t feasible, at least schedule regular breaks. A common pattern for volunteer shifts is working ~50 minutes then taking a 10-minute break, or a 15-minute break every 2 hours – something in that ballpark. Encourage volunteers to step away, grab a snack or just sit down and recharge. Have extra floaters or staff who can cover for breaks so that volunteers actually take them. It’s easy for an enthusiastic volunteer to insist they’re fine, but even they will benefit from a short rest.
Also consider the timing of shifts across a multi-day festival. Try to avoid giving one person all the late-night or all the early-morning shifts – spread those tough time slots around to share the load. And if a volunteer worked a very late shift, maybe assign them a late start the next day so they can get some sleep. Sleep deprivation is a real challenge in festival settings (everyone is excited and running on adrenaline). Being mindful in scheduling can prevent volunteers from becoming walking zombies by Day 3.
Leading festivals set great examples in volunteer care. Roskilde Festival in Denmark, for instance, serves a staggering 50,000+ meals to volunteers over the event week, with 90% of the ingredients being organic (compass-group.dk). They also provide volunteers with perks like a dedicated “Volunteers’ Village” – a lounge area with free coffee, soft drinks, Wi-Fi, and even wellness activities like yoga and massage sessions (faq.roskilde-festival.dk). While not every festival has the resources to offer free massages to volunteers, the principle stands: invest in your volunteer community. Even on a smaller scale, little touches like a volunteers-only chill-out tent or a backstage tour as a thank-you can make your team feel special and appreciated.
Remember, a well-fed, rested volunteer is a happy and productive volunteer. Take care of them so they can take care of the festival.
Big Thanks and Public Recognition
People volunteer out of passion and goodwill, but that doesn’t mean you shouldn’t reward them. In fact, the simplest reward – genuine appreciation – is incredibly powerful.
Always thank your volunteers enthusiastically, both one-on-one and publicly. Make gratitude part of your festival’s culture. This starts with leadership: festival directors and team leaders should personally express thanks to volunteers throughout and after the event. A sincere word of thanks face-to-face or in a post-event note can make a volunteer’s experience feel fulfilling.
Public recognition is equally important, especially at boutique festivals where the community is tight. Consider thanking volunteers on stage at a prime moment – for example, during the closing announcements or before the headline act on the final day. You might invite all volunteers up on stage for a round of applause, or call out outstanding individuals by name. Hearing their name shouted out in front of the crowd is a thrill for anyone who’s given their time. Even at larger festivals where bringing everyone on stage isn’t practical, a shout-out from the MC like “Let’s hear it for the amazing volunteer team who made this weekend possible!” gets the audience cheering and shows volunteers that the whole community values them.
Online and media recognition can go a long way too. After the festival, post a thank-you message on social media and your website, highlighting the contribution of volunteers. Many festivals publish a group photo of the volunteer crew with captions praising their hard work. If your volunteer team isn’t too large, you could even list all their names in a blog post or Facebook post – a gesture that costs nothing but means a lot to those individuals. Some events create a “Volunteer Hall of Fame” on their site or include a thank-you page in the program booklet honouring volunteers.
Tie this into the festival’s story. For instance, the Toronto International Film Festival (TIFF) explicitly states on its volunteer page, “Without you, there will be no TIFF.” (tiff.net). Let volunteers know that you see them and that their efforts directly contributed to the festival’s success. You can also work little thank-you’s into the event itself: maybe give volunteers a special badge or t-shirt that says “Volunteer Hero”, or have vendors thank anyone they see wearing a volunteer shirt. During daily team briefings, call out volunteers who did exceptional work the previous day (“Emily handled that lost child situation so calmly – thank you!”). These moments of recognition boost morale in big ways.
Finally, consider hosting a volunteer appreciation event if you can. This might be a simple pizza party after cleanup is done, or a volunteers-and-crew afterparty when the public has gone home. Some festivals even offer an exclusive after-festival excursion or a free ticket to another event as a thank-you. The aim is to celebrate the volunteers’ contribution and make them feel like an integral part of the festival family (which they are!). When volunteers feel appreciated, they not only come back next time – they also spread the word that helping at your festival is a fantastic experience.
From Volunteer to Crew: Building Tomorrow’s Team
Today’s volunteers could be tomorrow’s stage managers, marketing directors, or festival producers. It’s a wise investment to nurture volunteers for the long term. Many a festival has grown from humble roots to big success on the strength of a loyal volunteer base that gradually transitioned into professional staff. By giving volunteers meaningful experiences, training, and appreciation, you create a talent pipeline for your event and the wider festival industry.
Keep an eye out for star volunteers – those who show up year after year and consistently go above and beyond. These are prime candidates for future paid roles or leadership positions in the volunteer program. Quite a few festivals have stories of volunteers rising through the ranks. For example, a person might start by volunteering at a merch stall or as a runner, learn the ropes over several editions, then step into a department coordinator role, and eventually become part of the core production team. When you treat your volunteers well and mentor them, this progression happens naturally. It’s common in the festival world to hear things like, “Our operations manager first joined us as a volunteer five years ago.”
Even if a volunteer doesn’t end up on your payroll, by providing a positive experience you gain a festival ambassador for life. Enthusiastic volunteers will sing the festival’s praises to friends and on social media, boosting your reputation. They may recruit other volunteers for you, expanding the community. In essence, a strong volunteer program contributes to a festival’s sustainability – human resources are just as important as financial resources in the long run.
So view your volunteer program not as a short-term fix for free labor, but as a core part of community building. When volunteers feel joy and fulfillment in helping your festival, they forge an emotional connection to the event. That translates into loyalty, returning support, and a shared sense of ownership. Your festival becomes their festival too, which is a beautiful thing. The most legendary festivals have this kind of devoted community behind them.
In summary, invest in your volunteers and they will invest in you. Offer short shifts that respect their time, give clear scripts and tools so they can shine in their roles, take care of their well-being on site, and shower them with genuine appreciation. Do this, and you’ll not only have a smooth festival – you’ll cultivate a passionate crew for the future and elevate the spirit of the event for everyone involved.
Key Takeaways
- Keep Volunteer Shifts Short: Whenever possible, use 2-4 hour shifts. Avoid overworking volunteers with marathon duties – fresh, rested volunteers will be more effective and enjoy the event too.
- Train and Inform Your Team: Provide thorough orientation and easy-to-follow instructions. Make sure every volunteer knows their role, has an FAQ or cheat sheet to refer to, and understands protocols (safety, emergencies, etc.). Preparation breeds confidence.
- Equip and Empower Volunteers: Give volunteers the tools they need – from radios or headsets for communication to maps and contact lists. Empower them to make small decisions on their own, within guidelines. Trusting volunteers with responsibility (and backup when needed) creates a proactive, engaged team.
- Take Care of Volunteer Welfare: Feed your volunteers well (healthy meals, snacks, plenty of water) and schedule breaks. Rotate volunteers between tasks or locations to prevent burnout and boredom. A cared-for volunteer is a happy, productive volunteer.
- Recognize and Appreciate: Always thank volunteers enthusiastically. Acknowledge them publicly (by name when possible) on stage and on social media. Small tokens of appreciation – a shout-out, a group photo, a post-festival party – go a long way in making volunteers feel valued.
- Build a Community (and Future Crew): Treat volunteers as part of the festival family. When they have a great experience, they’re likely to return and may even become part of your core crew in the future. Investing in volunteers is investing in the festival’s long-term success.
By prioritizing volunteer joy and empowerment, boutique festivals (and events of any size) can create an army of passionate helpers who ensure each festival is better than the last. After all, today’s happy volunteers are tomorrow’s rockstar crew.
27th September 2025